Cloud Documentation
Advanced Search


Using Talent Management
Close Window

 

This guide also applies to on-premise implementations

Table of Contents

Show All | Collapse

4 Define Worker Performance

This chapter contains the following:

Define Worker Performance: Overview

Performance Document Components: How They Work Together

Performance Documents: How They Work with Profiles and Goals

FAQs for Define Worker Performance

Manage Performance Roles

Manage Eligibility Profiles

Manage Eligibility Batch Process

Manage Process Flow Definitions

Manage Sections

Manage Performance Templates

Manage Target Ratings Distribution

Manage Performance and Potential Box Chart Labels

Define Worker Performance: Overview

In the Define Worker Performance activity, human resource (HR) specialists can define and maintain the elements used to create performance document templates from which performance documents are created to rate workers.

For both setup and maintenance tasks, they can:

  • Create document types, sections, and process flows to use in performance document templates.

  • Create performance document templates to determine the structure and task flow of performance documents.

  • Within performance templates and sections, create default content and target ratings.

  • Create and edit rating distributions to set the target percentages for worker overall performance ratings for each rating level.

  • Create and edit box labels for the Performance and Potential matrix.

  • Manage e-mail notification settings that are sent to workers and managers reminding them of upcoming events and tasks.

For setup tasks only, the HR specialist can also specify the default rating model to use for Oracle Fusion Performance Management analytics and HR comparisons.

Use the Setup and Maintenance work area to access the tasks in the Define Worker Performance task list. You can also use the Performance Management work area to access the maintenance tasks.

Performance Document Components: How They Work Together

To create a performance document you need a performance template. The performance template contains a document type, template sections, and a process flow. You can either create these when creating the performance template, or select previously-configured ones.

Document Types

Document types categorize the types of performance documents that are valid for an organization, such as an annual evaluation, a semiannual evaluation, a project evaluation, and any others you require. You set the dates to determine the time period that a document type is valid.

Performance Template Sections

Sections form the structure of a performance document. In the sections you configure the types of content that can be rated and the processing options for ratings. You also determine the sources of content, and how the performance documents integrate with profiles and Oracle Fusion Goal Management goals. Sections can also contain options for managers and workers to provide final feedback about the evaluation.

You can configure up to five different section types. Your organization may require an annual performance evaluation that includes any or all of these sections:

  • Profile Content to rate worker competencies

  • Goals to rate worker goals

  • Overall Summary to provide the overall rating of the worker

  • Questionnaire to allow managers, workers, and participants to provide feedback about the worker

  • Worker Final Feedback

  • Manager Final Feedback

Each of these requires separate sections that you add to a performance template to support the process flow used by the template.

Process Flows

Create process flows to determine which tasks workers, managers, and participants perform as part of the evaluation process. For example, you can include tasks to set goals, let managers and participants evaluate workers, and workers evaluate themselves. You can create as many process flows as needed to correspond to the different evaluation requirements of your enterprise.

The process flow dictates which sections are required for the performance template. For example, if the process flow includes the task for managers to rate workers, you must set up Profile Content or Goals sections where managers can rate workers on competencies or goals, or an Overall Summary section where managers provide an overall rating.

Performance Templates

Performance templates bring together the information that is used to create performance documents. In the performance template, you select the roles that can access the performance documents created from the template, specify the processing rules for the document, and enter the periods for which the performance documents are valid. You also select the document type, sections, and process flows to use, and any additional content on which to rate workers. You can edit sections as required in the template.

Performance Documents: How They Work with Profiles and Goals

During a performance evaluation, the line manager or worker can update a performance document to include competencies from the worker's job profile and content library, and performance goals. Goals can be created directly in the performance document, or additionally, if Oracle Fusion Goal Management is used, added from the goal library and worker's goals. When the performance document is completed the worker's person profile is updated to reflect competency proficiency levels in the performance document. Workers and managers can maintain goals either in the performance document or using the Goal Management business process, and the goals are updated in both locations.

This figure illustrates the sources of competencies and goals for the performance document, and how profiles and goals are updated from the performance document.

Diagram of how performance documents work with profiles and goals

Adding and Updating Content in the Performance Document

When created, the performance document may contain competencies and goals that the performance template is configured to provide. These can include competencies from the content library or from the worker's job profile. If Goal Management is used, goals from the template may include the worker's own goals and others selected from the goal library. During the evaluation process workers and managers can add additional competencies from the content library, create new goals, and add goals from the goal library. They can also update the performance document to transfer any changes in job competencies, or goals from the Goal Management pages, to the document to ensure that they have the most recent content. The ability to add and update competencies and goals from these sources depends on the settings for the template used to generate the performance document.

To update the competencies and goals in the performance document, they use the Update Goals and Competencies action on the pages used to evaluate the worker or set document content.

Performance goals created in a performance document are not added to the goal library. The performance goal can be viewed from the workers' portrait and on all other pages where the goal is included except in the library.

When adding competencies by updating from the job profile, only those that are associated with the job to which the performance document applies are added. Competencies associated with profiles for which the worker has another active performance document are not added. However, managers and workers can add these competencies directly to the performance document by adding them from the content library.

Managing Goals in Two Locations

If Goal Management is enabled, any goals that managers or workers create in the performance document or add from the goal library are also added to the pages used to manage goals when they save the performance document. When goal plans are used, these goals are added to the active performance goal plan that contains the goal start date. If goal plans are not used, the goals are added to the worker's performance goal list. Any attachments to goals are also displayed in the performance document.

Goals that they edit in the performance document are updated in Goal Management so that the primary goal information is consistent in both locations. They can update the goal name, description, status, and dates in the performance document, which are captured in the pages used to manage goals when they save the performance document. Weights added to a goal in Goal Management are transferred to the performance document only when the goal is added to the performance document. Changes to the weight in Goal Management after the initial transfer are not reflected in the performance document. Goal weights are never updated from the performance document to Goal Management. Comments added to goals in the My Goals or Goal Details pages appear in the performance document; those made in the performance document do not appear in Goal Management pages. Goal ratings appear only in the performance document, however. Goals can have additional attributes that display in the Goal Management pages but do not appear in the performance document.

When managers or workers edit the worker's existing goals in Goal Management, the changes are reflected in the performance document when it is opened, or when they perform the Update Goals and Competencies action. To copy new goals into the performance document from the goal management business process they must use the Update Goals and Competencies action in the performance document.

Updating Profiles from a Completed Evaluation

When the performance document is completed the application updates the worker's profile to include the changes made in the performance document, if the performance document is configured to do so. Updated content includes the overall rating, and competencies and their rating levels provided by the manager. The ratings provided by the worker are not included. After the performance document is completed, it becomes a static document, and any changes to the job competencies are not reflected in the performance document.

Completing Goals in the Performance Document

When the performance document is completed the goals are updated in Goal Management. After that process concludes, managers and workers can no longer update goals in the performance document either directly, or by using Goal Management. They can continue add or update goals in Goal Management, but those changes are not reflected in the performance document.

FAQs for Define Worker Performance

How can I diagnose any issues with Oracle Fusion Performance Management data?

After populating the Oracle Fusion Performance Management data tables, you can run the Performance Management Integrity Validations test if you have access to the Diagnostic Dashboard. Select Run Diagnostic Tests from the Setting and Actions menu in the global area. The validations test generates a report that contains details of any rows that are invalid, which you can repair or remove.

For Performance Management, the test validates six categories of data integrity:

  • Business Group Validation: The test checks to ensure that the business group is valid and exists in the Oracle Fusion Global Human Resources business group table.

  • Foreign Key Validation: Foreign key attributes must not be null.

  • Field Level Validation: Field level attributes must match the business rules set up in Performance Management.

  • Row Count Validation: The row count on the setup tables must be greater than 0.

  • Setup Data Validation: Data in the setup tables must match the business rules set up in Performance Management.

  • Process Data Validation: Data in the document tables must match the business rules set up for evaluations in performance documents.

Manage Performance Roles

Participant Feedback: Explained

The Manage Participant Feedback task enables individuals other than the manager and worker to provide direct feedback into the worker's performance document. They can evaluate workers on content items by providing ratings, comments, or both, and respond to a questionnaire to provide a 360-degree evaluation. Participant feedback is recorded as part of the official performance evaluation. Additional roles providing feedback might include peers, mentors, customers, and other managers. The additional roles providing feedback are called participants. By including a variety of participants who have worked to some capacity with the worker, the manager can obtain a broader view of the worker's performance to assist in the evaluation.

The Participant Feedback process provides the ability to:

  • Specify who can request and track participant feedback.

  • Provide feedback according to role.

  • Gather multiparticipant ratings and comments for worker performance, goals and competencies.

  • Use questionnaires to provide feedback.

  • View participant names, roles, and feedback.

  • Submit feedback and complete the Participant Feedback process.

  • Print feedback.

The following figure shows the steps for gathering participant feedback.

The participant feedback process

Specifying Who Can Request and Track Participant Feedback

The human resource (HR) specialist configures the process flow to specify whether managers, workers, or both, can select participants to provide feedback, add questions to the questionnaire, and track feedback request and completion status. Managers and workers use their respective versions of the Manage Participant Feedback page to perform the participant feedback tasks.

When the manager or worker requests feedback, participants receive workflow notifications of the request. Participants access the performance document on the My Feedback Requests page or from links on their worklist.

Managers and workers can track participant feedback to monitor its status to see whether it is started, in progress, or completed. Depending on configuration, workers can also see the feedback itself and the names of the participants who provided the feedback.

Managers and workers can remove a participant from a performance evaluation, or change the role (for example, change a mentor to a peer), provided the participant has not yet provided feedback.

Providing Feedback by Role

Managers and workers, if permitted, can select participants of varying roles to provide feedback, allowing them to gather responses from a variety of perspectives within the organization. HR specialists create the roles and in the performance template select which roles are available to provide feedback for the performance document. They can associate separate questionnaire templates, with different questions, to each role.

Managers and workers can add the same participant more than once to a performance document. They can select the same role or a different one for the participant. The participant responds to the questionnaires associated with the roles, even if the questionnaires are the same.

Gather Multiparticipant Ratings and Comments for Worker Performance

Managers and workers can request that participants rate workers, add comments, or both, on the workers' competencies and goals, and provide an overall performance rating and comments. To enable participant ratings, the Profile Content, Goals, and Overall Summary sections must be configured to include participant roles in the performance template. When invited, participants can access the performance document to rate the worker.

Participants cannot add or edit content, such as competencies or goals in the performance document, unlike managers and workers.

Using Questionnaires to Provide Feedback

Participants, as well as managers and workers, provide feedback by answering questions about the worker on a questionnaire that the HR specialist adds to the performance document in the performance template. The questionnaire is a performance template section, and appears as a tab in the performance document, just as do other sections, such as the Goals or Overall Summary sections.

The manager and worker, if allowed, can add questions they create to the questionnaire that is provided for the performance document. They can add questions only to the questionnaires that are associated with the participant roles they select. The questionnaire must also be configured to allow them to add additional questions.

The HR specialist creates the template using the Define Questionnaires feature of the Oracle Fusion Profile Management business process.

Viewing Participant Names, Roles, and Feedback

Managers, and workers, if allowed, can view the names and roles of the requested participants, along with the ratings, comments, and feedback they provided. You can configure the performance template so that participants can provide overall comments about the worker instead of answering questions on the questionnaire. Participants cannot view ratings, comments, or questionnaire responses provided by the worker, manager, or other participants.

Submitting Feedback and Completing the Participant Feedback Process

Managers and workers if allowed, can view ratings, comments and feedback when the participant submits the performance document and questionnaire. Participants can continue to provide feedback until the manager either locks the feedback process or completes the Manager Evaluation of Workers task and submits the performance document to continue the performance evaluation process.

Printing Feedback

Managers and workers can print participant feedback, as they can with other performance document content. They can, however, only print the content which their role is configured to see. For example, if the performance process flow is configured so the worker cannot view participant feedback, the worker cannot print it.

Performance Roles: Explained

Create roles to expand the scope of the performance evaluation to include feedback from participants other than the worker and the worker's manager. To implement multiparticipant feedback, you must first define the roles that can participate in the process. You create performance roles using the Manage Performance Roles task in the Setup and Maintenance and Performance Management work areas.

To make roles eligible to provide feedback, you must:

  • Define performance roles.

  • Provide a description for the role.

  • Make roles available for the performance document.

  • Associate questionnaires to the roles when using questionnaires.

Defining Performance Roles

You can create as many roles as required for the evaluation process that your organization employs. For example, you might have roles such as peer, mentor, or colleague. Every role that you create is classified as a participant role type.

To let the role you create view evaluations submitted by workers, managers, and other participants, select Allow role to view worker and manager evaluations. For participants with this role, a Printable Page button appears in the performance document where they enter their feedback. They can click the button to see all ratings, comments, and questionnaires, submitted by all other roles.

The manager and worker roles are required; you cannot delete or edit them. You can, however, create performance templates that do not require either the manager or worker role to answer a questionnaire or rate workers, though you must add the role names to the template to permit the manager or worker to view feedback.

Providing a Role Description

Along with the role name, you can add a description for the role. The description appears on the Manage Participant Feedback pages to assist users in determining which role to assign to each participant.

Making Roles Available to Access the Performance Document

The participant roles you create, along with the manager and worker roles, are eligible to access the performance document to provide ratings and comments on content such as goals and competencies, and provide feedback on questionnaires. You must select the roles in the performance template to make them available to access the performance document.

Associating Questionnaires with Roles

Each role is eligible to respond to only one questionnaire for each performance document within a performance period. However, you can assign more than one role to participants so they can complete more than one questionnaire. You associate roles with the questionnaires that the role uses in the performance template. You assign roles to participants using the Manage Participant Feedback task in the Performance Management work area.

Manage Eligibility Profiles

Using Eligibility Profiles with Performance Documents: Explained

You can use eligibility profiles to restrict availability of performance documents to a specific population based on criteria you set up. If you do not associate eligibility profiles with a performance document, the document is accessible by everyone in the organization.

