Performance Management System

Transcription

1 Performance Management System Reference Guide Administrators 2014 Applied Training Systems, Inc. 1

2 The reviewsnap performance management system is a complete, web-based, on-demand system that requires no downloading of additional software to your computer. You will access and manage your organization s performance reviews/appraisals and 360 degree feedback surveys simply by logging in from any computer that has access to the Internet. As you use the system, remember that you will manage the processes largely from the navigation tabs across the top of each page. Depending on the permissions of the user, this navigation area will display the links they have access to within the system. System administrators will generally see all system management tabs and links while others will generally see fewer tabs and links. The reviewsnap performance management system is highly configurable. If you are unable to access any of the features described in this guide, please contact your account manager to discuss your companyspecific configuration. 2

3 Table of Contents Welcome Page.8 Dashboard.. 9 Split Screen Mode. 10 Announcements Mobile Site. 12 Administration Manage Company Information Navigation.. 13 Company Data.. 14 Company Logo & Password Settings Review Settings 16 Review Notifications. 20 Goals.. 21 Journal Entries.. 24 Discussions 26 esignature Surveys.. 29 Compensation Module. 30 Manage Notifications View and Customize Notifications.. 31 Manage Departments Create a Department 33 Update a Department Manage Job Descriptions Manage/Create a Job Description.. 35 Update a Job Description. 37 Manage Employee Roles Add a Role/Update a Role Administrator Only Role Recommendations. 41 Reference Library System Documentation 42 3

4 Table of Contents Review Process Navigation.. 43 Add Individual Employee. 44 Import Employees. 48 Import Signatures.. 49 View Deactivated Users 50 Export Review PDF s 51 Create or Complete a Review.. 52 Change Review Period.. 60 Change Reviewer Reroute a Review... 62, Con t View Completed Reviews.. 63 Create/View Journal Entries.. 66 Manage Business & Development 69 Manage Review Periods. 73 Manage 360 Degree Surveys 75 Update Employee Information.. 80 Send Passwords. 81 Send Review Notifications. 83 Deactivate Employee.. 85 Administrator Passthru Login. 86 4

5 Table of Contents Review Process Con t Compensation Dashboard Refer to Compensation Dashboard Guide in Reference Library Manage esignatures Navigation. 88 Sign esignature Degree Surveys Navigation Degree Surveys 90 Create Journal Entries Navigation. 92 Create Journal Entries 92 Discussions Navigation. 94 Create Discussions. 95 Manage Review Templates Navigation. 98 Manage Review Templates (Allow Managers to Customize) 98 5

6 Table of Contents Review Setup Manage Goal Categories Navigation..100 Add a Category.100 Update a Category Manage Cascading Goals Navigation..102 Add a Goal.103 Manage Development Plans Navigation..104 Manage Goal Competency Groups LMS Courses.105 Create a Learning Activity Import/Export Learning Activities 108 Manage Rating Scales Navigation Create a Rating Scale Update a Rating Scale. 112 Manage Review Periods Navigation Create a Review Period Update a Review Period Manage Review Templates Navigation Standard Form Templates 117 Manage Template Categories Create a Template.118 Template Form Settings Survey Options

7 Table of Contents Review Setup, Con t Manage Review Templates-Con t Create Pre-Defined Competency Groups.123 Add Pre-Defined Competencies.123 Create Custom Competency Groups 124 Create and Add Custom Competencies 124 Update Competencies Update Competencies for Manager Templates Manage and Update Template Sections Update Comments 137 Update Settings 138 View Review Template Duplicate a Review Template Delete a Review Template Reporting Refer to Reference Library Statistics Dashboard Ad Hoc Reporting Manage Reports Run Reports Tools Editor Comment Box 140 Spell Check Feature.141 Authoricheck Feature Comment Suggestion Feature 143 7

8 Welcome Page The Welcome Pageis the opening page and includes the main navigation tabs with category tabs under each main tab. 8

9 Welcome Page Dashboard By clicking the Dashboard, you can now go direct to see any outstanding items and click on a link to complete those actions directly on that page. 9

10 Welcome Page Split Screen Click Split Screen to view multiple documents at the same time. For example, you may reference Performance Reviews, 360 Degree Surveys, Goals, and Journal Entries while you are completing a review. 10

11 Welcome Page Announcements Clicking on Announcements will display major system announcements that will provide specific information on a change, upgrade, etc. After viewing, you have the option of deleting. When a new announcement is entered, a red number will appear next to Announcements. Once viewed, the number will not show. 11

12 Welcome Page Mobile Site The mobile app is now live, and users can complete reviews, 360 degree surveys, manage goals, create journal entries, and sign off on reviews through any mobile device. 12

13 Administration Manage Company Information When you subscribe to the reviewsnap performance management system, you provide some basic information about your organization. Making sure that all of the pertinent information about your company has been entered is the first step in initial setup. Navigate to Administration / Manage Company Information 13

14 Administration Manage Company Information Company Data You can update company information at any time. 14

15 Company Logo Upload your company logo and it will appear both in the online system and on your forms. Administration Manage Company Information Password Settings Use the following values to set password security requirements. 15

16 Administration Manage Company Information Review Settings Make the following global review and survey form decisions: Show Global Review Templates Uncheck this box to hide the standard reviewsnap review templates. Show Global Rating Scales Uncheck this box to hide the standard reviewsnap rating scales. Allow Prepopulated Answers Check this box when creating non-ratable competencies. 16

