Performance Management Product Setup and Configuration

 

Diagram for Performance Management Setup

The diagram below shows the steps to configure the Performance Management Product. Click on the step images in the diagram for easy access to the sections in the document.

Note: Only steps 1 to 4 is mandatory for the Performance Management Product setup.

Summary of the Product Setup:

• Create a People Group as the target audience for the product
• Do the Performance Management configuration
  • • How to access the Product Configuration pages
    • How to create Review Setups
    • How to create a Review Year and link the Review Setup(s)
• Populate Performance Management master data
• Customise Performance Management email notifications
• Customise system terminology and messages using the Translation Module

 

PEOPLE GROUPS

 

 

The management of performance does not always apply to all employees in a company. Use the following steps to define your target audience.  In the following section you will be required to link the target audience to a performance year.

• From the System Settings menu, select People Groups.

• Activate the group when ready - probably only after adding all relevant people.

• Click (LINK) PEOPLE to link people from the HR database to become the product's target audience.

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REVIEW SETUP

 

 

Setting up the Performance Management product consists of the following steps.

1. Doing the product's setup:
   • The Review Setup - HOW a performance contract will function in terms of periods, sections, etc.
   • The Review Years Setup - How a review will function in a SPECIFIC performance year.

Activate the Product

• Open Product Setup from the System Settings menu.

• Click Performance Management's Product Setup option.

Create a Review Setup

• Click +REVIEW SETUP.
• Populate the Details screen.

See below for the field definitions.

Setting	Options	Purpose
Name		The review setup's name is be used for all subsequent settings. Choose a descriptive name e.g., Salaried Employees in Grades 10 and Up.
Dual Approval	OFF	The manager can create and approve the contract, and do the rating of objectives without the participation of the employee.
	ON	The manager can create an employee's contract, but submission and rating of the objectives require the participation of the employee.
Allow a manager to override who will approve and rate	OFF	and Dual Approval = ON Managers and employees must participate in performance contracting.
	ON	and Dual Approval = ON When a manager creates a new performance contract for an employee, the manager will have the opportunity to cancel the employee's participation, i.e., the manager can create, approve, and rate objectives without the participation of the employee.
Allow managers and employees to edit review survey scores	OFF	Managers and employees can type in the employee's survey score, if a review survey is part of the review setup.
	ON	Only the manager can type in the employee's survey score, if a review survey is part of the review setup.
Description		Further clarification of the name of the review setup.
Allow Perspectives	OFF	The KPA and Stretch Targets sections will allow the direct adding of KPAs and KPIs, without the need for a perspective grouping level.
	ON	The KPA and Stretch Targets sections will require a perspective level to be added before allowing KPAs and KPIs to be loaded.
The next review period can only start when the previous one has been completed	OFF	An employee can work on all review periods at once. Not recommended.
	ON	An implicit control mechanism with which to ensure that one review period is completed (submitted, rated, and approved) before the next can be opened. This control is in addition to the Review Years - Review Periods in which individual dates for each review period phase (e.g., Setting of Objectives, Rating, etc.) are stipulated.
Self-ratings and manager's personal ratings should be submitted before the final rating can be completed	OFF	The manager only needs to load the review period's final objective ratings before approving the review period.
	ON	The employee must complete their objective self-rating and the manager must complete their own rating of the employee's objectives before the manager can load and approve the final objective ratings.

• Navigate to Review Items.
• Click +REVIEW PERIOD to load review items as needed

Each review period added implies a period for which objectives can be loaded across the sections Key Performance Areas (mandatory), Stretch Targets (optional), Values & Behaviours (optional), Leadership Behaviours (optional) and Key Competency (optional).

Each review survey added implies a separate score (for whatever was measured) in addition to the performance agreement's review periods.

Ensure you create all the review periods and review survey (if applicable) BEFORE linking to the Review Years. All periods added after linking will not show on the performance dashboards and may cause those contracts to be re-created.

Most sections require one or more of the following decisions:

Active or not

Relative weight percentage

Can an employee/manager change the section weight while contracting?

Description of the rating scale to be used when scoring the objectives in this section

Rating scale for the section if check-ins are allowed on its objectives.

For each template created, ensure the following is in place:

Template created with a descriptive name e.g., Engineering - Financial Clerk - Salaried - Gr10. The more templates you create and the smaller their differences the more descriptive their names should be.

The template is published (made visible to employees) when ready.

Stipulate if the company's default section weights are used, or if the weights assigned to sections in the template get precedence.

