Understanding Document Templates
This chapter provides an overview of document templates and discusses how to:
Define document types.
Define roles.
Define sections.
(JPN) Create review identifiers.
Create document templates.
Understanding Document Templates
Document templates store information that is used to generate specific document instances for use by participants in the evaluation process. Options on the document template define:
The roles that can participate in the review process.
What activities each role can perform.
The steps in the review process.
The items that are evaluated.
The following diagrams shows the relationship between the core ePerformance tables, document templates, and generated performance documents.
Relationship between ePerformance tables between core ePerformance tables, document templates, and generated performance documents
The decisions you make and the options you select when you define templates influence the way the evaluation process is conducted in an organization. Organizations often define a high-level template and then successively clone and modify this template for the appropriate levels of the organization. For example, an organization might want a set of goals and initiatives for all employees. Each business unit clones this template with the common goals and initiatives and modifies it to add goals and initiatives that apply only to their business unit.
Before defining templates, consider:
Which features are appropriate for the types of documents that are used in the organization.
For example, some organizations use documents to enhance communication between managers and employees, and do not assign ratings. Others assign a single overall rating, or rate each individual item (such as goals, responsibilities, or competencies) that is contained in the document.
Ease of use and reuse when you design document templates.
Limiting the number of templates that you create for each document type makes it easier for users to select the correct template when they generate performance documents and simplifies template maintenance.
Making the basic content in a template as generic as possible so that templates are flexible enough to meet the needs of large groups of employees.
You can then use job profiles to include job-specific competencies and responsibilities for all employees in a particular job, job family, position, or salary grade. By doing so, each employee's annual performance document has the same general appearance and instructions, but includes the competencies and responsibilities that are relevant to the particular job.
Defining Document Types
To define document types, use the Document Types (EP_REVIEW_TYPE_TBL) component.
This section provides an overview of document types and discusses how to set up document types.
Understanding Document Types
Document types identify the types of documents that are valid for an organization, such as: Annual, Semi-Annual, Quarterly, Project, and Performance Improvement Plan. They are used to when you create document templates and provide default values for many fields on the template.
Document types also define whether:
The document is used as the official review for integration with the Salary Planning component.
Employees, managers, or both can generate documents.
The document can be cloned.
The user or the profile type identifies the document template.
An approval process is used during the review process.
Prerequisite for Setting Up Document Types
If you are planning to use profile types as the content source for your performance and development documents, define your profiles using the Manage Profiles business process before you create document types.
See Managing Profiles.
Page Used to Set Up Document Types|
Page Name |
Definition Name |
Navigation |
Usage |
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Document Types |
EP_REVIEW_TYPE_TBL |
Set Up HRMS, Product Related, ePerformance, Document Structure, Document Types, Document Types |
Define document types. |
Defining Document Types
Access the Document Types page (Set Up HRMS, Product Related, ePerformance, Document Structure, Document Types, Document Types).
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Select this check box to designate that documents generated for this document type are used by the Salary Planning by Group process to retrieve rating and review points and, by the Salary Increase Matrix page to retrieve ratings. If an employee has more than one official document, these processes use the results of the document with the latest period ending date. This selection becomes the default value for the Official Document field on the Template Definition page. |
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Select the process that uses the document type. Valid options are:
Performance documents appear under the My Performance Documents menu on the Self-Service pages or under the Performance Documents menu on the Manager Self-Service and Administrator pages. Development documents appear under the My Development Documents menu on the self-service pages or under the Development Documents menu on the Manager Self-Service and Administrator pages. |
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Select Employee, Manager, or both check boxes to indicate which role or roles can initiate the evaluation process. The value that is in this field determines if the manager or employee can select the document type when initiating the evaluation process. |
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The system enables this check box only if you select the Employee check box for the Initiate Process field. Select this check box to enable an employee to select the person who acts in the manager role during the evaluation process. |
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Select Employee, Manager,, or both check boxes to indicate which role or roles can clone an existing document to create a new document. The system enables the employee and manager check boxes only if you select the corresponding check box in the Initiate Process field. See Generating Documents. |
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Select the option that identifies where the system obtains the document template that will be used to generate documents. Values include:
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The system enables this field if you select the Profile Management option in the Template Source field. Select the profile type that is used by the Create Documents process to identify the document template. The list contains only nonperson profile types that have the ePerformance template association option included as a related object in the Profile Association Options group box on the Profile Types - Associations page. |
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The system enables this field if you select theProfile Management option in the Template Source field. The Create Documents process uses the profile type and the employee's job data to determine the employee's nonperson profile and obtain the ePerformance template associated with that profile. Select the template that is used to generate the documents for this document type when the system cannot identify a template for the given profile type. Note. Because document types are defined before templates, return to the Document Type page after you define the default template and enter the value for this field. |
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Select the approval definition for documents of this type. Values include:
The definition ID determines the chain of approvals a document must go through, if any, when a manager clicks the Submit button on an document. The value that you select here becomes the default value for the Definition ID field on the Template Definition page for templates of the document type. |
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Objective Plan |
Select the objective plan that you want associated with the document type you are defining. The objective plan is used to align and copy items from business objectives to performance documents. |
See Also
Managing Reviews and Approvals
Defining Roles To define roles, use the Document Roles (EP_ROLE_TBL) component.
This section provides an overview on roles and discusses how to set up roles that can provide multi-participant feedback.
Understanding Roles
ePerformance enables you to include feedback from participants other than the employee and the employee's manager (for example, peers or customers). To implement multi-participant feedback processes, you must first define the roles that can participate in the process. After the roles are defined, you can add them to a document template definition that is used in the multi-participant process.
