Creating Document Templates

When you select this check box, the system displays:

• The Define Criteria Steps group box on the Process page.

• The Include in Define Criteria option on the Structure page.

• The Define Criteria Step – Role Rules grid on the Structure page, if the Include in Define Criteria option is enabled.

• The Define Criteria step on the left-hand navigation of the performance document

When you select this check box, the system displays:

• The Track Progress Steps group box on the Process page.

• The Include in Track Progress option on the Structure page.

• The Track Progress Step – Role Rules grid on the Structure page, if the Include in Track Progress option is enabled.

• One or more Checkpoint <#> steps on the left-hand navigation of the performance document.

Select to support mid-period checkpoints and finalizing the criteria.

Select to enable the Nominate Participants step, which provides 360 degree feedback functionality.

When you select this check box, the system displays the Nominate Participants and Review Participant Feedback group boxes on the Process page.

Select the method used to calculate document due dates. Values are:

Performance Calendar: Use the performance calendar defined in the system to determine the due dates when a document is created. Before selecting this option, make sure that a performance calendar already exists.

Template Setup: Use the Document Due Days and Period Type fields specified by role to determine the due dates when a document is created.

Enter the ID of a calendar and calendar period, if Performance Calendar is selected as the due date calculation method.

When the calendar period ID is specified, the system populates potential due dates in the Calendar Period Due Date field in the Evaluations grid on this page, as well as the due dates that are displayed on the Process page.

Select one or more roles that can participate in evaluations that are generated using this document template.

The manager and employee roles always appear in this list. You can add additional roles that you defined on the Roles page.

Select this check box to have the system create an evaluation for the role. For example, if this option is enabled for the employee role, the step for self evaluation becomes available on the Steps and Tasks pagelet. The check box for the manager role is always selected and cannot be altered, because the system uses the manager evaluation as the central repository in which all the inputs and comments inserted for a review are captured and tracked. In other words, manager evaluation is a required step for all reviews.

Select to provide users of the corresponding role the ability to download documents locally and edit them offline.

When a document is created from this document template, an icon becomes available on the document for users to view and download the document in rich text format (RTF).

Displays the evaluation due dates by role that are calculated using the calendar information entered in the Document Due Date Method group box.

This field appears if the Performance Calendar is selected in the Due Date Method field.

Enter the number of days that the document is due before or after the period end date. This field appears if the Template Setup is selected in the Due Date Method field.

Documents always pertain to a specific period of time, defined by the period begin and period end dates. These dates are established when the document is created.

The document due date appears on the Employee Performance pagelet that managers can use to monitor pending performance documents (if you have PeopleSoft Applications Portal).

The due date is also used to generate the Late Reviews (EP_LATE_APPR) report and to run the Create Summary Data (EP_RPT_SNAP) process.

To change the due date, the manager or the administrator must go into the employee evaluation and select the change due date button at the bottom of the evaluation. The evaluation must be In Progress to change the due date. Also managers can not change the due dates on their own documents. Only the administrator can do this.

Select one of these values to indicate the period in which the number of days you entered should apply:

• Before Period End Date

• After Period End Date

This field appears if the Template Setup is selected in the Due Date Method field.

Select this check box to display the employe's ID in the document header.

Select this check box to display the employee's step ID and description in the document header. You can locate the value for this field on the Salary Plan page.

Select this check box to display the employee's grade ID and description in the document header. You can locate the value for this field on the Salary Plan page.

Select this check box to display the employee's department number and description in the document header. You can locate the value for this field on the Work Location page in Job Data component.

Select this check box to display the employee's location ID and name in the document header. You can locate the value for this field on the Work Location page in Job Data component.

Select this check box to display the Years of Service field in the document header, showing the employee’s years of service in the company. When calculating years of service for this page, the system uses the current system date or the period end date.

Select this check box to display the Years of Job field in the document header, showing the employee's years in the job. When calculating this value, the system uses the current system date or the period end date.

Select this check box to display a link in the document header that takes the user to the Rating History page. The Rating History page displays all of the past overall ratings of the employee for the document type on the template.

Select the user roles who can update criteria in documents created from this template.

Select the user roles who can complete the Define Criteria step in documents created from this template.

Enter the number of days After Period End Date or Before Period End Date to be the approval due date.

This field appears if Template Setup is selected as the due date method.

Displays the calculated approval due date. This field appears if Performance Calendar is selected as the due date method.

