Using Calibration as an End User

Objective

After completing this lesson, you will be able to navigate a Calibration session as an end user

Calibration End User View

Calibration End User View

With the appropriate permissions within the calibration session, the end user can take certain actions. 

Watch this video to learn how an end user can work with the bin and matrix view within a calibration session. 

The Calibration Talent card can be configured to display useful information that can help in the calibration discussions. More than one talent cards can be opened at the same time, allowing for a side by side comparison.    

Manager-Initiated Calibration Sessions

Managers can create team-specific sessions that match their business cycle and organizational development needs, for their direct reports or lower levels of reports.

Prerequisites

The Enable Manager Calibration Session option is enabled in the Global Settings tab under Manage Calibration Settings. Managers using the Manager Calibration Sessions function should have at least one level of direct reports.

The available calibration templates to use in Manager-Initiated Calibration Sessions can be controlled from Role-Based Permissions. Navigate to Manage Permission Roles → select role → User Permissions → Calibration, and select which calibration templates should be available to managers from the Manager Template Permission for Creating Sessions permission.

Create Manager-Initiated Calibration Sessions

Steps

  1. Go to Calibration → Sessions.

  2. Managers see the Create New button next to the Export icon.

  3. Select Create New. A new Session popup window appears.

  4. Fill in information for the new session.

    TemplateSelect a Calibration template for the new session. You will be able to select only those templates which access was given in Role-Based Permission to your role, from Manager Template Permission for Creating Sessions.
    Session NameEnter a name for the new session.
    Session FacilitatorsThe Default Facilitator(s) configured in the Global Settings tab from the option Manage Calibration Settings are displayed in the field in addition to the session creator. Managers can remove, if needed, the default facilitators and add desired facilitators.
    Session ParticipantsSelect direct reports as session participants.
    Session SubjectsSelect levels of reports as session subjects.

Configure Calibration

Business Example

You are the implementation consultant for a large corporation. The HR manager asks you to configure their standard employee performance form for calibration.

Learn how to enable global settings for Calibration, modify your route map, and add a new performance form template to use in the Calibration process.

ExerciseStart Exercise

Task 1: Enable Calibration Global Settings, Permissions, and Set up a Route Map for Calibration

Steps

  1. Enable Calibration Global Settings in your instance.

    1. Navigate to Manage Calibration Settings using Action Search

    2. Select the Global Settings tab.

    3. Enable the following settings:

      • Enable Enforce Comment Option In Views.
      • Enable Manager Calibration Session.
      • Show In-Progress Calibration Ratings In Live Profile.
      • Enable Calibration Executive Review.
      • Launch Calibration from Team Overview of Performance Management.

  2. Set permissions for the different Calibration roles.

    1. In Manage Calibration Settings , select the Permissions tab.

    2. Set permissions according to this table:

      Calibration Role Permissions

      RoleSession in progressApproved session
      Facilitator
      • Read
      • Write
      • Finalize
      • Export
      • Delete
      • Read
      • Export
      • Delete
      • Reopen
      Owner
      • Read
      • Export
      • Read
      • Export
      ParticipantReadRead
      Co-facilitator
      • Read
      • Write
      • Finalize
      • Export
      • Delete
      • Read
      • Export
      Executive Reviewer
      • Read
      • Export
      • Read
      • Export

    3. Choose Save to save changes.

  3. Modify your Route Map to include a Calibration step.

    1. Navigate to Manage Route Maps using Action Search.

    2. Select the Route Map you were using for your Performance Form template previous exercises..

    3. You will need to disable the 1:1 meeting checkbox first, to be able to add a new step In the Modify Stage. Select the 1:1 Meeting step, and make sure to complete this step.

    4. Select the green plus to add a new step.

    5. Title the step Calibration.

    6. Select the radio button for Single Role.

    7. Select HR Rep from the Roles drop-down list.

    8. Choose Save to save changes.

Task 2: Set up a Performance Form for Calibration

Steps

  1. Use the existing Performance Review – Manager Only template from the SuccessStore, available in Manage Templates. Change the name to: [Your Initials] PM Form with Calibration , and ensure that satisfies the following requirements:

    • Remove Review Dates, Strength and Development Comments, and the Signature sections.

    • The overall performance summary and objective/competency summary sections should have manual ratings for all ratable fields.

    • Calculated ratings from the goal and competency sections should populate in the overall performance summary and objective/competency summary sections.

    • Associate the Route Map, Rating Scale, and Goal Plan you were using previously.

    1. Navigate to Manage Templates using Action Search, and select the Performance tab.

    2. Select the Performance Review — Manager Only from the available list of templates.

    3. In General Settings, and change the name to: [Your Initials] PM Form with Calibration

    4. Associate the performance form template to the Route Map and Rating Scale you created previously.

    5. In the Goal section, associate to your goal plan, and select Save.

    6. Select to expand Edit Fields and Sections, and delete the Review Dates, Strength and Development Comments, and Signature sections. Choose Save to save changes.

    7. Select again to expand Edit Fields and Sections, and select the Summary section. Select the Allow manual rating checkbox.

    8. Before saving, select on the Objective Competency Summary section.

    9. Select Show advanced options..., and enable the following:

      • Allow overall competency rating to be edited
      • Allow overall objective rating to be edited

    10. Choose Save to save all the changes.

Task 3: Create a Calibration Template

Learn how to create a calibration template and grant executive review permission to your administrator.

ExerciseStart Exercise

Steps

  1. Create a new calibration template.

    1. Log into the instance and navigate to Manage Calibration Templates → Create New.

  2. In the Basic Info tab, name the template [Your Initials] Calibration Template, and set the review period to start on January 1st of this calendar year and end December 31st of this year.