Page Used to Define Roles|
Page Name |
Definition Name |
Navigation |
Usage |
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Participant Roles |
EP_ROLE_TBL |
Set Up HRMS, Product Related, ePerformance, Document Structure, Participant Roles, Participant Roles |
Set up roles. |
Setting Up Participant Roles
Access the Participant Role page (Set Up HRMS, Product Related, ePerformance, Document Structure, Participant Roles, Participant Roles).
ePerformance delivers the Manager and Employee roles as system data. Other roles that are available as sample data are: Customer, Peer, and Other.
Note. You cannot modify, inactivate, or delete the Manager or Employee roles. They are required data.
See Also
Defining Sections
To create document sections, use the Section Definition (EP_SECTION_DEFN) component.
This section provides an overview of document sections and discusses how to:
Define sections.
Define content groups.
Understanding Document Sections
Sections are another building block for document templates. They form the structure of a performance or development document. For example, your organization may want its performance evaluations to include:
The organization's mission statement.
The department's initiative for meeting the mission statement.
The employee's goals.
The employee's competencies, responsibilities, or learning.
A section for employee's to add comments.
A section for manager's to add comments.
A section for signatures.
Each of these are separate section definitions that can be added to the document template. The following diagram illustrates the relationship between sections, templates, and generated documents.
Definition relationships chart showing the relationships between sections, templates, and generated documents
When you define sections, you specify:
Whether the section is rated or weighted.
Which calculation method to use to determine employee ratings.
Which rating model to use to rate employees.
Any special processing for that section.
What category of content types are associated with the section.
What information to include in the document.
ePerformance delivers the following section definitions:
Competency (competency)
Employee (employee comments)
Goals
Init (initiatives)
Learning
Manager (manager comments)
Mission
Resp (responsibility)
Sign (signature)
eSignature (This is a system delivered section that can be used to electronically record the date the employee acknowledges the document and the date the manager completes or finalizes the document)
Summary (overall summary)
You may want to rate some sections, such as employee responsibilities or competencies. You, however, may not want to rate others section, such as mission statements. You may want to weight the sections that are rated higher than others. Weighting a section or item in the section enables you to place more or less importance on the section or item.
If your organization rates employee performance, you can have the system calculate the employee's performance rating or enter the ratings manually. ePerformance delivers three different calculation methods:
To use this method, the rating models that are associated with the section and its items must define numeric ratings that correspond to the rating descriptions. The system uses the numeric ratings to calculate a weighted average if weights exist; otherwise, it calculates a straight average. It then converts this average back to a performance document rating using the rating model again.
To use this method, the rating models that are associated with the section and its items must define review points. The rating model for the section must also define point ranges (from points and to points). The system converts ratings to review points as defined in the rating model, calculates the total review points, and converts this total into the corresponding review rating for the section by using the point range on the rating model. Weights are ignored. Item ratings are not used in the summation method.
This method is similar to the Summation method, but is only available for the Overall Summary section of a document. To use this method, the rating model that is associated with the Overall Summary section must include a performance document band and define review points as well as point ranges (from points and to points). During the calculation process, the system computes the total review points across all sections and converts this total into the equivalent rating on the document band.
Special processing determines the use of a section and the fields that are enabled in the Section, Items, and Sub-Items group boxes on the Section Definition page. ePerformance provides the following type of special processing.
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If Special Processing is |
Then the section |
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Business Objectives |
Can be connected to a section on a business objective page to allow objectives to be aligned and copied between the two. |
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Employee Comments |
Cannot be rated nor weighted. Cannot have items nor subitems. |
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Learning |
Can be rated and weighted. Cannot have items nor subitems. |
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Manager Comments |
Cannot be rated nor weighted. Cannot have items nor subitems. |
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None |
Can be rated and weighted. Can have items and subitems. |
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Overall Summary |
Can be rated and weighted. Cannot have items nor subitems. |
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Signatures |
Cannot be rated nor weighted. Cannot have items nor subitems. |
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eSignatures |
Records the date and time that the employee acknowledged the review. Records the date and time that the manager completed the review. |
Prerequisites for Creating Section Definitions
Before you can create sections, you must complete the following:
Define rating models.
Define content types.
(Optional) Define profile types.
When competencies and responsibilities vary between jobs, you can use job profiles to generate the performance criteria associated with a section. This might be easier than creating a separate template for each job. Job profiles can be attached to job codes, job families, salary grades, and positions. That means that anyone associated with the same job code, job family, salary grade, or position will have the same content downloaded into their performance document.
Pages Used to Create Section Definitions|
Page Name |
Definition Name |
Navigation |
Usage |
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Section Definition |
EP_SECTION_DEFN |
Set Up HRMS, Product Related, ePerformance, Document Structure, Section Definition, Section Definition |
Define sections. |
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Define Content Group |
EP_CONTENT_SEC |
Click the Define Content Group link on the Section Definition page. |
Select both a content group type and a content croup. Selecting a content group type and content group determine what sections appear on the Template Definition page. This information is set up in the content catalog. |
Defining Sections
Access the Section Definition page (Set Up HRMS, Product Related, ePerformance, Document Structure, Section Definition, Section Definition).
Enter the information that you want to use later to populate the fields on the Template Definition - Structure page for the specified section. The descriptions you enter here are used to identify the sections that you want to add on the Template Definition page.
Section
Items
The fields in this group box are available if the Special Processing field is set to None. The fields displayed here determine if the section on the document can contain content items such as mission statements, initiatives, goals or objectives, competencies, responsibilities, or free-form items. A section must contain all items of the same content type. Items are evaluated or tracked depending on the rules that you specify. Typically, Employee Comments, Manager Comments, Overall Summary and Signatures sections do not include content items.
