Generating Documents

This chapter provides an overview of document generation and discusses how to:

Generate documents as an administrator.
Generate documents as a manager.
Generate documents as an employee.
Access documents.

Note. The process for generating performance and development documents is the same. The examples in this chapter refer to performance documents, but apply equally to development documents.

Understanding Document Generation

This section discusses:

Document generation process.
Document cloning
Document content.
Initializing from profiles.

Document Generation Processes

Document generation initiates the evaluation process. The process for generating a document varies, depending on the role that is generating the document, and culminates in the creation of a criteria document for each participant identified in the Section Roles group box on the Template Definition - Structure page.

The following diagram shows the document generation process:

Document generation processes

Each of the three roles that can generate documents does so in slightly different ways:

HR Administrators schedule a background process and select one or more employee groups.
Managers can select one employee group that reports to them and select one or more employees from the group, or just select one or more employees that reports to them.
Employees can only generate documents for themselves.

After the individuals are identified, the process initiator must select the parameters for the document. These include the document type, document template, and evaluation period that is covered. The language code might be required, depending on the installation settings. For employee-initiated documents, if the employee has more than one job, the job title is required. The employee might also need to select a manager/mentor for the evaluation, if specified for the document type.

Once the parameters have been entered, the system checks the rules associated with the document type and the document template:

Can the employee select their manager?
Can the document be created by cloning another document?
Is the document template to be entered by the user or determined by the system?
Is Establish Criteria enabled?
Is Nominate Participants enabled?

Based on the rules established by the document type and document template, the system creates an internal baseline document and populates the Document Details page with the appropriate steps associated with the evaluation process.

Cloning Documents

To facilitate document creation, ePerformance enables managers and employees to clone an existing document. This can be helpful when documents are extensively modified or the same changes apply to multiple employees.

To activate the cloning feature, select the Manager, Employee, or both check boxes on the Document Type page. This causes the Clone from Document field to display on the Create Performance Document and Create Development Document pages.

When managers clone a document, they select one of their direct reports' document to use as the source. When employees clone a document, they select one of their own documents to use as the source. The system uses the structure of the document, not the rating information, as the basis for the new document.

Document Content

The critieria or content items included in a document are determined by the associated template. New items and free-form items can be added to the Criteria document, if the Add check box is selected for the user role in the Item tab on the Template Definition - Structure page. Free-form items also require the selection of the Free-Form Allowed check box.

Initializing From Profiles

When you generate documents and Initialize from Profile is selected on the Template Definition - Structure page, the system checks to see if there are items to add to the document based on the nonperson profiles associated to the employees job information.

If Initialize from Profile is selected, the system:

Identifies the profile type entered in the Profile Type field in the Profile Management group box on the Template Definition - Structure page
Identifies all Profile IDs associated with the profile type.
Identifies all the profile identity options and keys associated with the Profile IDs
Orders those profile-identity options according to the sequence defined on the Profile Identity Options - Configuration page.
Identify the employee job information record.
Looks at the first profile identity option in the sequenced list and see if there is data for that item in the employee’s job information record that matches the key.
1. If there is a match, add the associated content items from the profile ID to the document.
2. If there is no match, check next profile identity option in the sequenced list.
3. If it is the end of sequenced list, stop

Prerequisites for Generating Documents

Before generating documents, you must:

Define templates.
Identify the template source on the Document Type page.
Define group IDs.

To generate documents for a group of employees, HR administrators or managers must specify the ID of the group that contains to the employees they want to process.
Connect employees to managers in PeopleSoft Enterprise Human Resources.
Set up notifications on the General Settings page.

See Creating Document Templates.

See Defining Document Types.

See Setting Up Group Definitions.

See Increasing the Workforce.

See Setting Up ePerformance.

Generating Documents as an Administrator

This section discusses how to:

Generate documents.
View document creation results.

Understanding Administrator Document Generation

HR administrators schedule a background process and select one or more employee groups for which to generate documents.

