Setting Up Employee Reviews

This chapter discusses how to:

• Assign roles and permission lists.

• (USF) Update the PERF-USF document type.

• (JPN) Create review identifiers.

• Create templates.

• (USF) Work with job profiles.

Assigning Roles and Permission Lists

This section lists roles and permission lists that are available to federal customers.

The following tables list the roles and associated permission lists that you can assign to users that allow them to use the employee review functionality.

• Employee Review Manager and Employee Review Employee roles enable the use of the self-service features.

• Employee Review Setup (USF) and Employee Review Administrator (USF) are roles that are specific to federal functionality.

Roles

Permission Lists

(USF) Updating the PERF-USF Document Type

To update the PERF-USF document type, use the Update Document Type (USF) (EP_REVIEW_TYPE_TBL) component.

This section provides an overview of the PERF-USF document type and discusses how to update the PERF-USF document type.

Understanding the PERF-USF Document Type

The system delivers a federal document type called PERF-USF that tells the system where to look for the template when it generates performance documents for federal employees. By default, the system prompts managers to select the template when they create the review documents.

If you prefer to have the system determine which template to use by checking the job profile that is associated to the employee's job data specify this on the Document Type page by adding a new effective-dated row to the table.

The system-delivered definition for the PERF-USF document type is dated 01/01/1900. According to this definition, the template sources is user-specified, meaning that managers must select the template to use when they create the performance review documents.

You can modify the definition for the PERF-USF document type by inserting a new effective-dated row. You can then instruct the system to look at the job profile that is associated with the employee's job data (job code, job family, position, salary grade, department, location or business unit) to determine which template to use.

Note. A second document type, PIP-USF, is provided for performance improvement plans. This document type is associated with the delivered PIP-USF template. You cannot modify or view the PIP-USF document type.

Page Used to Update the PERF-USF Document Types

Updating the PERF-USF Document Type

Access the Update Document Type (USF) page (Set Up HRMS, Product Related, Workforce Development, Employee Review, Update Document Type (USF), Update Document Type (USF)).

Document Type	PERF-USF is the delivered document type for federal employee reviews. You cannot create or modify other document types.
Template Source	Identify where the system should look for the template when it generates employee review documents for federal employees. To have the system make all templates available for selection when a performance document is generated, select User Specified. See (USF) Working with Profiles.
Profile Type	Select the profile type to use to determine the template when you create documents. The system finds the template associated with the profile based on the employee's job data.
Default Template	This field is available if you select one of the Profile Management option in the Template Source field. Select the template to use to generate performance documents for this document type when no template is associated with the profile.

(JPN) Creating Review Identifiers

To create review identifiers, use the Define Review JPN (REV_DEF_TBL_JPN) component.

This section provides an overview of review identifiers (IDs) and discusses how to define review identifiers.

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

Defining General Template Information

Page Used to Create Review Identifiers

Defining Review Identifiers

Access the Define Review JPN page (Set Up HRMS, Product Related, ePerformance, Define Review JPN, Define Review JPN).

Period Begin Date and Period End Date	Enter the first and last dates of the performance period. This information is informational only. See Defining General Template Information.
Document Type	Select the document type that is valid for the selected setID.
Include in Grade Advance	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 Templates

To create template, use the Clone Review Template (EP_CLONE_TMPL) and the Define Empl Review Template (EP_TMPL_BASIC) components.

This section provides an overview of employee review templates, performance ratings, and discusses how to:

• Clone templates.

• Define BASIC template information.

• Define template structure and content.

Understanding BASIC Templates

Templates are the foundation for employee review documents. PeopleSoft provides a BASIC template. The BASIC template has sections linked to it that are used to define the structure of an employee review document. These sections are:

• Competency

• Goals

• Overall Summary

• Signature

The BASIC template cannot be modified. To create a template to match your organizations need, you must clone the basic template and then modify the newly created template. New templates can contain one or more of the linked sections.

Competency

The Competency section enables users to evaluate an employee’s performance for specific items. Items can be added manually or from the Content Catalog.

Goals

The Goals section enables users to add employee goals to the review document. Goals are not assigned to the template, but are added to the review document after it is created.

Overall Summary

The Overall Summary section identifies the employee’s overall performance ratings. The system converts the ratings from the Competency sections into an overall summary rating.

Signature

When the document is printed, this section provides an area for employee and manager signatures.