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Select this check box if the section can contain items. When you select this check box, the system enables you to select the other fields in this page. The system only enables this check box if the Special Processing field is set to None. The system displays the items you select on the Establish Criteria and Document pages, on the Template Definition - Content page, and on Performance or Development documents. Note. If you select the Critical check box, all check boxes and fields within the items group box will have a critical indicator. |
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Select the content type from which content items (job attributes) are pulled when defining the criteria used to evaluate employee performance on the Template Definition - Content page. Valid options are any content types defined in the content catalog in the Manage Profiles business process. This field cannot be a content type that is defined only as a child of another content type. |
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Select to enable users to add free-form items to this section of a document or template. For example, managers might use this feature to add a list of courses that an employee should take. The system assigns an item sequence ID to each free-form item that is added. These items are not stored for reuse. |
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Define Content Group |
Click this link to access the Define Content Group page (EP_CONTENT_SEC) where you can select both a content group type and a content croup. Selecting a content group type and content group determine what sections will appear on the Template Definition page. This information is set up in the content catalog. |
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Select this check box to enable a rating assignment for the section, either by a system calculation or manually. The Rating Model field appears on the Template Definition - Content page and a rating field appears in the section summary on the performance document. |
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Select the name of the table that holds the content items that you want included in the section. |
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Select this check box to have the rating model for all items and subitems on the document template default to the section rating model. The system enables this check box if a rating model is entered in the Rating Model field in the Section group box. |
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Select this check box to enable the item in the section to have a weighting relative to the other items in the section. A weight section field appears in the section summary. You cannot weight sections of a performance document when you select a calculation method of Summation or Review Band for the Overall Summary section and you elect to have the system calculate performance ratings. (You enter calculation instructions through the Template Definition component.) The system enables this check box if the Rate check box is selected. |
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Select this check box to indicate that content items can have a target proficiency rating assigned on the Template Definition - Content page. The target proficiency rating displays on the performance document for the content items. The system enables this check box if the Rate check box is also selected. Note. The target rating is used with the learning integration feature. If the employee doesn't make his or her target rating, the system sends the person's performance rating to ELM. ELM will then do a fit gap analysis, suggest a learning for the employee, and add a learning course to the learning grid. |
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Select this check box if the document author cannot edit or delete items. This applies to all items, regardless of whether they are defined on the template or job profile. |
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Select this check box if items can have a minimum weighting. Minimum weights are entered on the Template Definition - Structure page. During the evaluation process, managers can click an update link on the evaluation to edit the minimum weight. |
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Select this check box to display the Description field on the Template Definition - Content page and on the Performance or Development Document. When an item from the Content Catalog is added, the system displays the description associated with that item and it cannot be edited. If the item is manually added, you can edit the Description field unless the item is marked as mandatory on the Template Definition - Content page. |
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Select this check box to indicate that all check boxes and fields within the items group box can have a critical indicator. |
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Select this check box to have items include a due date on the document. For example, managers might enter a due date by which an employee must become proficient in a certain competency or attain a particular goal. During the evaluation process, managers can update the due date. |
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Measurements describe the standards against which performance is compared. When an item from the Content Catalog is added, the system displays the measurement associated with that item and it cannot be edited. If the item is manually added, you can edit the Measurement field. |
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Select this check box to have items contain the Owner field, which indicates who is responsible for the item: the employee or the manager. The flag is informational only; it does not cause any special processing to occur. During the evaluation process, managers can click an update link on the evaluation to edit the Owner field. |
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Select this check box if items can contain a reminder date on the document. During the evaluation process, managers can click an update link on the evaluation to edit the reminder date. |
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Select this check box if items on a document can include a field for entry of the percentage complete. Employees and managers can use this field to indicate progress towards certain goals. |
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Stretch Goal |
Select this check box to allow items on a document to be flagged as being a stretch goal. This field is for informational purposes only. |
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Select this check box to display the Level Of Difficulty field. The Level of Difficulty field includes Basic, Intermediate and Advanced as its values. You can associate these values with the difficulty of an item. When an item from the Content Catalog is added, this field displays the level of difficulty associated with that item and you cannot edit the values. If the item is manually added, you can select the level of difficulty unless the item is marked mandatory on the Template Definition - Content page. |
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Select the Supports check box to enable the association of items in this section with items in a different section of the same review. This field works in conjunction with the Link field. The Link option enables you to indicate that the current section supports another section, similar to cascading objectives. This association displays an informational message on the performance document. The system enables this check box if the Supports check box is selected. Note. If Business Objectives was not selected in the Special Processing field, the system displays the Supports and Link fields. If you select Business Objectives in the Special Processing field, then the system displays the Align Items and Links To fields. |
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Select this check box to have items in the section of a document include a field that identifies the status of the item. Possible statuses are Complete, In Progress, and N/A (Not Applicable). |
Sub-Items
The system enables fields in this group if the Enable Items check box in the Items group box is selected.
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Select this check box to indicate that the section can contain subitems. Although subitems are typically sub-competencies, this is not a requirement. For example, you might create free-form subitems for responsibilities. |
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Select the name of the table that holds the subitems that are included in the section. |
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Select this check box to enable users to add free-form (non-coded) subitems to this section. |
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Select the content type from which content items will be selected. The content types available for selection are those that are associated with the value you selected in the Content Type field in the Items section. Content types are set up under a content group type in the content catalog. The Content Type and Content Group Type fields are used for search when adding a predefined competency to the evaluation criteria specified on the document template. |
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Select this check box to have the description for the subitem appear on the evaluation. During the evaluation process, managers can click an update link on the evaluation to edit the description for the subitem. |
Profile Management
This group box is used to identify whether you want to download criteria from an nonperson profile.