Select the user roles who can update the criteria in the Checkpoint <#> steps in documents.

Enter the number (0 to 11) of checkpoints scheduled in documents.

This field is available for entry only when the due date method is set to Template Setup on the Template Definition - General page. if the due date method is set to Performance Calendar, this field displays the number of checkpoints based on their due dates that are defined in the calendar.

Enter the number of days After Period End Date or Before Period End Date to be the checkpoint due date.

These fields appear if Template Setup is selected as the due date method.

Displays the calculated checkpoint due date.

This field appears if Performance Calendar is selected as the due date method.

Select the user roles who can complete the Finalize Criteria step in documents so the evaluation steps can begin.

Select for the system to copy the latest comments from the Finalize Criteria step to the employee and manager evaluations. Only comments entered by the employee will be copied to the employee self evaluation and only comments entered by the manager will be copied to the manager evaluation.

Enter the number of days After Period End Date or Before Period End Date to be the criteria completion due date.

These fields appear if Template Setup is selected as the due date method.

Displays the calculated criteria completion due date.

This field appears if Performance Calendar is selected as the due date method.

Select the user roles who can add the name of people to participate in the review.

Select the user roles who can submit the names of nominees to participate in the review.

Select the user roles who can track the nomination process.

Enter the number of days After Period End Date or Before Period End Date to be the due date for nominating review participants.

Displays the calculated nomination due date.

This field appears if Performance Calendar is selected as the due date method.

Select to allow employees to delete the nominees that were added by the manager before the nominees are submitted. This field appears if the employee role is included in the Added By field.

Select to allow manager, employee, or both roles to see the names of people who are participating in the review on the Participant Evaluation modal page.

Select to allow manager, employee, or both roles to drill down to participants’ evaluations on the Participant Evaluation modal page.

If this option is selected, the Track Evaluations option have to be selected as well.

Select to hide the names of participants of the corresponding role from the employee, manager or both. The system masks the participant’s name using this format: <role name><sequence #>.

For example, if you select the Anonymity for Employee field to hide the names of all participants of the Peer role from the employee, the system displays participants’ names as Peer1, Peer2 and so on when the employee:

• Tracks participant nominations using the link on the Steps and Tasks pagelet, if enabled.

• Reviews participants’ evaluations using the link on the Steps and Tasks pagelet, if enabled.

Similarly, if the Anonymity for Manager option is enabled for the Peer role, the system displays participants’ names the same way when the manager tracks participant nominations and reviews participants’ evaluations using links on the Steps and Tasks pagelet, as well as reviews participants’ feedback at the section level, item level, and subitem level that appears in the manager document.

Select this check box to have the participants’ names and job titles appear in the Other Participants collapsible section below the header area of the manager document. The system enables this check box only when the Anonymity for Manager check box is deselected for the role. If the role is anonymous to the manager, then the system does not display the names on the manager document.

Select the sequence by which the review is completed.

This field identifies the process for reviewing a document with the employee, and when this review takes place relative to a formal approval of the document. It also controls when actions such as Submit for Approval, Complete, Share with Employee, and Request Acknowledgement are available to the manager.

Options are:

• Apvl After Review-3 Steps (approval after review-3 steps).

• Apvl After Review-4 Steps (approval after review-4 steps): Select if the document approval occurs after the manager reviews the completed document with the employee.

• Apvl Before Review-3 Steps (approval before review-3 steps).

• Apvl Before Review-5 Steps (approval before review-5 steps): Select if the approval must occur before the manager reviews the completed document with the employee.

• Apvl No Review (approval no review): Select if an approval process is required, but the manager does not need to review the document with the employee.

• No Apvl No Review (no approval no review): Select if neither an approval process or a review of the completed document is required.

• No Apvl with Review-2 Steps (no approval with review-2 steps).

• No Apvl with Review-4 Steps (no approval with review-4 steps): Select if the manager reviews the completed document with the employee, but no approval process applies.

See Understanding Review and Approval Processes.

Select the approval definition that determines the chain of approvals a document must go through when the manager clicks the Submit button on the performance document.

The default value selected on the Document Type page appears here, but you can change it. This field applies only if the selected review process includes approval.

Valid options are:

• ManagerOnly

  This is a one-step approval process that routes the transaction to an approving manager.