Sections contain appropriately described objectives.

 

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REVIEW YEARS

 

 

In this section, we will see how a general performance review (created above) will function in a specific performance year.

• Click the Review Years tab.
• Click +REVIEW YEAR to add a new performance/review year.

• Provide the basic details for the new performance year under the Details tab.

 

See below for the field descriptions.

Setting	Options	Purpose
Name		A descriptive name for the performance year or performance cycle. Examples are: 2022 2022 - Academic Staff 2022 - Support Staff
Max Performance Rating		Although an extended rating scale can be created for each section, this setting determines the maximum value a rating scale will have in this performance year.
Start Date End Date		The range of the performance year.
Locked	ON	This performance year is temporarily (e.g., to do system maintenance) or permanently (e.g., once the performance year has been closed out) locked. Users are not able to create new contracts or work on existing contracts.
	OFF	This performance year is available for existing and new contracts.
Active	ON	This performance year is available when employees created new contracts.
	OFF	This performance year is not active. Users are not able to create new contracts or work on existing contracts.

• Navigate to Review Setups.
• Click +REVIEW SETUP to link a Review Setup (from the ones created earlier) to this Performance Year.

 

Define the Review Periods and Phases for the Performance Year

• With the review setup (e.g., containing the agreement sections) now linked to a performance year, give the details of each review period's phases in the context of the current performance year.

For each review period and its phases, pay attention to the following:

The review period's date range e.g., if it is an annual, bi-annual, or quarterly contract.

The dates of each phase in a review period. These dates will determine when a phase becomes available to employees.

For each review period, if its Check-in phase is active or not.

Don't forget about the Value Survey dates.

Click UPDATE PERIOD WEIGHTS at the bottom of the screen to stipulate the relative importance of the review periods and value survey.

 

• Click (LINK) PEOPLE GROUP to link a target audience to this performance year from the predefined People Groups.
• View who is part of the Target Audience (i.e., the selected People Group) by clicking (VIEW) TARGET AUDIENCE.
  
  

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MASTER DATA

 

 

Master data comprises all company-specific information contained in dropdowns, lookups, and customer-specific messages.

• Open the system's Master Data.

• Locate and click SectionItems under the Performance Management Primary Product column.

• Add all required library items e.g.:
  • Perspectives (Type 1)
  • Key Performance Areas (Type 2)
  • Key Performance Indicators (Type 3)
  • Leadership Behaviours (Type 4)
  • Values & Behaviours (Type 5)
  • Key Competencies (Type 6)

 

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EMAIL NOTIFICATIONS

 

 

Performance Management email notifications can be activated and customised.

• From the System Settings menu, select Ruleset | Notifications.

Below is the list of email templates available:

Nr	Name	Description	Default Active (Yes/No)
1	Objective Settings Approved By Person	A person submitted the objective settings of an agreement.
2	Objective Settings Approved By Manager	A person submitted the objective settings of an agreement.
3	Objective Settings Modified By Person	A person modified the objective settings of an agreement.
4	Objective Settings Modified By Manager	A manager modified the objective settings of an agreement
5	Objective Settings Deadline For Person	Notification sent as reminder of the objective settings deadline.
6	Objective Settings Deadline For Manager	Notification sent as reminder of the objective settings deadline.
7	Check-In Phase Started	When the start date of the check-ins has been reached.
8	Check-In Deadline For Person	Notification sent as reminder of the Check-In deadline.
9	Check-In Deadline For Manager	Notification sent as reminder of the Check-In deadline.
10	Self-Ratings Approved	When a person submitted the self-ratings of an agreement
11	Manager Rating Submitted	When the manager has submitted the final rating of an agreement.
12	Self-Ratings Modified By Person	When a person modifies the self-ratings of an agreement.
13	Manager Ratings Modified	When a manager modifies the manager rating of an agreement.
14	Ratings Deadline For Person	Notification sent as reminder of the Ratings deadline.
15	Ratings Deadline For Manager	Notification sent as reminder of the Ratings deadline
16	Manager Final Rating Submitted	When the manager has submitted the final rating of an agreement.
17	Manager Final Rating Modified	When the manager has submitted the final rating of an agreement.

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TRANSLATION

 

 

Translate system terminology and messages. This functionality depends on the Translation module, accessed from the System Settings.

• Locate and click Performance Management.

There is no set way of customising the system terminology except by searching for a word or phrase in the general search area. See example below.