Performance Management Implementation Guide

Activate the Performance Management module

• Click the gear icon to access the Setup and Configuration menu.

• Click Ruleset Setup.

• Select the ruleset you would like to update.

• Navigate to the Products tab.

• Click on the Performance Management product card, then click the toggle button to set the product’s status to Active.

Add Performance Management to the system menu

• Click the gear icon to access the Setup and Configuration menu.

• Click Ruleset Setup.

• Select the ruleset you would like to update.

• Navigate to the System Menu tab.

• Click the Performance Management menu item in the system menu preview.
• Click the toggle button to set the system menu item’s status to Active.

• You can select an icon for the Performance Management module by clicking CHANGE ICON.

• Click SAVE to continue or CANCEL to discard your changes.

Update the Master Data Library

• Click the gear icon to access the Setup and Configuration menu.

• Click Master Data.

• The Master Data Library lists the categories for which administrators can create master data. Use the search bar at the top of the screen to filter the search results by Performance Management.

Configure Performance Management section items

• Click on the Performance Management Section Items category to continue.

• To add a new master data item, click on +ITEM.

• Select the type of section item from the drop-down menu.
• Toggle the switch to set the status to active.
• Add a name for the section item.
• Add a description.
• Click SAVE when you are finished, SAVE ADD NEW to add another master data item or click CANCEL to discard your edits.

Configure evaluation periods 

• Click on the Evaluation Periods category to continue.

• To add a new master data item, click on +ITEM.

• Add a name for the evaluation period.
• Select a start date and an end date.
• Click SAVE when you are finished, SAVE ADD NEW to add another master data item or click CANCEL to discard your edits.

Performance Management product setup

• Click the gear icon to access the Setup and Configuration menu.

• Click Ruleset Setup.

• Select the ruleset you would like to update.

• Navigate to the Products tab.

• Click on the Performance Management product card, then click Product Setup.

1. REVIEW SETUPS

WHY:  A Review Setup consists of a set of rules and configuration. There can be more than one Review Setup if different sets of rules are used in a specific year.

 

WHERE:  On the Performance Management Dashboard, navigate to the  icon and select Product Setup. The first tab is the Review Setup.

 

ADD A NEW REVIEW SETUP

·A Clickreview setup defines the structure and rules governing the performance review process within an organisation. It determines how performance agreements function, specifying rating permissions, the level of the employee's involvement, and approval workflows.

Each menu item related to review setups will be covered and includes the following:

When you start the review setup, only the Details menu item will be accessible. However, once you have adjusted and saved the review setup settings, the other menu items will become available.

Let's examine each menu item more closely.

Details

The name, description, and configuration settings for the review setup can be edited on the  button located in the footer of the page.screen.

On the next page, the following sections should be completed

·         Details

·         Review Items

·         Sections

·         Templates

 

DETAILS

In this section, the Name and Description of the Review Setup must be completed as well as the settings the setup will use.

GENERAL SETTINGS

SettingSETTING NameNAME

MODE

DescriptionDESCRIPTION

Dual participation -– Bothboth the employee and the manager will take partparticipate electronically. If disabled, only the manager will take

part

participate electronically.

Enabled: Allows employees and managers to make changes and submit the agreements

 

Disabled: OnlyEither the manager willor bethe ableemployee tocan makecreate

changes

the performance agreement. The setting and submit.rating of

objectives requires the employee's participation.

 

Also activates the Dual Participation settings (see below).

The manager can create and approve the performance agreement and rate the objectives without the employee's participation. The employee will be allowed to view the agreement.

 

Also deactivates the Dual Participation settings (see below).

Allow perspectives.

Allows perspectives as the highest level of categorisation. KPAs will be added to perspectives when

creating performance agreements.

Perspectives are not required for performance

agreements, so KPAs can be added directly when

creating performance agreements.

Allow the Managermanager to edit Reviewthe Surveyreview Scores

survey scores.

Enabled: A manager will be able tocan update the Reviewreview Surveysurvey Scores scores.

Employees

can

Disabled: A manager will not be able to updateview the Review Survey Scoresscores.

Allow Perspectives

(Highest level of categorisation)

The

Enabled:review Allowsurvey thisscores levelcannot tobe show

edited.