• ManagerToAdmin

  This is a two-step approval process that routes the transaction to an approving manager and then to the ePerformance HR Administrator.

• AdminOnly

  This is a one-step approval process that routes the transaction to the ePerformance HR Administrator.

If you want to view a graphical representation of the ratings on the document for the manager or employee, select one or both check boxes.

Select this check box to automatically cancel evaluations that are not completed and nominations that are not accepted when the manager evaluation moves past the Evaluation in Progress status. This option prevents late evaluations from coming in and altering the average ratings.

Specify how the system should round calculated ratings whenever the system uses the Average calculation method. Values are Down, Standard, and Up. With standard rounding, the system rounds up on 5 and rounds down on 4. For example, 2.5 rounds to 3, while 2.4 rounds down to 2. This works in combination with the number of decimal places the system rounds to. For one decimal place, 2.45 rounds to 2.5, while 2.44 rounds to 2.4.

If you select a rounding rule, enter the number of decimal places for rounding. No more than two decimal places are allowed.

Select this check box if you want the system to automatically performs all roll-up calculations to calculate an overall summary rating. This feature is the default, and causes a Calculate button to appear on the evaluations. To have evaluators manually enter all ratings, deselect this check box.

If the Calculate Ratings check box is selected, select how the system should map numeric ratings to qualitative ratings when there is no exact match after the rounding rule is applied. For example, the calculated rating 2.7 falls between numeric ratings defined on the Rating Model Table page as 1, 2, 3, and 4; the mapping method defines the numeric rating to map to the value 2.7.

Options are Highest, Lowest, and Nearest.

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

A = Superior (numeric rating = 1)

B = Good (numeric rating = 2)

C = Average (numeric rating = 3)

D = Needs improvement (numeric rating = 4)

If the system calculates a rating of 2.7 (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 3, or Average.

• Lowest yields the next numerically lowest rating—in this case 2, or Good.

• 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 system assigns the numerically higher of the two ratings.

To enable the (JPN) Salary Planning process by review ID, select the ID. You define IDs on the Define Review JPN page. You can only select documents defined for the selected document type.

Select this check box if the selected review ID is eligible for the Grade Advance feature of the Plan Salaries business process. It is selected automatically if theInclude in Grade Advance check box is selected on the Define Review JPN page.

Select this check box to enable the role to add items to this section during this step. If the role can add items, they can also update and delete items that they add.

See Add <section item> Page.

Select this check box to enable the role to update items in this section during this step that were added by a source other than themselves; for example, the manager, the profile, or the template. In addition, if the item was cascaded down to the document, they can also update it.

Select this check box to enable the role to delete items during this step that were added by a source other than themselves; for example, the manager, the profile, or the template. In addition, if the item was cascaded down to the document, they can also delete it.

Select this check box to enable the role to copy business objective items into documents. This option is available only to the Manager and Employee roles.

See Copy from Business Objectives Page.

Select this check box to enable the role to copy items into documents from the ones that were created for the manager listed, with matching document usage (performance or development), document type, section, content type and evaluation period. This option is available only to these two roles:

Manager: the user of this role can copy items from documents where he or she is the person to be evaluated.

Employee: the user of this role can copy items from documents where his or her manager is the person to be evaluated.

See Copy from Manager Document Page.

Select this check box to enable the role to copy items into documents from the ones that he or she owns, with matching document usage, document type, section, and content type. This option is available only to these two roles:

Manager: the user of this role can copy items from any documents that he or she owns as a manager, regardless of document status.

Employee: the user of this role can copy items from any of his or her previous documents.

See Select a Document Page and Copy <section item> from My Documents or Copy <section item> from My Team’s Documents Page.

Select to display the text field at the item level for role users to enter comments during the Track Progress step. The employee and manager can share comments as needed.

Select to enable at least one Item Comments or Section Comments option in any section for the manager role.

Select to display the text field at the item level for role users to enter comments during the Track Progress step. The employee and manager can share comments as needed.

Select to enable at least one Item Comments or Section Comments option in any section for the manager role.

Select the role for which you are defining rules.

Select this check box to enable the author to assign a section rating. This field is available if the Rate option in the Section region is selected for the section.

Select this check box to enable the author to rate items in this section.

This field is enabled if the Rate option in the Items region is selected for the section.

Select this check box to enable the author to rate sub-items in this section.

This field is enabled if Rate is selected in the Items page region for the section.