This figure shows the steps required to set up and use eligibility profiles for performance documents.

The steps required to set up and use eligibility profiles for performance documents

Creating Eligibility Profiles

You create eligibility profiles to match the business requirements for your performance evaluation business process. For example, you can create eligibility profiles to evaluate workers in a specific department, job, location, or other criteria. You can also combine criteria, so that for example, you can create a performance document to evaluate every person in the Sales department who is a manager level 3, and located in California. You can either create one eligibility profile with those three criteria, or create three separate profiles with each criterion.

When creating an eligibility profile for performance documents, you can select any profile usage. However, because eligibility for a performance document is determined by assignment, you must select Specific assignment as the assignment to use. Specific assignment is automatically selected if you first select Performance as the profile usage. Then, when the eligibility process is run, it evaluates every assignment for a worker to determine which, if any, performance documents the worker is eligible to use for each assignment.

Associating Eligibility Profiles with Performance Templates

You select eligibility profiles to associate with performance templates at the template level and on performance document periods. When you select eligibility profiles, the performance documents made from the template are available only to the workers who meet the criteria.

You can associate eligibility profiles for any profile usage to a performance template. However, only those with the assignment to use set to Specific assignment are available to associate with performance templates.

Eligibility profiles can either be required, or not required, and can be used in combination so that workers must match some, or all criteria.

Running the Eligibility Process

To determine which workers are eligible for performance documents that use eligibility profiles, you must run the eligibility process.

You run a batch process to analyze a large worker population to determine who is eligible for performance documents based on the parameters entered. You can also process eligibility for a single worker to determine which documents the worker is eligible to use. When necessary, you can also change the worker's eligibility for a document to override the eligibility profile criteria.

You can run the batch eligibility process on demand, or schedule it to run at a later time or on a recurring interval. For a single worker, you can run the process whenever required, such as when a worker transfers to a new organization after the batch process was run, or when any other job or profile change occurs.

Accessing the Performance Documents

When a worker is eligible for a performance document, it appears on the My Manager Evaluations page of that worker's direct manager, along with documents that are not associated with eligibility profiles. Managers can view performance documents for which their direct or indirect reports, or workers for whom they are the document manager (such as for a project), are eligible. The document also appears on the worker's My Evaluations page. Both the worker and manager can access the document.

If the worker has created that performance document and the eligibility process is run again, but now the worker is ineligible, that document remains visible to both the worker and manager. Both can continue to access the document.

However, if the worker did not create the performance document and the eligibility process is run again, making the worker no longer eligible for the document, that document disappears from the My Evaluations page for that worker. Neither the worker nor the manager can access that document for the worker. If other direct reports of that worker's manager are still eligible for the document, it remains available on the My Manager Evaluations page for those workers.

Accounting for Eligibility Profiles in Analytics and Tables

Eligibility profiles are taken into consideration when determining the values that appear in performance management analytics and tables.

The table shows how eligibility profiles affect the analytics and tables for active performance documents.


Analytic

Effect of Eligibility Profile

Rating Distribution

Task Completion Status

Calculates values only for workers who are eligible for the selected performance document. The Manager choice list only displays managers who have workers who are eligible for the selected performance document.

Performance and Potential

Displays only the ratings for workers who are eligible for the selected performance document, and who have both performance and potential ratings.

My Organization Performance Summary

Task Completion Summary per Manager

Displays all managers and workers who are direct and indirect reports of the person accessing the tables; an icon appears next to the names of managers who have no direct reports who are eligible for the selected performance document.

When a past performance document is selected, the calculated analytics and tables display values and names only for those eligible workers who are in the current assignment hierarchy of the manager. Say, for example, Thomas Henry just transferred departments and is now a direct report of Susan Fong. Thomas was not eligible for performance documents from previous years in Susan's organization, but is eligible this year. When Susan selects performance documents from previous years, Thomas does not appear in the tables, and the analytics do not include values for him.

Using Eligibility Profiles with Performance Documents: Examples

With eligibility profiles, you can target performance documents to evaluate a specific population of workers. These scenarios illustrate how scenarios in which human resource (HR) specialists create eligibility profiles and run the eligibility process to make the documents available to workers and managers.

Creating Eligibility Profiles and Running a Batch Process for an Organization

The organization wants to create a performance document to compare how the sales force is performing across all departments in the US. The HR specialist creates an eligibility profile, called US Sales Team, and selects Performance for the profile usage. The assignment to use value automatically becomes Specific assignment. The HR specialist selects criteria for all active workers who are not on leave, are located in the US, and are employed in the Sales job family.

The HR specialist creates a performance template, with a performance document period for the current evaluation period named US Sales Annual Evaluation. Then the HR specialist adds the US Sales Team eligibility profile to the document period. The HR specialist then runs the eligibility batch process to find all eligible salespeople to make the US Sales Annual Evaluation performance document available to them and their managers to start the evaluations.

Adding Eligibility when a Worker Transfers to an Organization

A new worker, Lee Smith, is hired into the Sales department under manager John Hsing after the batch process was already run and performance documents were created for the Sales team. Lee is not initially eligible for the US Sales Annual Evaluation period document, but should be, since she joined Sales midway through the evaluation period. The HR specialist navigates to the Manage Worker Eligibility page, and selects Lee Smith. Then the HR specialist selects US Sales Annual Evaluation as the single document to process for Lee. Lee and John can then access the performance document to begin the evaluation at the appropriate time.

Forcing Eligibility when a Worker Transfers from an Organization

Taylor Wong transfers from the US Sales department to the Hong Kong Sales department midway through the period covered by the US Sales Annual Evaluation performance document. The HR specialist has run the batch eligibility process for the last time after Taylor transferred, making Taylor ineligible to use the US Sales Annual Evaluation performance document. However, the organization process requires that Taylor be evaluated using performance documents for both his old and new locations.

The HR specialist navigates to the Manage Worker Eligibility page, and selects Taylor Wong. Then the HR specialist clicks the Change Eligibility button, selects the US Sales Annual Evaluation performance documents, and specifies to force it eligible. Even though Taylor no longer meets the eligibility criteria, he and his new manager can access the performance document to perform the evaluation.

Manage Eligibility Batch Process

Performance Document Eligibility Batch Process: Explained

The human resource (HR) specialist runs the eligibility batch process to determine which performance documents a population of workers is eligible to use for their performance evaluation. When the process is complete, the documents are available to workers and their managers to begin the evaluation. Use the batch process to process eligibility for all workers in an organization, and either indeterminate or specific documents, for a specific date or date range.

How the Batch Process Works

The batch process evaluates the worker population for a selected date and matches workers with the performance documents for which they are eligible based on the eligibility profile criteria. The eligibility profiles used to determine eligibility for a performance document are those associated with the performance document period in the performance template. The batch process only analyzes the worker population to which the HR specialist has data security access.

The batch process analyzes the worker population based on the worker assignment for the selected date. Workers with more than one assignment, for example, could be eligible for a different performance document for each assignment.

Filtering Performance Documents

You can set parameters to filter performance documents to process all those available for a selected date, a specific document, or all documents of a selected type.

You can set filtering parameters to process:

  • Performance documents that fall between the specified performance document start and end dates

  • Specific performance documents

  • All documents of a selected type that are active on the selected date

This table describes the parameter options available for the batch process.


Parameter

Description

Effective as of Date

This required date is used to determine:

  • Worker assignments on that date.

  • When a performance document appears on the My Manager Evaluations and My Evaluations pages. When you enter a future date, the performance document will not appear until that date.

Document Type

Select a document type in this optional field to restrict the performance documents that appear in the Performance Document Name list to those of the selected document type.

Performance Document Name

Select this optional parameter to specify a specific document to process and match to workers who meet the eligibility criteria. If you do not specify a document, you must select a date range, which matches workers to all documents with start and end dates within the selected range.

The documents that appear in the list are those that have eligibility profiles associated with them, and fit within the date range provided in these Oracle Fusion Performance Management profile options:

  • Number for future years from the current date

  • Number of past years from the current date

For example, if the profile options for your organization specify a range of three years--one past and two future--you will see only documents ranging from the previous year to two in the future.

Performance Document Start Date

If you do not specify a performance document, you must enter a start date. The process will include all performance documents that have a start date on or after the performance documents start date that is entered.

Performance Document End Date

Enter this optional parameter, along with the start date, to process all performance documents with start and end dates equal to or within the specified dates.

When to Run the Batch Process

The eligibility batch process can be run on demand or scheduled to run at a later time or on a recurring interval.

Run the batch process, for example when:

  • A new performance evaluation period begins

  • Eligibility profiles are added to or removed from a performance document period

  • There are changes to an eligibility profile associated with a performance document period

  • Worker status changes for criteria that are part of the eligibility profile, such as job, or location

Manage Process Flow Definitions

Performance Process Flow Setup: Points to Consider

Set up the process flow to include the tasks, and their sequence, used by the performance template for performance evaluations. You can create as many templates as you need, and each template supports an evaluation type, such as annual or semiannual evaluation, project evaluation, and so on. Your decisions determine the:

  • Tasks and subtasks to include

  • Task sequence

  • Task names

You access process flows on the Manage Performance Process Flows page.

Tasks and Subtasks

A process flow can contain up to 10 tasks. Some of the tasks contain subtasks. The following table shows the tasks, along with whether the task includes a subtask, which roles can perform the tasks, and a description of the task function.


Task

Subtask

Role that Performs Task

Task Function

Set Goals

Worker, manager, or both

Add content to rate, such as competencies and performance goals, to the performance document. Include this task to let workers and managers determine the content the worker is evaluated on, and expectations for the worker, for example, at the beginning of an evaluation period. If this task is not included, managers and workers can still add content in the Worker Self-Evaluation and Manager Evaluation of Worker tasks.

This task is required if the Set Next Period Goals task is included in the process flow for the preceding evaluation period.

Worker Self-Evaluation

Subtask 1: Track Worker Self-Evaluation

Subtask 2: Worker Self-Evaluation

Subtask 1: Manager

Subtask 2: Worker

Worker evaluates self. Worker can also add content to be rated to the performance document. The manager can track the worker self-evaluation to view any changes the worker makes to the performance document, but cannot view the ratings and comments the worker provides until the worker completes the subtask.

Manager Evaluation of Worker

Manager

Manager evaluates worker. Manager can also add content to be rated to the performance document.

Manage Participant Feedback

Manager, worker, or both

Select participants to provide 360-degree feedback in a performance evaluation by providing ratings, comments, or both and completing questionnaires. Send requests to the participants, add questions to questionnaires, and track participant feedback to monitor the status of the request and feedback.

First Approval

Manager

First task for the approver to approve the performance document of the worker at one stage of the evaluation.

Second Approval

Manager

Second task for the approver to approve the performance document of the worker at a later stage of the evaluation.

Share Performance Document

Subtask 1: Share Performance Document

Subtask 2: Acknowledge Document

Subtask 1: Manager

Subtask 2: Worker

The manager shares the document so that the worker can view the manager's ratings, and the worker acknowledges viewing the ratings.

Managers can select to either:

  • Share and edit, to share the document with the worker while continuing to edit the document.

  • Share and release, the document to share the document with the worker but no longer edit it.

The settings to determine whether the worker can view the manager ratings and comments are made when defining the performance template sections.

Confirm Review Meeting Held

Subtask 1: Conduct Meeting

Subtask 2: Acknowledge Review Meeting

Subtask 1: Manager

Subtask 2: Worker

After the worker and manager meet to discuss the evaluation, the manager indicates that the meeting was conducted, then the worker acknowledges that the meeting took place.

Provide Final Feedback

Subtask 1: Worker Provides Final Feedback

Subtask 2: Manager Provides Final Feedback

Subtask 1: Worker

Subtask 2: Manager

Worker and manager can provide final comments about the evaluation.

The Worker Provides Final Feedback subtask is required to use digital signatures to compel workers to verify that they are the people submitting the performance document.

Set Next Period Goals

Manager, worker, or both

The roles are those specified for the Set Goals task for the performance document for the subsequent period.

Set goals for the period following the active performance document.

Task Sequence

After you select the tasks to include as part of the process flow, you can change the task sequence. Some tasks are logical in sequence. For example, it is likely that you would place the Set Goals task before the Worker Self-Evaluation and Manager Evaluation of Worker tasks, and those before the First Approval task. However, you may choose not to use all of those tasks. Your enterprise may not require the Set Goals task, and let workers and managers add goals and competencies to the performance document as part of the evaluation tasks.

Other tasks have more flexibility. For example, you may want to schedule the Share Document task either before, or after, the First Approval task, depending on when you prefer to let workers see the manager ratings.

During the performance evaluation, all tasks, with the exception of Set Next Period Goals, Manage Participant Feedback, Worker Self-Evaluation, and Evaluate Worker, must be completed by the role that performs the task before the next task can be started, even if the same role performs both tasks. The Set Next Period Goals task can also be performed at any time, as long as the performance document template for the subsequent period is available and the document can be created.

You can configure the process flow to allow workers to perform the Worker Self-Evaluation and managers the Evaluate Worker tasks concurrently. When you do so, managers and workers can perform their respective worker evaluation tasks simultaneously or at different times. To use concurrent Worker Self-Evaluation and Evaluate Worker tasks, select Evaluation tasks can be performed concurrently. With the exception of two tasks, you must also specify the two tasks to be consecutive in the process flow so there are no tasks between them. The two tasks that can appear between the Worker Self-Evaluation and Evaluate Worker tasks are Manage Participant Feedback and Set Next Period Goals. When you configure the sequence, you must specify that one task or the other is completed first. No matter which task is designated as the first, either task can be started first. Managers and workers can provide ratings and comments, and add additional content to the performance document concurrently until they complete and submit the document. The task that is designated as the first must be completed first. When the role that performs the first worker evaluation task (typically the worker) submits the document after completing the task, the other role can see the ratings and comments provided by the other.

Workers can perform the Manage Participant Feedback and Worker Self-Evaluation tasks concurrently, but only after the Set Goals task is complete, if it is part of the process flow. Managers can perform the Manage Participant feedback at the same time as the worker does the self-evaluation, or when performing the Evaluate Worker task.