  3. In the Data tab, select Performance as the data source and associate with the new form template. Define the route map step where performance rating data will be available for calibration. Select the Overall Objective Rating, the Overall Competency Rating, and the Overall Form Rating. Define your own distribution guidelines for the Overall Form Rating.

  4. In the Views tab, replicate the views in the figures, Overall Form Rating, and, Overall Objective Rating.

    1. Log into the instance and navigate to Manage Calibration Templates from the Action Search bar, and select your template.

    2. Select the Views tab, and on the Dashboard tab, check the box to Enable Dashboard.

    3. On the List View tab, check the Enable List View , Show Rating of Data Element in List View and Show Calculated Rating from Performance Management in List View boxes.

    4. Select the Add View link, and title the view Overall Form Rating.

    5. Select the calibration element as Overall Form Rating, and leave the Y axis empty.

    6. In the Options field, check the Show calculated rating in addition to manual rating (only applicable to Bin view) and Enable Drag and Drop boxes.

    7. Select the Add View link, and title the view Objectives vs. Competencies.

    8. Select the calibration element as Overall Objective Rating for the X axis and Overall Competency Rating as the Y axis.

    9. In the Options field, check the Enable Drag and Drop box.

    10. Scroll down and in the Pre-set colors field, select the 3*3 Matrix Default.

    11. Add the labels and colors similar to those found in the previous screenshot, and add a note for the Consistent Star: Consistent Star always exceeds their objectives and demonstrates best competencies in the manner they perform their role.

  5. In the Advanced tab, make sure the following options are selected:

    • Automatically route forms on session finalization.
    • Enable force route button in validation step.
    • Enable rank column in bin view.
    • Enable stack ranker with Calibration.
    • Enable comment.
    • Quick card display on hover in list view.
    • Manager notification with rating changes on session finalization.
    • Enable Multi-Select Drag and Drop.
    • Roll up comments from the other sessions based on the same template.
    • Maximum Rating Change Span (this span is only available for manual ratings configured in Performance Management). Set the value to 2.
    Save changes when finished

  6. Navigate to the Executive Review tab, and select the following:

    • All checkboxes under the header Standard Graphs from Calibration Template.

    • Select the Gender graph under the header Sensitive Data.

    Save changes when finished.

  7. Grant permission to access the Executive Review for the new template to your admin user.

    1. Navigate to Manage Permission for Executive Review using Action Search.

    2. In the Step 1 header, select your calibration template.

    3. In the Step 2 header, search for your administrator (who you are currently logged in as).

    4. In the Step 3 header, select the Assign Permission button.

Task 4: Prepare Employees to be Calibrated

Learn how to set up, validate, and activate a calibration session based on the calibration template created previously.

ExerciseStart Exercise

Steps

  1. Locate a user with at least two levels of direct reports. You can find out from the Manage Users option, or export the UDF (User Data File) from the option Employee Export. This person will be the Owner of the session. You can also navigate to the Org Chart to identify managers with two levels of reports.

  2. In Launch Forms, launch forms for the direct reports two levels below the owner of the session.

    Example

    Example: Alex Anderson has Brooke, Carol and David as direct reports, and each of them have several direct reports (Erin Eisley, Felicia Ford, Grace Griffin, Henry Howard, Ian Iverson and Janice Jones). So, these 6 employees should have a form launched.

  3. Select Proxy Now to Proxy as the manager you have selected, and provide ratings for all employees.

    Alternatively, you can leave some of the employees with no ratings in the Manager Review step. You can route them during the Calibration Session setup, and they will display as unrated on the session, so HR can rate those employees within Calibration. Make sure each form is in the Calibration route step.

Task 5: Create the Calibration Session

Steps

  1. Create a new calibration session, and title the session [Your Initials] Calibration Session].

    1. Log into the instance, and navigate to Manage Calibration Sessions and select Create New.

    2. Select your calibration template in the Template field, and name the session.

  2. Associate the calibration template to the session.

  3. Add the name of the session owner that you identified in the Session Owners field. The super administrator should be listed as a Session Facilitator.

    1. Select the Session Owners field and type the name of the owner you have selected.

    2. Select that user when their name pops up.

  4. Check the Select subjects and participants automatically according to the owners.

  5. Verify the correct owner, subject(s), and participant(s) have populated in the People tab.

  6. Optionally, you can add or remove subjects using the Calibration Org Chart.

  7. Validate the session. You will need to route those forms that have not reached the Calibration step to be able to activate the session.

    Hint

    Sometimes, when creating a Calibration Session based on a new or updated Calibration template you may encounter one of these behaviors:

    • The subjects are not pulled in automatically based on the Owner when "Select subjects and participants automatically according to the owners" is enabled.
    • You receive the error "Users are Outside Your Assigned Administrative Group" when trying to validate the session.

    When these cases occur, check if the new Calibration template is visible in Manage Permission Roles → Administrator Permissions → Manage Calibration. Ultimately, you can run Refresh RBP Permission Configuration from Provisioning, and log out / log back into the instance.

Task 6: Calibrate Performance Ratings and View Graphs in Executive Review

Learn how to navigate an in-progress calibration session as a facilitator and test your configurations.

ExerciseStart Exercise

Steps

  1. Navigate to the Calibration tab as the manager.

    1. Log into the instance and navigate to Calibration from the main menu. Your new session should be listed here.

    2. Select the session, and review the Dashboard, List View, and Overall Form Rating tabs.

  2. Navigate the calibration session as an end user by calibrating employee performance ratings, adding comments, marking employees as discussed, and finalizing the session.

  3. Review the graphs in the Executive Review within the Calibration tab.

    The person granted permission to the Executive Review tab will be able to see and access. To grant such permission, navigate to Manage Permission for Executive Review from the Action Search bar.

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