Pages Used to Generate Documents as an Administrator

Page Name	Object Name	Navigation	Usage
Create Documents	RUNCTL_EPMGRDOC	Workforce Development, Performance Management, Performance Documents, Create Documents Workforce Development, Performance Management, DevelopmentDocuments, Create Documents	Schedule a background process to generate documents for all of the employees in selected groups. Persons with the HR Administrator role can access this page.
View Document Creation Results	RUNCTL_EPMGRDC_INQ	Workforce Development, Performance Management, View Document Creation Results	View documents that were created by the background process.

Page Name

Object Name

Navigation

Usage

Create Documents

RUNCTL_EPMGRDOC

Workforce Development, Performance Management, Performance Documents, Create Documents

Workforce Development, Performance Management, DevelopmentDocuments, Create Documents

Schedule a background process to generate documents for all of the employees in selected groups. Persons with the HR Administrator role can access this page.

View Document Creation Results

RUNCTL_EPMGRDC_INQ

Workforce Development, Performance Management, View Document Creation Results

View documents that were created by the background process.

Generating Documents

Access the Create Documents page.

Run Request Parameters

Period Begin Date and Period End Date	Enter the beginning and ending date of the period of time that the document covers.
Document Type	Enter a document type such as Quarterly, Semi-Annual, or Yearly. You define document types using the Document Type component.
Template ID	Select the template ID to generate the documents. This field is available if the template source on the Document Types page is User Defined for this document type.
Manager Selection Method	Specify a method for selecting manager IDs. When you launch the mass document creation process, the system determines the manager of each employee it processes using data defined in Human Resources. It needs this information to route email messages to managers informing them that review forms are available, and to associate a manager ID with each document, so that the manager can act as the author of the manager document and the owner of the evaluation process. Values are: By Department Manager Id: The system retrieves a manager based on the department of the employee, using the Manager ID field on the Department Profile page. By Group Id: The system retrieves the manager from the Manager ID field on the Group Profile page. By Reports To Position:The system retrieves the manager of the employee's position that is specified inn the Position Data component. By Supervisor Id:The system retrieves the manager based on the Supervisor ID field on the Job Data - Job Information page. By Part Posn Mgmt Dept Mgr Id: The system searches for a Reports To relationship between managers and employees, and then uses the By Department Manager Id selection method if a Reports To ID is not found. By Part Posn Mgmt Supervisor Id:The system searches for a Reports To relationship between managers and employees, and then uses the By Supervisor Id selection method if a Reports To ID is not found.

Employee Groups to Process

Group ID

Specify the employee groups for which you want to generate documents.

As of Date

Enter the date as of which you want to generate the group that is used in the document creation process. The current system date is the default.

Note. The mass creation process always regenerates the selected groups before it creates employee documents.

Lang Cd (language code)

Select a language code to generate documents in a different language than the base language of the database. This field is available only when the Allow Review Language Override check box is selected on the ePerformance Installation table.

Viewing Document Creation Results

Access the View Document Creation Results page.

This page presents results from the selected run of the Create Summary Data process.

Success?	Displays a Y (Yes) if the employee document was created successfully. Otherwise displays an N (No).
Status	Displays the status of the document. Values include: In Progress, Available for Review, Review Held, Complete, or Cancelled.

Generating Documents as a Manager

This section provides an overview of document generation for direct reports and discusses how to generate documents.

Understanding Document Generation

In the manager role, you can generate documents for direct reports by either:

Selecting a group and then selecting one or more employees within the group.
Selecting one or more employees directly.

Regardless of which option you choose, you first need to select the As of date for determining which employees report to you. You then select the employees for whom you want to generate documents. Finally, you select the document template from which to generate the individual documents and enter the dates of the evaluation period that is covered.

You can generate either performance or development documents. The process is identical, except for the page names and the navigation path by which you access the document generation pages.

