How Performance Document Completion Status Is Determined
You define the tasks and subtasks that are included in a performance document in the process flow. The process flow is used by a performance template to create performance documents.
The status of tasks and subtasks determines the completion status of the entire performance document.
Settings That Affect Performance Document Completion Status
Each task and subtask has a status. For example, the Set Goals task can be not started, in progress, or completed. When a task has subtasks, its status derives from the status of its subtasks. The status of a performance document derives from the status of all tasks in the document's process flow.
The following table shows the task statuses.
Task |
Roles |
Valid Statuses |
Has Subtasks? |
---|---|---|---|
Set Goals |
Worker Manager |
Not started In progress Completed |
No |
Worker Self-Evaluation |
Worker |
Not started In progress Completed |
No |
Manager Evaluation of Worker |
Manager |
Not started In progress Completed |
No |
Manage Participant Feedback |
Worker Manager |
Not started In progress Completed |
Yes |
First Approval |
Manager as Requester |
Not started Approved |
No |
Second Approval |
Manager as Requester |
Not started Approved |
No |
Share Performance Document |
Worker Manager |
Not started In progress Completed |
Yes |
Conduct Meeting |
Worker Manager |
Not started In progress (visible only to the manager after sharing the document with the worker, before the worker acknowledges the meeting) Completed |
Yes |
Final Feedback |
Worker Manager |
Not started In progress Completed |
Yes |
Set Next Period Goals |
Worker Manager |
Not started In progress Completed |
No |
The Manage Participant Feedback Task can be performed concurrently with the Worker Self-Evaluation and Manager Evaluation of Worker tasks. It's completed when the manager submits the performance document or locks the feedback to prevent any participants from providing additional feedback. The application permits the Manage Participation Feedback task to be completed whether or not any participants submitted feedback.
In addition, two statuses appear for tasks in the performance evaluation business process that don't factor in the completion status calculation:
-
Ready indicates that the task is ready to be started and the status of the previous task in the process flow is Completed. Not Started, by contrast, indicates the task hasn't been started and isn't ready to be started as the status of the previous status isn't Completed.
-
Missing indicates that a performance document hasn't been created. This status doesn't really exist in the same way as other performance document statuses; it appears in the analytic Task Completion Status.
For subtasks, the status changes from Not started to In progress when the person performing the subtask saves a performance document. When that person submits the performance document, or uses an equivalent action, such as sharing or acknowledging the performance document, the subtask status changes to Completed. The following table shows a summary of the possible subtask statuses.
Task |
Subtask |
Roles |
Valid Statuses |
---|---|---|---|
Share Performance Document |
Share Performance Document |
Manager |
Not started In progress Completed |
Share Performance Document |
Share Performance Document |
Worker |
Not started Completed |
Conduct Meeting |
Confirm Review Meeting Held |
Manager |
Not started Completed |
Conduct Meeting |
Confirm Review Meeting Held |
Worker |
Not started Completed |
Final Feedback |
Provide Final Feedback |
Worker |
Not started In progress Completed |
Final Feedback |
Provide Final Feedback |
Manager |
Not started In progress Completed |
How Completion Status Is Calculated
The performance document status is derived from the task status, which is derived from the status of any subtasks within the task. For tasks that have subtasks, the status is Completed when all the subtasks within the task are completed.
The performance document statuses and the condition leading to each status for all available tasks are shown in the following table.
Document Status |
What the Status Means |
---|---|
Not started |
No tasks are started |
In progress |
At least one of the following tasks are in progress or completed: Set Goals, Worker Self-Evaluation, Manager Evaluation of Worker, Manage Participant Feedback |
Submitted |
Manager submitted the performance document for approval |
Approved |
Approver approved the performance document |
Document shared with worker |
Manager completed the Share Performance Document subtask |
Document acknowledged |
Worker completed the Share Performance Document subtask |
Review meeting held |
Manager completed the Confirm Review Meeting Held subtask |
Review meeting acknowledged |
Worker completed the Confirm Review Meeting Held subtask |
Worker final feedback provided |
Worker submitted final feedback |
Manager final feedback provided |
Manager submitted final feedback |
Completed |
All tasks and subtasks are completed, excluding Set Next Period Goals |
Canceled |
Human Resource (HR) specialist or the manager canceled the performance document |
Relationship of Subtask Status to Task Status for One Subtask
If the process flow includes a task that has subtasks but only one subtask is configured, then the task status is the same as the subtask status.
Relationship of Subtask Status to Task Status for Two Subtasks
The process flow definition includes the Final Feedback task. Both subtasks are configured: Worker Final Feedback and Manager Final Feedback. The Manager Final Feedback subtask can't begin until the Worker Final Feedback task is completed.
Subtask Status: Worker Final Feedback |
Subtask Status: Manager Final Feedback |
Task Status: Final Feedback |
---|---|---|
Not started |
Not started |
Not started |
In progress |
Not started |
In progress |
Completed |
Not started |
In progress |
Completed |
In progress |
In progress |
Completed |
Completed |
Completed |