Managing Employee Reviews

This chapter provides an overview of the employee review process and discusses how to:

Create employee review documents.
Complete employee review documents.
Complete employee self-evaluation documents.
Transfer employee review documents.
Cancel employee review documents.
View employee review documents.
Process employee review reports.

Creating Employee Review Documents

This section discusses how to:

Select effective dates.
Select employees.
Select groups.
Create employee review documents.
Review results.

Note. The process for creating employee reviews, whether it is by direct reports or group IDs, is similar. Creating employee reviews by group has one extra step at the beginning. The manager or HR administrator first selects the group ID for which employee reviews are to be created and then continues with the process.

Understanding the Create Employee Review Document Process

Creating employee reviews is a simple process. The manager selects the employees for which they want to create review documents and enters the review period, document type, and template. The system creates the documents based on the selection criteria. Then, the manager and the employees can access the documents to add the ratings and comments.

Pages Used to Create Employee Review Documents

Page Name	Object Name	Navigation	Usage
Create Performance Documents (select date)	HR_DR_ADDL_INFO	Manager Self Service, Performance Management, Performance Documents, Create Documents by Group Manager Self Service, Performance Management, Performance Documents, Create Documents	Enter the effective date.
Create Performance Documents (select group)	HR_DR_SELECT_GROUP	Click Continue on the Create Performance Documents (select date) page.	Select a group.
Create Performance Documents (select employees)	HR_DR_SELECT_EMPS	Manager Self Service, Performance Management, Performance Documents, Create Documents Click Continue on the Create Performance Documents (select date) page.	Select employees.
Create Performance Documents (review list)	HR_DR_CART	Click View Selected Employees link on the Create Performance Documents (select employees) page.	View a list of selected employees. To remove an employee, click Remove next to the employees name. To add additional employees, click Return to Previous Page. If you are finished adding employees, click Continue to enter the document details.
Create Performance Documents (details)	EP_CREATEAPPR_MGR	Select the Document Type, Template and dates. Click the Continue button on the Create Performance Documents (select employees) page.	Create employee review documents.
Create Performance Documents - Results	EP_CREATE_RESULTS	Click the Create Documents button on the Create Performance Documents (details) page.	Review results.
Current Performance Documents	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Current Documents	Select the employee review document from which you want to update or view.
Current Performance Documents - Document Details	EP_APPR_DETAIL	Click the Document Type link on the Current Performance Documents page.	View the performance document details and progress, and select a performance document to start, edit or view.

Selecting Effective Date

Access the Create Performance Documents (select date) page.

Enter the effective date to use to find the groups or the employees that you manage. Click Continue to access the Create Performance Documents (select group) or Create Performance Documents (select employees) page.

Selecting Employee Groups

Access the Create Performance Documents (select group) page.

Select the group for which you are creating documents and click the Continue button.

Selecting Employees

Access the Create Performance Documents (select employees) or the Create Performance Documents (select group) page.

Select the employees that you want to use for creating new performance documents. When you are done, click the Continue button.

View Selected Employees	Click this link to access the Create Performance Documents (review list) page where you can review or delete the employees that you selected.
Cancel	Click to return to the Create Performance Document (select date) page.

Creating Employee Review Documents

Access the Create Performance Documents (create) page.

Document Type

Select the review type you want to associate with this group of employee review documents.

Period

Enter the dates that the review period begins and ends. The review period is the segment of time for which you are reviewing the employee.

Template

Select the template that should be used to generate the review documents.

Note. For (USF) Federal employees, this field is available only when the Template Source field on the Document Type is set to User Specified. If Template is not available, the system uses the Template associated with the Employee's non-person profile.

See Managing Profiles.

Create Documents

Click to create review documents for the selected employees and to access the Create Performance Documents - Results page.

Reviewing Results

Access the Create Performance Documents - Results page.

Successful Creation?

Displays a Y if the system successfully created a document for the employee.

Displays a N if the system did not create a document for the employee and the Statuscolumn displays an error message. You must correct the source of the error and rerun the process.

Create Documents

Click to access the Create Performance Documents (select date) page.

Current Documents

Click to access the Current Performance Documents page to review or select current individual performance documents.

Completing Employee Review Documents

To complete employee reviews, use the Performance Document (EP_APPR_MAIN) component. Use the CI_EP_APPR_MAIN component interface to load data into the tables for this component

This section discusses how to:

Select performance documents.
Review performance document details.
Complete the employee review documents.

Pages Used to Complete Employee Reviews

Page Name	Object Name	Navigation	Usage
Current Performance Documents	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Current Documents	Select the employee review document from which you want to update or view.
Create Performance Documents - Details page	EP_APPR_DETAIL	Click the Document Type link on the Current Performance Documents page.	View the performance document details and progress, and select a performance document to start, edit or view.
Maintain Performance Documents	EP_APPR_MAIN1	Click the Start link on the Current Performance Documents - Document Details page.	You can add or delete goals and competencies, and finalize the employee review document

Selecting Performance Documents

Access the Current Performance Documents page.

