How You Transfer Performance Documents

HR specialists and managers can transfer worker performance documents from one manager to another. For example, they can transfer the performance document when a worker is assigned to a new manager, or the current manager leaves the organization.

When a worker has more than one document, the HR specialist and manager can transfer the documents to the same manager or different managers.

Transfer by HR Specialists

HR specialists can transfer performance documents in any status from one manager to another. They must have security access to the workers for whom they're transferring the documents. HR specialists can't transfer their own documents to another manager.

1. Go to My Client Groups > Performance > Performance Documents.

2. Search for the performance documents that you want to transfer.

3. Select the performance documents and click Actions > Transfer.

4. Select a reason for transferring the document.

   Note: Organizations can add their own reasons to the default list by using the ORA_HRA_MASS_UPD_TASK_REASON profile option in the Performance Lookups task in the Setup and Maintenance work area.

5. Enter the new manager's name and select it from the list.

6. Click Submit.

Transfer by Managers

Managers can transfer performance documents to another manager. They can transfer a single document or multiple documents at a time. Managers can't transfer completed or canceled performance documents.

1. Go to My Team > Performance.

2. Search for the employee or employees whose performance document you want to transfer.

3. From the Actions menu, select Transfer.

4. Enter the new manager's name and select it from the list.

5. Click Save and Close.

Transfer Using HCM Data Loader (HDL)

As an HR specialist, you can perform a mass transfer of performance documents to new managers. You can use the Performance Document object in both HCM Spreadsheet Data Loader (HSDL) and HCM Data Loader (HDL). Simply change the manager's assignment number to the new manager's assignment number and enter Update Performance Document Manager in the Operation attribute. Make sure that the assignment number of the new manager isn't an assignment number for the employee being evaluated. If the assignment number of the new manager belongs to a participant with an in progress or not started feedback request then the participant is locked out of the request.

Transfer Automatically

You can automatically transfer any open performance documents from an employee’s previous manager to the new manager. You need to perform these steps for the automatic transfer:

1. Set the Auto Transfer Performance Documents to New Manager profile option value to Yes. When enabled, the profile option checks if there’s a manager change with an effective date as of today, earlier, or in the future. It uses the following criteria to check:
   • If there are multiple manager changes on the same day it checks for who the manager is at the time of processing. It doesn’t process all previous manager records on the same day.
   • If the employee has any performance documents that aren’t started, or in-progress. It doesn’t process the performance documents if the status is completed or cancelled.
   • If the previous manager was the performance document manager.
2. Set the HRC_Disable_HCM_Events_Processing profile option to N. An event is triggered only if you change the manager, it isn’t triggered if you add or delete a manager.

3. Schedule the Transfer Performance Documents with Manager Change process. When run daily, the process determines if there are any changes to the manager as of the system date or earlier. It then transfers performance documents from the previous manager to the new manager regardless of manager type. A notification is sent for each performance document that’s transferred to the new manager.

   Note: If an employee has other in-progress performance documents which are managed by another manager, for example, a matrix manager or HR specialist, those performance documents aren’t impacted by the manager change.

Select Participant as a New Manager

Both HR specialists and managers can transfer performance documents to a participant who previously provided feedback. They can also make a current participant the new performance document manager. When they do this, they can't send any more participant feedback requests to that manager for the same performance document. However, the previous manager can become a participant for any new participant feedback requests.

When a participant becomes the new performance document manager, the feedback that the participant provided earlier is still available in the performance document. If they have any open participant feedback requests from before for the same performance document, that request becomes locked and they can't complete it.

Impact of Transferring Performance Documents

After you transfer a performance document:

• The previous performance document manager can't view the performance document unless they still have access to the employee. If they still have access to the employee, they can see a read-only version of the document.

• The new manager can view the performance document and all the data in it.

• Performance ratings and comments from the previous manager and participant feedback remain intact in the performance document.

• The new manager can edit the performance document, including any comments and ratings provided by the previous manager.

• The worker, new manager, and feedback participants can continue the evaluation by performing the next available task in the process flow.

If notifications are enabled, the previous manager, the new manager, and the employee receive notifications when an HR specialist transfers the document.