Setting Up 360 Reviews Form Templates

Objective

After completing this lesson, you will be able to Enable and configure 360 Reviews and initiate the form template set up.

Configuration of Form Templates

A form template is a shell that contains the structure (layout) of the 360 Review. This template controls which rating scale is used, which route map is used, and other settings and options. The process for creating and configuring a 360 Review template is similar to creating a regular performance form template.  

Watch this video to learn how to create and work with the 360 Reviews Form Template.

  1. Adding a new template to the Instance. There is a 360 form template available in the SuccessStore, or templates can be imported as needed via Form Template Settings.
  2. Start editing the new template from Manage Templates and complete it from an XML editor. Unlike performance form templates, most of the configuration for a 360 form template must be done in XML.
  3. Grant permissions to applicable users so that they can use the template to generate a form, and use that form after creation.

Best Practice

Even if the customer wants the process and form to stay the same, cycle after cycle (e.g. 360 Reviews are not typically performed anually), it is best practice to copy the form template for the next cycle. Do not use the same form template, because routine changes (for example, changes to employee data) can impact the form even after it is closed.

Addition of a Form Template to the Instance

Once you have enabled 360 Reviews in Provisioning, you will see a new 360 Multi-Rater tab in Manage Templates.

Your training instance includes the PE 360 Multi-rater form template from the SuccessStore. Additionally, new templates can be uploaded as needed via Form Template Settings, just like with Performance form templates.

360 Review Form Modification

Modifying a 360 Review form is similar to modifying any other performance form. You can take many of the same steps to modify each form, and the XML code for many of the sections is identical between a Performance Management form template and a 360 Review form template.

Configuration of Form Template Settings

There are several options that are associated only with 360 Reviews. You can discuss with the customer whether to enable or these options or not. To find these options, navigate to Form Template Settings using Action Search.

Form Template Settings: Specific 360 settings

SettingDescription
Automatic Process Owner Change To New Manager For In-Progress Documents When Old Manager is Process Owner (Only for 360 Review)

If this option is selected, and the old manager is the process owner, the process owner will be changed to the new manager.

The new manager can access the form as a participant from the Inbox or as a process owner from the En Route folder. 

The old manager will retain access to the forms. 

Automatic Process Owner Change To New Manager For Completed Documents When Old Manager is Process Owner (Only for 360 Review)

If this option is selected, and the old manager is the process owner, the process owner will be changed to the new manager.

The new manager can access the forms in the Completed folder, and the old manager will retain access to the forms.

When transferring 360 review documents from old manager`s inbox folder to new manager, do not auto decline old manager’s participant forms in evaluationSelect this option to prevent auto-declining the old manager’s participants forms in the Evaluation stage when in progress 360 forms are transferred to the new manager’s inbox.
When transferring 360 review documents which are in evaluation stage, add new manager as a participant (If new manager is a removed participant, he/she will be added back.)Select this option when transferring 360 documents from the old manager`s inbox folder to the new manager, do not auto decline old manager`s participant forms in evaluation.

When the system is configured to remove documents for inactive employees, apply these overrides so that the system does not remove documents for this form template

Do not Remove Inactive Employee’s 360 Review Evaluation Documents (this is the specific one for 360 Reviews)

Select this option if you do not want to remove inactive employee's documents. This setting overrides the global setting of removing inactive employee's documents. 

Note: This setting may be useful when an employee is terminated yet still has an active form that entitles eligibility for incentive pay.   

Hide the Non-removable checkbox on a form in the Modify Stage

Select this option to hide the Non-removable checkbox on 360 forms in the Modify stage

Note: The checkbox appears when the competency sections allow users to add or remove items within the section (configurable="true"). If not needed, this option can be hidden. 

Show Participants in Status Summary (Applicable to Anonymous 360’s Review only)

Select this option if you want to allow participant names to be displayed on the Participant List during the evaluation phase. Names are displayed in random order, with no way to correlate the names with actual reviews, so anonymity isn't jeopardized. 

Use this feature if you are also using the Enable Add New Participants after 360 Evaluation starts option. Users can see who they've already chosen to participate, and if they need to add more users, they can ensure that they aren't selecting the same users.

Note: Applicable only for Anonymous 360s. You can't use this option with Named 360 evaluations. By default, no participant names are listed for Anonymous 360s. 

