PeopleSoft ePerformance 9.1 PeopleBook

Using Inquiry Pages

This chapter provides an overview of inquiry pages and discusses how to:

View historical documents.
View documents for indirect reports.
View approval status.
Define data for inquiry pages.
View rating summaries.
View document status summaries.
View detailed calculations of performance results.

Understanding Inquiry Pages

Managers, employees, and human resources (HR) administrators can access different inquiry pages that enable them to view data of interest to their role. This section discusses:

Manager and employee pages.
Administrator pages.

Manager and Employee Pages

Managers and employees can view lists of their completed documents for both performance and development evaluations and can drill down to detail documents.

Additionally, managers can view the approval status of documents for their direct reports and access documents for their indirect reports in view-only mode.

Note. If PeopleSoft Applications Portal is installed, managers can use the Employee Performance pagelet to view the status of the documents for which they are responsible.

Administrator Pages

The following inquiry pages are designed specifically for HR administrators:

Rating Distribution Summary page.

Contains preliminary, actual, and desired rating distributions for a group of employees, defined by group ID, in the form of a bar chart. Administrators use this page to determine whether ratings are distributed in the expected manner, and to plan how to bring actual ratings in line with desired ratings.
Status Summary page.

Contains a pie chart that summarizes the status of documents for a group of employees.
Debug/Trace Results page.

Lists the detailed calculations that are associated with a particular document. An HR administrator can use this information to debug suspected problems with rating calculations.

Note. Producing this page can have a significant impact on system performance.

Viewing Historical Documents

This section discusses how to access historical documents.

Pages Used to View Historical Documents

Page Name	Definition Name	Navigation	Usage
Performance Document History	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Historical Documents, Performance Document History Self Service, Performance Management, My Performance Documents, Historical Documents, Performance Document History	Access completed documents for employees that you manage or for yourself.
Development Document History	EP_APPR_SELECT	Manager Self Service, Performance Management, Development Documents, Historical Documents, Development Document History Self Service, Performance Management, My Development Documents, Historical Documents, Development Document History	Access completed documents for employees that you manage or for yourself.
My Historical Evaluations for Others	EP_APPR_OTH_SELECT	Self Service, Performance Management, Other's Performance Documents, Historical Evaluations, My Historical Evaluations for Others Self Service, Performance Management, Other's Development Documents, Historical Evaluations, My Historical Evaluations for Others	Access completed documents for multi-participant evaluations in which you participated.

Accessing Historical Documents

Access the Performance Document History, Development Document History, or My Historical Evaluations for Others page (Manager Self Service, Performance Management, Performance Documents, Historical Documents, Performance Document History).

Note. These pages are all similar in appearance and usage; only the Performance Document History page is detailed here.

Search for Documents

Enter search criteria to limit which documents appear in the list.

Note. This page region appears only if you access the page from Manager Self-Service.

Employee First Name and Last Name	Enter the first and last names of the employee whose documents you want to access.
Period Between	Enter a date range for which you want to view documents.

Performance Documents

Completed documents that meet the selection criteria appear in this list. The information that appears—Employee, Document Type, Begin Date, End Date, Job Title, Status, and Rating—assists you to identify the specific document you want to view. You can click the link under the Document Type column to open the document for viewing.

Viewing Documents for Indirect Reports

This section lists the pages used to view documents for indirect reports.

Note. You can view documents of any status.

See Also

Accessing Documents

Page Used to View Documents for Indirect Reports

Page Name	Definition Name	Navigation	Usage
Document Details	EP_APPR_DETAIL	Manager Self Service, Performance Management, Performance Documents, View-Only Documents, View-Only Documents Select the effective date for determining employees and click Continue. Select an employee and click Continue. Select a document type.	View the document steps and statuses for the selected document. From this page, you can click the View link wherever it appears to view details of the step.

Page Name

Definition Name

Navigation

Usage

Document Details

EP_APPR_DETAIL

Manager Self Service, Performance Management, Performance Documents, View-Only Documents, View-Only Documents

Select the effective date for determining employees and click Continue.

Select an employee and click Continue.

Select a document type.

View the document steps and statuses for the selected document. From this page, you can click the View link wherever it appears to view details of the step.

Viewing Approval Status

This section lists the pages used to view approval status.

See Also

Approving Documents

Pages Used to View Approval Status

Page Name	Definition Name	Navigation	Usage
View Approval Status Summary	EP_APPRAISL_APPR_L	Manager Self Service, Performance Management, View Approval Status, View Approval Status Summary	View a list of all documents for which you are a participant in the approval process.
View Approval Status Detail	EP_APPRAISAL_EE	Select the Performance Document link on the View Approval Status Summary page.	View approval status of a single document.