17 Review Settings Administration Manage Company Information Allow Managers access to unfinalized Self Reviews Check this box to allow managers to view employee self-reviews that are in progress. Note: This option also triggers the signature process for self-reviews. Cutoff Employee Access to Self Review after Manager Handoff Check this box to trigger handoff of a self-review to the manager for their input. The manager will be able to provide their own ratings and comments and view the employee s ratings and comments. Note: This option is dependent on the previous option. Only manager s ratings will be used to calculate the overall rating. Include Employee Ratings on Review PDF Check this box to include the employee s ratings and comments on the finalized version of the review. Note: This option is dependent on the previous two options. 17

18 Review Settings Administration Manage Company Information Do Not Allow New Reviews When a Self-Review is in Progress Check this box to prevent managers from starting a new review when the employee s self-review is in progress. Note: This option is dependent on the previous three options. Require all Review Fields to be Filled In Check this box to require that all rating and comments fields be filled in during a review or survey. The system will prompt the reviewer and will not let them proceed until they fill in all ratings and comments. If this box is not checked reviewers will be prompted that they missed a rating, but they will be able to move forward without filling it in. Show Comment Suggestions The Comment Suggestions tool can be made available in the competency evaluation section of a review form. If enabled, it provides potential feedback language for insertion into the comment fields. 18

19 Review Settings Administration Manage Company Information Show Warning Message when Comments are left Blank If Require all Review Fields to be Filled In is NOT checked and this box is checked, reviewers will be prompted that a comment was missed, but they will be able to go forward without filling in. Autorun AuthoriCheck on Review Step submit Check this box if you would like to have the system automatically scan Spell Check, and inappropriate, discriminatory, or derogatory language and suggest alternative words or phrases anytime you click the Next, Save Only or Save and Exit buttons within the system. Auto Allow Employees to View Finalized Review Check this box if you would like to have the system automatically allow employees to view a finalized review. 19

20 Review Notifications Make the following automatic system notification decisions: The system can automatically send review notifications based on the number of days the review is due, either by anniversary date or the review period end date. notifications can be sent to Managers that will list their employee(s) that are due for a review. If employees are to complete a self review prior to the manager review, then the self evaluation box should be checked. This feature is also useful for employees that are scheduled for an introductory review that is set up for a certain number of days from their hire date. Administration Manage Company Information 20

21 Goals Make the following global goal plan decisions: Turn On Learning Content Integration Check this box to activate development goals and learning activity integration. Allow Management of Upcoming Goals in Review Process By default, the third step in a reviewsnap performance review provides an opportunity to set goals for the coming year. If that is not part of your review process, simply uncheck this box to disable. Rollover User Goals upon Review Creation Check this box if any goals are to rolled over to next review period. Rollover Cascading Goals upon Review Creation Check this box if cascading goals are to rolled over to next review period. Administration Manage Company Information 21

22 Goals Use Weighted Goals Check this box to require that users assign a percentage to each goal based on its importance. The sum of all goals must equal 100%. If you don t select this option all goals will be considered to be of equal value. Use Quantitative Goal Fields Click?to view types of goal fields and check box to include. Allow Employees to Manage Their Goals Check this box to allow employees to add and update goals in their Manage Goals section. Note:If enabled, managers still have the option to Lock All Current Goals for an individual employee. Administration Manage Company Information 22

23 Goals Allow Employees to Delete Their Goals Check this box to allow employees to delete any current goals. Notify Manager when Goals are Changed Check this box to automatically trigger an notification to a manager anytime their employee makes a change, deletes, or adds a goal to the their Manage Goals section. Notify Employees when Goals are Changed Check this box to automatically trigger an notification to an employee anytime their manager makes a change, deletes, or adds a goal to the employee s Manage Goals section. Send Goal Kudos Kudosare sent when a manager marks a goal complete for a subordinate or when an employee meets a quantitative goal. Administration Manage Company Information 23

24 Journal Entries Make the following global journal entry decisions: Limit Journal Entries to Subordinates Only Check this box to limit journal entries to managers only. If this option is not checked then anyone within the company can leave journal entries on anyone else. Notify Manager of Subordinate s Journal Entries If this option is checked (which we recommend) then a manager will receive an notification anytime someone leaves a journal entry on one of their employees. Administration Manage Company Information 24

25 Journal Entries Administration Manage Company Information Allow Employees to see others Journal Entries on themselves If this option is checked then an employee will be able to see the content of all journal entries for which they are the subject. They will not be able to see who submitted the entry. If this option is unchecked only the manager of the employee, author of the journal entry, and administrator of the system will be able to see journal entries. Allow Managers to delete Subordinate s Journal Entries Check this box to allow managers to delete journal entries that have been submitted for any of their employees. This enables managers to delete inappropriate journal entries or items that are not pertinent. Note:If this box is not checked, the administrator of the system will still have the ability to delete any journal entry. Send Manager Journal Entry Reminders every days, starting (Date) This option gives you the ability to set up automatic notifications to managers if you wish to systematically remind them to use the journal entries tool. 25

26 Discussions This feature allow Managers to set up discussions with other managers. E Signature Make the following global review form signature decisions: Administration Manage Company Information Require esignatures to finalize reviews This option must be checked to activate the esignaturefeature in the system. Auto Finalize Reviews when all signatures have been submitted Check this box to automatically finalize reviews once all esignatures have been submitted. Note:If Auto Finalize is NOT checked, employee s will not have access to the completed review until a manager or administrator selects Allow Employee to View. 26