Task Names

You can configure the task and subtask names for both the manager and worker roles. The names you configure appear on the application pages. You must configure task names separately for each process flow you set up.

Concurrent Worker Evaluation Tasks: Explained

The manager and worker can evaluate the worker concurrently during the performance evaluation when the performance document is configured to allow it. With concurrent evaluations, managers and workers can perform their respective worker evaluation tasks simultaneously or at different times. In either case, the managers and workers can provide ratings and comments, and add additional content to the performance document until they complete and submit the document. This allows, for example, managers to start working on the evaluation before the workers complete it.

Configuring Evaluation Tasks for Concurrent Evaluations

The performance document must be configured to allow concurrent evaluations to use the feature. Even though evaluations can be performed concurrently, the document is structured so the worker must complete the self-evaluation task first, or the manager must complete the evaluate worker task first. Typically, performance documents require the worker to complete the self-evaluation task first.

The human resource specialist configures the process flow to allow concurrent evaluations, and the task order, on the Manage Performance Process Flows page in the Setup and Maintenance work area.

Adding, Removing, and Updating Content

Both the manager and worker can add goals and competencies to the performance document even while the other person is actively reviewing the worker. They can update goal details only when the other role is not currently performing the evaluation task.

The manager can remove content items during the evaluation, even if the worker has provided ratings or comments for them. Workers are restricted to removing content that they added, and for which their managers have not provided ratings or comments. Neither the worker nor the manager can remove content when they are performing their respective evaluation tasks at the same time or after the manager submits the document.

Viewing Added Competencies and Goals

When the worker or manager adds goals or competencies they are available to the other role in the performance document immediately. The content is visible when the performance document is opened. If both the worker and manager are performing the evaluation tasks at the same time, they can see the added content when the section it was added to is refreshed. For example, if a manager adds a goal to a performance document, the workers sees it when he selects the tab for the section containing goals. If the worker is already on the goals section, he must select another tab in the document, and return to the goals section to see the goal.

Viewing Ratings and Comments

Ratings and comments are not visible to the person who performs the final worker evaluation task until the other role submits the performance document. For example, if the worker is required to submit the performance document first, the manager can view the ratings and comments provided by the worker after the worker submits it. The manager ratings are visible to the worker after the manager submits the document, or when the manager shares the document, if the Share Performance Document task is available.

Participant Feedback Task Options: Points to Consider

You can include the Manage Participant Feedback task as part of the process flow to let participants evaluate workers by providing ratings and comments. Managers, workers, and participants can also supply feedback on a questionnaire as part of a multiparticipant evaluation. You can configure the Manage Participant Feedback task so that managers, workers, or both, can:

  • Select participants

  • Request feedback

  • Add questions to the questionnaire

  • Track participants

Including the Manage Participant Feedback Task

When you include this task, you enable others, such as peers, colleagues, or other managers, to evaluate workers by providing ratings, comments, or both, on competencies, goals, and overall performance. You also allow the manager, worker, and invited participants to answer a questionnaire in the performance document to gather feedback to help the manager evaluate a worker. You create questionnaires using the template in the Questionnaires feature of the Oracle Fusion Profile Management business process, and add the questionnaire to the performance template as a section.

To include participant ratings, you add the participant roles to the Profile Content, Goals, and Overall Summary sections. To gather feedback on a questionnaire, you add the participant roles to the Questionnaire section.

Selecting Participants

You can specify whether managers, workers, or both, can select participants to provide ratings, comments, and questionnaire feedback. When using questionnaires, managers or workers select the participant role, which determines which questionnaire is available to the participant. Questionnaires are associated with particular roles in the performance template.

Requesting Feedback

Managers can always request feedback by sending a request directly to a participant, who is notified by e-mail of the request. You can also specify whether to permit workers to request feedback directly to a participant without manager approval. If you do not select the Worker can request feedback option, the worker can still add a participant to the list of potential participants. However, when the worker sends the request, the manager receives notification that the worker has added a participant. The manager can then send the request directly to the participant if the manager supports the request.

Adding Questions to the Questionnaire

Specify whether to allow managers, workers, or both, to add questions they create to the questionnaire. The questionnaire must also be configured to allow managers and workers to add questions. They can add questions only to the section of the questionnaire that is configured to allow questions to be added.

Tracking Participants

You can specify whether managers, workers, or both, can track the status of participant feedback to see whether a request was sent, the participants replied to the request, or they completed the feedback. The Worker can view feedback before manager evaluation is visible option determines when workers can view feedback in the performance document. If you do not select the option, a worker can see the participant feedback only after the Manager Evaluation task is shared with the worker.

Performance Document Approvals: Explained

You can set up approvals for performance documents to include multiple approval tasks, and a hierarchy of approvers. When the performance document is submitted for approval, approvers receive notification that the document is ready for approval, and they can approve or reject the document in multiple locations. They can also perform other actions, such as requesting more information, or reassigning or delegating the approval to another manager. Human resource (HR) specialists can bypass the approval task for performance documents.

Configuring Approval Tasks in the Process Flow

To use approvals, you must configure the process flow to include an approval task. You set up process flows using the Manage Performance Process Flows task in the Setup and Maintenance work area. You can set up process flows to require one, two, or no approval tasks. If you include approval tasks, you can place them in whatever order your business process requires. For example, you might want to create a process flow with the First Approval task after the Manager Performs Worker Evaluation task, and the Second Approval after the Final Feedback task.

When each approval task is reached, the manager must submit the performance document for approval, even if the worker performs the task before the approval task. The document goes through the entire approval process so all required approvers must approve the document before the evaluation continues.

Configuring Approval Hierarchy and Notifications

The predefined approval chain includes the manager of the manager of the worker being evaluated. However, you can add additional levels of approvers and other roles, such as HR specialist. Other roles must have a data security profile that lets that includes access to the worker whose performance document they are asked to approve. You set up approvals and the associated notifications on the Manage Approval Rules and Notifications Help page. To add the HR specialist as an approver, you must also add an area of responsibility for the HR specialist using the Manage Areas of Responsibility task in the Person Management work area. Both pages are found in the Setup and Maintenance work area.

Notifications

When notifications are activated, each approver receives worklist and e-mail notification that a document was submitted for approval. The notification contains a link to the performance document so the approver can view it. When all approvers have approved or rejected the document, the worker's manager receives notification whether the document was approved or rejected. The approval process is repeated if a manager resubmits a document after rejection, or a second approval task is configured in the process flow.

Approval Actions and Locations

As part of the approval process, approvers can take a number of actions on a performance document. These actions include:

  • Approve

  • Reject

  • Request Information

  • Reassign

  • Delegate

  • Suspend

  • Resume

The locations where approvers can perform approval process actions are shown in the table.


Location

Details

Worklist and e-mail notifications

Use the Actions menu to approve or reject the document, or perform other approval process actions. Request Information is not available in e-mail. The notifications also contain a link to the performance document, where you can approve or reject it.

Performance document

Select the Approve or Reject buttons on the performance document. No other approval process actions are available on the performance document.

My Organization page

Approvers who are managers can approve, reject, or perform other approval process actions in the Performance Document Approvals section on the My Organization page.

Task Status After Rejection

If a performance document is rejected, the Manager Evaluation of Workers task is set to In progress so the manager can update the document. If you need to change the status of other tasks before resubmitting the manager evaluation, the HR specialist can use the Update Performance Tasks task in the Performance Management work area.

Reassigning and Delegating Approval

Approvers can either reassign or delegate approval to another manager. Reassignment and delegation are valid only for one approval task. If a second approval task is required for a document, the normal approval process applies.

Bypassing Approvals

The Approval task, along with other tasks, can be bypassed to continue the evaluation process when approvers are unable to approve the performance document, for example because they are unavailable. The HR specialist can advance the performance document to the next task using the Update Performance Task page in the Performance Management work area.

Configuring Performance Documents to Display Performance Ratings to Workers: Critical Choices

You can configure a performance document to make performance ratings and comments available to workers at different points of a performance evaluation, or not at all. The availability of performance ratings and comments to workers depend on configurations you make to the:

  • Process flow

  • Sections in the performance template

Configuring the Process Flow

The point at which performance ratings and comments are visible to workers depends on the inclusion and order in the process flow you configure for the following tasks:

  • Manager Evaluation of Workers

  • Share Performance Document

  • Approval

You must include the Manager Evaluation of Workers task to add the sections in which managers can rate and provide comments on worker performance. Performance ratings and comments are available in three sections in the performance document: Overall Summary (overall rating) Profile Content (competencies), and Goals. You configure process flows using the Manage Performance Process Flows task in the Setup and Maintenance work area.

The table shows when the ratings and comments are available to workers depending on the tasks you added to the process flow, and the order of the tasks.


Task Scenario

Impact

Share Performance Document is included in process flow

If the Share Performance Document task is included in the process flow, workers can view performance ratings and comments when the manager clicks either the Share and Retain or Share and Release buttons.

Approval and Manager Evaluation of Workers tasks are included in process flow; Share Performance Document task is not included

  • It the Approval task is configured after the Manager Evaluation of Workers task, workers can view performance ratings and comments when the task is completed.

  • It the Approval task is configured before the Manager Evaluation of Workers task, workers can view performance ratings and comments when the Manager Evaluation of Workers task is completed.

Manager Evaluation of Workers task is included in process flow; Share Performance Document and Approval tasks are not included

Workers can view performance ratings and comments when the Manager Evaluation of Workers task is completed.

Configuring Sections in the Performance Template

You must add and configure the Overall Summary, Profile Content, and Goals sections in the performance template so managers share the ratings and comments and workers can access the sections. You can add any, or all of the sections when the Manager Evaluation of Workers task is included in the process flow. You configure the sections on the Structure tab of the performance template. You create and edit performance templates using the Manage Performance Templates task in the Setup and Maintenance work area.

On the Structure tab, for the section you are configuring, in the Processing by Role section, add a row and select Manager. In the Manager row, select Yes in the Share Ratings column to share ratings with the worker. Select Yes in the Share Comments columns to share comments. The default setting for both is No.

To make the section visible to the worker, add another row and select Worker. The Share Ratings and Share Comments settings refer to the manager being able to view ratings and comments provided by the worker. These are set to Yes and cannot be changed.

Performance Process Flows: Examples

You create process flows that are referenced by performance templates to create specific evaluations. The following examples illustrate how to use process flows for some common review situations.

Creating a Process Flow for an Annual Review

ABC Company has an annual evaluation for all employees. The company policy requires that the employees and managers collaborate on adding content to the performance document. Both workers and managers also are required to rate the worker, and the manager is required to request and receive participant feedback from at least two sources to evaluate the worker as part of the 360-degree evaluation. After completing the evaluation the manager must seek approval for the completed performance document. Once the document is approved, managers must conduct a formal meeting with the worker to discuss the evaluation, which the worker must acknowledge. After the meeting, the worker can comment on the performance evaluation or the process, which the manager can then rebut, if necessary. Finally, workers and managers can begin to set the content for the following period's evaluation. ABC will change the default names of the tasks and subtasks to reflect the company nomenclature.

The tasks and subtasks in the following table constitute the process flow you create to include in the performance template used to create the performance documents for the evaluation.


Task Order

Default Task Name

New Task Name

Default Subtask Name

New Subtask Name

Roles

10

Set Goals

Set Competencies and Goals

Worker

Manager

20

Worker Self-Evaluation

Subtask 1: Track Worker Self-Evaluation

Subtask 2: Worker Self-Evaluation

Subtask 1: Track Employee Evaluation

Subtask 2: Evaluate Yourself

Subtask 1: Manager

Subtask 2: Worker

30

Manager Evaluates Worker

Evaluate Employee

Manager

40

Manage Participant Feedback

Request Feedback

Manager

50

First Approval

Approve Evaluation

Manager

60

Confirm Review Meeting Held

Subtask 1: Conduct Meeting

Subtask 2: Worker Acknowledges Review Meeting

Subtask 1: Confirm Meeting

Subtask 2: Acknowledge Meeting

Subtask 1: Manager

Subtask 2: Worker

70

Provide Final Feedback

Subtask 1: Worker Provides Final Feedback

Subtask 2: Manager Provides Final Feedback

Subtask 1: Provide Feedback to Manager

Subtask 2: Provide Final Feedback

Subtask 1: Worker

Subtask 2: Manager

80

Set Next Period Goals

Set Next Period Competencies and Goals

Worker

Manager

Creating a Process Flow for a Project Review

The company has a special project for a group of workers to deliver a new module within six months for their existing mobile application to beat a competitor. ABC Company wants to perform a simplified review of the workers who worked on this important project. The workers will also be subject to the annual performance evaluation in a few months.

For the project review, the managers will provide all the goals and the reviews as part of the Manager Evaluates Worker task. The workers will not provide any goals or perform a self-evaluation on the project so they can continue to concentrate on their work responsibilities. The manager evaluations must be approved, after which the managers must share the documents with the workers because the workers are required to acknowledge that they reviewed the manager ratings. No meetings are required, since those can be combined with the meetings following the annual review. ABC will use the default names of the tasks and subtasks.

The following table shows the tasks, along with who performs them, and their order that are required to create the process flow.


Task Order

Task

Subtask

Roles

10

Manager Evaluates Worker

Manager

20

First Approval

Manager

30

Share Performance Document

Subtask 1: Share Performance Document

Subtask 2: Worker Acknowledges Document

Subtask 1: Manager

Subtask 2: Worker

Performance Document Completion Status: How It Is Determined

You define the tasks and subtasks that are included in a performance document in the process flow. The process flow is used by a performance template to create performance documents. The status of tasks and subtasks determines the completion status of the entire performance document.

Settings That Affect Performance Document Completion Status

Each task and subtask has a status. For example, the Set Goals task can be not started, in progress, or completed. When a task has subtasks, its status derives from the status of its subtasks. The status of a performance document derives from the status of all tasks in the document's process flow.

The following table shows the task statuses.


Task

Roles

Valid Statuses

Has Subtasks?