Defining Data for Inquiry Pages

This section lists prerequisites and discusses how to:

Define the desired rating distribution.
Define the data collection for inquiries.

Prerequisites

Before you run inquiries to produce reports and graphs, you must:

Define rating distribution parameters.

Before defining the parameters for the desired rating distribution, define the group for which to produce a ratings distribution report.

Note. To obtain meaningful rating distribution information, you should use the same rating model and calculation method for all group members. Additionally, an employee should belong to only one group for which you define and evaluate a document result distribution. Therefore, it's important that you carefully define rating distribution groups and use the Group Member Overlap (GBP001) report to identify members with membership in more than one group.
Run the Create Summary Data (EP_RPT_SNAP) process to build a collection of data for input to various inquiries and reports.

Pages Used to Define Data for Inquiry Pages

Page Name	Definition Name	Navigation	Usage
Setup Rating Distribution	EP_DESIRED_DIST	Workforce Development, Performance Management, Reports, Setup Rating Distribution, Setup Rating Distribution	Define the parameters for generating the Rating Distribution Summary report for a selected group of employees.
Create Summary Data	RUNCTL_EP_RPT_SNAP	Workforce Development, Performance Management, Reports, Create Summary Data	Define the data collection that contains the documents against which inquiries are run. This is a prerequisite for using the Rating Distribution Summary and Status Summary inquiry pages.

Defining the Desired Rating Distribution

Access the Setup Rating Distribution page (Workforce Development, Performance Management, Reports, Setup Rating Distribution, Setup Rating Distribution).

The group for which you define the desired distribution parameters appears at the top of the page.

Review Rating Model

For the report to be meaningful, all group members for which you are defining parameters should share the same rating model and calculation method that you select in the following fields.

Document Type	Select the type of document for the desired distribution.
Rating Model	Select the rating model for the desired distribution.
Calc Method (calculation method)	Select the calculation method for the desired distribution. Options are: Average, Revw Band (review band), or Sum (summation).

Desired Rating Distribution

The desired rating distribution defines, for a given group of employees, the desired percentage of documents that should fall into each rating category or point spread. The selected calculation method determines which fields appear in this group box:

Review Rating	If the calculation method is average or review band, this field displays the document's qualitative ratings from the rating model table.
Description	If the calculation method is average or review band, the description of the qualitative rating appears. The descriptions come from the Rating Model table.
From Points and To Points	These fields appear if the calculation method is summation. Enter the beginning point value and ending point value for the desired distribution. Enter point ranges sequentially; do not leave gaps or enter overlapping point ranges.
Desired Distribution	If the calculation method is summation, enter the percentage of employees that should receive the number of points that are defined by the From Points and To Points fields. If the calculation method is average or review band, enter the percentage of employees that should receive the rating that is specified in the Document Rating field. Distribution percentages must add up to 100.

Examples

The following examples illustrate how the Desired Distribution field works with the From Points, To Points, and Review Rating fields:

For five percent of the group members to receive a rating of 10 to 20 points, enter 10 in the From Points field, 20 in the To Points field, and 5 in the Desired Distribution field.
For five percent of the group members to receive a review rating of O (outstanding), enter five percent in the Desired Distribution field that corresponds to the O rating.

Defining the Data Collection for Inquiries

Access the Create Summary Data page (Workforce Development, Performance Management, Reports, Create Summary Data).

The Create Summary Data process builds the data collection that is used in the rating distribution and status inquiry pages. You must specify at least a Group ID and a Group As Of Date to run this process; other parameters are available to further refine the data collection.

Group As of Date	The system summarizes data for employees belonging to the group defined in the Group ID field as of the date specified.
Document Type	Select a document type, such as quarterly, annual, or yearly. If you leave this field blank, the system selects all document types.
From Date and To Date	Enter the dates that define a date range for selecting documents to include in the report. These fields work in conjunction with the period basis selection.

Period Basis

Period Begin Date	Select to have the system retrieve data for documents that have a period begin date that falls between the dates that you enter in the From Date and To Date fields. The period begin date represents the first day of the period and is associated with a document when the document is first created.
Period End Date	Select to have the system retrieve data from documents that have a period end date that falls between the dates that you enter in the From Date and To Date field. The period end date represents the last day of the period and is associated with a document when the document is first created.

Group ID

Group ID

Enter the group ID that is associated with the employees for whom you want to generate the inquiry data. Group IDs are defined as part of the Group Build process in PeopleSoft HR.