27 E Signature Administration Manage Company Information Allow Employees to sign off on reviews Check this box if ANYof your employees will be signing off on reviews using the esignatureoption. You will have an option at the end of each review to turn off the employee esignature requirement. Require review to be released to employee must be checked if review has not been seen by employee. Require HR esignature to finalize reviews Check this box if a representative of the HR department is required to sign-off on reviews before they can be considered complete. Do not check this box if HR is not part of your review process. HR esignatures based on location Check this box if your organization has multiple locations and you have an HR representative from each location who will be signing off on the reviews completed at their location. 27

28 Administration Manage Company Information E Signature Remove esignatures when a review is updated Check this box to require that reviews be re-signed in the event that a change is made after a signature has been applied. esignature Sign-off Order This option allows you to enforce the order of signatures. Require Managers to Sign-off in Specific Order This option enables multiple level manager sign-off. 28

29 360 Surveys Make the following global 360 survey decisions: Administration Manage Company Information Allow 360 Surveys Check this box to activate the 360 Degree Survey module. When checked, all links related to the 360 module will appear and it can be used at anytime. If it is not checked the links will be hidden. Note:If you uncheck this option you can activate it at any time if you decide to implement the 360 Degree Survey module later on. Require Survey Admin Approval for Rater Finalization Check this box if you require that the survey administrator approve feedback before a rater is done with the survey. Leave this option unchecked if you want raters to be done as soon as they hit the finalize button. Auto Finalize 360 After All Raters Have Been Finalized Check this box to automatically finalize a 360 survey. 29

30 Compensation Module Make the following compensation decisions: Administration Manage Company Information Allow Compensation Module Check this box to activate the Compensation module. When checked, all links related to the Compensation module will appear. If it is not checked the links will be hidden. Note:If you uncheck this option you can activate it at any time if you decide to implement the Compensation module later on. Include Bonuses Check this box to include bonus budgets and recommendations in the workflow. Include Stock Options Check this box to include stock options budgets and recommendations in the workflow. 30

31 Administration Manage Notifications Manage Notifications The Notifications list all of the system messages for features that are turned on. Certain notifications can be disabled when the feature is turned on, but notifications can be turned off. 31

32 Administration Manage Notifications Manage Notifications Each notification can be viewed and they can also be customized by the Administrator. To customize, click Customize link and make changes in the editor box. Do not delete and links that are displayed. 32

33 Administration Manage Departments Manage Departments Create a Department Department values are not required. They can be used to automatically assign goals and/or form templates. They can also be used as filters in some reports. Click Create a Department Name the department Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Department to save the entry and remain in this screen to enter another 33

34 Administration Manage Departments Manage Departments Update a Department To update a department value: Click Update and make your changes Note: Only departments that are not assigned to anyone may be deleted. 34

35 Administration Manage Job Descriptions Manage Job Descriptions Create a Job Description At least one job description must be entered before employees can be set up. They can be used to automatically assign goals and/or form templates Click Create a Job Description 35

36 Manage Job Descriptions Select a Pay Grade (only appears if the Compensation module is active) Enter the Job Description Title Enter Job Description Text by using Job Description Suggestions, entering/formatting your own text, or attaching a file Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Description to save the entry and remain in this screen to enter another Administration Manage Job Descriptions 36

37 Manage Job Descriptions Entering or importing the job descriptions allows easy access to view through the employee profile. To import Job titles, Reference the / Import Employees topic. Update a Job Description Click Update and make changes. Whena change to a job description is made, you will see a Change Log link appear next to that job title. Click on the Change Log link and on the next page you can click Details to see what change was made. Administration Manage Job Descriptions 37

38 Manage Job Descriptions Click Update Competencies to add job-specific competencies to the job description Create custom competencies and/or select standard competencies Click Add a New Ratable (or Non-ratable) Custom Competency to create one from scratch Click Update to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Update and Add Ratable (or Non-ratable) Custom Competency to save the entry and remain in this screen to add another Administration Manage Job Descriptions 38

39 Manage Job Descriptions Update a Job Description Administration Manage Job Descriptions Select standard competencies The reviewsnap system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly communicates to employees/managers what is being measured. Note: Competencies may be added to the form as ratable or non-ratable. Click Add to link the competencies to the job description Note:Competencies added to the job description will automatically be pulled into employees performance reviews. 39

40 Administration Manage Employee Roles Manage Employee Roles Employee Roles functionality is used to assign the specific permissions that each employee will have within the system. The system provides default settings for three roles; Administrator typically has permission for all functionality in the site. Click? to view permission. Manager someone with direct reports Employee someone without direct reports Add a Role Name the new role, check the required permissions, then click Create 40

41 Manage Employee Roles Administrator Only recommendations Manage Company Info Allows the user to update information about the organization. Create/Update/Delete Employees Add employees and update their information when necessary. Add/Edit Roles Allows the user to add and edit new roles with system permissions that may differ from default roles. Create Reviews for All Employees Allows the user access to create reviews for any employee in the system. Edit Review Comments Allows the user to edit comments left by others on a review. Sign-off on All Reviews Users with this permission are required to sign-off on all employee reviews when the esignaturesoption is active and the option to require HR esignatures is also active. Finalize Reviews Allows the user to finalize any incomplete review. Unfinalize/Delete Reviews Allows the user to unfinalizeor permanently delete a completed form. Change Reviewer on Reviews Allows the user to change the reviewer on any performance review. Administration Manage Employee Roles 41

42 Administration Manage Reference Library Reference Library System documentation is available: Navigate to Administration / Reference Library Click the document link to view, print, and/or save 42

43 Review Process The reviewsnap system is employee-centric. All goals, reviews, feedback and other relevant performance information are tied directly to an employee record. Each employee that will be reviewed and anyone who will be responsible for conducting reviews and/or surveys must exist in the system. Navigate to Review Process / Add Individual Employee -Fill in all pertinent employee information 43