(USF) Understanding Templates

Employee review templates are the foundation for employee review documents. PeopleSoft provides two templates:

• Performance Plan (PERF-USF).

• Performance Improvement Plan (PIP-USF).

These templates cannot be modified. To create a template to match your organizations need, you must clone the template and then modify the newly created template.

Performance Plan Template (PERF-USF)

This template is designed for employee performance reviews. It contains four sections:

• Performance Elements

  The Performance Elements section enables you enter free-form performance criteria against which you want to evaluate the employee’s performance.

• Goals

  The Goals section enables users to add employee goals to the review document. Goals are not assigned to the template, but are added to the review document after it is created.

• Overall Summary

  The Overall Summary section identifies the employee’s overall performance ratings. The system converts the ratings from the Competency sections into an overall summary rating.

• Signature

  When the document is printed, this section provides an area for employee and manager signatures.

Performance Improvement Plan (PIP-USF)

This template is designed to address issues that have adversely impacted the employee’s performance review. It contains two sections:

• Performance Improvement Plan.

  This section is used to assess performance improvements and assign a status.

• Signature Section.

  When the document is printed, this section provides an area for employee and manager signatures.

Understanding Performance Ratings

Two sections enable you to assign ratings that measure the employee’s performance. These sections use rating models and calculation methods to determine the employee’s rating.

These sections are:

• Competency

• Overall Summary

Note. This topic does not apply to the USF Employee Review process. It supports only the average calculation rating.

Competency

The competency section enables you to select from two calculation methods:

• Average

  This calculation method uses the numeric ratings that corresponds to the qualitative ratings (defined on the rating model) to calculate a weighted average, if weightings exist; otherwise, it calculates a straight average. It then converts this average back to a qualitative rating, again using the rating model.

  To use this calculation method, rating models that are associated with the competencies section and its individual competencies must have defined numeric ratings.

  Note. Weights are used when the calculation method is Average. Weighting a competency enables you to place more or less significance on a particular competency relative to the other competencies in the review.

• Summation

  This calculation method converts qualitative ratings to review points (defined in the rating model), calculates the total review points, and refers to the point range that is defined on the competency section's rating model to convert this total into the corresponding review rating for the competency section. Weightings are ignored.

  To use this calculation method, rating models that are associated with the competencies and the competency section and must define review points. The rating model for the competency section must also define point ranges in the From Points and To Points fields.

Note. PeopleSoft recommends using the Average method over the Summation method. Its easier to understand, set up, and maintain, and you can achieve the same results by using weighted averages.

Overall Summary

The Overall Summary section identifies the employee's overall performance rating. The system converts the rating from the Competencies section into an overall summary rating by using the calculation method and rating model that are specified for the Overall Summary section.

PeopleSoft provides three calculation methods for calculating an overall summary rating:

• Average

  Same as above.

• Summation

  Same as above.

• Review Band

  This calculation method is similar to Summation, and is unique to the Overall Summary section of a review document.

  To use this method, the rating model that is associated with the overall summary section must have Review Band selected and define review points as well as point ranges in the From Points and To Points fields.

  During the calculation process, the system computes the total review points for the Overall Summary section and converts this total into the equivalent review band on the employee review.

Because the Competency and Overall Summary sections can have different calculation methods, the calculation method that you select for the overall rating (the Overall Summary section) determines which calculation method the Competency section can use. This table lists the allowed calculation methods:

Steps for Creating Templates

To create templates that can be used to generate performance-related documents, use the following steps:

1. Clone an existing template using the Clone Template Definition page.

   At least one template must be cloned from the BASIC template before you can begin the employee review process. The basic template cannot be modified and is used strictly for cloning purposes.

   PeopleSoft recommends that you limit the number of templates that you create for each document type. This makes it easier for users to select the correct template when they generate review documents, and it simplifies template maintenance.

2. Define general information for the newly created template using the Define Empl Review Template – General page.

   Use the general information section to identify the document type for the template. Document types help organize employee review documents. You can use them to narrow the focus when printing late or missing employee review reports or to limit the search criteria when looking up employee reviews. PeopleSoft provides five document types:

   • Performance/Salary Evaluation

   • Performance Document

   • Salary Planning

   • (USF) Performance Plan

   • (USF) Performance Improvement Plan

   Also identify where the documents that are generated from this template are official. If a document is identified as being official, the Salary Planning by Group business process and the Salary Increase Matrix function in PeopleSoft Enterprise Human Resources Results uses the results. If an employee has more than one official document, these processes use the results of the document with the latest period end date.