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Select this check box if you want the competencies or responsibilities that are associated with a profile type automatically loaded from the profile into the template or document. The system enables this field only when the Special Processing field is set to None. |
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Select the profile type. These profile types are defined in the Manage Profiles business process with a profile equal to the Job, Role, Cluster, and Syndication. The system enables this field if you select the Initialize from Profile check box. A role can be tied to person profile in the Evaluation Role Rules grid. |
Defining Content GroupsAccess the Define Content Group page (Click the Define Content Group link on the Section Definition page).
Select the content group type and content group. The content group type and content group determine what sections will appear on the Template Definition page. This information is set up in the content catalog.
(JPN) Creating Review Identifiers
To create review identifiers, use the Review Definition table JPN (REV_DEF_TBL_JPN) component.
This section provides an overview of review identifiers (IDs) and discusses how to create review definitions.
Understanding Review Identifiers
Review IDs associate document types with setIDs. In some organizations, the document types and the performance periods that one business unit uses can differ from those in another business unit. You also define whether the performance results are considered by the Grade Advance Candidate JPN and by any of the salary increase processes of the Plan Salaries business process for Japan.
When you create a document template, you can designate that the documents generated from the template are used for official reviews. This is required if you want to use the Manage Base Compensation and Budgeting business process. Pages in this business process locate employee review results by locating the document ID that is linked to the template that was used to create the employee review document.
See Also
Page Used to Create Review Identifiers|
Page Name |
Definition Name |
Navigation |
Usage |
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Define Review JPN |
REV_DEF_TBL_JPN |
Set Up HRMS, Product Related, ePerformance, Define Review JPN, Define Review JPN |
Define reviews. This includes performance period, document type, and inclusion of the review when determining eligibility for grade advances. |
Defining Reviews
Access the Define Review JPN page (Set Up HRMS, Product Related, ePerformance, Define Review JPN, Define Review JPN).
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Period Begin Date and Period End Date |
Enter the first and last dates of the performance period. This information is informational only. |
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Document Type |
Select the document type that is valid for the selected setID. |
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Select this check box to include this review when you run the JPN Grade Advance Candidate (PER062JP) SQR report. To run the JPN Grade Advance Candidate report, you define the criteria employees must meet before they are eligible for a grade advancement, including the number of eligibility points they must earn on evaluations. For example, you can have the system take an average or weighted average of the eligibility points for the employee's last three evaluations. When you run the Grade Advance Candidate process, the system looks at the number of eligibility points the employee earned on this and other designated or applicable evaluations. If the eligibility points meet the required threshold, the employee is eligible for a grade advancement. This field works with the eligibility points that are defined for the rating model that the system references when calculating the performance results (the Overall Summary section of the document). |
See Also
(JPN) Setting Grade Advance Criteria
Creating Document Templates
To create document templates, use the Template Definition (EP_TMPL_DEFN) component.
This section discusses how to:
Define general template information.
Define document processes.
Add sections to documents.
Add criteria to sections.
Load content from profiles.
Clone templates.
Understanding Document Template Set UpDocument templates are defined using these four pages:
General
Process
Structure
Content
General Page
The General page defines processing options. It also enables you to activate steps in the business process. Using roles you can define which type of employees can participant in the performance or development process. You can also designate that documents using this template are recognized by the system as the official review.
By selecting Official Review, you indicate that the overall rating from the manager's document generated with this template is to be used to update salary planning information.
By selecting Establish Criteria, you activate an additional step in the business process. Establish Evaluation Criteria appears as the first step to be completed on the Document Details page. The system also creates the Performance Criteria - Draft document, which allows the manager, employee or both to update and possibly add items to the performance criteria document.
By selecting Nominate Participants, you activate another group of steps in the business process. Nominate Participants, Track Nominations, and Review Participant Evaluations appear as steps on the Document Details page. The system also creates documents for each person that accepts their nomination.
See Defining General Template Information.
Process Page
The Process page shows the processes that are required to complete the document based on the choices you made on the General page. You select the actions that each role or roles can perform for each process. You also specify:
Whether the ratings that are entered by persons having that role are anonymous.
Approval rules for the manager's document.
Overall document processing rules.
See Defining Document Processes.
Structure Page
The Structure page defines the sections that are included on documents. You select one or more sections to include in the document. The section definition is copied into the document template. After the section definition is copied, you can override any of the section settings.
For each section that you include in the document, you can specify how the document roles interact with that section, the actions that different roles can perform, the content that is visible to managers and employees, and the writing tools that managers and employees can use to enter ratings and comments.
You can add multiple sections that require ratings. These sections can be any content type defined in the Manage Profile business process; such as goals, objectives, and competencies sections. Sections can also be defined to pull content from nonperson profiles created in the Manage Profile business process.