44 Review Process Username (Required) Used by the employee to log into the system and must be unique. Password / Confirm Password If you don t enter a password the system will autogenerate one. (Required) Used by the system to send any automated notifications your organization may be using. Note: If an employee does not have a valid address, you may add a fictitious address to fulfill the system requirement. We recommend something like user1@yourcompanyname.com. Send to user with login information Check this box to automatically notify the user of log information when the record is saved. 44

45 Review Process First Name (Required) Last Name (Required) Employee ID (Optional) An optional employee identification field. Department (Optional) Must already exist in the system to be included in the drop-down list. Job Title (Optional) Must already exist in the system to be included in the drop-down list. Employee Photo (Optional) Upload JPEG images of employees photos Signature Image (Optional) Upload JPEG images of employees signatures. 45

46 Review Process Salary(Optional only visible with the Compensation module) Wage Type (Required only visible with the Compensation module) If Hourly, Hours Per Week (Optional only visible with the Compensation module) Location(Optional) Hire Date (Required) Use Anniversary Review Periods (Optional) Use this field to designate that Anniversary Review Periods should be used for this user when Custom Review Periods have been chosen overall. Introductory Period End Date (Optional) If you would like to include a probationary review period for a user, enter the end date of the probationary review period. 46

47 Review Process Manager(s) (Optional) This field establishes the hierarchical reporting relationship for performance appraisals. It is optional. However, each employee must have a manager in order to be reviewed. Click Add a Manager to search for and assign a manager. User Roles (Optional) Use these checkboxes to assign the role the employee will play as a user of the reviewsnap system. This associates the permissions assigned to that role to the employee. Note:It is a best practice to design your roles such that it is only necessary to assign one role to each employee. 47

48 Review Process Import Employees Another option for adding employees to the system is to use the employee import feature. Click Import Employees to access the zip file that contains the instructions and file template Enter your employee data and save the csv file Note: Do not add, delete, or reorder the columns. Return to the reviewsnap system and click the Browse button to locate your file Click Upload and an onscreen message will provide import results. Note:Contact your account manager if you need help addressing import errors. 48

49 Review Process Import Signatures reviewsnap makes it possible to batch upload employee signature images to be used during the performance review signature step. Images must be saved as JPEG (*.jpg) files and the maximum image width should be no greater than 250 pixels for optimum placement Name each signature file using the address of the user Compress the images files into a ZIP file that you will use in the upload process Return to the system and click Import Signatures Click the Browse button to locate your ZIP file Click Upload and an onscreen message will provide import results Note:Contact your account manager if you need help addressing import errors 49

50 Review Process View Deactivated Users To view a list of inactive users: Click View Deactivated Users The option to reactivate an employee is available here as well and all previous data will be retained. 50

51 Review Process Export Review PDF s Select a review period or enter a date range below that will filter the review PDFs based on the User Review Period End Date for the Reviews. Once the system is done processing, you will be prompted to download a ZIP file containing the Review PDFs. The file name for each Review PDF is described on the export set up screen. 51

52 Review Process Create or Complete a Review Navigate to : Select an employee and click: Create or Complete a Review 52

53 Review Process Create or Complete a Review Select an available review period then click Continue Select a review template then click Continue Confirm employee, review period, and template information then click Continue Note: Once you proceed past this step, you will not be able to change template for this review 53

54 Review Process Create or Complete a Review Provide competency ratings and comments as required Note:If the review template is set up to allow calculated scores to be overwritten, you may do so in the lower-right-hand corner of this step. 54

55 Review Process Create or Complete a Review Review of Progress in Meeting Goals Provide goal ratings and comments as required Note:If the review template is set up to allow calculated scores to be overwritten, you may do so in the lower-right-hand corner of this step 55

56 Review Process Create or Complete a Review Performance Plan for Upcoming Review Period List of Goals Set goals for the upcoming review period - This is an optional part of the review. Any goals that were marked Rollover to next Review Period will appear in this section. 56

57 Review Process Create or Complete a Review Performance Plan for Upcoming Review Period List of Goals Set goals for the upcoming review period - This is an optional part of the review. Any goals that were marked Rollover to next Review Period will appear in this section. Overall Comments Provide overall comments as required Note:At any step during the review process, the review may be saved and accessed at another time for completion. 57

58 Review Process Create or Complete a Review Finalize Review Click here to mark the review ready for signatures Optional Step -Select additional manager(s) to require signature(s) then click Submit. Note: If multiple managers are selected you may be given the opportunity to select the appropriate manager sign-off order. 58

59 Create or Complete a Review Finalize Review Note:Signature order is determined by the system administrator and enforced by the system. Type the signature then click Sign The employee will then be notified to sign the review and it will be finalized. Finalizing can only happen once all signatures are complete. The system administrator may choose to automatically finalize reviews once all signatures are submitted, by checking: Auto Finalize Reviews when all signatures have been submitted in the e Signature settings. If that is the case, managers will not have to manually finalize the review. Optional Review Settings-Check: Auto Allow Employees to View Finalized Reviews Review Process 59

60 Review Process Change Review Period Administrators may have permission to change the review period Navigate to Select an employee and click: Create or Complete a Review Select an alternate review period from the drop-down list Click Change 60

61 Review Process Change Reviewer Administrators may have permission to change reviewers Navigate to Select an employee and click: Create or Complete a Review Select an alternate reviewer from the dropdown list Click Change 61