Employees

and

Disabled:managers Don’tcan showsee the level

scores. Show the timeline to the manager and employees on the Performance Management dashboard.
The timeline will display on the Performance Management dashboard. The timeline will not display on the Performance Management dashboard. The next Reviewreview Periodperiod can only start when the previous one has been completedcompleted.

Enabled:

Forces the one review period to be completed before the next one can start. Thus, if you have 2two review periods, the 1^stfirst review period needs tomust be finalised before you can start the 2^ndsecond. period

Disabled: Both

Review periods can be started in any order if the phases are openopen. Hide scores and weights during the Ratings phase.

Instead of displaying scores and weights, labels will

be added to the rating scales.

The scores and weights will be displayed during the Ratings phase. Allow excluding review items. Review items can be excluded from the overall final score. All review items are included in the overall final score. Auto-copy the objectives from the previous review period in the same year. The agreement status will also be copied (e.g., Approved or In Progress).

The objectives from the immediately preceding review period's agreement are automatically copied, without

needing to select the agreement.

The agreement's status will also be copied

(e.g., Approved or In Progress).

 

If no immediately preceding agreement is available, the pop-up menu prompts you to create one.

In this instance, it does not copy the agreement's status.

The pop-up menu with the agreement creation options will appear. Objectives from the previous review

period's agreement will not be copied.

When copying from another agreement, use the section weights from the copied agreement rather than those of the review setup. The rest of the structure is copied from the review setup's configuration.

The section weights from the copied agreement

override the section weights configured in the

review setup's settings.

The copied agreement will inherit the section

weights from the review setup's settings.

Allow other people (other than the

manager) to rate a person at the lowest level (e.g., KPI level).

Selected people (other than the manager) can evaluate

a person on a specific KPI.

 

Also activates the Allow Non-Manager Ratings settings

(see below).

Only the manager can rate a person at the KPI level.

 

Also deactivates the Allow Non-Manager Ratings 

settings (see below).

Lock agreements for managers and employees.

Managers and employees can view agreements but

not edit them. 

 

Also activates the Locked Agreements settings

(see below).

Managers and employees can view and edit agreements.

 

Also deactivates the Locked Agreements settings

(see below).

Allow interpolation

Interpolation is used to map actual values to the rating scales of a KPI. Actual values are entered when

rating a KPI, and these values are then mapped

to give a rating. A rating can also be excluded.

Interpolation is switched off. Allow adding of a training intervention to PDP (when adding a new action plan).

When adding an action plan to a performance

agreement (if enabled), a training intervention can be added to a PDP.

Action plans are added to performance agreements

without linking to training interventions.

PersonDUAL PARTICIPATION SETTINGS

SETTING NAME

MODE

DESCRIPTION

The person's Self-Rating and Manager Rating must be approved before the Final Rating can be completedcompleted.

This setting appears only when Dual Participation is enabled.

The main setting, as well as the sub-setting, determines

how this will work.

 

 

 

Sub-setting 1

1:

·Show Showthe person's approved Self-Rating to the manager only once the manager has approved the Manager RatingRating.

The employee's self-rating and the manager’s rating must

be approved before the final rating can be completed.

The person’s self-rating will be visible to the manager

once their rating has been approved.

Sub-setting 22:

·Show Showthe person's approved Self-Rating to managerthe manager, regardless of the Manager Rating approval statusstatus.

The employee's self-rating and the manager’s rating must

be approved before the final rating can be completed.

The employee's approved self-rating will be shown to the manager, regardless of whether the manager's

ratings have been approved or not.

Sub-setting 33:

·         Show the Manager Rating to the person only once the Final Rating has been approved.

This setting only shows when Dual Participation has been enabled. It has sub-settings when selected. The main setting as well as the sub-setting determines how this functionality will work.

 

Sub-Setting 1

The person’employee's self-rating and the manager’s rating shouldmust

be approved before the final rating can be done. The person’s self-rating will only show to the manager once the Manager Rating has been approved.completed.

 

Sub-Setting 2

The person’s self-rating and the manager’s rating should be approved before the final rating can be done. The person’s approved self-rating will be shown to the manager regardless of whether the manager ratings have been approved or not

 

 

 

 

Sub-Setting 3

The person’s self-rating and the manager’s rating should be approved before the final rating can be done. The manager’s rating will only be visible to the

person once the Finalfinal rating has been approved

 approved.

The Manager Rating and the Final Rating can be completed simultaneously (the Final Rating can only be approved once the personperson's Self-Rating has been approved).