Select this check box to have the Override Rating button appear next to the Calculate button on the evaluation. The author can click this button to modify the calculated rating.

This option is enabled when the Calculate Ratings check box is selected on the Template Definition - Process page.

Select this check box to display the employee’s rating (from the completed self evaluation) in the manager document for this section.

Select this check box to have the evaluation display both the rating and the numeric equivalent or points of the rating that you define on the Rating Model Definition page.

This option is enabled if Rate option in the Section region is selected for the section.

Select this check box to enable the author to assign a section weighting.

This option is enabled if Weightoption in the Section region is selected for the section.

Select this check box to enable the author to weight items in this section.

This option is enabled if Weightoption in the Items region is selected for the section.

The Weight option is available for edits if the Rate option is enabled at the item level.

Select this check box to have the section contain an area for users to add a free-form description of the employee's performance on the section. If you do not select this check box for a role, the other selections for the role are not available.

Select this check box to display the employee’s comments (from the completed self evaluation) in the manager document for this section.

This option is available to the Manager role only; it becomes editable if the Comments option is selected for the Employee role.

Select this check box to enable managers to view participant (for example, users of Peer or Other roles) feedback directly on manager documents without any page transfer. Participant feedback, if available, is displayed in a collapsible section at the section, item and sub-item levels based on template setup.

This option is available to the Manager role row only. If enabled, managers can view participant feedback when they edit or view manager documents; similarly, administrators and indirect managers can view participant feedback when they view manager documents.

Select an option to have text suggestions from the Results Writer tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation.

Results Writer suggestions are predefined statements that describe the employee's proficiency level for the associated item. The Results Writer tool is designed for competency and sub-competency sections of an evaluation.

This field is enabled only if the Comments check box is selected for the role

The available options are:

• Competency

  Select to list the Results Writer statements that are associated with competencies. You associate statements with competencies on the Results Writer - Competency Page.

• Sub-Competency

  Select to list the Results Writer statements that are associated with sub-competencies. You associate statements with sub-competencies on the Results Writer - Sub-Competencies Page.

• Not Used

  Select if you do not want Results Writer suggestions to appear on the Suggested Results page.

Select an option to have text suggestions from the Development Tips tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation.

Development tips are predefined statements that suggest how employees can improve proficiency at the associated item and are designed primarily for competency and sub-competency sections of a evaluation. However, you can enable this feature for other sections of an evaluation as well.

This field is enabled only if the Comments check box is selected for the role

The available options are:

• Competency

  Select to list development tips that are associated with competencies. You associate development tips with competencies on the Link Development Tips - Competency Page.

• Sub-Competency

  Select to list development tips that are associated with sub-competencies. You associate development tips with competencies on the Link Development Tips - Sub-Competencies Page.

• Not Used

  Select if you do not want development tips to appear on the Suggested Results page.

Select this check box to have comments that were entered by other evaluators appear on the Suggested Results page for the role. Only comments from completed evaluations that were entered for the same summary section appear on the list.

This field is enabled only if the Comments check box is selected and the role is manager.

Select this check box to have performance notes that the employee or manager entered during the Establish Criteria step appear on the Suggested Results page. Only notes that were entered for the same section or item by the same person appear on the list.

This field is enabled only if the Comments check box is selected for the role.

Select this check box to have items in the section contain an area for authors to add a free-form description of the employee's performance on the item. If this check box is selected, the Results Writer, Development Tips, Other Evaluator Comments, and Notes check boxes are enabled for the role. The use of these fields is analogous to the same fields under the Section tab.

Select this check box to display the employee’s comments (from the completed self evaluation) in the manager document for each section item.

Same as Section tab.

Same as Section tab.

Same as Section tab.

Same as Section tab.

Select this check box to enable the role to add items to this section. If the role can add items, they can also update and delete items that they add.

Select this check box to enable the role to update items in this section on the documents that are generated for the role that were added by a source other than themselves; for example, the manager, the profile, or the template. In addition, if the item was cascaded down to the document, they can also update it.

Select this check box to enable the role to delete items in this section on the documents that are generated for the role that were added by a source other than themselves (for example, manager, profile, template or cascaded).

Select this check box to enable the role to copy business objective items into the documents that are generated for the role.

This option is available only to the Manager and Employee roles.

Select this check box to enable the role to copy items from the manager's document into the documents that are generated for the role.

