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.
Preparing and Managing the Performance Management Review Cycle
Objectives
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
Form Title and Sections
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 Title and 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.
Below, the sections included in the form are listed and can be selected to navigate to the beginning of each.
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 access the Performance Management menu from Home → Performance, which is referred 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, those that 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 those all those forms already completed.
- Create folders to organize their completed forms.
- Use the Search options to locate their forms easier.
- Mass Route forms to Next Step or Previous Step. These actions require the permissions Mass Route Document Forward and Mass Route Document Backward, granted in Role-Based Permission, and located in the Manage Documents category.
- Create New Forms individually. This option requires the Permission to Create Forms granted in Role-Based Permission 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. As an example, a manager might be able to create a new form for their direct reports and themselves, but another form template might be restricted to create a form only for themselves.
- The option Allow form creator to select anyone as a subject in Form Template Settings, will allow to search beyond the reports and select anyone in the organization as the form subject. This permission is dependable on the target population granted for the User Search permission in RBP.
Currently, there are two different versions of My Forms Page. The following screenshot shows the display of My Forms page when the latest version is disabled:
This screenshot below shows the latest version, available when Enable the latest version of the My Forms page is enabled in Performance Management Feature Settings. The main advantages of this newer version are:
- Search for forms in every form folder.
- Search for forms despite not having the permissions to mass route forms.
- Search by more reporting relationships, if applicable.
- Select which search filters to display.
- New menu to create a form, mass route forms, or create a folder for complete forms in a more efficient way. You can see an example on the screenshot Create New Form
When creating a performance form, users can either select someone from a default list, or choose to perform a search after selecting the Search Among All Employees check box . The setting Allow form creator to select anyone as the subject must be turned on in the Form Template Settings for the user to be able to search among all employees.
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
Note
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.
| Action | Result |
|---|---|
| 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 import | the settings at the form level are ignored and the form does not move |
Note
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.
Note
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.
Form Status Workflow
In the Form Status Workflow chart, the different statuses can be selected; When selected, a list with the users involved displays below the chart, along with additional columns containing more data. The columns with the data that displays is configurable.
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
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