Managing the Performance Cycle Process

Objective

After completing this lesson, you will be able to describe methods of managing the review process.

Performance Management Inbox

Users access the Performance Management menu from Home→Performance, which is referred to as My Forms page.

The following actions can be completed from this page:

Access their in-progress forms from their Inbox whenever an action is required from their end at the Current Step of the form.
View their in-progress forms in the En Route folder, which may be in a different step of the route map, and the action was already taken in a previous step.
Access their Completed folder, to see all those completed forms.
Create folders to organize their completed forms from the Manage Folders link on the bottom left of the screen next to the wheel icon.
Select which search filters to display.
Customize which standard and custom filters are available to end users via Role-Based Permissions (RBP).
Create New Forms individually - select the Create Form button. This option requires the Permission to Create Forms granted in Role-Based Permissions and located in the General User Permission category. The options available to create a form might depend on:
- Which templates are selected under the Permission to Create Forms RBP permission.
- The Default Targets set in Form Template Settings for each template. For example, a manager might be able to create a new form for their direct reports and themselves with one form template, but for another, they might be restricted to creating a form only for themselves.
- The option Allow form creator to select anyone as a subject in Form Template Settings will allow searching beyond the reports and selecting anyone in the organization as the form subject. This permission is dependent on the target population granted for the User Search permission in RBP.

This screenshot below shows the latest version of My Forms, available by default.

This screenshot shows the latest version of the My Forms page.

Forms by User Management

Administrators have many capabilities in the system to approve, delete, restore, route, and sign forms during the review cycle. Most of the functions that are discussed throughout this lesson are found in Admin Center under the category Manage Forms by User. You can access Admin Center through Action Search.

Administrators can also automate the process of routing inactive users' forms to completion; the auto-complete action is recorded in the audit trail of the forms. To enable this feature, the following are required:

Enable Auto-complete inactive users' Performance Management forms if the job is scheduled in Form Template Settings for the intended form template.
Create a job of the type Auto-Complete Inactive Users' Performance Management Forms for Configured Templates in Scheduled Job Manager.

Automatic Manager Transfer on Employee Import

When the user data file is exported, modified, and then imported back into the system, the administrator has the capability to configure Automatic Manager Transfer settings. This is especially helpful when employees change roles or leave the organization in the middle of a review cycle. To configure automatic transfer, navigate to Employee Import using Action Search. Select the checkboxes in Specify Form routing options before uploading the modified user data file.

Document Transfer – Form Template Settings

Form template settings allow document transfer settings that makes sure an employee’s performance review is routed to the correct manager during role changes. Configuring these settings from Form Template Settings, verifies the forms route to the correct location. These document transfer settings are not compatible with the Change Engine.

Document Transfer

Document transfer allows administrators to transfer existing documents from an employee’s previous manager to a new manager. There are multiple document transfer methods in the system to verify all changes have been made correctly.

To transfer a document, navigate to Transfer Forms to New Manager using Action Search. Use the Find User search fields to find the employee to be transferred, the original manager, and the new manager. Select all transfer checkboxes that apply and choose the Transfer Employee’s Document button.

It may be helpful to check the organizational chart in Company Info from the main navigation menu to make sure the transfer was successful.

Transfer documents to new manager has been enhanced to prevent the transfer of documents to users without login permissions or are not part of the default permission groups.

Transfer Documents

Business Example

In this exercise, you transfer a user to a new manager along with their outstanding documents.

ExerciseStart Exercise

Steps

Navigate to Transfer Forms to New Manager using Action Search.
In the Transfer Employee field, select the Find User link.
Choose the Search Users button.
From the list of available users, select one person’s username.
Close the popup window.
In the Transfer From Manager field, select the Find User link.
Choose the Search Users button.
From the list of available users, select one person’s username.
Close the popup window.
In the Transfer To Manager field, select the Find User link.
Choose the Search Users button.
From the list of available users, select one person’s username.
Close the popup window.
Select all checkboxes on the page.
Choose the Transfer Employee’s Document button.
From the main navigation menu, choose Company Info.
Search for the "transfer employee" in the org chart. Did the employee successfully transfer to the new manager?

Overview – Change Engine Tool

Configure Change Engine allows you to specify what happens with in-progress performance forms and 360 review forms when employee data changes. For example, if an employee moves to a new department, a copy of his or her old performance form can be forwarded to the new manager on completion. To create a rule in the change engine, navigate to Configure Change Engine using Action Search.

Some functions are not compatible with PMv12 forms.
If you would like to transfer forms to a new manager without final input or form completion, Automatic Manager Transfer is a better choice.
Change Engine rules do not apply if Automatic Manager Transfer options are configured on employee import.
Change Engine rules can also be applied to HR Rep. changes. For this feature/option to be available on Change Engine rules, Enable document transfer for HR Manager change needs to be activated in Cross Talent Feature Settings.

Document ID – Overview and Uses

Many of the following actions require a document ID to process requests. Each form that is created has a unique system-assigned ID that can be found in two locations.

Navigate to Performance from the main menu and hover over the blue circle icon in the Action column of any form. This icon displays the document ID.
Run an Ad Hoc report to find the document ID for any user in the system. Creating these reports is discussed in the next unit.

Form Approval

From the option Approve Form, available using Action Search, administrators can use a document ID to approve one form at a time. Forms must be in the Modify stage of the route map for successful approval. This approval effectively routes the form one step forward in the route map.

Form Modification

From the option Change Form Date, available using Action Search, administrators can use advanced search fields to find an employee. After selecting an employee, all forms in the employee’s inbox display, and the administrator can change the start, end, or due date of a single form, or multiple forms at a time.

Change Form Dates

Business Example

In this exercise, you change the dates on a form already in progress.

ExerciseStart Exercise

Steps

Navigate to Change Form Date using Action Search.
To select an employee, use the search fields.
Select the checkboxes next to any forms you choose.
Choose Change Date.
Extend the Due Date by 1 month.
Choose Save.
Choose Yes.

Summary

From the My Forms page, users can access their in-progress and completed forms, create folders to organize their completed forms, create new forms, etc.
Administrators have many capabilities in the system to approve, delete, restore, route, and sign forms during the review cycle – the capabilities are found in Admin Center under the category Manage Forms by User.
If employee data changes after forms are launched, the Configure Change Engine allows administrators to specify what happens with in-progress forms.

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