62 Review Process Reroute a Review Administrators may have permission to send a self review back to an employee Navigate to Select an employee and click Create or Complete a Review Click Back to Employee 62

63 Review Process View Completed Reviews To view completed self-reviews and/or manager reviews: Navigate to Select an employee andclick: View Completed Reviews 63

64 Review Process View Completed Reviews Click View to open a copy of a completed review for viewing, saving and/or printing Click Reviewers to see a list of people who contributed to the review Click Comments to view or print any comments that were added during the signature stage Click Allow Employee to View to make a copy of the signed and finalized review available to the employee Note:This step is not necessary if the Auto Allow Employees to View Finalized Reviews option is checked in Manage Company Information. 64

65 Review Process View Completed Reviews Click Unfinalize to make a review editable again Note: If the box is not checked in e Signature settings Remove esignatureswhen a review is updated then original signatures will remain. Click Delete to remove the review from the system Note:Deleted reviews cannot be restored. It is recommended before deleting a review, Click view and save the review pdf to your hard drive. 65

66 Review Process Create/View Journal Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or update entries that you have previously created on an employee: Navigate to Select an employee and click: Create/View Journal Entries 66

67 Review Process Create/View Journal Entries Create, print, and/or filter Journal Entries When print is selected, a summary of the Journal entries opens to another web page. Note:The paperclip icon indicates that the entry has an associated attachment. 67

68 Review Process Create/View Journal Entries Create new entries and/or update existing entries Private entries are only visible to the person who created them. External documentation, such as prior year performance reviews, can be linked to the reviewsnap system using the Journal Entry functionality. Simply create an entry and browse to where the file is stored. Choose file, then hit Create. 68

69 Review Process Manage Business and Development Goals To manage an employee s goal plan: Navigate to Select an employee and click: Manage Business and Development Goals 69

70 Review Process Manage Business and Development Goals Select the appropriate review period Current goals will be listed and can be updated. Goals can be copied from one review period by selecting the review period and click Copy Selected Goals to Note: Lock All Current Goals will disable the employee s ability to update their own goals. 70

71 Review Process Manage Business and Development Goals Add business goals and/or update existing goal details Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Goal to save the entry and remain in this screen to enter another 71

72 Review Process Manage Business and Development Goals Add development goals and/or update existing goal details Note: Development goals allows you to integrate your own employee development content and/or select from available courses through Open Sesame.com. Refer to Review set up Manage Development Plans. Click Update to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Update and Add New Goal to save the entry and remain in this screen to enter another 72

73 Review Process Manage Review Periods To manage review periods for individual users: Select the user and click: Manage Review Periods 73

74 Review Process Manage Review Periods Create, deactivate or delete a review period. Note:To manage review periods for all employees, click Review Setup, then Mange Review Periods. This section only applies to an individual employee where their review period needs to be modified. 74

75 Review Process Manage 360 Degree Surveys To start a 360 Degree Survey on your employee: Navigate to Select an employee and click: Manage 360 Degree Surveys 75

76 Review Process Manage 360 Degree Surveys Click Create 360 Degree Survey Complete the survey details Options: Check: Show Raters names on Summary- Names only appear on the header page Check: Allow Employee to Self Review Check: Break-out Employee Self Review Ratings- Recommended so they won t be included in the overall ratings Check: Break-out Ratings by Rater Type, i.e. Peer, Direct Report, etc. 76

77 Review Process Manage 360 Degree Surveys Click Add Raters & click Find Select a rater type and click Assign for each individual that should be included in the 360 degree survey 77

78 Review Process Manage 360 Degree Surveys Note: External raters (e.g. clients) may also be added. Click: Save and Notify New Raters You may add more raters, delete raters, and send reminders at any point until the survey is finalized Once a rater has finalized their individual input, you may view their survey by clicking View Note:Only the survey administrator (the person who sets up the survey) may see the individual rater input. The Survey will be Finalized After All Raters Have completed. Note: This setting must be checked in Manage Company Information 360 Surveys 78

79 Review Process Manage 360 Degree Surveys To view the survey summary for a completed 360 degree survey for your employee: Click View Summary to open a copy of a completed survey for viewing, saving and/or printing Note:Survey summaries are anonymous consolidations of all rater input. Click Allow Employee to View if you would like the subject of the survey to be able to view/save/print the survey summary. Note:Once this button is clicked, the ability for the employee to view the summary cannot be revoked. Click Raters to view individual survey input Note:Only the survey administrator (the person who assigned the survey) may see the individual rater input. 79

80 Review Process Update Employee Information Keep your employee information up-to-date: Select the user and click: Update Employee Information to manually update a record Note:Employee information can also be updated via an import file. See the Import Employees sub-topic for more information. 80

81 Review Process Send Passwords To send login information to a single user or a group of users: Click: Send Passwords 81

82 Review Process Send Passwords Click: Send to all Employees Or select the employee(s) and click Send s 82

83 Review Process Send Review Notification To send an notification to all managers and/or employees that have not started or completed a review for a selected review period: Click: Send Review Notifications 83

84 Review Process Send Review Notification To send an notification to all managers and/or employees that have not started or completed a review for a selected review period: Click Send Review Notifications Select the review period, type of notification, users to notify and Review Deadline. When set, click: Send Notifications 84

85 Review Process Deactivate Employee When a user no longer requires access to the system, they can be made inactive. Select the user and click: Deactivate Employee Note: A deactivated employee can be reactivated and all previous records will be retained. A new Department and Job title will need to be assigned and a new hire date. 85