Document Type

Click the link in this column to access the Current Performance Documents - Details page.

Reviewing Performance Document Details

Access the Current Performance Documents - Document Details page.

Next Action links

Click these actions to access a step or launch the next available action in a manager or employee evaluation. The values are:

Start:

Click to launch the performance document process. The status of the performance document changes from Not Started to In Progress.

Edit:

Click to update or change performance document information.

Complete:

Click to finalized and complete the performance document. The status of the performance document changes from In Progress to Complete.

View:

Click to display performance document information. This link is available when the status of the document is Complete.

Completing the Employee Review Document

Access the Manager Evaluation page.

Section 1 - Competencies

Rating	Select a qualitative rating for this competency from the list of available options. The values appearing in the list come from the rating model associated with this competency on the Competency table.
Weight	Enter a weight here to assign different relative weights to competencies. Enter the weight as a percentage, for example enter 40 to indicate that this competency accounts for 40% of the summary rating across all competencies. If used, all weights must add up to 100.
Comments	Enter comments regarding the employee's proficiency level, in support of the rating you've assigned.
Add Competency	Click to add a new competency to the evaluation.
Delete Competency	Click to remove an exiting competency.
	Click the Calculate Rating button to have the system calculate the ratings for each section, using the calculation method and rating model defined on the template that generated this review document.
Competencies Summary	Click the Calculate Rating button to have the system calculate the rating for the Competencies section, or select an override rating.

Section 2 - Employee Goals

Add Goal	Click to add a new goal to the evaluation.
Delete Goal	Click to remove an existing goal.
Edit Details	Click to edit specific details of the employee goal.

Section 3 - Overall Summary

Calculate All Ratings	Click to calculate the Competencies and Overall Summary section ratings. Ratings are not calculated for sections or summaries that have been overridden.
Cancel Evaluation	Click to terminate and discard the entire employee evaluation.
Save	Click to save work already in progress for later editing. The system calculates all ratings contained in the review prior to saving the review.
Complete	Click this button to change the status of the employee document from In Progress to Complete.
Cancel	Click to return to the Document Details page without saving.

(USF) Completing Employee Review Evaluations

Access the Manager Evaluation page.

Note. When you click Calculate All Ratings, Save, or Complete, the system displays a warning if the numeric rating in the Overall Summary section is 0.6 higher or lower than the numeric element ratings.

Completing Employee Self-Evaluation Documents

This section lists the pages used to complete employee self-evaluation documents.

The process that employees follow to complete their self-evaluation documents is similar to the process managers follow to complete their evaluation of their direct reports.

See Completing Employee Review Documents.

Pages Used to Complete Employee Self-Evaluation Documents

Page Name	Object Name	Navigation	Usage
Current Performance Documents	EPP_APPR_SELECT	Self Service, Performance Management, My Performance Documents, Current Documents Self Service, Performance Management, My Development Documents, Current Documents	Select the document that you want to work on.
Current Performance Documents - Document Details	EP_APPR_DETAIL	Click the link in the Document Type column on the Current Performance Documents page.	View the performance document details and progress, and select the employee self-evaluation to start, edit, complete or view.
Performance Document - [name] - Employee Evaluation	EP_APPR_MAIN1	Click the Edit link on the Current Performance Documents - Document Details page.	Add or update competencies and goals to the employee self-evaluation.

(USF) Recording Reviewer Comments

This section discusses how to enter reviewer comments.

Understanding Reviewer Comments

Managers can add comments about an employee's performance that are received from the employee's peers, subordinates, customers, or other reviewers.

Pages Used to Record Reviewer Comments

Page Name	Object Name	Navigation	Usage
Maintain Reviewer Comments - USF	EP_APPR_SELECT	Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Maintain Reviewer Comments USF	Select the employee review document to which you want to add comments.
Reviewer Comments USF	GVT_EP_COMMENTS	Click the employee name link on the Maintain Reviewer Comments - USF page.	Enter comments about an employee's performance from multiple reviewers.

Entering Reviewer Comments

Access the Reviewer Comments USF page.

Reviewer Comments

Reviewer ID	Select or enter the identification number of the reviewer.
Reviewer Role	Select the role that best describes the relationship between the reviewer and the employee being reviewed.

Transferring Employee Review Documents

This section lists the pages used to transfer an employee review document to another manager.

Pages Used to Transfer Employee Review Document

Page Name	Object Name	Navigation	Usage
Transfer Document	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Transfer Document Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Transfer Document Manager Self Service, Performance Management, Development Documents, Administrative Tasks, Transfer Document Workforce Development, Performance Management, Development Documents, Administrative Tasks, Transfer Document	Select documents for transfer from one manager to another.
Confirm Transfer	EP_APPR_XFER	Select one or more documents and click the Continue button on the Transfer Document page.	Confirm the transfer of documents between managers.

Cancelling Employee Review Documents

This section lists the pages used to cancel employees' review documents.