Pages Used to Generate Documents

Page Name	Object Name	Navigation	Usage
Create Performance Documents Create Development Documents	HR_DR_ADDL_INFO	Access this page through different paths to create performance documents or development documents. Manager Self-Service, Performance Management, Performance Documents, Create Documents, Create Performance Documents Manager Self-Service, Performance Management, Performance Documents, Create Documents by Group, Create Performance Documents Manager Self-Service, Performance Management, Development Documents, Create Documents, Create Development Documents Manager Self-Service, Performance Management, Development Documents, Create Documents by Group, Create Development Documents	Enter the effective date for determining your employees. This is the first page in a series of pages that guide you through the generating documents.
Create Performance Documents Create Development Documents	HR_DR_SELECT_GROUP	Click the Continue button on the either the Create Performance Documents or Create Development Documents pages.	This page appears only if you selected the Create Document by Group in the left-hand navigation path. Select the group ID of the of employees for whom you want to create documents.
Create Performance Documents Create Development Documents	HR_DR_SELECT_EMPS	Click the Continue button on either the Create Performance Documents or Create Development Documents page.	Select employees for whom you want to create documents.
Create Performance Documents Create Development Documents	EP_CREATEAPPR_MGR	Select one or more employees and click the Continue button on either the Create Performance Documents or Create Development Documents page.	Select the document template and dates.
Create Performance Documents - Results Create Development Documents - Results	EP_CREATE_RESULTS	Click the Create Documents button on the Create Performance Documents page. Click the Create Documents button on the Create Development Documents page.	View the status of document creation for the employees that you selected.

Entering the Effective Date

Access the Create <document type> Documents page.

Enter the effective date and click the Continue button.

Selecting Groups

If you are creating documents according to group, access the Create <document type> Documents page.

Select one or more groups and click the Continue button.

Selecting Employees

Access the Create <document type> Documents page.

Select one or more employees and click the Continue button.

Defining Document Generation Parameters

Access the Create <document type> Documents page.

To enter the parameters:

Enter the time period for the document.
Enter the document type.
If Clone Existing Document is selected on the Document Types page, select whether the document is to be created for an existing document. If you select Yes in the Create from Prior Document, then select the document to clone.
If Clone Existing Document is not selected on the Document Types page or No is selected in the Create from Prior Document, select the template from which the documents will be created.
Click the Create Documents button.

Reviewing Document Creation Results

Access the Create <document type> Documents - Results page.

The Selected Employees group box displays the results of the document creation process.

Generating Documents as an Employee

This section discusses how to generate development documents.

Pages Used to Generate Documents as an Employee

Page Name	Object Name	Navigation	Usage
Create Performance Documents Create Development Documents	EP_CREATEAPPR_EE	Self Service, Performance Management, My Performance Documents, Create Documents, Create Performance Documents Self Service, Performance Management, My Development Documents, Create Documents, Create Development Documents	Enter parameters for generating documents as an employee.
Person Search - Simple	HR_PSS_SEARCH	Click the Select a Manager link on the Create Performance Documents page or the Create Development Documents page.	Select the person who will function in the manager role for this document.

Page Name

Object Name

Navigation

Usage

Create Performance Documents

Create Development Documents

EP_CREATEAPPR_EE

Self Service, Performance Management, My Performance Documents, Create Documents, Create Performance Documents
Self Service, Performance Management, My Development Documents, Create Documents, Create Development Documents

Enter parameters for generating documents as an employee.

Person Search - Simple

HR_PSS_SEARCH

Click the Select a Manager link on the Create Performance Documents page or the Create Development Documents page.

Select the person who will function in the manager role for this document.

Entering Document Parameters

Access the Create Development Documents or the Create Performance Documents page.

Period

Enter the beginning and ending dates of the evaluation period.

Document Type

Select the type of document to generate. Valid document types are defined on the Document Types page.

Create from Prior Document

This field displays if the Employee check box is selected for the Clone Process field on the Document Types page.

Select Yes if you want to clone an existing document. Select No if you do not want to clone an existing document.

Template

Select the document template from which to generate the documents. Document templates are created in the Document Template component.

Select a Manager

This field displays if the Employee can Select Manager check box is selected on the Document Types page.

Click to access the Person Search page where you can search for and select the person who will act in the manager role for this evaluation.

Select Job

This field appears only if the employee has multiple jobs.

Select the job for which the document is generated.

Create Documents

Click this button to create the document. After you create the document, the Document Details page for the document you created appears.

Accessing Documents

This section provides an overview of document statuses and discusses how to:

Select documents.
View document process, status, and actions.