This option is available only to the Manager and Employee roles.

Select this check box to enable the role to copy items from another document that he or she owns. This option is available only to these two roles:

Manager: the user of this role can copy items in from any documents that he or she owns as a manager, regardless of document status.

Employee: the user of this role can copy items in from any of his or her previous documents.

When enabled, users can copy items from other documents of the same document type, content type, section, and owner or manager.

Select this check box if you want the system to update the employee's profile in the Manage Profiles business process with this document.

This field is enabled if all these conditions are met:

• The selected special processing in the Section section is either Business Objectives or None.

• The Rate option is selected in the Items section, and a content type is specified in the Content Type field of the same section.

  In order for the Rate option in the Items section to be editable, the Rate option in the Section section must already be enabled.

• The Rate Item option in the Final Evaluation Step - Role Rules: Rate/Weight section is selected.

Select the profile type. These profile types are defined in the Manage Profiles business process with an Identity Option equal to Person.

This field is available if the Update Person Profile check box is selected.

Select an instance qualifier that distinguishes this evaluation from other evaluations in the Manage Profiles business process. ePerformance delivers instance qualifiers that allow the evaluations coming from ePerformance to be identified as Manager, Nominee, or Self.

Select an item from the Content Item Detail (JPM_CAT_ITEM) table.

You can only select content items that are linked to the content type entered in the Content Type field on the Template Definition - Structure page.

This field does not apply to free-form items.

Enter the title for a free-form item.

You can only enter titles for free-form items. Otherwise, the system displays the text that was entered in the Description field on the Content Items - Items Details page.

Enter the description for a free-form item that you are adding.

You can only enter descriptions for free-form items. Otherwise, the system displays the text that was entered in the ePerformance Description field on the Content Items - Items Details page.

This field is enabled only if you selected the Description check box in the Items group box on the Template Definition - Structure page.

Enter text that clearly and objectively describes the standard by which this item is measured. This text appears on the performance or development document.

The system displays these fields if the Measures check box is selected on the Template Definition - Structure page.

Select either Advanced, Basic, or Intermediate. Since the values come from the Content Catalog, it follows the same rules as other evaluation criteria fields such as Description and Measurements. To edit the field, select the Edit icon on the Establish Criteria or Document page. Clicking the icon transfers you to the Edit Item page where you can update the criteria.

The system displays this field if the Level of Difficulty check box is selected on the Template Definition - Structure page.

Select the rating model for this item.

If you selected the Use Section Rating Model check box in the Items group box on the Template Definition - Structure page, the system display the rating model you entered in Rating Model field in the Section group box on the Template Definition - Structure page.

The system displays this field if the Rate check box is selected on the Template Definition - Structure page.

Select the rating at which the employee should be performing for this section item.

The system displays this field if the Target Rating check box is selected on the Template Definition - Structure page.

Enter the percentage amount that this section contributes to the overall weight.

The system displays this field if the Weight check box is selected on the Template Definition - Structure page.

Enter the minimum percentage amount that you want this item to contribute to overall weight.

The system displays this field if the Minimum Weight check box is selected on the Template Definition - Structure page.

Select one of the section items associated with the linked section.

The system displays this field if you selected the Support check box and selected a section in the Link field on the Template Definition - Structure page.

This field can be used to track the progress of an item and whether it was completed on time.

The system displays this field if the Due Date check box is selected on the Template Definition - Structure page.

This date is used only for informational purposes.

The system displays this field if the Reminder Date check box is selected on the Template Definition - Structure page.

Select whether the Employee or Manager is responsible for the completion of this item.

The system displays this field if the Ownership check box is selected on the Template Definition - Structure page.

Select this check box to prevent anyone from editing or deleting this item on the document.

The system displays this field if the Mandatory check box is selected on the Template Definition - Structure page.

Select this check box to have the word Critical appear in the detail area of the item on the document.

The system displays this field if the Critical check box is selected on the Template Definition - Structure page.

To include a sub-item from the prompt table (typically, a sub-competency) in this section of the document, select the subitem ID. You can select from the items that belong to the sub-items table that is identified in the Prompt Table field on the Template Definition - Structure page.

This field does not apply to free-form items.

Displays the title of the selected sub-item. If you're adding a free-form sub-item, enter the title here.

Displays the description of the sub-item. The system displays this field if you selected Descriptions in the Sub-items group box on the Structure page.