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5% How To's and FAQs

 

Topics Addressed

 

PERFORMANCE MANAGEMENT DASHBOARD
  • What are all the fields on the dashboard there for?
  • How do I select the performance year?
  • How do I know what to do with an existing performance contract?
  • How do I create a new blank performance contract?
  • Why can't I create a new performance contract, or work on an existing contract?
  • How do I copy a performance contract from one of my colleagues?
  • How do I use an old contract for a new performance year?
  • How do I start a new contract using a template from the library?

  • How do I delete a review period on a contract?

  • I want to re-open my agreement but the MODIFY OBJECTIVES button on the dashboard is disabled.  What must I do?

  • In the setup there are three periods (2 reviews and one survey) but on my dashboard I can only see one review period. Why?

  • How can I see my team's contracts?

  • Where can I see the contracts of my indirect employees?

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PERFORMANCE AGREEMENT (GENERAL)

  • How do I change the section weights on my performance agreement?

  • How do I include/exclude an assessment period from being scored?  

  • How do I submit my agreement objectives to my manager?
  • How do I submit the agreements of my employees?
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    PERFORMANCE AGREEMENT (SECTIONS)

    • What is the Perspective used for in an agreement?

    • How do I add a KPA?
    • How do I add a KPI?
    • How do I attach a document to an item on on my agreement?
    • How many KPAs should I have in my performance agreement?

    • What should go into the Measures field of a KPI?

    • What should go into the Rating / Target field of a KPI?

    • How do I balance my perspectives, KPAs and KPIs?
    • How do I balance my agreement sections?
    • How do I add/remove a Company Value?
    • How do I add/remove a Leadership Behaviour?
    • How do I add/remove a Key Competency/

     

     

    CHECK-INS
    • What is a check-in used for?
    • How do I check in on an objective?
    • How do I change a comment left on a user's objective check-in?
    • How can I reply on my manager's check-in feedback?
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    PERFORMANCE AGREEMENT (RATING OF OBJECTIVES)

    • I am busy scoring my first assessment/review period but then I realised one of the objectives on my performance agreement changed substantially in character.  What is the best approach?

    • How do I include/exclude a KPI from being scored?  
    • How do I submit my self-rated agreement objectives to my manager?
    • How do I finalise a review period of my employees (that is, after doing the personal rating and final rating) ?
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    Q: What are all the fields on the dashboard there for?

    A:  The dashboard fields help you to:

    select the correct performance year,

    select the appropriate team of people (if you are a manager),

    be aware of the timelines,

    know your progress in a review period,

    and see the results of a review period - if available.

    Click here for more details.

     

    Q: How do I select/change the performance year?

    A:  Use the performance year dropdown at the top of the page.

    Click here for more details.

    Q: How do I know what to do with an existing contract?

    A:  If you already have an existing contract, use the progress messages in each review period as an indicator of what to do.

    image-1646883475437.png

    Click here for more details.

    Q: How do I create a new blank performance contract?

    A:  Firstly, decide if starting with a blank performance contract is your best course of action.  Refer to the contract creation options for an overview.

    Click here to learn about your options.

    Click here for more details on creating a blank contract.

    Q: How do I select/changecreate thea new blank performance year?contract?

    A:  UseFirstly, decide if starting with a blank performance contract is your best course of action.  Refer to the performancecontract yearcreation dropdownoptions atfor thean topoverview.

    of

    Click thehere page.to learn about your options.

    Click here for more details.details on creating a blank contract.

    Q: How do I create a new blank performance contract?

    A:  Firstly, decide if starting with a blank performance contract is your best course of action.  Refer to the contract creation options for an overview.

    Click here to learn about your options.

    Click here for more details on creating a blank contract.

    Q: How do I create a new blank performance contract?

    A:  Firstly, decide if starting with a blank performance contract is your best course of action.  Refer to the contract creation options for an overview.

    Click here to learn about your options.

    Click here for more details on creating a blank contract.

     

     

     

     

     

    Q: Why can't I create a new performance contract, or work on an existing contract?

    A: There are a few possible reasons why you might not be able to create a new performance contract, or work on an existing contract.  See below for a list.

