Preparing and Managing the Performance Management Review Cycle

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Identify components of the performance form
  • Create and access the form in the Performance Management Inbox
  • Prepare and manage the Performance Management review cycle

Performance Management Review Cycle

Configurations must be thoroughly tested before the company’s review cycle starts. In this lesson, we will learn how to test the performance form in order to prepare for the start of the review process as well as how to manage the process once it starts. You will learn about the tools available for handling form and data changes, and monitoring the process.

Form Title

Every form template must have a title. This title should be descriptive of the form and easy for users to understand. The title is visible in the Performance Inbox and on the open form.

In the figure titled Form Sections, the form title includes both the name of the template and the name of the subject of the form. The name of the template is Performance Form and the name of the subject of the form is Edward Employee.

Form Sections

The Performance Form is made up of standard and custom sections, most of which we have already explored. Additional sections that can be added are:

  • The Mid-Year section can be used, if needed, in a mid-year review step in the Performance Review to provide any overall comments and record the mid-year review date in the section.

  • The Customized Weighted Rating section displays the calculation details including route steps, roles in each step and their names, ratings, and weights configured in Business Rules. The section is only used to display these details that arrive at the calculated form rating and to enable the manual rating to override the calculated rating, if needed.

  • The Development Goals section is an optional but important section to include and is usually included as part of the end-of-year evaluation to assist in planning for the upcoming year.

  • The Additional Comments section can be utilized to hard code comments on the form that will be visible to all users.

  • The Performance/Potential Summary section supports two overall scores: an overall Performance score and an overall Potential score. These two scores can then be plotted to determine the quadrant in which an employee falls on the performance-potential chart.

Performance Management Inbox

Users can access forms from the Inbox in the Performance Management module whenever user input is required. Users access this Inbox by selecting the main navigation dropdown arrow and selecting Performance (or the term that refers to this page if the customer uses Text Replacement, for example, Review Forms) from the menu.

Form Testing

Testing is a process to validate that system behavior is what is expected. It is crucial that you test your template before launching forms to individual users.

When creating the form, there are many places where small errors can occur. By running a test launch, you may be able to catch and correct any errors.

Testing involves taking the form through the entire process to ensure that all steps and sections work as expected. If any errors are found during the testing process, stop, delete the current form, and fix the error. When the error is fixed, start the test with a new form.

Watch this video to learn more about how to test your form.

Form Deletion

Deleting a form removes it from the front end of the system. However, the form can be restored later, if necessary.

Some situations when a form might be deleted are as follows:

  • An employee is no longer active and the employee’s form needs to be removed from the Inbox or manager reports.

  • A form has been incorrectly created.

Watch this video to learn more about how to delete a form .

Form Restoration

A previously deleted form can be restored at any time. The form is restored to the system at the routing step it was in when it was deleted.

Examples of when to restore a form include the following:

  • An employee leaves the company, but then comes back.

  • The form was accidentally deleted.

Watch this video to learn more about how to restore a deleted form.

Organizational Change Management

Changes that occur at the organizational level may affect forms. These changes include the following:

  • Manager changes

  • Job code changes

  • Employee name changes

  • Matrix Manager changes

  • HR Manager changes

In order for these changes to impact forms that are in progress, one of the following functions can be used:

  • Employee Import function

  • Change Engine function

Scenarios such as obtaining a new manager or assigning a new job code determine if Change Engine or Employee Import are used.

Employee Import

If an event occurs that causes a change, the Employee Import function is used to import new user data.

When using Employee Import, each form can have its own definition as to what happens after a change.

Once a change is made and the User Data File (UDF) is imported, the form template settings determine if the information is moved to each form on a case-by-case basis.

If there is a manager change, the manager information is changed in the import file.

  • The file is then imported either manually or automatically.
  • During import, there are automatic manager transfer options to be selected, which apply to all forms when form template settings permit.

At the template level, each form has its own settings that enable a form to be moved (or not) based on manager changes.

The system will attempt to apply the settings set up in import and then look at the form template setting on each form template.

If a checkbox is selected during import and the form template settings match  the form moves as specified by that setting
If a checkbox is selected during import but the form template settings do not match the form moves as specified by that setting
If a checkbox is not selected during importthe settings at the form level are ignored and the form does not move
After importing users through Employee Import, you now receive a separate email notification about document transfer results, including lists of users whose forms have been transferred or failed to transfer.

If you are using an Instance with SAP SuccessFactors Employee Central, you will not find the option Employee Import. Navigate instead to Import Employee Data, and select the Basic Import entity.

The Change Engine

When using the Change Engine function, each form is treated the same based upon what has been set in the import file.

Change Engine might be used, for example, if a manager changes, but the forms are always to be kept with the old manager.

Change Engine also allows you to manage forms for other data changes such as job code changes or location changes.

The Change Engine also supports HR Representative changes. It can be enabled in Cross Talent Feature Settings and then we can make the necessary modifications when we select HR Rep. Change in the Employee Change Engine.

Once Change Engine has been turned on for a form, it cannot be turned off.

Signature Stage and Completed Documents Routing

This feature allows the administrator to use administrative controls to force documents to the next stage in the route map. For example, you might require this feature if an employee or manager is on a sudden extended leave and the form must be moved along the route to be completed.

You can access this feature via Route Signature Stage Form or Route Completed Document using Action Search.