This setting only shows when the Dual Participation 

setting has been enabled.

 

Both the managermanager’s rating and the final rating can be completed at the same time. The final rating can only be approved whenonly once the person’s self-ratings hashave

been approved. The manager will only see the

self-ratings onceonly itafter hasthey have been approved.

The employee will see the managermanager's ratings once

it

they hashave been approvedapproved, and will see the final ratings

when

once itthese has beenare approved. 

Only show the Final Rating column,column and hide the Manager Rating columncolumn.

This setting only shows when the Dual Participation 

setting has been enabled.

 

The manager rating column is hiddenhidden, and only the

self-ratings and final ratings are needed. The final

rating can only be approved when the person’employee's

self-ratings hashave been approved.

ALLOW NON-MANAGER RATINGS SETTINGS

SETTING NAME

MODE

DESCRIPTION

Allow anonymous evaluations
Hide
Scores and Weights during Rating Phase

Enabled:Selected Insteadpeople, ofother than the scoresmanager, displaying,can therate labelsa will show addedperson on thea ratingKPI scales.

 

Disabled:level. The normalevaluation scoreresults will be displayed.presented anonymously.

 

The main setting, as well as the sub-setting, determines

how this will work.

Allow excluding Review Items

Enabled:Selected people, other than the manager, can rate a

person on a KPI level. The Reviewcomments Itemsand canratings of

the person who performed the evaluation will be excluded from the Overall Final Score

 

Disabled: All Review Items are included in the Overall Final Scoreshown.

Auto-copy Objective Settings - The Objective Settings from the previous Review Period will be copied as well as the status the Review Period was in (approved or in progress)

Enabled: The objective settings from the previous review period will be automatically copied as well as the status. The pop-up will not show when clicking on the start button.

 

Disabled: The pop-up to select how the agreement should be created are shown.

Allow other people (apart from the manager) to also rate a person on the lowest level (Example KPI level)

 

 

Sub-setting 1

1:

·         Allow Anonymous Evaluations

 

 

 

 

 

 

Sub-setting 1.1

o    Show the results anonymously (Manager and Employee will not see who submitted the ratings)

 

Sub-setting 1.2

o    Show the results anonymously only to the Employee (Manager will see who submitted the ratings, but not the Employee)

Enabled: The ability to select people to evaluate on a specific KPI is made available

 

Disabled: People cannot evaluate on a KPI

 

Sub-setting 1

Enabled: The results of the evaluations are shown anonymously.

 

Disabled: The person who submitted the evaluation will be shown with the comments and ratings.

 

Sub-setting 1.1

This setting show when Anonymous Evaluations have been enabled. Both the manager and employee will not see who submitted the ratings).

Neither the manager nor the employee will see who submitted the ratings.

 

Sub-setting 1.22: Show the results anonymously only to the employee (the manager will see who submitted the ratings, but not the employee).

This

setting show when Anonymous Evaluations have been enabled. The employee will not be able to see who submitted the ratings and comments, but the manager will. Sub-setting 3: Hide the evaluation summary page from employees.

The evaluation summary page will not be ablevisible to

employees, but the manager can view it.

Sub-setting 4: Show the comments and ratings anonymously (the manager and employee will see the ratings and comments submitted).

The manager and employee can view the ratings and comments submitted, but will not see who

did.

submitted them.

LOCKED AGREEMENTS SETTINGS

SETTING NAME

MODE

DESCRIPTION

Always Managers and employees can view performance agreements, but they cannot edit them. Only when created via a performance management API (when created manually, this rule will not apply).

Managers and employees can view performance agreements, but cannot edit them if the agreements were created using a performance management API.

 

 

 

 

REVIEW ITEMS

·         The

Review Items are the Review Periods

o    A period consists of 3 phases – Objective Settings, Check-Ins and Ratings

·         New Review Periods and Review Surveys can be added

·         The periods have their own weights – the total should always have a total weight of 100%

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SECTIONS

·         These are the Sections available on the Performance Agreement

o    Primary Goals

o    Stretch Goals

o    Values & Behaviours

o    Leadership behaviours

o    Key Competencies

o    Action Plan

 

The active sections should add up to 100%. Each section’s content is explained below.

PRIMARY GOALS

Item

Description

Weight (%)

This is the weight for this section

Active

This section cannot be switched off

Key Performance Indicator weights must total to 100% within each Key Performance Area

 

Sub-setting

Automatically distribute item weights

The KPI’s within each KPA should add to 100%.