Allow Re-Selection of Removed Participants to Feedback Team after 360 Review Evaluation startsSelect this option to allow employees to add back Participants that have been deleted from the form. When adding back a deleted Participant, find the form in the En Route folder (My Forms page) and use the Add New Participants page to add the deleted Participant again. The deleted participants will be shown with their original category settings.
Hide dropped users records in 360 Ad Hoc report

Select this option to hide dropped user records in the 360 Ad Hoc Report. 

Important Note: Report synchronization is required after this configuration to ensure that dropped users in existing forms will not be displayed in 360 ad-hoc report. Please go to Company Settings and run Sync in 360 Multi- Rater Subject. 

Category Weight Setting: Enable category weight normalizationSelect this option if each section (competency, goal) must equal 100%.  This feature has the system take all competencies or goals in a section and divide by 100% to average out a weight for each item.
Category Weight Setting: Hide category weight tips in Summary ViewSelect this option to hide the category weights from the raters of the form.
Category Weight Setting: Hide category weight legend in Detail ReportSelect this option to hide the category weights from users who have permission to view the Detailed 360 Review Report.
Participants Threshold Control:

Apply Threshold On: Participant Level or Item Level

Select either Apply Threshold on Participant Level or Apply Threshold on Item Level

The threshold is the minimum number of participants required before the ratings or comments will be displayed. We recommend that you select the Participant Level option to ensure the user does not miss valuable information in the reviews. 

Hide Detailed 360 Review Report link unless x participants complete their formsSelect this option to hide the Detailed 360 Report link from the 360 Review form unless a minimum number (x) of participants complete their evaluations.
Enable Gap Analysis View from Detailed 360 Review ReportSelect this option to allow users to see the Gap Analysis view of the Detailed 360 report.
Enable Rank View from Detailed 360 Review ReportSelect this option to allow users to see the Rank view of the Detailed 360 report. 
Show Display Options in Graphical Summary View:Default Display Options in Graphical Summary View
  • Show descriptions
  • Show rating labels
  • Show scales
  • Expand categories
  • Show comments
  • Show rating values
  • Rank
  • Show ranges

Select this option to enable the display options in the Graphical Summary View of the Detailed 360 Report. 

The options depend on which sections the users should see by default. 

Any options that are not selected will be available in the display options for the users to select. 

Note: This option applies only if theShow Display Options in Graphical Summary View is selected. 

Calculate the item ratings by sub-item ratings in Detailed 360 Review Report 

Select this option to include sub-items in the item calculations. 

Example: Goals can have tables with fields considered sub-fields that could play into the overall rating. Enabling this will affect live forms. 

Display the ratings in Detailed 360 Review Report with the decimal places which are set in form templateSelect this option to display the exact calculated scores, rather than rounding scores in the Detailed Reports.
Display Section Ratings in Detailed 360 Review ReportSelect this option to specify that ratings for each rated section are shown in the Detailed 360 Review report. If this option is not selected, only overall ratings are shown.
Enable enhanced Detailed 360 Review Report anonymitySelect this option to hide the categories in the comments section of the Detailed 360 Review report.
Hide the email sender for 360 Review Document Complete Notification and 360 Review Document Return to Evaluation Notification. (Only applicable for Anonymous 360)Select this option to maintain anonymity by hiding the name of the user who sent a 360 Review form.
Enable 360 Add External Participants sectionSelect this option to allow users to add external participants to the 360 Review form. This is recommended when external participants are part of your process.
Hide the link to detailed 360 review report in the En Route and Completed folders until all users have completed the 360 ReviewSelect this option to hide the Detailed 360 review report until all raters have submitted their ratings and the form is no longer in the Evaluation route step.
Disallow further invitations when a user has already been invited to rate x forms: If the maximum invitations are exceeded
  • Don't allow
  • Display warning and allow
Select this option to limit the number of times an individual can be requested to be a participant for a 360 Review. Configure the maximum number of times a user can be invited to be a participant for a review. When adding a participant whose invitations have exceeded the max number, an error or a warning message is displayed.
Inherit Permissions through Send Copy
  • 360 Detailed Report Permission
  • 360 Drilldown Permission
Select this option to allow users who have been sent a copy of a completed form to inherit any permissions to view the Detailed 360 Report or the completed review forms.