86 Review Process Login: When the Administrator Passthruis checked as a permission, the Administrator can emulate the employee s screen. Select employee and click: Login This feature is useful for the Administrator to exactly what the employee sees on their record. To return to the Administrator s record, there is no need to Logout and re-login. Click: Revert to return to your record. 86

87 Review Process Compensation Dashboard Compensation Dashboard Refer to Reference Library for complete guide 87

88 Review Process Manage esignatures Manage esignatures The system enables a paperless review process by allowing esignatures. Navigate to Review Process / Manage esignatures Note:If you plan to use esignatures, be certain to check the appropriate box(es) in Manage Company Information to require them. When a review form requires your signature: To sign reviews one at a time, click Signatures Type your name and click Sign 88

89 Review Process Manage esignatures Manage esignatures You may have the option to sign off on multiple reviews at the same time. If so, select them and click Sign If you are using the esignaturefunction, reviews cannot be finalized until all required signatures are provided. Once all esignatureshave been processed, the review will be automatically finalalized(must be set up) If any changes are made to the review after esignaturesare provided and prior to finalizing the review, the signatures will be wiped out by the system, unless Remove esignatureswhen a review is updated is not checked in settings 89

90 Review Process 360 Degree Surveys 360 Degree Surveys To view 360 Degree Surveys that require your input: Navigate to Review Process / 360 Degree Surveys Provide competency ratings and comments as required Provide summary comments as required 90

91 Review Process 360 Degree Surveys 360 Degree Surveys At any step during the process, the survey may be saved and accessed at another time for completion. Finalize the survey 91

92 Review Process Create Journal Entries Create Journal Entries reviewsnap provides the ability to informally document positive and negative performance events using Journal Entries. Navigate to Review Process / Create Journal Entries Journal Entry Categories can be set up for a specific type of Journal Entry. Click Manage Journal Entry Categories Click Add a Category 92

93 Review Process Create Journal Entries Create Journal Entries Click Manage Journal Entry Categories Enter a category and click Create The categories can then be moved up or down in order of importance Note: To create a Journal Entry, instructions are in the Manage employee section. 93

94 Review Process Discussions Discussions reviewsnap provides the ability for managers to create discussions. This feature must be checked in the Manage Company Information. Navigate to Review Process / Discussions To view previous discussion(s) click View 94

95 Review Process Discussions Discussions This discussion was set up for Bill Brown and was between Tim Bayer and Jan Baylor. The discussion can be continued by either manager by logging into their record, click Discussions and select their name on list. Then click the post on Bill Brown and add another comment. The other manager will then be notified that a discussion has been updated with another post. 95

96 Review Process Discussions Discussions Click to Create a Discussion Enter Discussion Title and click create Add a Participant to the discussion 96

97 Review Process Discussions Discussions Click View to read the new discussion The post can be continued by both participants and additional participants can be added to the discussion. 97

98 Review Process Manage Review Templates Manage Review Templates (Allow Managers to Customize) reviewsnap provides the ability to create review templates that managers may edit to create individualized review forms. Navigate to Review Process / Manage Review Templates Note: Only when the following conditions exist will this option be available: A review template has been created where the Allow Managers to Customize option has been selected. The user is assigned a role where the Allow Template Customization permission has been granted. Select a template from the list of editable templates and click Customize 98

99 Review Process Manage Review Templates Manage Review Templates Rename the template and click next Click Update Competencies to add new Competencies to a group Click Update to change the weight assigned to a Competency Group Note:Allowable edits are determined in the master template. 99

100 Review Setup Manage Goal Categories Manage Goal Categories Goal Categories are optional. When you add Goal Categories, they populate the category drop-down list that appears when employees/managers create goals in their goal plan. Navigate to Review Setup / Manage Goal Categories Name the category and select a type (Business Goal, Development Goal, or Both) Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Category to save the entry and remain in this screen to enter another 100

101 Review Setup Manage Goal Categories Manage Goal Categories To edit the name or status of a Goal Category: Click Update A goal category can be moved up or down for order of importance. Note: Only categories that are not assigned to any goal may be deleted. 101

102 Review Setup Manage Cascading Goals Manage Cascading Goals The Manage Cascading Goals module allows you to add goals that apply to everyone within the company, a department or a job description all at once. Navigate to Review Setup / Manage Cascading Goals To enter a Cascading Goal: Select the review period and expand the goal type If department or job description goals are being added, select the department or job description and then click Add a Goal Goal information can also be imported using the template and instructions available by clicking Import Goals. 102

103 Review Setup Manage Cascading Goals Manage Cascading Goals To add a Cascading Goal: Select the category goal and click Add a Goal Enter Category Enter the goal description Enter either a due date or End of Year Check Allow Rollover to Next Review Period Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Goal to save the entry and remain in this screen to enter another goal 103

104 Review Setup Manage Development Plans Manage Development Plans The Manage Development Plans module allows you to create learning activities and link them to competencies for development planning purposes. Navigate to Review Setup / Manage Development Plans Determine which competency groups will be available to assign to development goals. The system can be set to automatically create development goals and make recommendations for learning activities for employees. Select the competency groups [Optional Step] Enter a percentage of the maximum rating (highest rating in your rating scales ) for each competency group. If an employee is rated lower than that percentage during their review, they will automatically be assigned a development goal for that competency group when the review is finalized. 104

105 Review Setup Manage Development Plans Manage Development Plans reviewsnap has partnered with Open Sesame to offer a library of online courses. Go to opensesame.com to view their library and purchase the courses directly through them. Once the courses are purchased OpenSesamewill upload them on the backend and make them available for us to turn on through the Administrator. 105