Understanding Process Statuses

Each process step has several statuses. These statuses control the actions that are available to employees or managers when they access the document. This table shows how the process statuses are set when the document is first generated:

Step	Status	Condition	Effect on Evaluation Process
Establish Criteria	Not Started (NS)	The Establish Criteria check box is selected on the document template.	The Establish Criteria step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Establish Criteria	Not Applicable (NA)	The Establish Criteria check box is not selected on the document template.	The Establish Criteria step does not appear on the Document Progress grid.
Nominate Participants	Not Started (NS)	The Nominate Participants check box is selected on the document template.	The Nominate Participants step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Nominate Participants	Not Applicable(NA)	The Nominate Participants check box is not selected on the document template.	The Nominate Participants step does not appear on the Document Progress grid.
Employee Self Evaluation	Not Started (NS)	The Document check box is selected for the Employee role.	The Complete Self Evaluation step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Employee Self Evaluation	Not Applicable (NA)	The Document check box is not selected for the Employee role.	The Complete Self Evaluation step does not appear on the Document Progress grid.
Manager Evaluation	Not Started (NS)	The Manager document is required in all cases; therefore, the status for this step is set to NS.	The Review Final Document step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Employee Self Evaluation	Not Started (NS)	The Document check box is selected for the Employee role.	The Complete Self Evaluation step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Employee Self Evaluation	Not Applicable (NA)	The Document check box is not selected for the Employee role.	The Complete Self Evaluation step does not appear on the Document Progress grid.
Track Nomination	Not StartedNS		The Track Nominations step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Track Nomination	Not Applicable (NA)	The Track By check box is not selected on the Template Definition – Process Page for the Manager, Employee or both roles. (If the check box is not selected for the role then that step will not be displayed to that role user.)	The Track Nominations step does not appear on the Document Progress grid.
Review Participants Evaluations	Not StartedNS		The Review Participant Evaluations step appears on the Document Progress grid with a status of Not Started and a due date as specified in the document template.
Review Participants Evaluations	Not Applicable (NA)	The Accessed By check box is not selected on the Template Definition – Process page for the Manager, Employee or both roles. (If the check box is not selected for the role then that step will not be displayed to that role user.)	The Review Participant Evaluations step does not appear on the Document Progress grid.

Pages Used to Access Documents

Page Name	Object Name	Navigation	Usage
Current Performance Documents Current Development Documents	EP_APPR_SELECT	Manager Self-Service, Performance Management, Performance Documents, Current Documents Self-Service, Performance Management, My Performance Documents, Current Documents Manager Self-Service, Performance Management, Development Documents, Current Documents Self-Service, Performance Management, Development Documents, Current Documents	Select performance or development documents to view or edit.
Current Performance Documents - Document Details Current Development Documents - Document Details	EP_APPR_DETAIL	Click a document on the Current Performance Documents or Current Development Documents page.	View document process, status, and actions.

Page Name

Object Name

Navigation

Usage

Current Performance Documents

Current Development Documents

EP_APPR_SELECT

Manager Self-Service, Performance Management, Performance Documents, Current Documents
Self-Service, Performance Management, My Performance Documents, Current Documents
Manager Self-Service, Performance Management, Development Documents, Current Documents
Self-Service, Performance Management, Development Documents, Current Documents

Select performance or development documents to view or edit.

Current Performance Documents - Document Details

Current Development Documents - Document Details

EP_APPR_DETAIL

Click a document on the Current Performance Documents or Current Development Documents page.

View document process, status, and actions.

Selecting Documents

Access the Current Performance Documents or Current Development documents page.

Performance Documents

The information that appears on this grid depends on the path with which you access the page.

If you access this page through the Manager Self Service menu, the grid lists all documents with statuses that are not Complete or Canceled for which you are the manager. Complete documents are listed on the Historical Documents page.

If you access this page through the employee Self Service menu, the only documents that appear are current documents for which you are the employee. The name column does not appear, but an additional column on the grid lists the person who is the manager for the document.

Viewing Document Progress Details

Access the Document Details page.

Document Progress

The information that appears on this page is controlled by a combination of the document template, the role that accesses the page, and the status of each step.

Establish Criteria.

Appears in the Document Progress grid only if the Establish Criteria check box is selected on the Template Definition - General page.