Each section may have different calculation methods. Because you can add sections that have different calculation methods, the following table illustrates how the calculation method that you select for the overall rating (the Overall Summary section) determines which calculation methods the other sections of the document can use and whether the calculation method permits section weighting:
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Calculation Method for Overall Summary Section |
Calculation Methods Allowed for Other Sections |
Section Weighting Allowed? |
Rating Calculations |
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Average |
Average |
Yes |
To determine item ratings, the user enters the item rating. If subitems exist, the system calculates the item rating by taking the average of the subitems. To determine section ratings, for sections other than Overall Summary, the system checks if there are items that are rated. If there are no other rated items, the user enters the section ratings. If there are rated items, the system determines if any of the items are weighted. If there are weighted items, the system calculates the rating as a weighted average of all of the item ratings in the section, taking individual item weights into account. Unrated items and items that are not weighted are ignored. If there are no weighted items, the system calculates the simple average of all rated items. Unrated items are ignored. To determine overall ratings, the system checks to see if there are other sections that are rated. If there are no other rated sections, the user enters the section rating. If there are rated sections, the system determines if the sections are weighted. If there are weighted sections, the system calculates the rating as a weighted average of all of the section ratings in the document, taking individual section weights into account. Unrated items and items that are not weighted are ignored. If there are no weighted sections, the system calculates the simple average of all rated items. |
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Summation |
Average and Summation You must define review points in addition to numeric ratings for these sections. The system converts section ratings to review points to determine the overall rating. |
No |
To determine section ratings, for sections other than the Overall Summary section, the system determines the rating and corresponding review points for each item in the section. Only items with review points are considered. It sums the points to determine the total points for the section. To determine overall ratings, the system determines the calculation method for the other sections. If the section rating is calculated using the average method, the system converts the section rating to the appropriate number of review points entered for that section, using the rating model associated with the section. If the section rating is calculated using the summation method, the total review points for the section are used as the section points. The points from each section are summed and converted to a document rating using the from and to point range on the rating model that is used for the Overall Summary section. |
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Review Band |
Average and Summation You must define review points in addition to numeric ratings for these sections. The system converts section ratings to review points to determine the overall rating. |
No |
The review band is only available for the Overall Summary sections. To use this method, the rating model that is associated with the Overall Summary section must include a performance document band and define review points as well as point ranges (from points and to points). The system uses the points in its calculations and:
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See Defining Sections.
The Content page defines the specific job attributes or content items by which an employee is to be measured. Only those sections that were included on the Structure page are available on the Content page.
Criteria on the Content page can come from three sources:
Content Catalog
Items and sub-items from the Content Items Detail (JPM_CAT_ITEMS) table. The system adds the Content Type field to the Load Content From Profile (EP_TMPL_DEFN5) page to narrow down the search.
Note. You can define unique coded categories of performance criteria. To do so, use Application Designer to create tables that store the items for the new criteria type. The tables that you create are then referenced as prompt tables in document templates and evaluations. Include the following fields in the table that you define: EP_ITEM_ID (key), EP_TITLE, EFFDT (optional key), EFF_STATUS (optional), EP_DESCR254 (optional)
Free-Form Items
Free-form items are criteria that are not stored in the EP_APPR_ITEM, EP_APPR_B_ITEM, EP_TMPL_ITEM tables. Free-form items enable you to fine-tune evaluations to an individual employee or a small group of employees. You can add free-form criteria to the templates you use to create performance documents. You can also enable managers, employees, or both types of workers to add free-form assessment items after the performance document is generated.
Download from the nonperson profile.
Items and sub-items can be added from nonperson profile defined in the Manage Profiles business process. The system uses the specified profile type to identify content and automatically adds it to the Template Definition - Content page.
The criteria defined on the Template Definition - Content page are automatically pulled into the document that is generated using the specified template.
Prerequisites for Creating Document TemplatesBefore you create templates, complete the following tasks:
Set up the content catalog.
(Optional) Define job profiles.
Set up rating models.
Define document types.
Define document roles.
Define section definitions.
(JPN) Create Review Identifiers.
Note. You cannot create a template without a document type. In addition, a template must contain at least one section with a manager role selected.
See Setting Up the Content Catalog.
See Managing Profiles.
See Defining Roles.
Pages Used to Create Document Templates|
Page Name |
Definition Name |
Navigation |
Usage |
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Template Definition - General |
EP_TMPL_DEFN1 |
Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, General |
Define general template information. The information that you specify on this page controls the sections that are available on other pages of the component. |
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Template Definition - Process |
EP_TMPL_DEFN2 |
Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Process |
Define document processes. The information that you specify here determines the functions that employees, managers, and other participants can perform in each step of the review process. |
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Template Definition - Structure |
EP_TMPL_DEFN3 |
Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Structure |
Define document structure, add appropriate sections to the template, define override default section settings, and define the way each role interacts with the document section. |
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Template Definition - Content |
EP_TMPL_DEFN4 |
Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Content |
Add criteria to sections. |
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Load Content From Profile |
EP_TMPL_DEFN5 |
Click the Load Content from Profile link on the Template Definition - Content page. |
Load content from profiles. Profiles can be used to load criteria into sections. |
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Clone Template Definition |
EP_CLONE_TMPL |
Set Up HRMS, Product Related, ePerformance, Document Structure, Clone Template Definition, Clone Template Definition |
Clone templates. |
Defining General Template Information
Access the Template Definition - General page (Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, General).
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Description |
Enter a description of the document template. This description appears as a selection field when users create evaluations from the template. Therefore, each template within a document type should have a unique description. |
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Select this check box to designate that the overall rating from the manager's documents generated with this template is to be used to update salary planning information. If an employee has more than one official document, these processes use the results of the document with the latest period end date. The default value from the Document Type page appears here, but you can change it. |
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Select this check box to enable the Establish Criteria step. When you select this check box, the Establish Criteria group box appears on the Process page and as a step on the Document Detail page. The default value from the Document Type page appears here, but you can change it. In addition, when this check box is selected, the system displays the Establish Criteria - Role Rules grid on the Structure tab; otherwise the grid is hidden. |
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Select this check box to enable the Nominate Participants step. When you select this check box, the Nominate Participants and Review Participant Feedback group boxes appear on the Process page. The default value from the Document Type page appears here, but you can change it. |
Participants Tab
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Select one or more roles that can participate in evaluations that are generated using this document template. The manager and employee roles always appear in this list. You can add additional roles that you defined on the Roles page. |
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Select this check box to have the system create an evaluation for the role. The check box for the manager role is always selected and cannot be altered. |
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Enter the number of days that the document is due before or after the period end date. Documents always pertain to a specific period of time, defined by the period begin and period end dates. These dates are established when the document is created. The document due date appears on the Employee Performance pagelet that managers can use to monitor pending performance documents (if you have PeopleSoft Portal Pack). The due date is also used to generate the Late Reviews (EP_LATE_APPR) report and to run the Create Summary Data (EP_RPT_SNAP) process. Managers can use the Change Due Dates page to change the due date of the employee's document. HR administrators can use the same page to modify the due date of the manager's document. |
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Period Type |
Select one of these values to indicate the period in which the number of days you entered should apply:
Note. If you entered 0 in the Document Due Days field, leave this field blank. |
Evaluation Document Header Tab
If the Evaluation Document Header fields are selected, the system displays the information in the document header for persons that are assigned the manager's role.