 

 

Sub-setting

Instead of adding weights for each KPI, the weights are distributed equally.

Key Performance Indicator weights must total to 100% for the Section

Within the section, all KPI’s across all KPA’s should add to 100%. Example: There are 2 KPA’s. Within each KPA, there are 3 KPI’s. All 6 KPI’s should add to 100%.

Allow Section Weight Change

This allows the user to change the allocated weight.

Performance Rating Scales

These are the Rating Scales that is used when the Rating Phase is open. A rating scale can b added that is excluded from the score.

Check-in Rating Scales

These are the Rating Scales that is used when the Check-ins Phase is open.

 

 

 

STRETCH GOALS

Item

Description

Weight (%)

This is the weight for this section

Active

This setting determines whether the section is active or not

Key Performance Indicator weights must total to 100% within each Key Performance Area

 

Sub-setting

Automatically distribute item weights

The KPI’s within each KPA should add to 100%.

 

 

Sub-setting

Instead of adding weights for each KPI, the weights are distributed equally.

Key Performance Indicator weights must total to 100% for the Section

Within the section, all KPI’s across all KPA’s should add to 100%. Example: There are 2 KPA’s. Within each KPA, there are 3 KPI’s. All 6 KPI’s should add to 100%.

Allow Section Weight Change

This allows the user to change the allocated weight.

Performance Rating Scales

These are the Rating Scales that is used when the Rating Phase is open. A rating scale can b added that is excluded from the score.

Check-in Rating Scales

These are the Rating Scales that is used when the Check-ins Phase is open.

 

VALUES & BEHAVIOURS

Item

Description

Weight (%)

This is the weight for this section

Active

This setting determines whether the section is active or not

Allow Section Weight Change

This allows the user to change the allocated weight.

Automatically distribute item weights

Instead of adding weights for each KPI, the weights are distributed equally.

Allow the user to change the items in this list

This allows other items to be linked to this section. The linked items will display on the agreement and more can be added if this setting is enabled.

Performance Rating Scales

These are the Rating Scales that is used when the Rating Phase is open. A rating scale can b added that is excluded from the score.

Check-in Rating Scales

These are the Rating Scales that is used when the Check-ins Phase is open.

Linked Items

Values & Behaviours can be linked to this section. All agreements in this review setup will have these items display on the agreements.

 

LEADERSHIP BEHAVIOURS

Item

Description

Weight (%)

This is the weight for this section

Active

This setting determines whether the section is active or not

Allow Section Weight Change

This allows the user to change the allocated weight.

Automatically distribute item weights

Instead of adding weights for each KPI, the weights are distributed equally.

Allow the user to change the items in this list

This allows other items to be linked to this section. The linked items will display on the agreement and more can be added if this setting is enabled.

Performance Rating Scales

These are the Rating Scales that is used when the Rating Phase is open. A rating scale can b added that is excluded from the score.

Check-in Rating Scales

These are the Rating Scales that is used when the Check-ins Phase is open.

Linked Items

Values & Behaviours can be linked to this section. All agreements in this review setup will have these items display on the agreements.

 

 

KEY COMPETENCIES

Item

Description

Weight (%)

This is the weight for this section

Active

This setting determines whether the section is active or not

Allow Section Weight Change

This allows the user to change the allocated weight.

Automatically distribute item weights

Instead of adding weights for each KPI, the weights are distributed equally.

Allow the user to change the items in this list

This allows other items to be linked to this section. The linked items will display on the agreement and more can be added if this setting is enabled.

Performance Rating Scales

These are the Rating Scales that is used when the Rating Phase is open. A rating scale can b added that is excluded from the score.

Check-in Rating Scales

These are the Rating Scales that is used when the Check-ins Phase is open.

ACTION PLAN

Item

Description

Active

This setting determines whether the section is active or not

 

 

 

 

 

 

 

 

 

TEMPLATES

WHY:  Templates are used when 2 or more people have the same content/objectives on their Performance Agreements.

 

WHERE:  On the Performance Management Dashboard, navigate to the  icon and select Product Setup. On the Review Setu tab, click to edit the Review Setup and navigate to the Templates menu. Click on the    button in the footer of the page.

