Setting Up The Team Overview and Stack Ranker

Objective

After completing this lesson, you will be able to Configure Team Overview tools and Stack Ranker.

Team Overview in Performance Management

Team Overview is a page designed to help managers organize and complete their team's performance reviews, provide guidance on what they need to do and when, and display team analytics that are important to the process. The Team Overview filter allows users to filter individuals in their Team Overview based on their relationship to the reviewer.

Watch this video to learn more about the Team Overview page

Hide Team Overview Tab

The Admin can hide the tab for users who do not need access to it. This is done by disabling Team Overview Access for a role.

Team Overview is designed for Managers to have a central place to evaluate the performance or use stank ranker/team rater to evaluate their direct reports’ competencies for a performance review form. When given permission, they will also be able to initiate a calibration session from this tab.

In order to be able to control access to Team Overview tab, you need to check "Enable Team Overview Access Permission – requires "Role-based Permission (This will disable Administrative Domains)" in ProvisioningCompany Settings. Or, alternatively, you can enable the same option from the instance in Performance Management Feature SettingsEnable Team Overview Access Permission.

Once this feature is enabled, you can grant Team Overview Access permission from Manage Permission RolesUser PermissionsPerformance to those roles requiring access.

The Ask for Feedback Functionality

The Ask for Feedback button allows a manager to send an email and ask an employee's colleagues to provide quick feedback about their colleague’s performance.

Managers often want to gather such feedback to help formulate a response to the performance review. This feature allows a manager to send an e-mail to existing employees or to external e-mail addresses. In addition, a recommended list of direct reports allows a manager to quickly select several employees at once. The e-mail message contains standard text as well as tokens (variables like a recipient's name) and it can be customized. When users reply, the system automatically sends their feedback to the manager for review.

Note

If you want to enable Ask for Feedback, you must enter date ranges in the Advanced Settings section of General Settings or Form Template Settings. In addition, in order for the Ask for Feedback button to be visible in Team Overview, the Ask for Feedback email notification must be set up.

Configure the Ask for Feedback Functionality

Note

Ask for Feedback now supports multiple, discrete requests for feedback from the same user, as long as the feedback requests are made on different days.

More information on Team Overview and the Ask for Feedback functionality can be found in the Implementing and Managing Performance Management guide, available in the SAP Help Portal.

Steps

  1. Under Form Template Settings, select the template for which you want to enable Ask for Feedback.

  2. Select the fixed or relative start and end dates during which managers can request and people can respond with feedback. You can set the dates relative to the form creation date or the default start, end, or due dates. Do not select the Disable Ask for Feedback checkbox.

    Example

  3. Select Update Form Template.

  4. Verify the Request Feedback Notification is enabled in E-Mail Notification Template Settings.

Stack Ranker

Stack Ranker, also known as My Team Rater, allows managers to rank and view their direct reports’ competency rankings and overall ratings next to each other. Stack Ranker is only compatible with competencies, not behaviors, and it only pulls the direct reports’ competencies that are in that competency section of the performance review form.

Watch this video to learn more about Stack Ranker.

Benefits of Using Stack Ranker

While the traditional performance review is a foundational part of the talent management process, in some cases, ratings or scores from performance reviews might not be sufficient for managers to make informed decisions. The following are several of the drawbacks of the traditional review process:

  • Reviews typically only occur once a year, so ratings can become stale.

  • Reviews might not assess a specific competency that is essential for a particular management decision.

  • Reviews can result in tied scores and do not force discrete ranking of employees.

Stack Ranker allows managers to overcome many of these traditional drawbacks by offering numerous and powerful options that are applicable whether a manager is performing a talent review or an ad hoc assessment.

For example, a manager can use Stack Ranker to proceed with the following actions:

  • Visually rank talent

    Managers can quickly and easily identify the top-ranked team members (with a view to optimizing the team by motivating and cultivating the best people). On the other hand, when faced with difficult layoff decisions, a manager can quickly and reliably find the low performers on a team.