Form Template Settings: Specific 360 settings related to permissions

SettingDescription
Enable 360 Drilldown Permission for:Select the roles that should be enabled (or the link that indicates it is an anonymous rater) to open that specific rater’s form. This allows the user to review the ratings and comments from the selected rater. You can select from different roles in this option to grant permissions.
Detailed 360 Report Permission ControlSelect Enable 360 Detailed Report Permission for and who should have access to the Detailed 360 Report link on the 360 Review form from the available checkboxes.  

Alternatively, select Use Form XML to add these permissions directly to the XML. 

Hide "decline to participate" button on the 360 formSelect for whom to hide the button that allows users to decline to participate in the 360 review. If All raters is selected, no one can decline to participate. 

Note: This option does not include external raters. They can decide to accept or decline on the notification received. 

Enable Add New Participants after 360 Evaluation starts for:Select who should be allowed, from the available checkboxes, to add new participants during the Evaluation stage and before the 360 Review is completed.  

Note: This option is typically enabled for the process owner. 

Enable Send Back for:Select who should be allowed to send back a completed 360 evaluation to a participant and who can adjust the evaluation and resubmit it. This action can only be taken if the 360 Review process is not completed.   

Note: This option is typically enabled for the process owner. 

Enable Send Reminder Email for:Select who should be allowed to send reminders to those participants who haven't completed their 360 evaluations.
Enable Remove Participants after 360 Evaluation starts:Select who should be allowed to remove a participant after the 360 evaluation has started. 

The Form Attributes Section

You can establish several parameters for a 360 Reviews form within the meta section of a 360 Reviews template. These parameters can be updated by using radio buttons in Provisioning (which automatically update the XML within the instance), or within your chosen XML editor. 

To update the meta section in Provisioning, proceed as follows:

  1. Navigate to Form Template Administration.
  2. Select the 360 Review you want to update.

    The XML that makes up that form is presented.

Radio Button Configuration

The figure, Edit Form Attributes, shows the radio buttons to select in Provisioning, and the proper XML expressions.

Calculations on 360 Review Forms

This option enables or disables a calculation on the 360 Review form. Setting this to true, means that a calculation of performance is visible on the form, and setting it to false means the calculation is not visible on the form.

In Provisioning, select the Calculation on form or No calculation on form radio buttons. In XML, set no-calc="true" or no-calc="false".

Anonymous 360 Review Forms

Selecting this option makes the raters anonymous within the 360 Review form and detailed reports. In Provisioning, select the Anonymous 360 or Participant names on 360 radio buttons. In XML, set anonym="true" or anonym="false".

Recall Function Configuration

Selecting this option enables the Recall button on a 360 Review form within the completed folder if other raters have not yet completed their evaluation. This button allows users that have completed the evaluation and wish to make changes to get the form back into their Inbox (recall), so that it can be changed and resubmitted. Once the 360 Review process is completed by all raters, the Recall button is no longer visible.

In Provisioning, select the Recall enabled or Recall disabled radio buttons. In XML, set recall-enabled="true" or recall-enabled="false".

The Lock Down Section Weights Option

You cannot assign the weight fields permissions in a 360 Review form. If the field is editable at all, then it is editable by everyone that has access to that form. This opens the field up to data entry errors and inconsistencies.

In Provisioning, select the Select Lock down section weights or Do not lock down section weights radio buttons. In XML, set weight-lockdown="true" or weight-lockdown="false".

Best Practice

In a 360 Reviews form, we recommend that you hard code and lock down section weights, or omit section weights entirely from the 360 Review form.

The Enable Development Plan Integration Option

The Enable Development Plan Integration option turns on Career Development Plan Integration from within the Detailed 360 Report. To use this option, the customer must have purchased and enabled the Career Development Planning module. Links to the Career Development plan only show in the Detailed 360 Report, Summary, and Rank Views. The user sees a link from which they can view and add new development goals.

In Provisioning, select the Enable Development Plan Integration or Disable Development Plan Integration radio buttons. In XML, set embed-cdp-goals="true" or embed-cdp-goals="false".

The Enable Learning Integration Option

You can set the Enable Learning Integration option in Provisioning or in XML, to allow users to work with learning activities in the Development Goal section of a 360 Reviews form. It requires LMS to be enabled in your instance. For more information, see https://help.sap.com/docs/SAP_SUCCESSFACTORS_LEARNING

In Provisioning, select the Enable Learning Integration or Disable Learning Integration radio buttons. In XML, set embed-learning="true" or embed-learning="false".

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