Understanding Cancelling Employee Review Documents

Managers and Employee Review Administrators (Employee Review Admin USF) can cancel an employee review document. Managers can only cancel documents with a status of In Progress. Employee Review Administrators can cancel any document that is not already cancelled. After you cancel a document, it becomes inactive. Canceling a document does not remove it from the system — it only marks it as cancelled and the document appears in the Historical Documents page instead of Current Documents. If a document is cancelled the system removes the competency evaluations that were sent to the Person’s Profile in Profile Management when the document was originally completed

Pages Used to Cancel Employee Review Documents

Page Name	Object Name	Navigation	Usage
Cancel Document	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Cancel Document Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Cancel Document	Cancel employee review documents.
Confirm Cancellation	EP_APPR_CANCEL	Select one or more documents and click the Continue button on the Cancel Document page.	Confirm the cancellation of employee review documents.

Viewing Employee Review Documents

This section lists the pages used view employees' review document.

Pages Used to View Employee Review Document

Page Name	Object Name	Navigation	Usage
View Performance Documents	EP_APPR_SELECT	Manager Self-Service, Performance Management, Performance Documents, View - Only Documents Workforce Development, Performance Management, Performance Documents, View Documents	View documents.

Processing Employee Review Reports

This section discusses how to:

Run the late employee review report.
Run the missing employee review report.

Pages Used to Process Employee Review Reports

Page Name	Object Name	Navigation	Usage
Late Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Late Documents Report	Generate a list of late review documents, by document type, for a group of employees. The system considers a review document to be late if the review's due date (review period end date) is less than, or equal to the current date.
Missing Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Missing Documents Report	Generate a list of missing employee review documents for a group of employees (group ID) and a given document type and date range. If an active employee has no review document with review period begin/end dates that would cause any part of the review period to fall within the date parameters specified for the report.

Running the Late Documents Report

Access the Late Documents page.

Language

Select the language in which you want to generate the report.

Group ID

Enter the group ID of the employees for whom you want to generate the report.

Group As Of Date

Select the as of date. The report generates a list of late documents for employees belonging to the group that is defined in the Group ID field as of the date specified.

Document Type

Select a document type, such as quarterly, annual, or project review. You define document types on the Document Types page.

Running the Missing Documents Report

Access the Missing Documents page.

Group ID

Identify the group of employees to include in the report.

Group As Of Date

Enter a group as of date.

The report generates a list of missing documents for employees belonging to the group that is defined in the Group ID field as of the date specified.

Document Type

Select a document type, such as quarterly, annual, or yearly. You define document types on the Document Types page.

Period Basis

The period basis determines which of the dates on the manager evaluation the system uses when selecting missing documents to publish in the report. Options are:

Period Begin Date

Select this option to look for employees who do not have a document of the specified type with a period begin date falling within the range that you entered in the From Date and To Date fields.

Period End Date

Select this option to look for employees who do not have a document of the specified type with a period end date falling within the range entered in the From Date and To Date fields.

Period Due Date

Select this option to look for employees who do not have a document of the specified type with a due date falling within the range entered in the From Date and To Date fields.

From and To Date

The from and to dates establish a date range that the system uses in conjunction with the period basis to select documents to include in the report. For example, if you define a from and to date range of January 1, 2001 to December 31, 2001, and the period basis is Period End Date, the report only selects documents whose period end date falls between those dates.

Document Type	Select the review type you want to associate with this group of employee review documents.
Period	Enter the dates that the review period begins and ends. The review period is the segment of time for which you are reviewing the employee.
Template	Select the template that should be used to generate the review documents. Note. For (USF) Federal employees, this field is available only when the Template Source field on the Document Type is set to User Specified. If Template is not available, the system uses the Template associated with the Employee's non-person profile. See Managing Profiles.
Create Documents	Click to create review documents for the selected employees and to access the Create Performance Documents - Results page.

Language	Select the language in which you want to generate the report.
Group ID	Enter the group ID of the employees for whom you want to generate the report.
Group As Of Date	Select the as of date. The report generates a list of late documents for employees belonging to the group that is defined in the Group ID field as of the date specified.
Document Type	Select a document type, such as quarterly, annual, or project review. You define document types on the Document Types page.

Group ID	Identify the group of employees to include in the report.
Group As Of Date	Enter a group as of date. The report generates a list of missing documents for employees belonging to the group that is defined in the Group ID field as of the date specified.
Document Type	Select a document type, such as quarterly, annual, or yearly. You define document types on the Document Types page.
Period Basis	The period basis determines which of the dates on the manager evaluation the system uses when selecting missing documents to publish in the report. Options are: Period Begin Date Select this option to look for employees who do not have a document of the specified type with a period begin date falling within the range that you entered in the From Date and To Date fields. Period End Date Select this option to look for employees who do not have a document of the specified type with a period end date falling within the range entered in the From Date and To Date fields. Period Due Date Select this option to look for employees who do not have a document of the specified type with a due date falling within the range entered in the From Date and To Date fields.
From and To Date	The from and to dates establish a date range that the system uses in conjunction with the period basis to select documents to include in the report. For example, if you define a from and to date range of January 1, 2001 to December 31, 2001, and the period basis is Period End Date, the report only selects documents whose period end date falls between those dates.