  • Go beyond a simple review of performance

    Stack Ranker expands the formal review process by allowing managers to capture new characteristics for a more holistic assessment.

  • Assess multiple employees, or everyone in an entire team, at once

    Managers can quickly assess the entire team across critical competencies and criteria in real time and all in one place. Managers can also be able to do this before all employees have submitted their forms. This is with the "out of turn" feature of the route map.

  • Rank team members

    In an easy to use screen, managers can quickly rank an entire team from top to bottom.

  • Analyze a team for top performers

    By being able to analyze a team and identify the best and weakest performers, managers can improve team performance by suitably rewarding and cultivating the top performers.

  • Act on information presented in the tool

    Managers can make promotions or distribute bonuses and incentive pay to top performers, and can also use the tool as an aid to making tough decisions when layoffs are required.

Stack Ranker Tips

The following list outlines some helpful tips for setting up Stack Ranker:

  • Stack Ranker is supported in both Performance Management and 360 form template types.

  • Stack Ranker supports competency sections configured with either hard-coded, core or job specific competencies.

  • We can decide to allow managers to stack rank for all sections (Globally) or some of them (section by section). This is configurable in Manage Templates.
  • It is recommended to enable the rich text editor (RTE) on the performance form template using Stack Ranker, since we will not be able to use Writing Assistant, Legal Scan or Spell Check with Plain Text comments.

Stack Ranker Best Practices

  • In order for a manager to use the Stack Ranker, they have to have the forms created in their Inbox (the product does not automatically create the necessary forms). It is  recommended that the managers have all direct report’s performance forms in their inbox at  one time (EM step). 

  • The Performance form template must have a Summary section (summary-sect). A form configured with ONLY Objective/Competency Summary or Performance Potential Summary section will not have the Stack Ranker capability.

  • Reports and Dashboards can be used for Stack Ranker as with any PM form template type.

  • The following form configurations are assumed for all forms based on the form that Stack Ranker was opened from.

    • Rating scale

    • Field permissions

Stack Ranker does not support:

  • Editing or viewing of the overall performance score. 
  • Adding or removing of competencies on the page. 
  • Collaborative route map steps.
  • Batch document routing. 
  • Overall competency ratings, it only supports individual competency ratings. 
  • Editing or viewing weights. 
  • Selection of rating scale type. The rating scale type is determined based on the system criteria. 
    • Display in horizontal selection that changes color on mouse hover. When rating scale has 7 or less values and values are single digit positive integers (0–9). 
    • Display as dropdown list. When rating scale has more than 7 values or values are not single digit positive integers (0–9). 

Latest Version of Stack Ranker

The latest version of Stack Ranker provides managers with an improved user interface for reviewing and comparing employees' competency and skill ratings. To access the latest Stack Ranker, go to Performance Management Feature Settings and select the option Enable the latest version of Stack Ranker for Performance Management .

Skills are only supported after migrating to Talent Intelligence Hub. If not migrated, users will see unfamiliar terms such as attributes and tags in filters, which refer to competencies and categories respectively.

The latest version of Stack Ranker offers two modes:

View Mode

When using the latest version of Stack Ranker in view mode, managers can:

  1. Easily switch between different form sections.
  2. Filter and search for attributes, tags, and ratings.
  3. Select which employees to include in the view.
  4. Show or hide the right panel to view employees' rankings.
  5. See ratings with labels.
  6. Access item comments.
  7. Switch to edit mode by selecting the Edit button to make changes to ratings and comments.

Edit Mode

When using the latest version of Stack Ranker in edit mode, managers can:

  1. Identify the currently displayed section. To switch to another section, the manager must exit the edit mode first.
  2. Filter and search for attributes, tags, and ratings.
  3. View descriptions of rating scales.
  4. Edit ratings using a drop-down menu; Horizontal boxes are not supported.
  5. Edit comments. Rich Text Editor (RTE) is required for commenting. The writing assistant feature is not supported yet.
  6. Show or hide the right panel to view employees' rankings.