 

TEMPLATE DETAILS

The following details is required:

·         Name

o    This is the distinct name of the template to ensure that people will know what the template is

o    Use names such as Job Titles for example

·         Published

o    When this setting is enabled, this template will be available to the people to copy from

·         Use Template Weights

o    The weights of the sections can be overridden when creating the templates

o    If the weights of the sections should be used, disable this section

TEMPLATE CONTENT

·         The sections that have been enabled is shown here

·         Perspectives, Key Performance Area and Key Performance Indicators should be added for each enabled section

·         Values & Behaviours and Leadership Behaviours that is linked to the Review Setup will display when the Performance Agreement has been created.

·         Key Competencies should be added to the template

·         To Update the Section weights, click on the  button

o    A pop-up will open, and the weights can be updated for each section

·         Once the Template have been created, click on the  button.

·         The template is saved and available in the list

·         A template can also be copied. Click on the  button

·         A list of all available templates across Review Setups are displayed

·         Click on the Template that needs to be copied and click on the  button

·         The template is copied and has “Copy of…” in front of the Name which can be updated by clicking on the row

·         A template can be previewed, copied and deleted by hovering on the row

2. REVIEW YEARS

WHY:  The Review Year is the cycle in which the phases are done. It consists of different setups linked and periods in which the phases should be completed. People Groups are linked to a Review Setup which is linked to the Review Year.

 

WHERE:  On the Performance Management Dashboard, navigate to the  icon and select Product Setup. On the Review Year tab. Click on the  button.

DETAILS SECTION

·         The following fields should be completed:

o    Name

o    Performance Max Rating

§  The scores will be calculated according to the Max Rating

·         Example: 2.59 out of 5.00

o    Start Date

o    End Date

o    Locked

§  When this setting is enabled, the Agreements cannot be edited

o    Active

§  When this setting is enabled, the end-user will see this year in the drop-down list of the dashboard

·         Click on the  button

 

 

REVIEW SETUPS

·         In this section, the applicable Review Setups that were created in the Review Setup tab, can be linked to the year

·         To link a Review Setup, click on the  button

·         A pop-up opens with a list of all the existing Review Setups

·         Click on a row to select a setup and click on the  button

·         All linked Review Setups are displayed in the list

·         To complete the setup, the Review Periods and phases should be configured

·         Click on the row to configure the Review Periods

 

 

REVIEW PERIOD SECTION

·         The Review Period that was configured on the Review Setup is displayed in this section

·         The start and end date should be defined as well as the phase dates

·         To add a phase date, click on the start date row of the phase

·         A pop-up opens to add the following dates

o    Start Date of the phase

o    End Date of the phase

o    Deadline Notification Days

o    3^rd Party Evaluation Due Date (if applicable and available only for the Ratings Phase)

·         When all the dates have been configured, click on the  button in the footer of the page

·         The Review Survey has the following fields to be completed

o    Start Date

o    End Date

o    Evaluation Period

§  Values are derived from the 360 Evaluations

o    I want to import

§  Only New Scores

§  New Scores and overwrite already imported scores

TARGET AUDIENCE

·         The last of the setup is to link People Groups to the Review Setup

o    These people will be using all configuration of the Review Setup that is linked to the Review Year

·         Click on the  button

 

·         A pop-up opens with all the created People Groups in the list

·         Multiple People Groups can be selected

·         Once the groups have been selected, click on the  button

 

·         The People Groups are now available in the list

·         The people linked to each group can be viewed by clicking on the view icon on the row

 

·         A pop-up opens with the list of people linked to the People Group

 

·         The People Group can be removed from the Target Audience by clicking on the delete icon on the row

·         The combined list of People Groups forms part of the Target Audience

·         To see the whole list, click on the  button

 

·         A pop-up opens with the list of people that is linked to the Review Setup for the specific Year

 

Assign the Performance Management administrator permission

Hover over the sidebar menu, then click People Management.

• Click to navigate to theReview View/Edit People tab.

Click the pencil icon to manage the person whose profile you want to edit.

In the left-hand menu, navigate to User Permissions, then click System Modules AdminItems. Click the+REVIEW LINKPERIOD ROLEto button.

Tickload the checkboxrequired nextreview toitems. Event SchedulingFill in the tablename toand assignweight of the Eventreview Schedulingperiod. administratorToggle role towhether the user.review period is active. Click SAVE to continue or CANCEL to discard your changes..