Set Goals

Worker

Manager

Not started

In progress

Completed

No

Worker Self-Evaluation

Worker

Not started

In progress

Completed

No

Manager Evaluation of Worker

Manager

Not started

In progress

Completed

No

Manage Participant Feedback

Worker

Manager

Not started

In progress

Completed

Yes

First Approval

Manager as Requester

Not started

Approved

No

Second Approval

Manager as Requester

Not started

Approved

No

Share Performance Document

Worker

Manager

Not started

In progress

Completed

Yes

Conduct Meeting

Worker

Manager

Not started

In progress (visible only to the manager after sharing the document with the worker, before the worker acknowledges the meeting)

Completed

Yes

Final Feedback

Worker

Manager

Not started

In progress

Completed

Yes

Set Next Period Goals

Worker

Manager

Not started

In progress

Completed

No

Note

The Manage Participant Feedback Task can be performed concurrently with the Worker Self-Evaluation and Manager Evaluation of Worker tasks. It is completed when the manager submits the performance document or locks the feedback to prevent any participants from providing additional feedback. The application permits the Manage Participation Feedback task to be completed whether or not any participants submitted feedback.

For subtasks, the status changes from Not started to In progress when the person performing the subtask saves a performance document. When that person submits the performance document, or uses an equivalent action, such as sharing or acknowledging the performance document, the subtask status changes to Completed. The following table shows a summary of the possible subtask statuses:


Task

Subtask

Roles

Valid Statuses

Share Performance Document

Share Performance Document

Manager

Not started

In progress

Completed

Share Performance Document

Share Performance Document

Worker

Not started

Completed

Conduct Meeting

Confirm Review Meeting Held

Manager

Not started

Completed

Conduct Meeting

Confirm Review Meeting Held

Worker

Not started

Completed

Final Feedback

Provide Final Feedback

Worker

Not started

In progress

Completed

Final Feedback

Provide Final Feedback

Manager

Not started

In progress

Completed

How Completion Status Is Calculated

The performance document status is derived from the task status, which is derived from the status of any subtasks within the task. For tasks that have subtasks, the status is Completed when all the subtasks within the task are completed.

The performance document statuses and the condition leading to each status for all available tasks are shown in the following table.


Document Status

What the Status Means

Not started

No tasks are started

In progress

At least one of the following tasks are in progress or completed: Set Goals, Worker Self-Evaluation, Manager Evaluation of Worker, Manage Participant Feedback

Submitted

Manager submitted the performance document for approval

Approved

Approver approved the performance document

Document shared with worker

Manager completed the Share Performance Document subtask

Document acknowledged

Worker completed the Share Performance Document subtask

Review meeting held

Manager completed the Confirm Review Meeting Held subtask

Review meeting acknowledged

Worker completed the Confirm Review Meeting Held subtask

Worker final feedback provided

Worker submitted final feedback

Manager final feedback provided

Manager submitted final feedback

Completed

All tasks and subtasks are completed, excluding Set Next Period Goals

Canceled

Human Resource (HR) specialist or the manager canceled the performance document

On the My Organization page, you can see the number of documents where a task (for example, Set Goals) is in a particular status (for example, Completed) expressed as a percentage of the number of performance documents for a population.

Relationship of Subtask Status to Task Status for One Subtask

If the process flow includes a task that has subtasks but only one subtask is configured, then the task status is the same as the subtask status.

Relationship of Subtask Status to Task Status for Two Subtasks

The process flow definition includes the Final Feedback task. Both subtasks are configured: Worker Final Feedback and Manager Final Feedback. The Manager Final Feedback subtask cannot begin until the Worker Final Feedback task is completed.


Subtask Status: Worker Final Feedback

Subtask Status: Manager Final Feedback

Task Status: Final Feedback

Not started

Not started

Not started

In progress

Not started

In progress

Completed

Not started

In progress

Completed

In progress

In progress

Completed

Completed

Completed

Manage Sections

Performance Template Section: Critical Choices

You must create a section for each task that requires a section used in the process flow. You create sections using the Manage Performance Template Sections task in the Setup and Maintenance work area.

To create a section, you must specify the section type, and depending on the section type, also specify:

  • Whether the section is rated or weighted

  • Which calculation method to use to determine worker ratings, if using calculated ratings

  • Which rating model to use to rate workers

  • Content item processing options

  • Content items to include

Once created, the sections are available for you to use in the performance template. In the performance template, you can create sections or select and edit previously-created sections.

Section Types

The section types are:

  • Profile Content

  • Goals

  • Questionnaire

  • Overall Summary

  • Worker Final Feedback

  • Manager Final Feedback

You must define a section for the tasks that appear in the process flow that require a section. Each section appears as a tabbed page in the performance document. Only one section of each type can appear in a performance document. The tasks that require a section, and the sections they require, appear in the following table.


Task

Required Section

Set Goals

Set Next Period Goals

At least one of:

  • Profile Content

  • Goals

Worker Self-Evaluation

Manager Evaluations of Workers

At least one of:

  • Profile Content

  • Goals

  • Overall Summary

Manage Participant Feedback

At least one of:

  • Profile Content

  • Goals

  • Overall Summary

  • Questionnaire

Worker Provides Final Feedback

Worker Final Feedback

Manager Provides Final Feedback

Manager Final Feedback

Section Ratings and Weighting

For the Profile Content, Goals, and Overall Summary sections, you can select whether to enable section ratings. When you enable section ratings, managers, workers, and participants can select a rating for the section. For the Profile Content and Goals sections, they can rate the section separately from the individual evaluation items contained within the section. For the Profile Content section, the evaluation items include competency type content items. The Goals section contains goal items.

The rate section setting also enables the application to calculate a rating for the section. Managers and workers can use the calculated ratings as a guide to manually select their ratings. For Profile Content and Goals sections, the application calculates ratings based on worker and manager ratings on individual items in the section. For the Overall Summary section, the application calculates ratings using the Profile Content and Goals section ratings. Calculated ratings for sections are not available for participant ratings.

You can select to weight a section, or items, in a section to place more or less importance on the section or item. The application uses the weights to calculate section and overall ratings.

Calculation Rules

In the Overall Summary, Profile Content, and Goals sections, you can have the application calculate the employee's performance rating in addition to having workers and managers manually enter ratings. For the Overall Summary section, the calculation rule you select is used to determine overall ratings for performance based on the calculations for the Profile Content and Goals sections. Select one of the following calculation methods:

  • Average

  • Sum

  • Band

Rating Models

In the Overall Summary, Profile Content, and Goals sections, you use rating models to rate the workers. Rating models are determined in Oracle Fusion Profile Management. If you use a particular rating model to rate the items in a section, you can use the same rating model to rate the section itself, or select a different model to rate the section.

Important

For the Overall Summary section, you must select the default Profile Option rating model for the overall ratings to appear where performance ratings are compared between workers, or between a worker's past and present ratings, except for the My Organization page. The ratings that appear on the My Organization page are those taken from the performance document that the manager selects to view, and may not use the profile option rating model.

Content Item Processing

For the Profile Content and Goals sections, you select the ratings and calculation rules to use to determine rating scores for the evaluation items, if your organization uses calculated ratings. If you use performance rating models for the items--either because you selected the Proficiency and performance, or Performance, rating type for the Profile Content section, or it is a Goals section--you can select different rating models to rate individual items separately from the rest of the items in the section. The calculation rules are applied to each item, then combined using the calculation rule you selected for the section to determine the section rating.

Important

For the Profile Content section, you must select a rating type of either Proficiency or Proficiency and performance to use a proficiency rating model so the rating (proficiency level) results from the performance evaluation can be updated to the worker's person profile.

Section Content Source and Writing Assistant

In the Profile Content and Goals sections, you can specify the source of evaluation items that appear in the section. You can also designate additional items to appear in the section.

For the Profile Content section, you can specify competencies to be delivered from the model profile related to the worker's job data, or another specific profile that you select. Profiles are maintained in Oracle Fusion Profile Management. The available model profiles are Position, Organization, or Job, all of which are predefined, and any others you created in Profile Management. When you create the performance template, you can pull the items from the selected profile into it. Workers and managers can also pull updated profile content into the performance document by using the update action to receive any content changes made between the time the performance document was created or last updated and rating the content.

For the Goals section, you can specify whether to use goals from Oracle Fusion Goal Management. Performance goals that workers or managers add to the Goal Management pages that are configured to included in performance documents are added to the document when they:

  • Save the goals in Goal Management

  • Perform the update action in the performance document

The specific evaluation items you add to the section can be pulled into the performance template when you add the section to it, and into the performance document when it is created.

In the Profile Content section, you can select Enable the writing assistant for manager to assist managers in writing useful comments about worker competencies in the performance document. The writing assistant feature provides suggestions for comments that are associated with competencies and their correlated proficiency levels.

Calculated Ratings: Explained

You can enable the application to calculate a worker's overall performance rating in the Overall Summary section, and section ratings in the Profile Content and Goals sections. Calculated ratings appear in addition to the ratings provided manually by managers and workers. In the performance template, you specify whether to use calculated ratings and the calculation rules that determine the ratings.

Note

Calculated ratings do not apply to participant ratings. However, the average ratings for all participants for each content item and section do appear in the performance document in the Goals and Competencies Summary tables.

Where Calculated Ratings Appear

Calculated ratings can appear on the performance document, where managers and workers can use them as a guide to determine the ratings they provide for the section. You can specify not to display the calculated ratings in the performance document to the worker, manager, or both, and show only the ratings they provide.

Calculated overall ratings, along with overall ratings provided by managers, can be used by Oracle Fusion Compensation Management. The settings to determine whether they appear there are available in the Compensation Management business process.

The rating that appears in the Overall Summary section is the rating level description for the calculated rating, not the numeric calculated rating value or star ratings. The rating is rounded to the closest rating level value as determined by the rounding and mapping settings.

The calculated ratings that appear in the Profile Content and Goals sections, and Compensation Management, are the actual numeric calculated values.

Calculated Ratings Roll Up

You can set up the template so that any or all of the sections use calculated ratings. When you enable calculated ratings in the Profile Content or Goals sections, the application uses the ratings that managers and workers provide on individual items in the section, and automatically performs roll-up calculations to determine the rating for the respective section. The application uses the calculated ratings for the Profile Content and Goals sections to determine the overall calculated rating in the Overall Summary section.

Calculation Rules

To use calculated ratings in a section, you must select the type of calculation rules to use for rating the section. The options are: Average, Sum, and Band. You can specify the calculation rules either in the performance template section or the performance template.

You can select different calculation rules for each section within a performance template. The application uses the calculation rules for the Overall Summary section to determine the calculated overall rating.

For the Average method, you can weight sections and items within the sections to place more or less importance on particular sections, or items.

Decimal Places

You can select the number of decimal places, up to a maximum of two, that appear in the performance document or Compensation Management pages for the calculated rating.

Decimal Rounding Rules

In the performance template, you select the rounding rules to determine how the calculated rating is rounded to the final value. The rounding is applied to the rounding decimal, which is the last decimal set in the Decimal Places field. For example, if you set the Decimal Places value at 2, the rounding is applied to the second decimal. If you do not select a rounding rule, the calculated rating is truncated to the final decimal that is displayed, though the calculated ratings are determined using the entire decimal.

The table shows the available rounding rules, the effects of selecting each rule, and examples of how the rules are used to determine calculated ratings.


Rounding Rule

Effect

Example

Standard

Rounds up when the rounding decimal is 5 or greater, and down when the rounding decimal is 4 or less.

If the calculated rating is 3.4867, and the decimal place setting is 2, the final calculated rating is 3.49. If the calculated rating is 3.4849, and the decimal places setting is 2, the final calculated rating is 3.48.

Up

The value always rounds up.

If the calculated rating is 3.4940 or 3.4960 and the decimal place setting is 2, the final calculated rating is 3.50. If the calculated rating is 3.49 and the decimal place setting is 2, the final calculated rating is 3.50

Down

The value always rounds down.

If the calculated rating is 3.4940 or 3.4960 and the decimal place setting is 2, the final calculated rating is 3.49.

Mapping Method

Use mapping methods to determine the rating when there is no exact match between the calculated rating and a rating level from the rating model used in the section. When rounding rules are used, the calculated rating value is taken after the rounding rule is applied.

The table shows the available mapping methods and the effects of selecting each one.


Mapping Method

Effect

Highest

Uses the next rating point greater than the calculated average.

Lowest

Uses the next rating point less than the calculated average.

Nearest

Uses the rating point closest to the calculated average.

For example, assume the rating model has the following entries:

  • 1--Weak

  • 2--Poor

  • 3--Average

  • 4--Good

  • 5--Excellent

If the application calculates a rating of 3.2 (between Good and Average, but closer to Average), the mapping method tells the system which entry to pick:

  • Highest yields the next numerically highest rating--in this case 4, or Good.

  • Lowest yields the next numerically lowest rating--in this case 3, or Average.

  • Nearest yields the numerically closest rating--in this case 3, or Average.

If the calculated rating falls exactly halfway between two ratings in the rating model, the application assigns the numerically higher of the two ratings.

Performance Template Section Calculation Rules: Critical Choices

To use calculated ratings, you must select the type of calculation rules to use for rating Profile Content, Goals, and Overall Summary sections of a performance template section. The options are:

  • Average

  • Sum

  • Band

You can change the calculation rule for the section selected in the performance template where the section is used.

Average Method

To use this method, the rating models that are associated with the section and its content items must define numeric ratings that correspond to the rating descriptions. The application calculates the average of the item ratings to determine the section rating, and then the application calculates the average of the section ratings to determine the overall rating. The application 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.

Sum Method

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 application 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, and any items without ratings, are ignored.

When using the sum method for the overall rating, section rating calculation rules can be sum or average only.

Band Method

This method is similar to the sum method, but is available only for the Overall Summary section of a performance document. The Profile Content and Goals sections, however, use the average or sum method. To use the band 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 application computes the total review points across all sections and converts this total into the equivalent rating on the document band.