Note. When generating data for the status inquiry pages, PeopleSoft recommends that group members share the same approval process option.

Viewing Ratings Summaries

This section provides an overview on ratings distribution, lists prerequisites, and discusses how to:

View rating distribution summaries.
View rating distribution details.

Understanding Ratings Distributions

The ratings distribution summary report is the most reliable if the documents for everyone in the ratings distribution group are no longer in the In Progress status, and that an overall summary rating was entered or calculated on all documents. Additionally, because the rating distribution reports include preliminary ratings, you should ensure that all preliminary ratings are entered.

Prerequisites

Before you can view a rating distribution summary you must:

Define the desired rating distribution on the Setup Rating Distribution page.
Build the data collection from which the rating distribution is generated on the Create Summary Data page.

Pages Used to View Ratings Summaries

Page Name	Definition Name	Navigation	Usage
View Rating Summary	EP_DISTRIB_SUM	Workforce Development, Performance Management, Reports, View Rating Summary	View the preliminary, actual, and desired rating distributions for a group of employees and document type.
Rating Distribution Detail	EP_DISTRIB_DTL	Click a bar on the View Rating Summary report.	View details for employees that fall into the selected rating category or point spread on the rating distribution bar chart.

Viewing Rating Distribution Summaries

Access the View Rating Summary page (Workforce Development, Performance Management, Reports, View Rating Summary).

Group ID

The group ID for the employees whose rating results appear on the page.

Rating Model

The rating model that is used to quantify and evaluate employee performance.

Total Prelim Rated Documents (total preliminary rated documents)

The total number of documents for which preliminary ratings were defined.

Total Final Rated Documents

The total number of documents with final rating results.

Calc Method (calculation method)

The method that is used to calculate ratings. Values are: Summary, Average, and Review Band.

Note. The document template defines the calculation method.

Last Updated

The date on which the document rating distribution data that appears on the page was last calculated.

Note. To calculate the data, you must run the Create Summary Data process.

Bar Chart Data

The information that the bar chart represents depends on the method that is used to calculate the overall ratings:

If the calculation method is Average or Review Band:
- The vertical axis shows the percentage of completed documents.
- The horizontal axis shows qualitative rating categories, for example: Company Maker or Exceeds Expectations.
If the calculation method is Summation:
- The vertical axis shows the percentage of documents that fall into each point range that is defined on the Desired Rating Distribution page.
- The horizontal axis shows each from and to point range that is defined on the Desired Rating Distribution page.

For both calculation methods, the bar chart compares preliminary, actual, and desired results. Preliminary results come from the Preliminary Ratings page; actual ratings come from the Manager Evaluation page; desired results come from the Desired Rating Distribution Table page.

Click a preliminary or actual bar to access the Rating Distribution Details page, where you can view detailed information for the selected rating category or point spread.

See Also

Calculation Methods

Viewing Rating Distribution Details

Access the Rating Distribution Detail page (click a bar on the Rating Distribution Summary report).

This page lists detailed information for the employees within the rating category or point spread that you selected on the Rating Distribution Summary page.

Approval Status

The code for the approval status:

NREQ: Not required
OPEN: Not submitted
SUBM: Submitted
APRV: Approved
DENY: Denied

Calculation Method

The calculation method that is used to calculate the overall ratings. Values are A (average), R (review band), and S (summation).

Viewing Document Status Summaries

This section provides an overview of status inquiry page access, lists a prerequisite, and discusses how to:

View the document status summary.
View document status details.

Understanding Status Inquiry Page Access

For the status inquiry pages, group members should share the same approval process option. The approval process option determines when, and if, documents approval is required. It also determines which statuses documents must pass through before they reach the Complete status.

To access the Status Inquiry pages, enter either a group ID or a document type to select the employees whose document statuses you want to view. All members of the group should have the same document type. If more than one document template was used to generate the documents, and the review process options differ (for example, some documents hold a review and others do not), then it is possible that not every document that is selected for the report will go through the same set of statuses.

The inquiry pages always represent the correct percentage of documents in each status; however, if more than one review process option is represented, the pages might not give you a complete picture of the statuses through which documents must pass.

Prerequisite

Before you can use inquiry pages to view the status of documents, use the Create Summary Data page to create a snapshot of the data to be used by the inquiry page.

Pages Used to View Document Status Summaries

Page Name	Definition Name	Navigation	Usage
View Status Summary	EP_STATUS_SUM	Workforce Development, Performance Management, Reports, View Status Summary, View Status Summary	View a pie chart that shows the percentage of documents in each document status. Each wedge represents a document status.
Document Status Detail	EP_STATUS_DTL	Click a wedge in the pie chart on the View Status Summary page.	View the list of employees that comprise the document status selected on the Document Status Summary page. Also see status details for each employee.