   For Japan, the review ID is identified and is used by the JPN salary increase processes in Plan Salaries. In some organizations, the types of reviews that are given and the review periods in one business unit may differ from the types of reviews that are given and the review period in another business unit. You use review IDs to identify which document types are valid for a particular setID. You also define whether the performance results are to be considered by the Grade Advance Eligibility feature of the Plan Salaries business process. The Plan Salaries business process recognizes employee review results by the review ID that is linked to the template that is used to create the employee review document.

3. Define the content and structure for the newly created template using the Define Empl Review Template - Structure/Content page.

   Select rating models , define performance criteria, weight the items, and indicate if they are critical.

Prerequisites

Before you create templates, set up the rating table.

See Defining Rating Models.

Pages Used to Create Templates

Cloning Employee Review Templates

Access the Clone Employee Review Template page (Set Up HRMS, Product Related, Workforce Development, Employee Review, Clone Employee Review Template, Clone Employee Review Template).

New Document Type

Select the document type that you want to copy into the new employee review template.

Defining Basic Template Information

Access the Define Empl Review Template - General page (Set Up HRMS, Product Related, Workforce Development, Employee Review, Define Empl Review Template, General).

Official Review	Select to designate that review documents generated for this document type are official. You can designate any number of templates as official. For commercial users, selecting this check box enable the Salary Planning by Group process to retrieve rating and review points for review documents that are created from this template. It also enables the Salary Increase Matrix function to retrieve the rating. For federal users, On the PERF-USF template, this check box is selected by default on the PERF-USF template. It also enables salary increases to be tied to employee performance reviews. It also enables the Within-Grade Increase (WGI) process to pick up completed performance reviews. If an employee has more than one official review document, these processes use the results of the review document with the latest period end date.
(JPN) Review ID	Select an ID to enable the (JPN) Salary Planning business process by review ID. You define IDs on the JPN Review Definition Table page. The prompt table displays only those review documents that are defined for the selected document type.
(JPN) Include in Grade Advance	Select to indicate whether the selected review ID is eligible for the Grade Advance feature of the Plan Salaries business process. It is set up on the JPN Review Definition Table page.

Defining Template Structure and Content

Access the Define Empl Review Template - Structure/Content page (Set Up HRMS, Product Related, Workforce Development, Employee Review, Define Empl Review Template, Structure/Content).

Sections

Sections

Sub-Items

Define any performance criteria or sub-items for the element.

(USF) Working with Profiles

This section provides an overview of working with job profiles.

Understanding How Profiles Work with Manage Employee Review

The employee review process has the capability to use profiles to find the appropriate template associated with an employee's job data. To use profiles in Manage Employee Review:

1. Create a new non-person profile type or use an existing non-person profile type. The profile type must have at least one of the following profile identity options defined: job code, job family, position, salary grade, department, location or business unit.

2. Create the profiles and associate the profiles to the job data.

Creating Job Profiles

To set up a job profile:

1. Create a profile ID and enter a description of the profile.

2. Using the profile identities section select the profile identity option (job code, job family, position, salary grade, department, location or business unit) then select the appropriate identities (such as job code 11000 — Accountant) for the profile.

3. Using the profile association section select the profile association option of performance template then enter the document type (PERF-USF) and the template to be used for this profile

Associate Job Profiles with Employees

When (USF) Employee Review documents are created and Profile Management is selected as the Template Source on the PERF-USF Document Type the system will locate the appropriate template based upon the employee's job data. If Profile Management is selected, the system:

1. Identifies the profile type entered in the Profile Source field on the PERF-USF Document Type.

2. Retrieves the employee job data record.

3. Identifies all Profile IDs associated with the profile type.

4. Identifies all the profile identity options and keys associated with the Profile IDs.

5. Orders those profile identity options according to the sequence defined on the Profile Identity Options — Configuration page.

6. Uses the first profile identity option in the sequenced list and finds the appropriate employee job data.

7. Finds the profile that is associated to the job data.

8. Selects the template associated with the profile based upon the document type that is being used to create the documents. If the system can find a profile that matches the employee data then the system uses the next profile identity option in the sequenced list. If the system is unable to locate a profile associated to the employee job data or a template on the profile, the system will use the default template indicated on the document type to create the document.

• Job Code Profile

• Job Family

• Position Data

• Salary Grade Table