106 Review Setup Manage Development Plans Manage Development Plans Click Create a Learning Activity Enter the learning activity details ID: unique identifier for each course Type: Instructor-Led Training, Online Training, or Other Duration: enter a full value such as 4 hours or 2 days 106

107 Review Setup Manage Development Plans Manage Development Plans Create a Learning Activity, con t URL: link to online content Competency Group: select one or more Attachment: used to upload content Active: activities must be active to be available to users Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Create and Add New Activity to save the entry and remain in this screen to enter another 107

108 Review Setup Manage Development Plans Manage Development Plans Create a Learning Activity, con t Import/Export Learning Activities Learning Activity information can be imported using the template and instructions available by clicking Import Learning Activities. Learning Activity information can also be exported by clicking Export Learning Activities. Modifications can then be made and imported. Note: If your intention for exporting is to make changes and re-import, DO NOT modify the learning activity ID (LAID) as this will result in a duplicate activity being created. 108

109 Review Setup Manage Rating Scales Manage Rating Scales Consistent and descriptive Rating Scales are an integral part of the review process. Navigate to Review Setup / Manage Rating Scales reviewsnap provides five standard five-point Rating Scales. Click View to preview one of the standard global scales 109

110 Review Setup Manage Rating Scales Manage Rating Scales The standard global scales cannot be edited You may choose to duplicate and update a scale rather than starting from scratch. Click Duplicate to copy a Rating Scale 110

111 Review Setup Manage Rating Scales Manage Rating Scales Name the new scale and determine if a zero rating (not included in overall calculations) will be allowed The Rating Scale Limit can set for any number points Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click update to customize the scale 111

112 Review Setup Manage Rating Scales Manage Rating Scales Create a new Rating Scale Click Create a Rating Scale to create one from scratch Enter the Rating Scale details Determine if zero ratings should be part of the scale. Zero ratings are treated as not applicable and are not included in calculations. Abbreviations may be used instead of numerical values in the rating scale header on review forms. 112

113 Review Setup Manage Review Periods Manage Review Periods The reviewsnap system allows the administrator to define exactly what periods of time they wish to use in reviewing employees. Navigate to Review Setup / Manage Review Periods To create Review Periods: Select which type of review periods your company uses and click Switch Review Periods: If one of the anniversary date review period options is selected, the employee s hire date will be used to identify their review periods. Anniversary date reviews can be set up as listed. 113

114 Review Setup Manage Review Periods Manage Review Periods If Use custom review dates. is selected, the system allows you to create review periods in any way you wish to define them. Notes: You will want to give this decision a lot of thought prior to initiating your performance reviews. Switching back and forth between anniversary date and custom date as the default review periods is not recommended. To use a combined approach, select Use custom review dates. as the default and then set individual users to Use Anniversary Review Periods in Employee Information. Click Create a Review Period Enter the Review Period details 114

115 Review Setup Manage Review Periods Manage Review Periods Note:You have the option of assigning a custom review period to all employees or selected employees. To update a Review Period Click Update Prior to the Review Period being used to assign a performance review, you are able to edit all elements. A Review period can be deleted if no reviews have been started or goals added. Note: Once the Review Period has been used to assign a performance review, you are limited to editing the name, recurrence, and status elements. 115

116 Review Setup Manage Review Templates Manage Review Templates The ability to create and customize an unlimited number of form templates is a powerful feature in the reviewsnap system. Navigate to Review Setup / Manage Review Templates reviewsnap provides four standard templates (2 performance review and 2 survey). Click View to preview one of the standard form templates Note: Show Global Review Templates must be checked in the Manage Company Information Review Setup 116

117 Review Setup Manage Review Templates Manage Review Templates Note: The standard form templates cannot be edited directly but they can be duplicated and then edited. Standard form templates can be used out-of-the-box. When a reviewer pulls up an employee to review them, they would select the appropriate review form template. If multiple forms are available, they just need to know which form you want them to use for each employee group. 117

118 Review Setup Manage Review Templates Manage Review Templates To create a form template from scratch: Optional: Create a Template Category Click Create a Template Settings Section: Determine what type of form you are creating Performance, 360, or both Name the Template Type and format any instructional text you would like to include Check: Status as Active. Only Active templates are available for use. 118

119 Review Setup Manage Review Templates Manage Review Templates Competency Rating Scale Select the rating scale to be used in the competency section. Click View Rating Scale to confirm. Allow fill-in scoring for Competencies As a default, scoring is done by selecting a radio button. Select this option if you prefer that your employees/managers type in scores. Show Rating Titles instead of Numeric Scores As a default, numeric headers appear above the rating radio buttons. Select this option if you prefer to use the abbreviations provided in the rating scale. Allow Managers to Customize Check this box to create a template that managers may edit. This feature works hand-in-hand with the Allow Template Customization permission to give the manager role the ability to create individualized review forms. use. 119

120 Review Setup Manage Review Templates Manage Review Templates Filter form availability: The reviewsnap system provides organizations the ability to filter form templates by department and/or job description If no Departments or Job Descriptions are checked, the review template will appear for every employee. Note: When there are multiple review templates, the Job Description Specific should be checked for the appropriate review templates. When a review is started, then only one review template will appear as a choice, thus eliminating using the wrong template. 120

121 Review Setup Manage Review Templates Manage Review Templates Performance Review Options: Determine which type(s) of reviews the form will be used for (Performance, Self, or both). Select the rating scale to be used in the goal section of the form. Determine whether competency group weighting will be used. Will goal scores be used in the overall score calculation? If so, determine the weighting of the competencies and goals sections. Determine whether or not reviewers using this template will have the option of overriding all calculated scores. If the template is review period-specific, select the review period(s) for which it should be made available. 121