Item Processing: Critical Choices

When you enable content items for a section, you specify the:

  • Rating type

  • Item calculation

  • Properties

Rating Type

Rating types determine the rating models that are available for workers and managers to use to select the content item ratings in the performance document and to calculate the item ratings.

For Profile Content sections, the available rating types are:

  • Proficiency: Workers and managers can select the proficiency level for items on the performance document. The rating model and descriptions used to rate the item are those set in the content library for the item.

  • Performance: Workers and managers can select the performance rating on the performance document.

  • Proficiency and Performance: Workers and managers can select both a proficiency level and a performance rating on the performance document.

For Goals sections, only the Performance rating type is available.

When you select either Performance or Proficiency and Performance rating types, you can use the same rating model for content items that the section uses, or select another. You can also select different performance rating models for individual content items. This enables your organization to rate some goals that may be specific to a department using a different rating model than that used for organization-wide goals, for example.

Proficiency levels are published to Oracle Fusion Profile Management when the performance document is completed. Performance ratings for competencies and goals are not published to Profile Management.

Item Calculation

The item calculation method determines how the item is rated.

When the rating type is Proficiency and Performance, you can select:

  • Proficiency: Proficiency ratings are used to calculate the score for a specific item.

  • Performance: Performance ratings are used to calculate the score for a specific item.

  • Proficiency multiplied by performance: The application multiples the proficiency point value by the performance point value to calculate the score for a specific item.

When the rating type is either Proficiency or Performance, the default values for the item calculation method are the same and cannot be changed.

Properties

You can select the attributes that you want to make available for items.

The effects of selecting the properties are shown in the table.


Property

Effect

Target Proficiency Level

Target proficiency levels appear for the items in the performance document. The target proficiency level that appears is the target proficiency level for the item from the most specific profile type used for the section, if one exists. For example, if you select job profile as the profile type used by the section, the target proficiency levels in the performance document are those for the competencies belonging to the worker's job profile.

Target Performance Rating

You can select target performance ratings for the items you add to the section or the performance template. In the performance document, workers can select target performance ratings for the items that they add to the document, and managers can select target performance ratings for the items that they, or the workers, add to the document.

Weight

You can enter weights for items in the section and the performance template to determine the relative importance of the items within the section. In the performance document, managers and workers can change weights for the items they add to the document, or goals added from Oracle Fusion Goal Management. When using calculated ratings, this is available only when you select the Average calculation rule for the section.

Minimum Weight

You can enter minimum weights for items in the performance template. In the performance document, managers can edit the minimum weights.

Required

In the performance template section or the performance template, select the Required check box to prevent workers and managers from editing or deleting the item in the performance document. You can use the Required setting to create a performance template that contains standard competencies and goals, for example, that can be used to rate workers on the competencies for a particular job profile type.

Performance Ratings Using the Average Method: How They Are Calculated

The application can calculate ratings for each section and the overall rating using the average calculation rule. The average rule can be used to calculate ratings using various rating models and apply weighting, when weighting is implemented.

Settings That Affect Average Rating Calculations

The factors that determine average rating calculations are the:

  • Rating models that are selected for each section and content item

  • Weighting, which is optional, and can vary between sections and content items

How Performance Ratings Are Calculated

In the average method, the application calculates the average of the content item ratings to work out the section rating, and then calculates the average of the section ratings to determine the overall rating. The application calculates ratings using precise values throughout the calculation process, and applies rounding at the end. Rounded values can appear in the performance document for the sections and overall ratings. The number of decimals displayed is determined in the performance template.

Average Method Without Weighting

ABC Company uses the same rating model for the Competencies, Goals, and Overall Summary sections, with no weighting. The rating model has five points in the scale, and the numeric values are 1, 2, 3, 4 and 5. Assume that all content items use the same rating model. The performance template is set up to use the standard rounding rule, and the overall rating is set to display to two decimal places.

The following table shows the ratings for the Competencies section.


Competency

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating/Maximum Rating)

Teamwork

4

5

0.8

Leadership

3

5

0.6

Communication

2

5

0.4

Analytical Skills

4

5

0.8

Ethics

5

5

1.0

Conceptual Thinking

4

5

0.8

The sum of the decimal scores is 4.4, from a possible maximum of 6.0. The 4.4 must be converted to a value on the rating model for the section. The section maximum rating is 5, so the formula to calculate the section rating is:

(Total Decimal Score) / (Total Maximum Decimal Score) x (Maximum Rating from Section Rating Model), or in this example: (4.4 / 6) x 5 = 3.67.

In this example the section rating for competencies is 3.67 out of 5.

The following table shows the ratings for the Goals section.


Goal

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Increase sales revenue

5

5

1.0

Cut expenses

3

5

0.6

Grow business in Asia

5

5

1.0

Participate in mentoring

5

5

1.0

The sum of the decimal scores is 3.6, from a possible maximum of 4.0. The 3.6 must be converted to a value on the rating model for the section, just as for the Competencies section. The section maximum rating is 5, so using the same formula to calculate the section rating as for competencies, the section rating is: (3.6 / 4) x 5 = 4.5.

In this example the section rating for goals is 4.5 out of 5.

To determine the overall rating, the application calculates the average of the two sections. The overall rating calculation is: (3.67 + 4.5) / 2 = 4.085. When the rounding rules and decimal settings are applied, the final overall rating is 4.09.

Average Method with Weighting

The following year, ABC Company uses the same rating model for the Competencies, Goals, and Overall Summary sections as in the previous example, but applies weights to the sections and individual content items. The weights determine the relative value of one section compared to another section, or content items to one another. Any content items that do not have weights are ignored in the calculations. The application validates that the sum of the weights for content items within a section is 100, and the sum of the sections that contain content items (that is, the Competencies and Goals sections) within a performance document is also 100. No rounding rules are applied in the performance template, but the ratings are set to display to two decimal places.

The following table shows the ratings for the Competencies section.


Competency

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Weight

Weighted Score (Decimal Score x Weight)

Teamwork

4

5

0.8

35

28.0

Leadership

3

5

0.6

5

3.0

Communication

2

5

0.4

10

4.0

Analytical Skills

4

5

0.8

20

16.0

Ethics

5

5

1.0

10

10.0

Conceptual Thinking

4

5

0.8

20

16.0

The sum of the weighted scores is 77.0, from a possible maximum of 100.0. The 77.0 must be converted to a value on the rating model for the section. The section maximum rating is 5, so the formula to calculate the section rating is:

(Weighted Score) / (Total Maximum Weighted Score) x (Maximum Rating from Section Rating Model), or in this example: (77.0 / 100.0) x 5 = 3.85.

In this example the section rating for competencies is 3.85 out of 5.

The following table shows the ratings for the Goals section.


Goal

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Weight

Weighted Score (Decimal Score x Weight)

Increase sales revenue

5

5

1.0

30

30.0

Cut expenses

3

5

0.6

30

18.0

Grow business in Asia

5

5

1.0

25

25.0

Participate in mentoring

5

5

1.0

15

15.0

The sum of the weighted scores is 88.0, from a possible maximum of 100.0. The 88.0 must be converted to a value on the rating model for the section, just as for the Competencies section. The section maximum rating is 5, so using the same formula to calculate the section rating as for competencies, the section rating is: (88.0 / 100.0) x 5 = 4.40.

In this example the section rating for goals is 4.40 out of 5.

To determine the overall rating, the application calculates the sum of the two weighted sections, then converts the score to the rating model scale. ABC sets the Competencies section weight to 40, and the Goals section weight to 60. First, the application calculates the decimal scores of the weighted sections:

  • Competencies: 3.85 / 5 = 0.77

  • Goals: 4.40 / 5 = 0.88

The application then calculates the weighted scores for each section, then adds them together. The total weighted scores is out of a possible 100.0 points:

  • Competencies: 0.77 x 40 = 30.8

  • Goals: 0.88 x 60 = 52.8

  • Total Competencies and Goals: 30.8 + 52.8 = 83.6

The application converts the scores to the rating model scale to determine the overall rating: (83.6 / 100.0) x 5 = 4.18.

Average Method with Weighting and Rating Model Variations

For a performance evaluation for a specific project, ABC Company uses various rating models for the Competencies, Goals, and Overall Summary sections. The application applies the maximum rating from each rating model to calculate the scores. Different weights are also applied to the content items. Section weights are also applied. The performance template is set up to use the standard rounding rule, and the overall rating is set to display to two decimal places.

The following table shows the ratings for the Competencies section, which uses different rating models with different maximum ratings for the individual competencies. The section rating model differs from the those used for the individual competencies, and the rating model maximum rating is 7.


Competency

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Weight

Weighted Score (Decimal Score x Weight)

Teamwork

4

5

0.8

35

28.0

Leadership

3

3

0.6

5

5.0

Communication

2

4

0.5

10

5.0

Analytical Skills

4

5

0.8

20

16.0

Ethics

5

5

1.0

10

10.0

Conceptual Thinking

4

4

1.0

20

16.0

The sum of the weighted scores is 84.0, from a possible maximum of 100.0. The 84.0 must be converted to a value on the rating model for the section. The section maximum rating is 7, so the formula to calculate the section rating is:

(Weighted Score) / (Total Maximum Weighted Score) x (Maximum Rating from Section Rating Model), or in this example: (84.0 / 100.0) x 7 = 5.88.

In this example the section rating for competencies is 5.88 out of 7.

The following table shows the ratings for the Goals section. As with the Competencies section, the individual goals use different rating models with different maximum ratings. The Goals section itself uses a rating model with a maximum rating of 6.


Goal

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Weight

Weighted Score (Decimal Score x Weight)

Increase sales revenue

5

5

1.00

30

30.0

Cut expenses

3

4

0.75

30

22.5

Grow business in Asia

4

5

0.80

25

20.0

Participate in mentoring

4

6

0.67

15

10.0

The sum of the weighted scores is 82.5, from a possible maximum of 100.0. Because the maximum for the section rating model is 6, the section rating is: (82.5 / 100.0) x 6 = 4.95.

To determine the overall rating, the application calculates the sum of the two weighted sections, then converts the score to the rating model scale. ABC sets the Competencies section weight to 40, and the Goals section weight to 60. The overall summary section uses a rating model with a maximum score of 9.

First, the application calculates the decimal scores of the weighted sections:

  • Competencies: 3.85 / 5 = 0.77

  • Goals: 4.40 / 5 = 0.88

The application then calculates the weighted scores for each section, then adds them together. The section weight for the Competencies section is 40, and for the Goals section it is 60. The total weighted scores is out of a possible 100.0 points:

  • Competencies: 0.84 x 40 = 33.6

  • Goals: 0.825 x 60 = 49.5

  • Total Competencies and Goals: 33.6 + 49.5 = 83.1

The application converts the scores to the rating model scale to determine the overall rating: (83.1 / 100.0) x 9 = 7.479. When the rounding rules and decimal places are applied, overall rating is 7.48.

Performance Ratings Using the Sum and Band Methods: How They Are Calculated

The application can calculate ratings for each section and the overall rating using the sum calculation rule. The sum method can be used to calculate ratings using any rating model. It can also be used to calculate the overall rating when either the Profile Content or Goals section uses the average method, and the other uses the sum method. Weights, however, are not used in a section, or for calculating the overall rating, when using the sum method.

Settings That Affect Sum and Band Rating Calculations

The factors that determine sum and band rating calculations are the rating models that are selected for each section and content item, and the review points assigned to each rating level. Items without ratings are not counted when calculating the ratings. For the band method, the review points must be associated to a points range. The rounding rules and mapping methods must also be set in the performance template for the rating models.

How Performance Ratings Are Calculated

In the sum method, the section rating is the sum of the review points from the rating level for each content item. The overall rating is the sum of the section ratings.

For the band method, as in the sum method, the application calculates the sum of the section ratings, but for the overall rating, converts the review point score from the sections to the points range associated to that review point score.

Sum Method with Sum Sections

ABC Company uses the same rating model for the Competencies, Goals, and Overall Summary sections which have five points in the scale, and the numeric values are 1, 2, 3, 4 and 5. Assume that all content items also use the same rating model. The following table shows the rating levels and the review points assigned to each level.


Rating Level

Review Points

1--Weak

1

2--Poor

2

3--Average

3

4--Good

4

5--Excellent

5

The following table shows the ratings for the Competencies section.


Competency

Item Rating

Review Points

Teamwork

4

4

Leadership

3

3

Communication

2

2

Analytical Skills

4

4

Ethics

5

5

Conceptual Thinking

4

4

The score for the Competencies section is: 4 + 3 + 2 + 4 + 5 + 4 = 22.

The following table shows the ratings for the Goals section.


Goal

Item Rating

Review Points

Increase sales revenue

5

5

Cut expenses

3

3

Grow business in Asia

4

4

Participate in mentoring

4

4

The score for the Goals section is: 5 + 3 + 4 + 4 = 16.

To determine the overall rating, the application adds the Competencies and Goals sections: 22 + 16 = 38.

Sum Method with Sum Sections with Review Points Variation

The following year, ABC Company uses the same rating model for the Competencies, Goals, and Overall Summary sections as in the previous example, but applies different review points for each rating level.

Note

The rating model selected for the Overall Summary section must contain all possible expected values for the sum.

The following table shows the rating levels and the new review points assigned to each level.


Rating Level

Review Points

1--Weak

1

2--Poor

3

3--Average

5

4--Good

7

5--Excellent

9

The following table shows the ratings for the Competencies section.


Competency

Item Rating

Review Points

Teamwork

4

7

Leadership

3

5

Communication

2

3

Analytical Skills

4

7

Ethics

5

9

Conceptual Thinking

4

7

The score for the Competencies section is: 7 + 5 + 3 + 7 + 9 + 7 = 38.

The following table shows the ratings for the Goals section.


Goal

Item Rating

Review Points

Increase sales revenue

5

9

Cut expenses

3

5

Grow business in Asia

4

7

Participate in mentoring

4

7

The score for the Goals section is: 9 + 5 + 7 + 7 = 28.

To determine the overall rating, the application adds the Competencies and Goals sections: 38 + 28 = 66.