Click +REVIEW SURVEY to add an evaluation to the review setup. Fill in the name, weight, and maximum score of the review survey. Switch the toggles to select the review survey's activation status and whether its scores may be revised, then click SAVE.

If you have finished configuring the review items, they will appear on the Performance Management dashboard as shown below:

Sections

The different Sections of the performance agreement can be switched on or off, assigned weights, or configured for use. The following steps will guide you through the setup and configuration of the sections of a performance agreement.

A performance agreement can consist of the following sections:

Primary Goals (always enabled by default) Stretch Goals (optional) Values and Behaviours (optional)
Leadership Behaviours (optional) Key Competencies (optional)

It is important to ensure your section weights add up to 100% for the performance agreement, or you may receive an error message as follows:

Let us look at the settings linked to each section of the performance agreement in more detail.

Primary Goals

Primary Goals form the core performance expectations of a role. They define what must be delivered for the organisation to function effectively and sustainably. 

Since this section of a performance agreement is always enabled by default, the toggle to disable it is greyed out.

Add a weight for this section. Choose whether the section's weight may change or not. Configure the settings related to Key Performance Indicator weights:

Option 1: The Key Performance Indicator weights must add up to 100% per Key Performance Area.

You can choose to automatically distribute the item weights (i.e. if there are 5 KPIs for a specific KPA, each KPI will have a weight of 20%). Option 2: The combined weighting of all Key Performance Indicators (KPIs) within a section must total 100% (i.e., if there are 2 KPAs in the section, each with 2 KPIs, each KPI will have a weight of 25%). Configure the performance rating scale and the check-in rating scale to be used for this section. Toggle to select whether comments will be required during check-ins or when rating objectives.

Stretch Goals

This section is an optional addition to performance agreements. Stretch Goals are intentionally ambitious and are typically linked to strategic growth, innovation or transformation rather than routine delivery.

Add a weight for this section. Choose whether the section's weight may change or not. Configure the settings related to Key Performance Indicator weights:

Option 1: The Key Performance Indicator weights must add up to 100% per Key Performance Area.

You can choose to automatically distribute the item weights (i.e. if there are 5 KPIs for a specific KPA, each KPI will have a weight of 20%). Option 2: The combined weighting of all Key Performance Indicators (KPIs) within a section must total 100% (i.e., if there are 2 KPAs in the section, each with 2 KPIs, each KPI will have a weight of 25%). Configure the performance rating scale and the check-in rating scale to be used for this section. Toggle to select whether comments will be required during check-ins or when rating objectives.

Values and Behaviours

The Values and Behaviours section of a performance agreement supports growth beyond technical competence. Whereas the primary goals focus on what is achieved, this section focuses on how it is achieved. Evaluating this section serves several purposes:

Reinforces organisational culture, Supports leadership accountability, Enables development conversations, Balances results with conduct, and Mitigates organisational risk.

Add a weight for this section. Choose whether the section's weight may change or not. Select whether item weights may be distributed automatically (i.e. if there are 5 items, they will each have a weight of 20%). Decide whether to allow users to add or remove items from this list. Configure the performance rating scale and the check-in rating scale to be used for this section. Toggle to select whether comments will be required during check-ins or when rating items. Link master data values and behaviours to the performance agreement. Click here to find out how to update the Master Data Library.

Leadership Behaviours

Including a Leadership Behaviours section in a performance agreement is crucial to strategic governance. It not only assesses leadership effectiveness but also emphasises its direct influence on organisational culture and long-term success. At senior levels, leadership behaviours significantly shape the broader organisational environment, influencing team dynamics, decision-making, and overall performance beyond individual KPIs.

Add a weight for this section. Choose whether the section's weight may change or not. Select whether item weights may be distributed automatically (i.e. if there are 4 items, they will each have a weight of 25%). Decide whether to allow users to add or remove items from this list. Configure the performance rating scale and the check-in rating scale to be used for this section. Toggle to select whether comments will be required during check-ins or when rating items. Link master data leadership behaviours to the performance agreement. Click here to find out how to update the Master Data Library.

Key Competencies

Listing Key Competencies in a performance agreement ensures that capability, not only output, is formally assessed. While goals measure results, competencies evaluate the underlying skills and proficiency that enable high performance.

This section strengthens talent governance, succession planning and capability development.

