Configuring the Calibration Template Advanced Options and Executive Review

There are many options to customize the calibration template within the Advanced tab.

• Automatically route forms upon session finalization: Forms will be automatically routed to the next step of the route map once the session is finalized.
• Enable force route button in validation step: Forms are pushed to the next step by showing the Route Forms to Calibration button on the validation page.
• Enable rank column in bin view: Participants in the calibration session will be able to view stacked rankings.
• Set rank column as required: Employees in each bin must be ranked before a session is finalized.
• Enable stack ranker within Calibration: Another capability to make calibration usage easier. Allows rating up to 10 subjects at a time in the calibration session, using the Analyze button.
• Enable comment: Session participants are able to comment on a subject during a calibration session.
• Quick card display on hover in list view: Hovering over a user’s name will display the quick card in list view and matrix view.
• Include inactive users: Includes users who are not currently active but are in the system.
• Manager notification with rating changes on session finalization: Will send a message to a subject’s manager if a rating is changed in a calibration session. It is possible to disable this email notification for all sessions in Admin Center→Email Notification Templates.
• Enable Guidelines Enforcement: Enforces distribution guidelines, including distribution ranges (if any). This is supported in both Bin View and Matrix Grid View, but while the Bin View includes a visual indicator, the Matrix Grid View does not. With this selected, the defined distribution guidelines (bell curve) in the data section of the template settings will need to be strictly followed, or a participant of the calibration session will not be able to finalize the session.
• Enable Multi-Select Drag and Drop: Enables the ability to drag and drop multiple items at the same time. You can select the subjects (employees/users) using the checkboxes and then click and drag any of the subjects. All selected subjects will move together from any view in the session.
• Enable Photoless Calibration: This option enables you to hide photos in List View, Bin View, and Matrix Grid View.
• Enable Gender Indicators: This option enables you to display the gender ratios in List View, Bin View, and Matrix Grid View. The Matrix Grid View also displays gender segregation in each cell.
• Roll up comments from the other sessions based on the same template: This option shows all the comments that are made for an employee in the other sessions based on the same template. The comments will be consolidated into one tab in the comment dialogue.
• Auto-activate sessions: This option enables you to create job requests to automatically activate Calibration sessions. You can auto-activate sessions at the template level or session level, and a date should be added in the Set activation date field. Activation dates set in individual sessions take priority over dates in the template, if both are specified. If no activation date is set for either, the sessions will not be auto-activated.
  • Enforce session activation: This option allows sessions to be activated, even when validation errors are found for certain subjects. When this feature is enabled, subjects with validation errors will be removed, allowing the session to be activated.
  • After you enable Auto-activate sessions and set your activation date for your calibration template, you must create a job request at Admin Center→Scheduled Job Manager using job type Auto-Activate Calibration Sessions on Planned Date.

Thresholds: This section will allow you to add/modify thresholds for different scenarios:

• The auto route form during finalization and force routing will be a background process when the session goes beyond this specified number of subjects: For Calibration sessions that have a number of subjects over the set threshold (default value is 50 subjects, it is recommended not to set a value over 50) the system will process the auto routing of forms upon finalization or routing forms into calibration step on session set up as a background job for maximum efficiency.
• The maximum number of viewable subjects without filtering: Specifies the maximum number of subjects to be listed in the page in a single view (default value is 200 subjects)
• Maximum Rating Change Span: Sets a maximum rating change span in calibration templates in Admin Center when you use Performance as the data source to configure ratings for calibration (default is empty, which means there is no rating change span unless specified)

This is done by specifying the span in the Maximum Rating Change Span field under the Advanced tab in Admin Center. The span is only available for manual ratings configured in Performance Management. After you set a span, if you make rating changes in the List view, Bin view, Matrix view, and the Analyze interface (by selecting the Analyze button), you can expect either of the following behaviors:

1. If the rating change you made doesn’t exceed the maximum rating change span you've set in Maximum Rating Change Span, the rating will be changed.
2. If the rating change you made exceeds the maximum rating change span you've set in Maximum Rating Change Span, an error message pops up, and subsequently the rating will revert to its original one, the one at which the calibration session is activated.

• Restrict Calibration Role Access by Target Population: Prevents a manager from seeing employee data for other managers’ teams. Other roles, such as Owner or Executive Reviewer, can be restricted to see only those subjects in the sessions that are part of their target population. In order to apply restrictions, roles must have Detailed Calibration Permissions enabled in Manage Permission Roles→User Permissions→Calibration.
• Comment on Change of Ratings: Enforces a comment when users are calibrated. If enforced, the options Authorized By, Reason Code, Comment, can be enabled/disabled.
• Calibration History: Allows calibration ratings to populate in the user’s talent profile if the calibration block is configured. The Calibration block (portlet) needs to be configured in the backend or using the Manage Business Configuration tool, and made visible in People Profile. The block may have up to five (5) rating types and three (3) matrix view results.

The Executive Review is used when a senior HR or business executive requires an aggregate view of session activity and behavior. This role is typically permissioned to someone who doesn’t necessarily have to be present for each calibration session, but rather needs blanket access to the data across all sessions for a given Calibration template being used in a talent management cycle.

Users who are assigned this role get direct access to the sessions as well as to the Executive Review summary page. From the Executive Summary View, users can drill down into detailed information on calibration subjects. Users can look up specific session details and adjust ratings for each chart title/cell/bar, which shows aggregated figures or percentages.

The following image shows the results of the 20 subjects that received an Overall Objective Rating: Outstanding and Overall Competency Rating: Low on sessions based on the same template. The Executive Reviewer can see more details, such as comments provided on the sessions, open the Calibration Talent Card, or see the Public Profile view.

Also, executive reviewers can directly change employees' ratings, add, edit, or delete their comments for employees, take more actions during reviews, and access more detailed information about an employee.

An Actions dropdown menu is available in the top-right corner of the page, allowing reviewers to perform more actions, such as marking or unmarking employees as Discussed. Reviewers can also select up to 10 employees using the stack ranker tool (Analyze option) and review and adjust their ratings.

Selecting the 3-dot menu beside an employee's name, reviewers can access more employee information, including source forms, development plans, learning activities, and achievements (based on the system configuration).

Additionally, the Executive Review Summary has an option to see results based on sensitive data, like Gender or Risk of Loss Distribution.

The graphs and data shown on the Executive Review are controlled through the settings under the Executive Review tab of each calibration template:

Permission for executive review access must be granted for a specific user and a specific calibration template. To grant access, navigate to Manage Permission for Executive Review using Action Search. The following list details the steps to grant permission:

• Step 1: Select the calibration template.
• Step 2: Select the user by typing in the user’s name and then selecting the name from the search results.
• Step 3: Choose Assign Permission.

After permission is assigned, you will see all users with access to a template when you select the template from the list in Step 1. You may then select the checkbox next to a user’s name and revoke permission.

• There are many options to customize the calibration template within the Advanced tab.
• As part of the Business Beyond Bias (BBB) initiative in the SAP SuccessFactors system, it is important to prevent bias even before it occurs. In order to prevent bias in the Calibration module, three features have been introduced: Photo-less Calibration Sessions, Gender Indicators, and Inline Calibration Notes.
• The Executive Review tab is typically permissioned to someone who doesn’t have to be present for each calibration session, but rather needs blanket access to the data across all sessions for a given Calibration template being used in a talent management cycle.