Sum Method with Average and Sum Sections

For a performance evaluation for a specific project, ABC Company sets up a performance template that uses the sum method for the Overall Summary and Goals sections, but the Competencies section uses the average method. In the Competencies section, the content items use a rating model with different review points assigned to each rating level than that of the section itself. The Goals section uses the same rating model for content items as the Competencies section, which assigns the same review points for each rating level.

The following table shows the rating levels and the review points assigned to each level for the individual content items in the Competencies section.


Rating Level

Review Points

1--Weak

1

2--Poor

2

3--Average

3

4--Good

4

5--Excellent

5

The following table shows the rating levels and the review points assigned to each level for the Competencies section itself.


Rating Level

Review Points

1--Weak

10

2--Poor

20

3--Average

30

4--Good

40

5--Excellent

50

The following table shows the worker ratings for the Competencies section, which uses different rating models with different maximum ratings for the individual competencies. The section rating model differs from the those used for the individual competencies, and the rating model maximum rating is 7.


Competency

Item Rating

Maximum Rating from Rating Model

Decimal Score (Item Rating / Maximum Rating)

Teamwork

4

5

0.8

Leadership

3

5

0.6

Communication

2

5

0.4

Analytical Skills

4

5

0.8

Ethics

5

5

1.0

Conceptual Thinking

4

5

0.8

The application calculates the average of the item rating scores: (0.8 + 0.6 + 0.4 + 0.8 + 1.0 + 0.8) / 6 = 3.67. To determine the section rating, the application uses the mapping rules for the rating model assigned in the performance template. In this example, the mapping rule is Nearest, which assigns the section a rating level of 4. The application uses the section rating model to determine how many review points to assign to the section for a rating level of 4. The previous table showed that a rating level of 4 would equate to 40 review points for the section.

The following table shows the ratings for the Goals section, which uses the sum method, and the review points for each goal.


Goal

Item Rating

Review Points

Increase sales revenue

5

5

Cut expenses

3

3

Grow business in Asia

4

4

Participate in mentoring

4

4

The score for the Goals section is: 5 + 3 + 4 + 4 = 16.

To determine the overall rating, the application calculates the sum of the Competencies and Goals sections: 40 + 16 = 56

Band Method

ABC Company sets up a performance template in which the section ratings are calculated using exactly the same parameters as in the previous example, but the band method is used for the Overall Summary section to calculate the overall rating.

The following table shows the review point ranges set up for the Overall Section rating model to assign the rating level for the overall rating.


From Points

To Points

Rating Level

0

11

E

12

24

D

25

40

C

41

58

B

59

70

A

To determine the overall rating, add the section review point scores from the previous example. The Competencies section point score is 40; the Goals sections point score is 16. The total is: 40 + 16 = 56. Using the total number of review points and applying the ranges shown in the table, the total score of 56 for the sections lies in the range of 41 to 58. The worker's overall rating is B.

Setting Up Writing Assistant for Performance Documents: Explained

You can set up the Writing Assistant feature to assist managers in writing useful comments in the performance documents of workers during a performance evaluation. The Writing Assistant provides suggestions that are associated with competencies and their correlated proficiency levels to managers to help them describe observed and aspirational actions for workers.

To set up the Writing Assistant, you must:

  • Create the Profile Content section

  • Upload development tips and feedback

Writing Assistant is available only for the Profile Content section type you configure for competencies.

Creating the Profile Content Section

To set up the Writing Assistant, you must create and configure a Profile Content section for competencies. You create the Profile Content section using the Manage Performance Template Section or the Manage Performance Template tasks.

Select the Enable writing assistant for manager option in the Section Content section of the Create Performance Template Section page to make it available in the performance document.

The Writing Assistant provides suggestions only for competencies and their respective proficiency levels. If you set up the competencies section to use both proficiency levels and performance ratings, the Writing Assistant provides suggestions only for the selected proficiency levels. If you set up the section to use only performance ratings, Writing Assistant displays only development tips associated with the selected competency.

The Copy Worker Comments feature is available in the performance document when the Writing Assistant is not configured, or when the competencies section is configured to use only performance ratings. The feature is also available on the Goals and Overall Summary section types.

Uploading Development Tips and Feedback

To use the Writing Assistant, you must also upload development tips and feedback suggestions for competencies using a spreadsheet loader. You upload development tips and feedback suggestions on the Manage Content Items page for competencies in the Oracle Fusion Profile Management business process.

Writing Assistant: How it Works with Performance Documents

Managers use the Writing Assistant feature to assist them in writing useful comments in the performance documents of workers during a performance evaluation. The Writing Assistant provides suggestions that are associated with competencies and their correlated proficiency levels to managers to help them describe observed and aspirational actions for workers.

Using Writing Assistant, managers can select a proficiency level for a competency and view suggested comments based on the selected proficiency level, or for the competency as a whole. They can then copy and edit the comments.

Accessing Writing Assistant on the Performance Document

You access Writing Assistant by clicking the Suggest Comments button on the competencies section tab of the performance document. On the Suggest Comments dialog that appears, you can select one of the available suggestion types to view and copy available suggestions:

  • Feedback suggestions

  • Development tips

  • Worker comments

This table shows the available suggestion types, the source of the suggestions, and examples of how to use them.


Suggestion Type

Source

Use Case Example

Feedback Suggestions

Associated with the competency proficiency level selected by the manager.

The competency you are rating has five rating levels: 1 through 5. You select level 3 and access the Writing Assistant. The feedback suggestion is the one associated with level 3.

Development Tips

Associated with the competency.

You want to help the worker increase proficiency for the competency and select the development tip for the competency. These are also available when only comments or performance ratings are used instead of rating proficiency levels.

Worker Comments

Provided by worker during the evaluation.

You can copy and edit the comments to use worker comments as a basis for your own.

You can view the available suggestions and select one or more to paste in the Manager Comments section of the performance document. If you close the dialog, then reopen it and copy another suggestion, the new one is added to the previously copied content. After copying suggestions, you can edit them as required.

Using only Comments in a Competencies Section

If the competencies section is configured to use comments only, and not proficiency level ratings, for individual content items, only development tips are available. Feedback suggestions are not available because they rely on proficiency levels. However, the Copy Worker Comments feature is available.

Creating a Profile Content Performance Template Section: Worked Example

This example demonstrates how to create a Profile Content section that will be used to rate competencies in the performance document and use calculated ratings to determine the overall rating.

The following table summarizes key decisions for this scenario.


Decisions to Consider

In This Example

What type of section is this?

Profile Content section, for competencies

Will the section rating be calculated? What calculation rule will be used?

Yes, the section uses the Average calculation rule

Which section rating model will be used?

Any

Will the section be weighted?

Yes, the weight will complement the Goals section weight so the sum of the sections is 100

Will content items be enabled for the section?

Yes

Will content items be rated?

Yes, using the proficiency rating type, and section rating model

What properties are included with the content items?

Weight, Required, Target Proficiency Level

What is the source of competencies for the content items?

Worker job profile

Do you require any content items to be added to the section?

Yes, one content item is required

Will the writing assistant be enabled to suggest comments managers can add for competencies?

Yes

Summary of the Tasks

Create a Profile Content performance template section.

  1. Enter the section details.

  2. Enter section processing details.

  3. Enter item processing details.

  4. Enter section content details.

Entering the Section Details

  1. On the Set Up Workforce Development work area, click Manage Performance Template Sections to open the Manage Performance Template Sections page.
  2. Click Create.
  3. On the Create Performance Template Section page, in the Section Details region, complete the fields, as shown in this table.

    Field

    Value

    Name

    Competencies

    Description

    This section is used to rate competencies and calculate section ratings as part of the overall ratings. The section weight section is 40 to complement the Goals section.

    From Date

    01/01/2011

    To Date

    12/31/2015

    Status

    Active


  4. Click Save.

Entering Section Processing Details

  1. In the Section Processing region, complete the fields, as shown in this table.

    Field

    Value

    Section Type

    Profile Content

    Rate Section

    Select

    Calculation Rule for Section

    Average

    Section Rating Model

    Any

    Weight section

    Select

    Item Weight

    40


  2. Click Save.

Entering Item Processing Details

  1. In the Item Processing region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Enable items

    Select

    Add and remove items during task to set goals

    Select

    Rate items

    Select

    Rating Type

    Proficiency

    Use section rating model for performance rating

    Select

    Item Calculation

    Proficiency

    Weight

    Select

    Required

    Select

    Target Proficiency Level

    Select


  2. Click Save.

Entering Section Content Details

  1. In the Section Content region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Use profile related to worker's job data

    Select

    Profile Type

    Job profile type

    Use specific content items

    Select

    Enable writing assistant for manager

    Select


  2. In the Content Items region, click Add.
  3. In the Content Items region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Item Name

    Any

    Target Proficiency Level

    Any

    Weight

    Any

    Required

    Select


  4. Click Save.

Creating a Goals Performance Template Section: Worked Example

This example demonstrates how to create a Goals section that will be used to rate goals in the performance document and use calculated ratings to determine the overall rating.

The following table summarizes key decisions for this scenario.


Decisions to Consider

In This Example

What type of section is this?

Goals

Will the section rating be calculated? What calculation rule will be used?

Yes, the section uses the Average calculation rule

Which section rating model will be used?

Any

Will the section be weighted?

Yes, the weight will complement the Competencies section weight so the sum of the sections is 100

Will content items be enabled for the section?

Yes

Will workers and Managers have the opportunity to add goals during the Set Goals task, if that task is included in the process flow?

Yes

Will content items be rated?

Yes, using the Performance rating type, and the same rating model as the section uses

What properties are included with the content items?

Weight, Required, Target Performance Level

What is the source of goals for the content items?

Oracle Fusion Goal Management

Will content items be added to the section?

Yes, one content item will be added

Summary of the Tasks

Create a Goals performance template section.

  1. Enter the section details.

  2. Enter section processing details.

  3. Enter item processing details.

  4. Enter section content details.

Entering the Section Details

  1. On the Set Up Workforce Development work area, click Manage Performance Template Sections to open the Manage Performance Template Sections page.
  2. Click Create.
  3. On the Create Performance Template Section page, in the Section Details region, complete the fields, as shown in this table.

    Field

    Value

    Name

    Goals

    Description

    This section is used to rate goals and calculate section ratings as part of the overall ratings. The section weight section is 60 to complement the Competencies section.

    From Date

    01/01/2011

    To Date

    12/31/2015

    Status

    Active


  4. Click Save.

Entering Section Processing Details

  1. In the Section Processing region, complete the fields, as shown in this table.

    Field

    Value

    Section Type

    Goals

    Rate Section

    Select

    Calculation Rule for Section

    Average

    Section Rating Model

    Any

    Weight section

    Select

    Section Weight

    60


  2. Click Save.

Entering Item Processing Details

  1. In the Item Processing region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Enable items

    Select

    Add and remove items during task to set goals

    Select

    Rate items

    Select

    Use section rating model for performance rating

    Select

    Target Performance Level

    Select

    Weight

    Select

    Required

    Select

    Description

    Select


  2. Click Save.

Entering Section Content Details

  1. In the Section Content region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Use worker's goals

    Select

    Use specific content items

    Select


  2. In the Content Items region, click Add.
  3. In the Content Items region, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Item Name

    Any

    Performance Rating Model

    Any

    Target Performance Rating

    Any

    Weight

    Any

    Required

    Select


  4. Click Save.

Manage Performance Templates

Setting Up the Performance Template: Critical Choices

Performance templates are used to create the performance documents that managers, workers, and participants use to evaluate workers' performance for a given time period or project. The performance template brings together the process flow definition, the section definitions and the document type. The performance template can also contain static content, such as competencies and goals. When creating the performance template, you must determine:

  • Document types and eligibility profiles

  • Participation roles

  • Process flow

  • Calculation rules, processing options, and participant options

  • Structure

  • Content

  • Periods

To create performance templates, use the Manage Performance Templates task in the Setup and Maintenance work area.

Document Types and Eligibility Profiles

Select or create a document type to identify the type of evaluation that the performance template supports, such as annual evaluation, or project evaluation.

Associate eligibility profiles to the overall template, or to the document periods, to restrict the performance documents made from the template to those who meet the eligibility criteria. Specify profiles as required to limit access to the document to workers who meet all required profiles and one that is not selected as required, if any. Workers must meet the profile criteria for at least one of the not-required profiles to use the document.

Participation Roles

Specify the roles that are eligible to access the performance document. You can select Manager, Worker, or any participant roles created in the Manage Performance Roles task. On the Structure tab, you select from these roles to enable them to access the individual section in the performance document to provide ratings and comments, questionnaire feedback, and perform other actions. For example, if you set up the performance template so that only managers rate workers, but workers can see the results, then you must select both roles as participants. If, however, the manager rates workers without the workers participating in the performance evaluation process or viewing results, then you can select only the manager role.

In the Participation section, you also determine the minimum number of participants required for participant feedback, and the minimum for each role. These settings are not enforced but serve as a guideline for managers and workers when they request participant feedback.

Process Flow

The process flow determines which tasks are included in the performance template. You can select a previously-defined process flow or create one as you create the template.

The process flow also determines which sections you can add to the performance template. If the performance template is intended to create performance documents used to rate workers, set goals, and let workers and managers provide final feedback on the evaluation, then the process flow you select must include all those tasks. You can only add sections to the performance template that are required by the process flow. For example, if the process flow does not include the Worker Final Feedback task, you cannot add that section to the performance template.

Calculation Rules, Processing Options, and Participant Options

Select whether to calculate ratings and display the calculated ratings for performance template sections. The sections included in the performance template must be set up to use calculated ratings to use this feature.

Use processing options to select the following features:

  • Designate whether managers, workers, and participants can select star ratings to rate items and sections. For star ratings, the number of stars correspond to the rating descriptions set for each star. For example, one star may represent the Foundation rating description, two stars may represent the Intermediate rating description, and so on. Star ratings can be used only for rating models that use 10 or fewer rating levels. If you specify not to use star ratings, managers, workers, and participants select the rating descriptions from a choice list. The rating description displays no numeric rating, but the description corresponds to a rating number set up for the rating model. The number that corresponds to the rating description selected by the worker or manager is used to calculate ratings.