Add a weight for this section. Choose whether the section's weight may change or not. Select whether item weights may be distributed automatically (i.e. if there are 5 items, they will each have a weight of 20%). Decide whether to allow users to link additional key competencies from the Master Data Library. Configure the performance rating scale and the check-in rating scale to be used for this section. Toggle whether comments will be required during check-ins or when rating items.

Action Plan

Linking an Action Plan to a performance agreement transforms the document from a static evaluation tool into a dynamic performance management instrument. It ensures that identified gaps, risks or development areas are not merely recorded but actively addressed. In other words, this section closes the loop between assessment and improvement. Toggle to switch action plans on or off.

Templates

The final menu item when creating or editing review setups is Templates. 

Creating performance agreement templates can greatly enhance the efficiency of developing performance agreements, making the process smoother and more organised. This not only ensures consistency in format but also helps minimise administrative burdens. By following this guide, you’ll be equipped to craft reusable performance agreement templates that can serve effectively across multiple performance cycles.

To begin, ensure you are on the Templates screen in the review setup's settings.

Create New Template

Click +NEW TEMPLATE.

Add a descriptive title for this performance agreement template. Use the toggle buttons to select whether to publish the template and whether the template's weights should override the weights configured in the review setup.

Add Primary Goals and Stretch Goals

The process for adding primary and stretch goals is the same for both sections. Follow the steps below to add primary goals, then repeat them for stretch goals.

Add perspectives

If you are using perspectives, click +PERSPECTIVE. If not, skip ahead to adding a key performance area.

Select a perspective from the drop-down menu and assign a weight. Click SAVE ADD NEW to continue adding more perspectives to this section, or click SAVE if you are done.

Your added perspectives and their assigned weights will display on the screen.

Add KPAs

Click +KEY PERFORMANCE AREA to add a KPA.

Type your own KPA in the designated field, or select one from the Master Data Library. Assign weights to the KPAs, ensuring that their total for each perspective (or section, if not using perspectives) equals 100%. Click SAVE ADD NEW to continue adding more KPAs, or click SAVE if you are done.

Your added KPAs and their assigned weights will display on the screen.

Add KPIs

Click KEY PERFORMANCE INDICATOR+ to add a KPI to a KPA.

Type in your own KPI, or select one from the Master Data Library. Complete details of the KPA, such as a description, related activities, measures, and an apt rating scale. 

Click SAVE ADD NEW to continue adding more KPAs, or click SAVE if you are done.

Your added KPIs and their assigned weights will display on the screen.

Add Values and Behaviours, Leadership Behaviours, and Key Competencies

Values and Behaviours are configured in the review setup's settings and will automatically be populated when the performance agreement is created.

The same will happen with Leadership Behaviours.

Key Competencies can be linked to the performance agreement template by either creating your own, or selecting one from the Master Data Library.

Save a created template

Before you save the template you have created, ensure the following is in place:

The template has a descriptive name. The template is published (if it is ready to be used in your review setup). The template's weights are correct.

All the weights of the perspectives in a section should add up to 100%. The total weighting of all KPAs linked to a specific perspective (or to a section, where perspectives are not applied) must equal 100%. All KPI weights linked to a KPA should total 100%. Click SAVE.

A message will display indicating the successful creation of the template.

If the template weights are not balanced, an error message will appear.

Import a Template

Templates can also be imported using an import sheet. The template will be populated using Excel, prepared for import into the Performance Management module, and automatically linked to a review setup.

To begin importing a template, access the Module-Specific Functions menu.

Click Import.

Select Performance Management from the drop-down menu, and ensure it is set to import templates. Click PROCEED to continue.

Download the Excel import file and populate it with the template's details. When you have completed this step, click UPLOAD IMPORT FILE to upload your import file.

Once the file has successfully uploaded, click IMPORT.

The import results will be displayed. If the file was successfully staged for import, the results will all show green ticks.

To view the status of the template's import, navigate to the system inbox.

Click Imports.

The table will show all the results of recent system imports. Locate your performance template import entry, and view the status. 

Staged: The import is still in progress. Completed: The import has completed successfully. CompletedWithErrors: There are errors in your import file.

To view the errors with your import file, find the CompletedWithErrors entry and hover over the three dots.

Click Export Errors to investigate why the template did not complete the import process.

The export document containing the errors will be located in your system inbox.

Once you have reviewed all errors with your imported templates, they should import successfully, and your template library should look like this:

Templates can easily be copied or deleted by hovering over the desired template and either clicking the copy or the dustbin icon.