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Empl ID (employee ID) |
Select this check box to display the employe's ID in the document header. |
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Step |
Select this check box to display the employee's step ID and description in the document header. You can locate the value for this field on the Salary Plan page. |
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Grade |
Select this check box to display the employee's grade ID and description in the document header. You can locate the value for this field on the Salary Plan page. |
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Dept ID (department ID) |
Select this check box to display the employee's department number and description in the document header. You can locate the value for this field on the Work Location page in Job Data component. |
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Work Loc (work location) |
Select this check box to display the employee's location ID and name in the document header. You can locate the value for this field on the Work Location page in Job Data component. |
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Yrs of Service (years of service) |
Select this check box to display the employee's years of service in the document header. When calculating years of service for this page, the system uses the current system date or the period end date. Note. If you access or print this document after the review period or the service period has ended, it reflects the service that was relevant as of the last day of the performance period. If you access or print this document prior to the period end date, it reflects the employee's service as of the current date. |
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Time Entry |
Not used at this time. |
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Rating History |
Select this check box to display a link in the document header that takes the user to the Rating History page. The Rating History page displays the review period and the overall rating for the document type on the template. Additionally, the system can display the number of overall ratings based upon the date range or number of rows requested. |
Note. The Step, Grade, Department ID, and Work Location fields come from the Job table for the job code for which the document was created. The system selects the maximum effective-dated job record less than or equal to the period end date on the document.
See Also
Setting Up Text for Advisor Tools
Viewing Document Progress Details
Defining Document Processes
Access the Template Definition - Process page (Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Process).
Note. The page shown here is for a performance document. Pages for other document types may display different fields and sections.
Establish Criteria
Use the fields in this section to establish the criteria by which the document will be updated and completed. You can also use the Due Date and Days fields to establish a time period for when the document is due for completion.
Nominate Participants
Use the fields in this section to establish who can update and submit the names of people that should participate in the review. The system also allows you to indicate who can track the process.
You can also use the Due Date and Days fields to establish a time period for when the evaluation is due for completion.
The Data group box allows you to enter the minimum and maximum number of participants (Other and Peer) that are required. You can also use the Anonymity for Employee and Anonymity for Manager check boxes to indicate if the name of the manager or employee nominating the participant should be anonymous to the participants (Other and Peer).
Review Participant Evaluations
Use the fields in this section to establish who can access and view the names of people that are participating in the evaluation. The Anonymity group box allows you to indicate if the participants reviewing the evaluation (Other and Peer) should be anonymous to the employee, manager or both.
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Display Names in Mgr Doc (display names in manager document) |
Select this check box if the employees' names should be displayed as Other Participants on the manager's document. The system enables this check box only when the Anonymity for Manager check box is deselected for the role. If the role is anonymous to the manager, then the system does not display the names on the manager document. |
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(Optional) Select the sequence by which the review is completed. This field identifies the process for reviewing a document with the employee, and when this review takes place relative to a formal approval of the document. It also controls when the Submit, Complete, Available for Review, and Review Held actions are available to the manager. Options are:
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Select the approval definition that determines the chain of approvals a document must go through when the manager clicks the Submit button on the performance document. The default value selected on the Document Type page appears here, but you can change it. This field applies only if the Review Process field is set to Approval After EE Review Held, Approval Before EE Review Held, or Approval, No EE Review Held. Valid options are:
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View Average Rating |
If you want to view a graphical representation of the ratings on the document for the manager or employee, select one or both check boxes. |
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Select this check box to automatically cancel evaluations that are not completed and nominations that are not accepted when the manager evaluation moves past the In Progress status. This option prevents late evaluations from coming in and altering the average ratings. |
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Allow Attachments |
This check box enables you to turn on the attachment capability for manager documents. When you select this check box, the system adds a new section to the bottom of the manager document, which allows the manager to attach documents when the evaluation is in the In Progress status. Note. This attachment section is visible to anyone that has access to the manager document. However, only the document owner (manager) can add attachments to the document. The manager has the ability to add and delete one or more attachments when the manager document status is In Progress. Once the document moves passed the In Progress stage or is cancelled, the system does not allow attachments to be added. |
Evaluation Rules
The fields in this page region define rules for calculating ratings that apply to the document as a whole.
See Also
Nominating and Tracking Multi-Source Participants
Entering Comments and Ratings on Evaluations
Consolidating Feedback from Evaluators
Managing Reviews and Approvals
Adding Sections to Documents
Access the Template Definition - Structure page (Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Structure).
Note. Most of the fields on this page are similar to the Section Definition page.
See Defining Sections.
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Section |
Select a section to include in the documents that are generated from this template. The sections available for selection are those that were previously defined using the Section Definition page. When you select a section, the information defined for that section becomes the default information for this section on the Structure page. You can override any default value. Note. You can include only one Overall Summary section on each template. |
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Enter a unique sequence number to specify the relative order in which this section appears in the document. The default value for the first section is 10. The system increments the value for subsequent sections by ten. If, for example, you override a sequence number to 25, the system assigns 35 as the next sequence number. Note. If you enter sequence numbers out of order, the system automatically reorders them when you exit the Template Definition component and reopen it. |
Sections, Section, Items, Sub-Items, and Profile Management
The fields that appear in these group boxes default to the values you defined for this section on the Section Definition page. You can override these values.