    1. The Performance Management Product is not active. (Settings | Product Setup | Performance Management | Active)

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    2. The Performance Management Product's review setup is not active. (Settings | Product Setup | Performance Management | Product Setup | Review Setup | Active)

    image-1645680080390.png

    3. The current review period is not active. (Settings | Product Setup | Performance Management | Product Setup | Review Setups | Review Items | Review Period | Active)

    image-1645680223337.png

    4. The current review year has not yet reached its starting date, is not (yet) active, or is perhaps temporarily locked for editing. (Settings | Product Setup | Performance Management | Product Setup | Review Years |  Active)

    image-1645680433565.png

     

    5. The current review year has not yet been linked to a Review Setup. (Settings | Product Setup | Performance Management | Product Setup | Review Years |  Review Setups)

    image-1645680546600.png

    6. The current review year's period dates were not properly configured.  (Settings | Product Setup | Performance Management | Product Setup | Review Setups | Review Periods)

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    7. You are not part of the target audience for performance management, and therefore don't have access to the product, i.e. you cannot see the Performance Management menu on the main menu to the left of the screen.  (Settings | Product Setup | Performance Management | Product Setup | Review Setups | Target Audience)

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    8. You don't have a performance manager assigned to you.  Contact your performance administrator for assistance.

     

    Q: How do I change the section weights on my performance agreement?

    A:

    Q: How do I delete a review period on a contract?

    A: Look for, and click the DELETE icon in the applicable review period.  Confirm your intention by providing a reason and acknowledging the deletion.

    image-1645709488264.png

    Your performance contract's number of review periods is fixed.  Therefore, clicking the DELETE button below does not delete the review period, it clears out all objectives you may have loaded into any section on your agreement.

    Q: How do I include/exclude an assessment period from being scored?

    A:

    Q: I want to re-open my agreement but the MODIFY button is disabled.  What must I do?

    A: 

    Q: I am busy scoring my first assessment/review period but then I realised one of the objectives on my performance agreement changed substantially in character.  What is the best approach?

    A:  Here are a few scenarios to consider.

    Scenario 1 - The objective that had changed, is a KPA.

    Solutions:

    Quickest:  Leave the KPA (and its KPIs) as is but EXCLUDE the KPI(s) when scoring them.  In this way they won't affect the assessment period score. Then, after creating the next review period, MODIFY the agreement and amend the objective(s).  Approve everything again.  At the start of every subsequent review period, there is an opportunity for re-contracting.

    Longer route: If you absolutely have to amend the KPA and/or KPI(s) before scoring, ask your manager to MODIFY the assessment period, then MODIFY the assessment period from your side as well.  The objectives will now be open for editing but you will have to amend them and then re-submit the agreement, and get it re-approved by your manager.

     

    Scenario 2 - The objective that had changed, is not a KPA (it is e.g. a Key Competency, or a Company Value)

    Solutions:

    Since only the KPA objectives can be excluded when scoring, you have the following options.

    Quickest:  Give the objective the average section score - therefore not affecting the section score.  Remember to provide an explanatory note for your scoring decision.  Then, after creating the next review period, MODIFY the agreement and amend the objective(s).  Approve everything again.  At the start of every subsequent review period, there is an opportunity for re-contracting.

    Longer route: If you absolutely have to amend the objective, ask your manager to MODIFY the assessment period, then MODIFY the period from your side as well.  The objectives will now be open for editing but you will have to amend them and then re-submit the agreement, and get it re-approved by your manager.

    Q: In the setup there are three periods (2 reviews and one survey) but on my dashboard I can only see one. Why?

    A:  During the configuration of the performance management product, you have to do the following steps in exactly this order.

    1. Create a new Review Setup.
    2. Add all the review items (review periods) at once. I.e. not one now and another later on.
    3. Create a new Review Year.
    4. In the review year's Review Setups, link a review setup, comprising the three review items.  If the review items are changing after the linking took place, there will be a mismatch.  Delink the review setup and relink it again.

    Q: How can I see my team's contracts

    A:  Look for the toggle button at the top of you performance dashboard to switch between your own and your team's contracts.

    image-1645694286468.png

    Q: Can I see the contracts of my indirect employees?

    A:  Not yet sure

    Q: How do I link an action to a KPI?

    A:  Click the More menu icon in a KPI's record to open an Action Plan screen.  The actions listed here become part of the general Action Plan section on the performance agreement.

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    Q: How many KPAs should I have in my performance agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What should go into the Measures field of a KPI?

    A:  Click the More

    Q: What should go into the Rating / Target field of a KPI?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

    Q: What is the Perspective used for in an agreement?

    A:  Click the More

     

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