  • Include digital signature to require workers to verify that they are the people submitting the performance document as part of the Worker Final Feedback task.

  • Display kudos on the nonprint versions of the performance document to use them as a guide to rate workers while the evaluation is in progress. The Kudos section appears on the Profile Content, Goals, and Overall Summary tabs of the performance document. The Kudos section is not part of the official evaluation, so it is does not appear on the completed performance document. Kudos are not visible to participants.

  • Let workers select a manager other than their direct managers to manage and rate them. This approach can be used, for example, when workers are assigned special projects working for managers other than their direct manager.

Participant options let you determine whether participant feedback is required for the performance document, which is not enforced but serves as a guideline for managers and workers. You also specify whether to let workers view participants selected by the manager to provide feedback.

Structure

Add previously-defined sections or create ones that are required for the process flow selected for the template. You must select or create one of each type of the sections that are required for this particular template. You can edit previously-defined sections to suit the template requirements, including processing options, properties and content.

For each section, you must select which roles have access to the section in the performance document to view and if applicable, provide ratings, comments, and questionnaire feedback. For the Profile Content, Goals, and Overall Summary sections, you can select whether to require ratings and comments for the content items in the section. If you enable section ratings for the Profile Content and Goals sections and select the option to require ratings for the sections, an Overall Summary section must be included in the process flow. For the Questionnaire section, you can select whether to require comments only. If you require comments for the Questionnaire section, then you must also select the Participant Role Can Enter Comments Visible to Worker for the section. If you give participants the option to provide comments on the Questionnaire section, they cannot provide comments on the Overall Summary section. Only one set of overall comments can be provided.

Content

For each section that contains content that can be rated, you can add content items directly to the performance template so they appear on the performance document. For both Goals and Profile Content sections you can load content that was included in the previously-defined section. For a Profile Content section, such as competencies, you can also copy content from whatever profile the section uses as a source for content items, if profiles are set up to be used as a source.

This lets you target this performance template as broadly or narrowly as you need. You can decide to load content items from the section, for example, that apply to everyone who is rated using the performance document created from this template. But you may decide not to copy content directly from a profile in the template because the population being evaluated has varied profiles. The workers and managers can then copy profile content on the performance document itself (if the process flow is set up to let them). In this case, the profile content is specific to the worker.

Periods

You can create a single, or multiple periods, within a performance template. Adding multiple periods allows you to create performance documents from the same template for different periods that are treated as distinct documents, but contain the same process flows, sections, and processing rules. For example, you can create a template for an annual evaluation to use every year. The content is updated for each worker because the competencies are pulled from the selected profile type, and goals are pulled from Oracle Fusion Goal Management. Managers and workers can add additional content to the performance document as well. The dates for periods can overlap, but cannot be identical for the same template. Within each period, you must set the due date for each task that is included in the process flow used by the performance template.

When using participant feedback, you also specify within a period which questionnaire to associate with each participant role, including the manager and worker roles. The role then has access to the appropriate questions on which to provide feedback in the performance document.

Select Available to Use to display the performance document on the My Manager Evaluations and My Evaluations pages so managers and workers can access it. However, the profile option settings Number of future years from the current date and Number of past years from the current date take precedence over this setting. Therefore, documents do not appear to managers and workers outside the date range of the profile option settings. You can deselect the Available to Use option to prevent access, for example, if you have created future periods, but do not want to make them available yet. You can also hide performance documents from the past that were either completed or not started. Documents that are in progress appear even if you deselect the Available to Use option. The documents are still available using document search or from document history sections of the work area. The human resource specialist can also access all documents using the Create Performance Documents task to create a document for a worker.

Defining Processing Roles for Performance Template Sections: Points to Consider

You must add roles to performance template sections and define processing settings for each role so managers, workers, and participants can access the sections in the performance document to rate workers and provide feedback. You must decide:

  • Which roles to add to each section

  • Whether ratings and comments for items and sections are required

  • Whether to share ratings and comments with workers

  • Whether to update worker profiles with ratings and content items

  • Which roles can access questionnaires and feedback

You add roles to sections on the Content tab of the Create and Edit Performance Template pages. You can find those pages using the Manage Performance Templates task in the Setup and Maintenance work area.

Adding Roles to Sections

You must add all the roles that require access to the section, whether to provide ratings or feedback, or view the section. For example, if your organization requires only managers to rate goals, but workers can see the goals and ratings, then you must add both the manager and worker roles to the Goals section.

If the section type is used by a specific role to provide ratings or feedback, you must still add that role. For example, workers provide feedback on the Worker Final Feedback section type. However, you must add the worker role to the Worker Final Feedback section so the worker can access it. For the manager to be able to view worker comments on the Worker Final Feedback section, you must also add the manager role.

The roles that are available to add to the section are those you added in the Participation section of the General tab of the performance template.

Requiring Ratings and Comments

You can configure the section so ratings and comments are either required, or optional, for both items and the section. The available options are:

  • Optional with warning message

  • Optional with no warning message

  • Required

The default setting is Optional with warning message for all ratings and comments. In that situation, a warning message appears when no ratings or comments are provided. Use the Optional with no warning message setting to make ratings and comments optional, and issue no warning message. The Required setting means the roles that are required to provide ratings or comments will receive an error if they do not provide them. You can set up the section so one role is required to provide ratings and comments, but for other roles, they are optional.

To enable item ratings and comments, you must also select Enable ratings for items in the Ratings and Calculations section of the section. To allow section ratings and comments to be used, you must select Enable section rating in the Ratings section of the section.

Sharing Ratings and Comments with Workers

After adding the role, specify whether to share with workers the ratings or comments that managers or participants provided in the Profile Content, Goals, or Overall Summary sections. You can configure different settings for each participant role, so workers can see participant ratings and comments for one role, but not another. In the Manager Final Feedback and Worker Final Feedback sections, specify whether workers can view the manager comments. Ratings and comments provided by workers and participants are always visible to all managers who have access to the performance documents. Participants cannot view manager or worker ratings and comments.

Updating Worker Profiles with Ratings and Content Items

For the Profile Content section type, you can specify whether to update the worker profile with the ratings provided by the manager and any content items that were added to the performance document that do not already exist in the worker profile. For the Overall Summary section, specify whether to update the worker profile with the overall performance rating provided by the manager. The worker profile is updated when the document is completed. You must select the person profile type to which the information is updated.

If you elect to update profiles, you can also specify the instance qualifier to identify that the source of the ratings and content items is the performance document. Instance qualifiers must be set up and maintained in Oracle Fusion Profile Management to use this feature.

Accessing Questionnaires and Feedback

When the Manage Participant Feedback task is included in the process flow used by the template, you specify which roles can see the participant questionnaires. You specify whether:

  • Managers can see questionnaires and feedback provided by workers and participants, including the participant names.

  • Workers can see questionnaires and feedback provided by the manager and participants, including the participant names.

  • Managers and workers can see the participant names and their roles.

When questionnaires are used for participant feedback and you configure the template so that workers cannot view participant feedback, you can set the Participant Role Can Enter Comments Visible to Worker setting to Yes for a participant role. Participants with that role can then add overall comments to the questionnaire that are visible to both the manager and worker. The worker cannot view the name of the participants. This option is only available if participants are not given access to the Overall Summary section where they can provide overall comments.

Associating Eligibility Profiles with Performance Templates: Points to Consider

Add eligibility profiles to a performance template to associate the profiles with the performance documents to restrict access to the documents made from the templates. When associating eligibility profiles to performance templates, you must decide whether to:

  • Use eligibility profiles

  • Add eligibility profiles at the template-level or period-level

  • Require eligibility profiles

  • Add or remove eligibility profiles when the template is in use

Using Eligibility Profiles

Add eligibility profiles to performance templates to target performance documents to a specific population of workers. This allows you to create an array of performance documents that are appropriate for specific review purposes. For example, you can add an eligibility profile to performance documents that are appropriate for the Sales team, and another for the Information Technology department.

Adding Eligibility Profiles to the Template General Tab and the Document Periods

You can add existing eligibility profiles to either, or both, the performance template on the General tab and the document periods on the Document Periods tab. You can add as many profiles as required to either the General tab or document periods.

Eligibility profiles you add to the General tab are inherited by the document periods when periods are added to the template. You can add, remove, or change the eligibility profiles for the document periods, and change the required status as well. Only the eligibility profiles associated with a document period are used to determine eligibility for documents created for that period.

Requiring Eligibility Profiles

You can specify whether or not an eligibility profile is required.

When you select eligibility profiles as required for the document period, workers must satisfy all required profiles and at least one that is not required, if any are added, to be eligible for the performance document.

When only eligibility profiles that are not required are added to the document period, workers must satisfy the criteria for at least one of those eligibility profiles to be eligible for the performance document.

Adding or Removing Eligibility Profiles when the Template is in Use

You can add or remove eligibility profiles from a template or document period even if the template or period is in use. When you add an eligibility profile to a template, any previously-existing periods do not inherit the new eligibility profile.

You can remove all eligibility profiles from the Eligibility Profiles region of the General tab. However, if any eligibility profiles exist at the template level, you cannot delete all eligibility profiles from the document periods; you must leave at least one associated with each document period. If the eligibility process is already run for a document period, you cannot delete all the eligibility profiles associated with the period; at least one eligibility profile must be associated with that period.

Creating a Performance Template: Worked Example

This example demonstrates how to create a performance template that is used to create performance documents containing most tasks in a process flow, and rating workers.

The following table summarizes key decisions for this scenario.


Decisions to Consider

In This Example

What type of performance template is this?

This will be used for an annual performance evaluation

Will eligibility profiles be added to either the template or performance document periods, and will they be required?

Yes, the same eligibility profile will be added to both the template and the performance document periods, and be specified as required; an additional eligibility profile will be added to one period, and not be specified as required

Will section ratings and the overall rating be calculated? What calculation rule will be used?

Yes, the sections use the Average calculation rule

Which section rating model will be used?

Any

Will the sections be weighted?

Yes, the Profile Content section weight will be 40, and the Goals section weight will be 60

Will content items be enabled for the section? Will the sections include content added to the performance template?

Yes, content items will be enabled for the Profile Content and Goals sections; a content item will be added to each section in the template

Will participant feedback be required, and is there a minimum requirement for participants?

Yes, feedback is required with a minimum number of participants; participants will be providing ratings and comments on the Profile Content, Goals, and Overall Summary sections, and a Questionnaire section must be added to the template to capture participant feedback

What roles will be enabled to provide feedback?

Manager, worker, colleague

Will managers share ratings with workers?

Yes, managers will share their ratings with workers

Will the ratings be used to update the worker profile?

Yes, manager ratings will be used to update the worker profile

Will the performance template be used for more than one period?

Yes, two performance document periods will be set up

Summary of the Tasks

Create a performance template.

  1. Enter general information.

  2. Enter process details.

  3. Enter structure details.

  4. Load and add content to the Profile Content and Goals sections.

  5. Add two document periods, one for each half of an annual evaluation.

  6. Review template settings.

Prerequisites

  1. Create a document type that can be used for an annual evaluation.
  2. Create a performance role for Colleague.
  3. Create a process flow with the following tasks and subtasks, in the following order: Set Goals, Worker Self-Evaluation, Manager Evaluation of Workers, Manage Participant Feedback, First Approval, Share Documents, Worker Must Acknowledge Document, Conduct Review Meetings, Worker Must Acknowledge Review Meetings, Worker Final Feedback, Manager Final Feedback.
  4. Create the following sections: Profile Content, Goals, Questionnaire, Overall Summary, Worker Final Feedback, Manager Final Feedback.

Entering General Information

  1. On the Set Up Workforce Development work area, click Manage Performance Templates to open the Manage Performance Templates page.
  2. Click Create.
  3. On the Create Performance Template page, in the General region, complete the fields, as shown in this table.

    Field

    Value

    Name

    Annual Performance Evaluation

    Comments

    This template is used for an annual performance evaluation.

    From Date

    01/1/11

    To Date

    12/31/15

    Status

    Active

    Document Type

    Any that can be used for an annual evaluation


  4. In the Eligibility Profile region, click Add.
  5. In the Eligibility Profile region, complete the fields as shown in this table.

    Field

    Value

    Eligibility Profile

    Any

    Required

    Select


  6. In the Participation region, click Add.
  7. Select Manager.
  8. In the Participation region, click Add.
  9. Select Worker.
  10. In the Participation region, click Add.
  11. Select Colleague.
  12. In the Participation region, complete the fields as shown in this table.

    Field

    Value

    Set the minimum number for each role check box

    Select

    Total minimum number of participants required in the document

    2

    Minimum Number of Participants Required Per Role

    2


  13. Click Save.

Entering Process Details

  1. On the Process tab, complete the fields, as shown in this table. Use the default values except where indicated.

    Field

    Value

    Process Flow

    The process flow you created as a prerequisite for this task.

    Calculate ratings

    Select

    Decimal Places

    2

    Rounding Rule

    Any

    Mapping Method

    Any

    Display star ratings

    Select

    Include digital signature

    Select

    Display kudos

    Select

    Participant feedback is required

    Select

    Worker can view participants added by manager

    Select


  2. Click Save.

Entering Structure Details

Add an available section of each type to the performance template, edit the existing settings for the sections, and add the manager and worker roles to each section.

  1. Enter structure details for the Profile Content section.
  2. Enter structure details for the Goals section.
  3. Enter structure details for the Questionnaire section.
  4. Enter structure details for the Overall Summary section.
  5. Enter structure details for the Final Feedback sections.