122 Review Setup Manage Review Templates Manage Review Templates 360 Survey Options: If the review template is a 360 survey or combined Performance & 360, check options: Show all Competencies on One Page Allow Comments for Each Competency Group Pull 360 Comments into Performance Review Note:If a 360 survey is completed on an employee, then the manager can complete the same review template and check: Pull 360 Comments into Performance Review. The review template must be setup as Performance &

123 Review Setup Manage Review Templates Manage Review Templates Create Competency Groups & Competencies: The reviewsnap system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly communicates to employees and managers what is being measured. Click: Add Predefined Competencies Note: Competencies may be added to the form as ratable or non-ratable. Click to Save the form template 123

124 Review Setup Manage Review Templates Manage Review Templates Create Competency Groups & Competencies: Click: Add Custom Competency Group Note:Check Job Description Competency Group to cause the system to automatically populate competencies assigned to job titles. Click: Create and Add Custom Competencies 124

125 Review Setup Manage Review Templates Manage Review Templates Create Competency Groups & Competencies: Click: Create and Add Custom Competencies Add Ratable custom competency Click Create or Create and Add another Custom Competency Add Non-Ratable custom competency Click Create or Create and Add another Custom Competency 125

126 Review Setup Manage Review Templates Manage Review Templates Update Comps: Competencies may be updated until the template is in use. Click Update Comps to view a list of current Competency Groups Click Update Competencies to view a list of current Competencies Note: Competency Groups can be rearranged to a different order by moving up or down 126

127 Review Setup Manage Review Templates Manage Review Templates Update Comps: Add, remove, and/or update competencies as necessary Note: Pre-defined competencies can be modified to more closely match your requirements. 127

128 Review Setup Manage Review Templates Manage Review Templates Update Comps: Click Update to view competency group details Modify the competency group details, including the ability to add competency group weights if you are using this feature Click Deleteto remove the entire competency group 128

129 Review Setup Manage Review Templates Manage Review Templates Update Competencies for Manager Templates: When a template is set to allow managers to customize, you have the ability to determine exactly what they are able to edit. Click Update Comps to view a list of current competency groups Click Update to view competency group details Allow managers to set weights, create ratable competencies, and/or create non-ratable competencies. 129

130 Review Setup Manage Review Templates Manage Review Templates Update Competencies for Manager Templates: When a template is set to allow managers to customize, you have the ability to determine exactly what they are able to edit. Click Update Comps to view a list of current competency groups Click Update to view competency group details Allow managers to set weights, create ratable competencies, and/or create non-ratable competencies. 130

131 Review Setup Manage Review Templates Manage Review Templates Update Comments: Comments may be updated until the template is in use. Click Update Comments to view the current comment details Click Delete to remove the comment altogether Add Employee Comment Type: If the review requires an esignaturefrom the employee, they will be allowed to add a comment about the review before the sign. If no signature is required, it can be deleted. 131

132 Review Setup Manage Review Templates Manage Review Templates Manage and Update Template Sections: The standard format for review sections is preset as indicated. Any section can moved up or down in order of the review and any section can be deleted if it is not applicable. Each section is displayed with the PDF Review report settings and these can be updated. 132

133 Review Setup Manage Review Templates Manage Review Templates Manage and Update Template Sections: The standard format for review sections is preset as indicated. Any section can moved up or down in order of the review and any section can be deleted if it is not applicable. Each section is displayed with the PDF Review report settings and these can be updated. Click to update a section 133

134 Review Setup Manage Review Templates Manage Review Templates Manage and Update Template Sections: On the Section update page, the section title can be changed and a description can be added. Under Content, Check each competency group to appear in this section. 134

135 Review Setup Manage Review Templates Manage Review Templates Manage and Update Template Sections: The PDF Settings allow for setting up and formatting the Review report when completed. The PDF Settings can be formatted for each section of the review. Click each box that will be displayed A section footer can also be entered in the editor box. Click Update to save 135

136 Review Setup Manage Review Templates Manage Review Templates Manage and Update Template Sections: Click to add a Section Under Section Type, click dropdown to select type Enter name of section title Enter any comments for this section Check box in Competency Group The PDF Settings can then be formatted for new section Click Update to save 136

137 Review Setup Manage Review Templates Manage Review Templates Update Comments: Comments may be updated until the template is in use. Click Update Comments to view the current comment details Click Delete to remove the comment altogether Add Employee Comment Type: If the review requires an esignaturefrom the employee, they will be allowed to add a comment about the review before the sign. If no signature is required, it can be deleted. 137

138 Review Setup Manage Review Templates Manage Review Templates Update Settings: Click Update Settings Edit or modify settings to the template, then click Update Note: If a template has been used, then certain changes cannot be made 138

139 Review Setup Manage Review Templates Manage Review Templates View Review Template: Click View An existing template can be duplicated (Cloned) Note:Multiple review templates may include the same set of Competency Groups. For example, the Employee Review may contain six Competency Groups. To create a Manager Review, simply Duplicate the Employee Review and rename to Manager Performance Review. Additional Competency Groups could be added that would be apply to managers. A review template can be deleted, Click Delete 139

140 reviewsnap snap Tools Tools Editor Comment Box Throughout the reviewsnap system, the Editor/Comment box appears in many sections. Content from other documents can be copied and pasted into the box Note: When copying from a Word document, use the Paste icon with a W on it. 140

141 reviewsnap snap Tools Tools Editor Comment Box The Spell Check tool is available in all comment boxes 141