Viewing the Document Status Summary

Access the View Status Summary page (Workforce Development, Performance Management, Reports, View Status Summary, View Status Summary).

Total Documents

Displays the total number of documents for which summary results are available.

Last Updated

Displays the date when the document status summary data that appears on the page was last calculated.

Note. To calculate the displayed data you must run the Create Summary Data process.

Pie Chart Data

For the selected group and document type, the pie chart displays the percentage of documents that are currently associated with each document status.

Click a wedge to access the Document Status Detail page, where you can see the list of employees with documents in the selected status.

Viewing Document Status Details

Access the Document Status Detail page (click a wedge in the pie chart on the View Status Summary page).

This page displays the employee IDs, employee record numbers, employee names, period begin and end dates and the approval statuses for the wedge you selected in the pie chart on the View Status Summary page.

Approval Status

The code for the approval status:

NREQ: Not required
OPEN: Not submitted
SUBM: Submitted
APRV: Approved
DENY: Denied

Viewing Detailed Calculations of Performance Results

This section provides an overview of debug/trace logs, lists a prerequisite, and discusses how to:

View the debug/trace log.
View calculation information.

Understanding Debug/Trace Logs

You can view a log of the steps that the system takes to calculate the results of a selected document. This feature can be helpful when you're trying to debug setup problems that are not easily identified by looking at the results of a document calculation.

The system generates a debug/trace log for a document when the user clicks a calculate button on the Maintain Documents page.

When a user first enters the Evaluation page, the system deletes any existing debug/trace information for the subdocument and begins a new trace. The document does not need to be saved to record the debug/trace results; clicking a calculate button automatically saves the results to the log.

Review the results of the debug/trace process after results are calculated and before accessing the Evaluation page for the same subdocument, since accessing the page again deletes the debug/trace data just created.

Prerequisite

To have the system log calculation entries, the Debug Rating Calculation, you must select the check box on the General Settings page.

Warning! Enabling this feature can have a significant impact on system performance. We recommend that you use the feature only when you are testing and debugging the ePerformance setup.

See Also

Defining System Settings

Pages Used to View the Debug/Trace Log

Page Name	Definition Name	Navigation	Usage
ePerformance Debug/Trace Log	EP_DEBUG	Workforce Development, Performance Management, Calculation Debug/Trace Results, ePerformance Debug/Trace Log	View the detailed calculations for a document so that you can debug or trace the calculation.
ePerformance Debug/Trace Log (printable version)	EP_DEBUG_PRNT	Click the Printable Version link on the ePerformance Debug/Trace Log.	Display all calculation information on a single page for convenient printing.

Viewing the Debug/Trace Log

Access the ePerformance Debug/Trace Log page (Workforce Development, Performance Management, Calculation Debug/Trace Results, ePerformance Debug/Trace Log).

Note. To access this page you must select the Debug Rating Calculations check box on the ePerformance install page (Set Up HRMS, Install, Product and Country Specific, ePerformance: General Settings, ePerformance) and then perform a calculation on a Manager Evaluation page.

Log Entry Type

Select a log entry type to filter the output. Options are:

Trace:

Only those entries that show the steps performed in the calculation appear.
Info:

Informational entries only appear. For example, an information entry is created when the system attempts to calculate a section for which none of the subordinate items have been rated. Information entries help explain why a particular result is obtained from a calculation.
Errors:

Errors appear in red and generally indicate a setup problem.

Printable Version

Click to render a page that presents all trace information, without tabs, so that you can print a copy.

Note. When using the browser's File, Print option to print this page, be sure to set the printer layout to landscape mode.

Step Detail Tab

Click this tab to view the rating model, calculation method, review rating, numeric rating, review points, and the trace/debug messages for the employee.

Viewing Calculation Information

Access the ePerformance Debug/Trace Log: Step Detail page (click the Printable Version link on the ePerformance Debug/Trace Log).

Group ID	The group ID for the employees whose rating results appear on the page.
Rating Model	The rating model that is used to quantify and evaluate employee performance.
Total Prelim Rated Documents (total preliminary rated documents)	The total number of documents for which preliminary ratings were defined.
Total Final Rated Documents	The total number of documents with final rating results.
Calc Method (calculation method)	The method that is used to calculate ratings. Values are: Summary, Average, and Review Band. Note. The document template defines the calculation method.
Last Updated	The date on which the document rating distribution data that appears on the page was last calculated. Note. To calculate the data, you must run the Create Summary Data process.