1. Enter structure details for the Profile Content section

  1. On the Structure tab, in the Sections region, click Add.
  2. In the Section Name region, select the name of the Profile Content section that you created as a prerequisite for this task.
  3. In the Section Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Section Type

    Profile Content

    Rate Section

    Select

    Calculation Rule for Section

    Average

    Section Rating Model

    Any

    Weight section

    Select

    Section Weight

    40


  4. In the Item Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Enable items

    Select

    Add and remove items during task to set goals

    Select

    Enable ratings for items

    Select

    Use section rating model for performance rating

    Select

    Item Calculation

    Any

    Target Performance Rating

    Select

    Weight

    Select

    Required

    Select

    Target Proficiency Level

    Select


  5. In the Processing by Role region, click Add.
  6. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager

    Share Ratings

    Yes

    Share Comments

    Yes

    Update Profile

    Yes

    Person Profile Type

    Any

    Instance Qualifier Set

    Any

    Instance Qualifier

    Any


  7. In the Processing by Role region, click Add.
  8. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Worker


  9. Repeat steps 7 and 8, substituting Colleague for Worker.
  10. Click Save.

2. Enter structure details for the Goals section

  1. On the Structure tab, in the Sections region, click Add.
  2. In the Section Name region, select the name of the Goals section that you created as a prerequisite for this task.
  3. In the Section Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Section Type

    Goals

    Rate Section

    Select

    Calculation Rule for Section

    Average

    Section Rating Model

    Any

    Weight section

    Select

    Section Weight

    60


  4. In the Item Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Enable items

    Select

    Add and remove items during task to set goals

    Select

    Enable ratings for items

    Select

    Use section rating model for performance rating

    Select

    Item Calculation

    Any

    Target Performance Rating

    Select

    Weight

    Select

    Required

    Select


  5. In the Processing by Role region, click Add.
  6. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager

    Share Ratings

    Yes

    Share Comments

    Yes

    Update Profile

    Yes

    Person Profile Type

    Any

    Instance Qualifier Set

    Any

    Instance Qualifier

    Any


  7. In the Processing by Role region, click Add.
  8. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Worker


  9. Repeat steps 7 and 8, substituting Colleague for Worker.
  10. Click Save.

3. Enter structure details for the Questionnaire section

  1. On the Structure tab, in the Sections region, click Add.
  2. In the Section Name region, select the name of the Questionnaire section that you created as a prerequisite for this task.
  3. In the Section Processing region, select Questionnaire as the section type.
  4. In the Processing by Role region, click Add.
  5. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager

    Manager Questionnaire Can Be Viewed by the Role

    Yes

    Worker Questionnaire Can Be Viewed by the Role

    Yes

    Participant Questionnaire Can Be Viewed by the Role

    Yes

    Participant Name Can Be Viewed by the Role

    Yes

    Show Role on Feedback Review Page

    Yes


  6. In the Processing by Role region, click Add.
  7. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Worker

    Manager Questionnaire Can Be Viewed by the Role

    No

    Worker Questionnaire Can Be Viewed by the Role

    Yes

    Participant Questionnaire Can Be Viewed by the Role

    No

    Participant Name Can Be Viewed by the Role

    No

    Show Role on Feedback Review Page

    Yes


  8. In the Processing by Role region, click Add.
  9. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Colleague

    Participant Role Can Enter Comments Visible to Worker

    No


  10. Click Save.

4. Enter structure details for the Overall Summary section

  1. On the Structure tab, in the Sections region, click Add.
  2. In the Section Name region, select the name of the Overall Summary section that you created as a prerequisite for this task.
  3. In the Section Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Section Type

    Overall Summary

    Rate Section

    Select

    Calculation Rule for Section

    Average

    Section Rating Model

    Any


  4. In the Processing by Role region, click Add.
  5. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager

    Share Ratings

    Yes

    Share Comments

    Yes

    Update Profile

    Yes

    Person Profile Type

    Any

    Instance Qualifier Set

    Any

    Instance Qualifier

    Any


  6. In the Processing by Role region, click Add.
  7. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Worker


  8. Repeat steps 6 and 7, substituting Colleague for Worker.
  9. Click Save.

5. Enter structure details for the Final Feedback sections

  1. On the Structure tab, in the Sections region, click Add.
  2. In the Section Name region, select the name of the Worker Final Feedback section that you created as a prerequisite for this task.
  3. In the Section Processing region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Section Type

    Worker Final Feedback


  4. In the Processing by Role region, click Add.
  5. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager

    Share Comments

    Yes


  6. In the Processing by Role region, click Add.
  7. In the Processing by Role region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Role

    Worker


  8. In the Section Name region, select the name of the Manager Final Feedback section that you created as a prerequisite for this task.
  9. In the Section Processing region, complete the fields as shown in this table.

    Field

    Value

    Section Type

    Manager Final Feedback


  10. In the Processing by Role region, click Add.
  11. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Manager


  12. In the Processing by Role region, click Add.
  13. In the Processing by Role region, complete the fields as shown in this table.

    Field

    Value

    Role

    Worker


  14. Click Save.

Loading and Adding Content to Sections

  1. On the Content tab, complete the fields as shown in this table.

    Field

    Value

    Section Name

    The name of the Profile Content section you created as a prerequisite for this task.


  2. In the Section Items region, click Load Items from Section.
  3. In the Section Items region, click Add, then complete the fields as shown in this table.

    Field

    Value

    Item Name

    Any


  4. In the Details region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Target Proficiency Level

    Any

    Performance Rating Model

    Any

    Required

    Select


  5. On the Content tab, complete the fields as shown in this table.

    Field

    Value

    Section Name

    The name of the Goals section you created as a prerequisite for this task.


  6. In the Section Items region, click Load Items from Section.
  7. In the Section Items region, click Add, then complete the fields as shown in this table.

    Field

    Value

    Item Name

    Any


  8. In the Details region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Performance Rating Model

    Any

    Target Performance Rating

    Any

    Required

    Select


  9. Click Save.

Adding Document Periods

  1. On the Document Periods tab, in the Document Periods region, click Add.
  2. In the Document Periods region, complete the fields as shown in this table.

    Field

    Value

    Name

    2011 Performance Evaluation First Half

    From Date

    1/1/11

    To Date

    6/30/11

    Short Name

    Any

    Available to Use

    Yes


  3. In the Eligibility Profile for the Period region, complete the fields as shown in this table. Use the default values except where indicated.

    Field

    Value

    Eligibility Profile

    Any


  4. In the Due Date- region, complete the due date for each task as shown in this table.

    Task

    Due Date

    Set Goals

    6/24/11

    Worker Self-Evaluation

    7/1/11

    Manager Evaluation of Workers

    7/8/11

    First Approval

    7/15/11

    Share Performance Documents

    7/20/11

    Conduct Meetings

    7/25/11

    Provide Final Feedback

    7/30/11

    Set Next Period Goals

    8/30/11


  5. In the Questionnaires for the Period region, click Add.
  6. In the Questionnaires for the Period region, complete the fields as shown in this table.

    Field

    Value

    Template Role

    Manager

    Questionnaire Name

    Any


  7. Repeat steps 5 and 6, substituting Worker and Colleague for Manager.
  8. On the Document Periods tab, in the Document Periods region, click Add.
  9. In the Document Periods region, complete the fields as shown in this table.

    Field

    Value

    Name

    2011 Performance Evaluation Second Half

    From Date

    7/1/11

    To Date

    12/31/11

    Short Name

    Any


  10. In the Due Dates region, complete the due date for each task as shown in this table.

    Task

    Due Date

    Set Goals

    12/23/11

    Worker Self-Evaluation

    1/8/11

    Manager Evaluation of Workers

    1/15/11

    First Approval

    1/18/11

    Share Performance Documents

    1/21/11

    Conduct Meetings

    1/24/11

    Provide Final Feedback

    1/31/11

    Set Next Period Goals

    12/31/11


  11. In the Questionnaires for the Period region, click Add.
  12. In the Questionnaires for the Period region, complete the fields as shown in this table.

    Field

    Value

    Template Role

    Manager

    Questionnaire Name

    Any


  13. Repeat steps 11 and 12, substituting Worker and Colleague for Manager.
  14. Click Save.

Reviewing Template Settings

  1. On the Summary tab, review the settings you entered for the template.
  2. Click Save.

FAQs for Manage Performance Templates

What happens if I duplicate a performance template?

You have the option to copy all document period information, if it exists, including eligibility profiles, from the original template. Edit the document period name and short period name on the Document Periods tab to avoid having Copy in the title. If you copy periods, the new template opens, otherwise the template appears in the search results list, from where you can open it.

If the template you duplicate is in use, the In Use status of the copied template is set to No so you can edit it before making it available. When eligibility profiles are used, documents made from the template are not available until eligibility is processed.

What's a participation role in the performance template?

A role that can access the performance document created from the performance template. You must add to the template every role that is required to participate in viewing, or providing ratings or participant feedback in the performance document. For example, if the process flow used by the template requires that managers rate workers and share the performance document, but workers do not provide ratings, you must add both the manager and worker roles. You can select a minimum number of participants required for each role to provide feedback, but the number is a guideline and not enforced.

Manage Target Ratings Distribution

Rating Model Distributions: Explained

Create a rating model distribution to set target percentages for worker overall performance ratings that your organization prefers for each rating level of a rating model. The comparison of the target rating model distribution to the actual distribution of overall ratings managers give their workers on completed performance documents appears in the Rating Distribution analytic that appears on the My Organization page. The analytic displays the number of performance documents for each overall rating provided by the manager next to the number targeted by the rating model distribution. If you do not create a rating model distribution, the Rating Distribution analytic appears only with the number of performance documents for each overall rating the managers provide.

When creating a rating model distribution, you specify the:

  • Performance template to associate with the rating model distribution

  • Percentages for each rating level in a rating model

  • Dates that the rating model distribution is active

Associating a Performance Template with the Rating Model Distribution

Select a performance template to associate the rating model distribution with a particular performance template so managers can compare the overall ratings to the same rating distribution for all completed performance documents created from the template. The rating model you use for the rating model distribution is the one used by the Overall Summary section of the performance template. You can associate the rating distribution with multiple performance templates.

Important

Before creating the rating model distribution, you must create a rating model and a performance template to associate with the rating model distribution.

Defining Percentages for Each Rating Level

Define the distribution percentage of performance documents that your organization targets to achieve each overall rating level for the rating model used by the performance template. The total percentage must be 100. The table shows an example of a rating model distribution for a rating model with five levels.


Rating Level

Distribution Percentage

1

5

2

24

3

41

4

24

5

5

The application calculates the percentage of documents for the direct and indirect reports of the manager that would be expected for each rating level. Using the figures in the table as an example, consider an organization in which manager Chris Black has 200 direct and indirect reports. The table shows the overall ratings Chris awarded the reports, and the targeted number of performance documents with those rating levels according to the rating model distribution. These are the figures that are represented in the Rating Distribution analytic.


Rating Level

Number of Performance Documents with Manager Ratings at Each Level

Target Number of Performance Documents for Each Rating Level

1

8

20

2

28

48

3

104

82

4

32

48

5

28

20

In this example, Chris has a lower number of performance documents than targeted for rating levels 1, 2, and 4, and a higher number of performance documents for rating levels 3 and 5.

Specifying Date Limits

Select the From Date to determine when the rating model distribution becomes available. You can optionally select a To Date to set an expiration date for the model to replace it with another or discontinue using a rating model distribution. To replace it with another, select a From Date for the new rating model distribution later than the To Date of the one that expired. If you do not replace an expired rating model distribution with another, the rating model distribution does not appear in the Rating Distribution analytic, although the overall ratings the manager provides do appear.

Manage Performance and Potential Box Chart Labels

Performance and Potential Box Chart: Explained

The Performance and Potential box chart analytic gives managers a graphical view of the potential and performance ratings for their workers, enabling them to compare the workers they manage, and distinguish high and low performers. The analytic appears on both the manager dashboard and the My Organization page.

This topic discusses describes the key points of the box chart:

  • Rating models

  • Performance and potential data sources

  • Box cell labels

  • Analytic viewing options

Rating Models

To create the box labels for the Performance and Potential box chart, you must first select the performance rating model to associate with the box chart. Select the rating model specified in the performance templates for the overall rating of the Overall Summary section to ensure that the box chart displays the data from the performance documents created from the templates. The default performance rating model is the one selected in the Default Rating Model for Performance Management Analytics profile option. Use this rating model to ensure that the data appears in the analytic on the manager dashboard.

If you create a performance template that uses another rating model for the Overall Summary section, you must associate another box chart to that rating model, and create labels for that box chart, to ensure that the data appears in the analytic on the My Organization page.

The performance rating model you select is used along the x-axis to plot performance ratings. The analytic graph uses the potential rating model defined in Oracle Fusion Profile Management for the y-axis to plot potential ratings.

The number of cells that appear on the analytic depends on the rating categories defined for the rating models you use in the analytic. The number of cells is calculated by multiplying the number of rating categories defined for the potential rating model by the number of rating categories for the performance rating model. For example, if each rating model has three rating categories, the total number of cells is: 3 x 3, or 9. If the potential rating model has four rating categories and the performance rating model has three, the total of cells is: 4 x 3, or 12.

Performance and Potential Data Sources

Performance ratings are collected from performance documents. The performance rating is the overall rating supplied by the manager in the Overall Summary section of the most recently completed performance document.

Managers rate worker potential ratings using the Career Planning portrait card and during a talent review, which could be the most recent potential rating in the worker's profile. Performance and potential ratings are maintained in Oracle Fusion Profile Management.

Box Cell Labels

You can optionally label each cell in the grid with names that describe the level. For example, if the performance and potential rating models used for the graphic display low ratings in the lower left of the grid, you could name the lower left cell Novice. The upper right cell that contains highest performers, on the other hand, could be called Top Talent.

Manager Viewing Options

On the manager dashboard, managers will see the performance and potential ratings for all workers for the most recent completed performance documents that used the performance rating model selected in the Profile Options. If a worker completed a performance document for 2010, for example, but not in 2011, the 2010 ratings appear in the analytic. If the same worker completed a performance document in 2011 that used a different rating model than the Profile Options rating model, the 2010 ratings appear in the analytic.

On the My Organization page, managers can select the performance document for which they want to view the ratings in the analytic.

Managers can filter the view to display the data for all their reports or just their direct reports.