Performance Dashboard and Tiles

Dashboards display portlets. Portlets are charts and graphs showing high-level summary information about a single topic, such as performance forms. The graphs and charts can be drilled into providing the data behind them. 

The Standard Performance Dashboard contains information about the status and progress of forms, such as the type of form, the number of completed forms, and workflow status as well as performance and potential rating distribution.

Standard dashboards can be added from the Manage Dashboards option. Once it is added into the instance, the Dashboard becomes available from the Report Center. Custom dashboards can be created and they can contain both standard and custom tiles. 

Select the Start button to access the graphs on the custom dashboard.

Form Status Workflow

Once it is determined where the users and forms are in the performance review process, this information can be used to determine the best steps to take to complete the performance review process.

Possible actions to complete the review process may include one of the following:

  • Complete a form on behalf of someone else

  • Forward the form to a different step

  • Email the users involved to remind them to complete the form

  • Send a message to a user

  • Email the entire organization to remind them of the performance review process

Launch Performance Forms to Test Configurations

Your company is preparing for the new performance cycle and needs to carry out an end-to-end testing of the Performance Form template. In this exercise, you will launch a performance form for some users and confirm all the configurations done in the previous exercises in Units 9 and 10.

You will be confirming the results, and verify the following points from an Employee and their Manager perspective:

  • Buttons and Pods
  • Access to Performance Form sections
  • Route Map
  • Form Template Settings
  • Goals and Weights
  • Competencies
  • Summary
  • Evaluation of Potential section
  • Permissions and Required Fields

Task 1: Launch Performance Forms

Learn how to mass create performance forms and test your configuration changes for the Employee Self Evaluation step.


  1. Launch Performance Forms for a group of employees

    1. Navigate to Launch Forms using Action Search.

    2. In the Form Template dropdown list, select the performance form template you have configured in previous exercises.

    3. Choose Next

    4. Leave the Launch Date as One Time and Now . Choose Next .

    5. Leave Dates configured for form as the Review period . Choose Next .

    6. In the Select Employees step, choose the Group of Employees radio button. When selecting it, it should default to the option Find employees by filters:. Choose the Select Criteria button to continue.

    7. Select the Leadership department. Choose Done You will see " X matched and X selected employees" and you can Click to view to review the list of employees that will be receiving a form.

    8. Choose Next to continue to the next step.

    9. Skip the step Edit Introduction Texts . This step allows to make changes to those fields defined as "Editable when launching forms" in the custom section. Select Next to continue.

    10. Review the Summary and select Launch to launch the forms to the selected employees. Choose OK in the confirmation dialog.

Task 2: Test your configuration changes for the Employee Self Evaluation step


  1. Access the Performance Form as an Employee and complete the Employee Self Evaluation step.

    1. Proxy as one of the employees that received the form. You can use Carol Clark. Navigate to name menu, and select Proxy Now

    2. In Select Target User , enter Carol Clark and choose OK .

    3. Notice there is a Review Your Performance engagement card that displays in the For You Today section in the Home Page. You can select the option Go To Form from the engagement card itself. Alternatively, you can navigate to HomePerformance and you would find the performance form in your Inbox.

    4. Open the form and verify the following:

      • Incomplete Items and Supporting Information Pod are visible
      • Evaluation of Potential section is not visible
      • Route Map reflects all the correct steps
      • The Introduction section shows the new description and includes a selectable link to SAP SuccessFactors website
      • The Employee Information section displays the right fields selected from the Display Options
      • The form dates displayed in the Review Dates section are not editable
      • Goals can be added at this step
      • Goal weights auto-populated in the form from the Goal Plan
      • Goals can be rated and you can confirm the labels for the rating scale are correct
      • Core and Custom competencies are visible and can be rated and commented using Writing Assistant
      • Job Specific competencies display in the form based on the competencies mapped to the Job Role
      • Summary section is not editable
    5. Rate your goals and competencies and complete the Self Evaluation.

    6. Verify that the Get Feedback and Finalize Form buttons are available.

    7. Select the Finalize Form button to send the form to your manager.

    8. Verify that the warning for the weight-total configured in the Goal Section displays.

    9. Verify that the Step Exit Reminder configured in the Route Map displays.

    10. Choose Send to the Next Step to send the form to the Manager Evaluation step.

Task 3: Test your configuration changes for the Manager Evaluation step

Learn how to test your configuration changes for the Manager Evaluation step and identify the differences.


  1. Access the Performance Form as the Manager, and complete the Manager Evaluation step.

    1. Proxy as the manager that received the form. You will use Alex Anderson. Navigate to name menu, and select Proxy Now

    2. In Select Target User , enter Alex Anderson, and choose OK .

    3. Notice there is a Review Employee Performance engagement card that displays in the For You Today section in the Home Page. You can select the option Go To Form from the engagement card itself. Alternatively, you can navigate to HomePerformance and you would find the performance form in your Inbox.

    4. Open the form and verify the following:

      • All the Pods are visible
      • All the sections, including Evaluation of Potential, are visible
      • Other Ratings tab is visible including the ratings and comments given by the employee
      • Competencies can be added in the Job Specific Competencies section
      • The manual overall rating is editable and required field at this step
      • The Evaluation of Potential section is editable.
    5. Rate the employee's goals and competencies and complete the Manager Evaluation.

    6. Provide a manual overall rating for the Employee.

    7. Select the Save and Close button.

Log in to track your progress & complete quizzes