This table shows the possible actions for the Establish Criteria step and the conditions under which each step is enabled. You perform the document template setup on the Establish Criteria region of the Template Definition - Process page.

Action	Step Status	Document Template Setup
Start	Not Started	The Updated By check box is selected for the role.
Edit	In Progress	The Updated By check box is selected for the role.
Complete	In Progress	The role is selected in Completed By field.
View Criteria	Complete	This link appears to all roles that are defined on the document template.

Nominate Participants.

Appears in the Document Progress grid only if the Nominate Participants check box is selected on the Template Definition - General page and the Nominate Participants check box is selected for that role on the Template Definition - Process page.

This table shows the possible actions for the Nominate Participants step and the conditions under which each step is enabled. You perform the document template setup on the Nominate Participants region of the Template Definition - Process page.

Action	Step Status	Establish Criteria Step Status	Document Template Setup
Start	Not Started	Not Applicable In Progress Complete	The Updated By check box is selected for the role.
Edit	In Progress	Not Applicable In Progress Complete	The Updated By check box is selected for the role.
Submit	In Progress	Not Applicable Complete	The role is selected in Submitted By field.
View	Complete	Not Applicable In Progress Complete	This link appears to all roles that are defined on the document template.

Track Nominations.

Appears in the Document Progress grid only if the Nominate Participants check box is selected on the Template Definition - General page.

Action

Nominate Participants Step Status

Document Template Setup

Edit

In Progress

The Tracked By check box is selected for the role.

View

Complete

N/A
Review Participant Evaluations.

This step appears in the Document Progress grid only if the Nominate Participants check box is selected on the Template Definition - General page. The only action available for this step is View. Only the employee or manager role can view participant evaluations, depending on the settings in the Review Participant Evaluations page region on the Template Definition - Process page.

If the Accessed By check box is selected for the role, the role can view a list of participants and their evaluation status. If the Viewed By check box is also selected for the role, an active link to the document is available to view the document itself.
Complete Self Evaluation or Review Employee Evaluation.

Appears in the Document Progress grid if you select the Document check box for the Employee role on the Document Template - General Information page. The step is labeled differently depending on the status of the step and the review process selected.

Action

Step Status

Role

Start

Not Started

Employee

Edit

In Progress

Employee

View

Complete

Employee

Manager
Complete Manager Evaluation.

This step always appears in the Document Progress grid because a manager evaluation is always required. The step is labeled differently depending on the status of the step and the review process selected.

The actions for this step are Start, Edit, and View. Depending on the review option that is selected, the Mark Available, Review Held, Acknowledge, Submit, and Complete might also appear.

Action

Step Status

Role

Start

Not Started

Manager

Edit

In Progress

Manager

View

Complete

Employee

Manager

Additional actions for the manager evaluation are available if the document template specifies a review process that requires review or approval. These are Mark Available, Review Held, Acknowledge, Submit, and Complete.

Note. For the purpose of publishing performance results, the definition of complete depends on the performance process that you select on the Template Definition page when creating templates. Documents that require approval are considered complete when the approval status is Approved and the document status is Complete. Reviews that do not require approval are considered complete when the document status is Complete.

See Managing Reviews and Approvals.

Period	Enter the beginning and ending dates of the evaluation period.
Document Type	Select the type of document to generate. Valid document types are defined on the Document Types page.
Create from Prior Document	This field displays if the Employee check box is selected for the Clone Process field on the Document Types page. Select Yes if you want to clone an existing document. Select No if you do not want to clone an existing document.
Template	Select the document template from which to generate the documents. Document templates are created in the Document Template component.
Select a Manager	This field displays if the Employee can Select Manager check box is selected on the Document Types page. Click to access the Person Search page where you can search for and select the person who will act in the manager role for this evaluation.
Select Job	This field appears only if the employee has multiple jobs. Select the job for which the document is generated.
Create Documents	Click this button to create the document. After you create the document, the Document Details page for the document you created appears.

Action	Nominate Participants Step Status	Document Template Setup
Edit	In Progress	The Tracked By check box is selected for the role.
View	Complete	N/A

Action	Step Status	Role
Start	Not Started	Employee
Edit	In Progress	Employee
View	Complete	Employee Manager