See Defining Sections.
Establish Criteria - Role Rules
Use the fields in this section to define how managers and employees can view and update the evaluation document. Select the appropriate check boxes to grant the manager or employee permission to add items, update items, delete items, copy objective items, or copy manager's items on the evaluation document when it's created.
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Add Items |
Select this check box to enable the role to add items to this section in the Establish Criteria document. If the role can add items, they can also update and delete items that they add. |
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Update Items |
Select this check box to enable the role to update items in this section on the Establish Criteria document that were added by a source other than themselves; for example, the manager, the profile, or the template. In addition, if the item was cascaded down to the document, they can also update it. |
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Delete Items |
Select this check box to enable the role to delete items in the Establish Criteria document that were added by a source other than themselves; for example, the manager, the profile, or the template. In addition, if the item was cascaded down to the document, they can also delete it. |
Note. The system does not display this section for all document types.
Evaluation - Role Rules
This section has five tabs that you can use to define how managers and employees can use different fields on the document you are creating to evaluate themselves or an employee.
Here are the five tabs:
Rate/Weight
Section
Item
Edit
Profile Management
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Select the role for which you are defining rules. |
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Select this check box to enable the author to assign a section rating. This field is available if Rate is selected for the section. |
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Select this check box to enable the author to rate items in this section. This field is enabled if Rate is selected in the Items page region for the section. |
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Select this check box to enable the author to rate sub-items in this section. This field is enabled if Rate is selected in the Items page region for the section. |
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Select this check box to have an Override Rating button appear next to the Calculate button on the evaluation. The author can click this button to modify the calculated rating. This option is enabled when the Calculate Ratings check box is selected on the Template Definition page. Warning! Do not use this feature with the Summation calculation method. |
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Select this check box to have the evaluation display both the rating and the numeric equivalent or points of the rating that you define on the Rating Model Definition page. This option is enabled if Rate is selected for the section. |
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Select this check box to enable the author to assign a section weighting. This option is enabled if Weight Section is selected for the section. |
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Select this check box to enable the author to weight items in this section. This option is enabled if Weight Section is selected for the section. |
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Select this check box to have the section contain an area for users to add a free-form description of the employee's performance on the section. If you do not select this check box for a role, the other selections for the role are not available. |
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Select this check box to enable the role to view the sections from other completed evaluations that are part of this document. This option is available to managers only. |
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Select an option to have text suggestions from the Results Writer tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation. Results Writer suggestions are predefined statements that describe the employee's proficiency level for the associated item. The Results Writer tool is designed primarily for competency and sub-competency sections of an evaluation; however, you can enable this feature for other sections of an evaluation as well. This field is enabled only if the Comments check box is selected for the role The available options are:
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Select an option to have text suggestions from the Development Tips tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation. Development tips are predefined statements that suggest how employees can improve proficiency at the associated item and are designed primarily for competency and sub-competency sections of a evaluation. However, you can enable this feature for other sections of an evaluation as well. This field is enabled only if the Comments check box is selected for the role The available options are:
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Select this check box to have comments that were entered by other evaluators appear on the Suggested Results page for the role. Only comments from completed evaluations that were entered for the same summary section appear on the list. This field is enabled only if the Comments check box is selected and the role is manager. |
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Select this check box to have performance notes that the employee or manager entered during the Establish Criteria step appear on the Suggested Results page. Only notes that were entered for the same section or item by the same person appear on the list. This field is enabled only if the Comments check box is selected for the role. |
Note. The Notepad functionality allows additional keys to
be stored to support the retrieving of notes at the item level from the writing
tools feature. The additional keys enable the Notepad to store the item ID
for notes taken at the item level on the Establish Criteria document. Capturing
this information allows the system to display only the notes taken for an
item when a user selects the writing tool feature at the item level within
an evaluation.
When the writing tools link is selected at the item level on the evaluation,
the system only displays the notes taken for that item. Therefore, when a
user takes a note on an item in the Establish Criteria document, the system
additionally stores the item ID in the Notepad. When the user later selects
the Writing Tools link for a comments box at the item level the system only
displays notes that were taken against that item.
If the user selects the writing tool at a section level, the system
displays all notes for every item within that section.
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Select this check box to have items in the section contain an area for authors to add a free-form description of the employee's performance on the item. If this check box is selected, the Results Writer, Development Tips, Other Evaluator Comments, and Notes check boxes are enabled for the role. The use of these fields is analogous to the same fields under the Section tab. |
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Not used at this time. |
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Not used at this time. |
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Same as Section tab. |
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Same as Section tab. |
Edit Tab
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Add |
Select this check box to enable the role to add items to this section. If the role can add items, they can also update and delete items that they add. |
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Update |
Select this check box to enable the role to update items in this section on the documents that are generated for the role that were added by a source other than themselves (for example, manager, profile, template or cascaded). |
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Delete |
Select this check box to enable the role to delete items in this section on the documents that are generated for the role that were added by a source other than themselves (for example, manager, profile, template or cascaded). |
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Copy Objective Items |
Select this check box to enable the role to copy business objective items into the documents that are generated for the role. |
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Copy Manager's Items |
Select this check box to enable the role to copy items from the manager's document into the documents that are generated for the role. |
Profile Management Tab
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Select this check box if you want the system to update the employee's profile in the Manage Profiles business process with this document. This field is enabled if the section items have the Rate check box selected and if a content type is entered in the Content Type field in the Items group box on the Template Definition - Structure page. |
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Person Profile Type |
Select the profile type. These profile types are defined in the Manage Profiles business process with an Identity Option equal to Person. This field is available if the Update Person Profile check box is selected. |
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Instance Qualifier |
Select an instance qualifier that distinguishes this evaluation from other evaluations in the Manage Profiles business process. ePerformance delivers an instance qualifiers that allow the evaluations coming from ePerformance to be identified as Manager, Nominee, or Self. |
Adding Criteria to Sections
Access the Template Definition - Content page (Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Content).