Note

It is recommended to review the differences and limitations of the latest version of Stack Ranker compared to the legacy version before deciding to turn on this version is suitable.

Latest Version of Stack Ranker | SAP Help Portal

Configure Stack Ranker and Team Overview

Business Example

You will be using Stack Ranker to rate employees on competencies and discover how managers can access their direct report's performance review progress using Team Overview.

Learn how to configure and use Stack Ranker and Team Overview page as a manager.

Prerequisites

The required options were already enabled in previous exercises:

  • Stack Ranker for Performance Management.

  • Stack Ranker for Performance Management - Enable display of all forms but self .

  • Enable Team Overview Access Permission .

  • The Core and Job Specific competency sections are configured in the Performance Form template to populate competencies to use in the Stack Ranker.
  • The Start of Review checkbox is enabled in the Route Map associated to the Performance Form Template (to access the forms in Team Overview).

Note

The term Stack Ranker can be replaced by Team Rater in the option Text Replacement, using Action Search.

Task 1: Complete Some Configurations Related to Stack Ranker and Team Overview in the Instance

Steps

  1. Log into the instance and navigate to Email Notification Template Settings from the Action Search and verify that the following notification is enabled:

    Request Feedback Notification.

  2. Verify that the Start of Review setting is enabled for the route map that you have been working with.

    1. Navigate to Manage Route Maps from the Action Search bar.

    2. Open the route map that you have been working with.

    3. Select the first route step.

    4. Expand Show advanced options.

    5. Verify that the Start of Review checkbox is selected.

  3. Navigate to Form Template Settings, and select your performance form template from the list. Locate the setting Date range for collecting feedback from employees: and set fixed dates as follows:

    • Start Date: 01/01/20XX

    • End Date: 12/31/20XX

    XX represents he last two digits of the current calendar year.

Task 2: Complete Employee Self Evaluations

In the previous exercise, you launched forms for all employees in the Leadership department. Several of these employees report to Alex Anderson (CEO). Carol Clark, one of the direct reports, has completed already the self evaluation and Alex completed the manager evaluation in the previous exercise.

Steps

  1. Access the performance form from each of the other direct reports of Alex Anderson, to complete their self evaluation. Some of the direct reports are (select at least 2):

    • Brooke Brown

    • David Drew

    • Walter Watson

    Once the self evaluations are completed and forms are sent to the next step, you will access Team Overview as a manager. The step defined as Start of Review is the first one to appear in the page.

  2. From the name menu, select Proxy Now and proxy into each direct report’s instance and complete the self-review, making sure to complete ALL ratings.

  3. After completing the self-review ratings for all direct reports, proxy into Alex Anderson's instance. From the main menu, select Performance and navigate to the Team Overview tab.

    Result

    You should see the title of your performance form and the direct reports in the Team Overview.

Task 3: Stack-Rank Employees on Core Competencies.

Steps

  1. From the Team Overview dashboard, select the Stack Ranker button.

  2. Rate your direct reports on their competencies and add comments.

  3. When finished rating, select Save. To navigate back to Team Overview, select the I’m Done button.

  4. Select the Ask for Feedback button. Select two employees that are available.

  5. When you have selected the employees, select Send Email.

    Result

    If your e-mail address was associated to the users in the User Data File, you would receive an e-mail notification asking for feedback. Once the feedback recipient replies to the e-mail, the feedback will be visible to the sender (Manager) in Team Overview, and additionally, it can be displayed in the Supporting Information pod along the top of the performance form to make it visible to others.

    If you would like to try it, you can navigate to Manage Users and change the email address from those users to whom you send feedback to, and add your own email address. To trigger a new request, navigate back to Team Overview and select again the employees to send another request for feedback.

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