Understanding the Nomination and Tracking Processes

Multi-Participant Process

The multi-participant process enables individuals other than the manager and employee to provide direct feedback into an employee's performance or development document. Additional roles might include peers, mentors, customers, and other managers.

You select the roles and specify the capabilities of each role on the document template. The options that you select on the document template also control how the manager and employee interact with the process.

Image: Illustration of the multi-participant process, which enables individuals other than the manager and employee to provide direct feedback into an employee's performance or development document.

This diagram illustrates the steps of the multi-participant process:

The multi-participant process can begin any time after the Define Criteria step has started.

The actions that managers and employees can perform relative to multiple participants are defined on the Template Definition - Process page in the Nominate Participants and Review Participant Evaluations page regions. These actions include:

• Nominate participants.

  Although both the manager and employee can nominate participants if the Updated By check box is selected for their role, only the role that is selected in the Submitted By field can approve and submit the nominations.

  Before nominations can be submitted, the Define Criteria step (if the Define Criteria business process is enabled) and the Finalize Criteria step (if the Track Progress business process is enabled) must already be completed.

• Track the status of nominations and cancel nominations.

  A tracker might cancel a nomination if it is pending for too long. The tracker has the ability to resubmit canceled nominations.

• Review participant evaluations.

  This step consists of two functions: tracking participant evaluations and accessing the content of participant evaluations. The ability to perform these two functions is set separately on the Template Definition - Process Page of the document template.

  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 participant evaluation is available to open and view the evaluation itself.

  Note: A user that can open evaluations can also change the due date of the evaluation or send it back for rework. Both of these actions trigger notifications to the participant.

Optional features of the nomination process that are controlled on the document template include the ability to:

• Establish a minimum and maximum number of participants.

• Designate that nominee information is anonymous in the tracking nominations feature.

• Designate that feedback from a participant role is anonymous for either the manager and/or employee.

Nominations

Nominations are not submitted to nominees until the minimum number of participants are nominated and the Define Criteria step (if the Define Criteria business process is enabled) and Finalize Criteria step (if the Track Progress business process is enabled) are complete. After a nomination is submitted, it has the status of Pending.

Nominees can view their evaluation requests and accept or decline nominations. When a nominee accepts a nomination, the nomination status changes to Accepted, and the system generates an evaluation for the nominee.

Multi-Participant Evaluations

A nominee who accepts a nomination becomes a participant. An evaluation, with the specific content and capabilities that are defined for the role on the document template, is created for each participant at the time they accept the nomination.

Notifications

The administrator can set the system to send out email notifications when nominations are submitted, accepted, declined, or canceled in the Nominate Participants step.

See Defining System Settings.