Only the sections entered on the Template Definition - Structure page are available on this page. To add more sections, go to the Template Definition - Structure page.
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Click this link to display the Load Content from Profile page. |
The fields in this group box are available only if you select the Enable Items check box on the Template Definition - Structure page. Items automatically appear here when you click the Load Content from Profile link. You can view, add, edit, or delete items to track or rate on the document.
Add free-form items if the Free-Form Allowed check box for this section is selected on the Template Definition - Structure page.
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Item ID |
Select an item from the Content Item Detail (JPM_CAT_ITEM) table. You can only select content items that are linked to the content type entered in the Content Type field on the Template Definition - Structure page. This field does not apply to free-form items. |
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Title |
Enter the title for a free-form item. You can only enter titles for free-form items. Otherwise, the system displays the text that was entered in the Description field on the Content Items - Items Details page. |
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Description |
Enter the description for a free-form item that you are adding. You can only enter descriptions for free-form items. Otherwise, the system displays the text that was entered in the ePerformance Description field on the Content Items - Items Details page. This field is enabled only if you selected the Description check box in the Items group box on the Template Definition - Structure page. |
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Measurement and Employee Measurement |
Enter text that clearly and objectively describes the standard by which this item is measured. This text appears on the performance or development document. The system displays this field if the Measures check box is selected on the Template Definition - Structure page. |
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Level of Difficulty |
Select either Advanced, Basic, or Intermediate. Since the values come from the Content Catalog, it follows the same rules as other evaluation criteria fields such as Description and Measurements. To edit the field, select the Edit icon on the Establish Criteria or Document page. Clicking the icon transfers you to the Edit Item page where you can update the criteria. The system displays this field if the Level of Difficulty check box is selected on the Template Definition - Structure page. |
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Select the rating model for this item. If you selected the Use Section Rating Model check box in the Items group box on the Template Definition - Structure page, the system display the rating model you entered in Rating Model field in the Section group box on the Template Definition - Structure page. The system displays this field if the Rate check box is selected on the Template Definition - Structure page. |
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Target Rating |
Select the rating at which the employee should be performing for this section item. The system displays this field if the Target Rating check box is selected on the Template Definition - Structure page. |
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Weight |
Enter the percentage amount that this section contributes to the overall weight. The system displays this field if the Weight check box is selected on the Template Definition - Structure page. |
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Minimum Weight |
Enter the minimum percentage amount that you want this item to contribute to overall weight. The system displays this field if the Minimum Weight check box is selected on the Template Definition - Structure page. |
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Supports |
Select one of the section items associated with the linked section. The system displays this field if you selected the Support check box and selected a section in the Link field on the Template Definition - Structure page. |
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Due Date |
This field can be used to track the progress of an item and whether it was completed on time. The system displays this field if the Due Date check box is selected on the Template Definition - Structure page. |
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Reminder Date |
This date is used only for informational purposes. The system displays this field if the Reminder Date check box is selected on the Template Definition - Structure page. |
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Owned By |
Select whether the Employee or Manager is responsible for the completion of this item. The system displays this field if the Ownership check box is selected on the Template Definition - Structure page. |
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Mandatory |
Select this check box to prevent anyone from editing or deleting this item on the document. The system displays this field if the Mandatory check box is selected on the Template Definition - Structure page. Note. This selection overrides the value in the Mandatory field on the job profile. If you specify that an item on the job profile is mandatory and do not select this check box, the item is not mandatory on the document. |
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Critical |
Select this check box to have the word Critical appear in the detail area of the item on the document. The system displays this field if the Critical check box is selected on the Template Definition - Structure page. |
Use this group box to add sub-items for each item. The system displays this group box only if you select sub-items on the Structure page.
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Sub-Item ID |
To include a sub-item from the prompt table (typically, a sub-competency) in this section of the document, select the subitem ID. You can select from the items that belong to the sub-items table that is identified in the Prompt Table field on the Template Definition - Structure page. This field does not apply to free-form items. |
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Title |
Displays the title of the selected sub-item. If you're adding a free-form sub-item, enter the title here. |
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Description |
Displays the description of the sub-item. The system displays this field if you selected Descriptions in the Sub-items group box on the Structure page. |
Loading Content from Profiles
Access the Load Content From Profile page (click the Load Content from Profile link on the Template Definition - Content page).
Enter search information for content criteria, click the Search button, and then select the items that you want added to the Section Items group box on the Template Definition - Content page.
Note. Remember that these items become part of the template. It is best to only have common items that fit all employees.
Cloning Templates
Access the Clone Template Definition page (Set Up HRMS, Product Related, ePerformance, Document Structure, Clone Template Definition).
To clone a template:
On the Search page, select the document type that you want to clone.
Click Search.
Select the document template ID that you want to clone.
The system displays the Clone Template Definition page.
Select the new document type from the New Document Type field.
Enter up to eight alphanumeric characters for the new template ID.
Select the effective date for the new template.
Click the Save button.
Note. If the system finds a match in the template type and period end date for the same employee, it displays an error message: A document already exists for document type xxxx, and period dates nn/nn/nnnn - nn/nn/nnnn. If you think you have received this message in error, contact your system administrator.