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Ratings Phase

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The Ratings Phase Explained

The Ratings Phase of the performance management process focuses on evaluating the employee based on the objectives specified in their performance agreement. If the dual participation option is enabled in the review setup, both the employee and the manager will be involved in the rating process. However, if this option is disabled, only the manager will enter the details into the Performance Management module, while the employee will be able to review them.

For our example, the following review setup settings have been enabled:

PM Example Review Setup - Dual Participation.png

For our example, we will assume that Emily Collins, the performance manager, and her reportee, Christoph Sutherland, will complete the Ratings Phase together. 

Emily Collins and Christoph Sutherland PM

Please note: since the dual participation setting has been activated for our example, we will explain both the employee's and the manager's roles in the process. If this setting does not apply to your review setup, you may skip the sections explaining the employee's involvement. Moreover, Emily will be able to complete the manager rating and the final rating simultaneously. This means Emily will be able to view Christoph's comments for each objective while she is rating him, but not his self-rating score.

 

Employee Self-Rating

  • The employee will start the Ratings Phase by completing their self-rating on each of their objectives. Navigate to the Performance Management dashboard, locate your performance agreement, and click the RATE button.

PM Performance Management Dashboard for Managers.png

  • The employee's performance agreement will open. The left-hand menu may be used for navigation, and the objectives are listed in the centre. The summary banner at the top of the screen shows the person's average rating based on the weights for each KPI that has been rated.

PM Ratings Start Employee's Self-Ratings.png

  • Click here to start a discussion with your manager about a selected objective.

PM Ratings Start Discussion.png

  • Your manager will receive a message in their system inbox.

PM Ratings Discussion with Manager.png

  • Click RATE to start rating an objective.

PM Ratings Rate Button.png

  • The ratings menu will appear. Click on a rating for the KPI, and add a suitable comment.

PM Ratings Employee Rate and Add Comment.png

  • Scrolling down will display the historical comments from the objective-setting and check-in phases. It can be useful to review these before submitting your KPI rating.

PM Ratings Historical Comments from Check-Ins.png

  • If you are ready to submit your rating for this KPI, click SAVE.

PM Ratings Employee Save Rated KPI.png

  • Your rating and comment will appear on the main ratings screen.

PM Ratings Employee Rated KPI.png

    • As you proceed through the self-rating process, your calculated self-rating score in the summary banner will change based on the KPI's weight in the performance agreement.

    PM Ratings Summary Changes.png

    • To modify your rating for a particular objective, click CHANGE.

    PM Ratings Employee Change Rated KPI.png

    • Update your comment or rating, then click SAVE. 

    PM Ratings Employee Completed Rating and Comment.png

    • For KPIs using interpolation, type in the actual value. The system will automatically calculate the rating for this objective, based on the configured interpolation rating scale.

    PM Ratings Phase Interpolation Rating.png

    • Once you have rated each objective, click APPROVE PERSON SELF-RATING. 

    PM Ratings Phase Approve Self-Rating.png

    • A warning message will appear, notifying the employee that submitting the ratings will lock the agreement for editing and notify their manager. To proceed, click to acknowledge and agree, then click SUBMIT.

    PM Ratings Phase Employee Submit.png

    • The manager will receive an automated email from the system notifying them to proceed with the manager ratings.

    PM Ratings Phase Manager Email for Self-Ratings Submitted.png

    • The employee's dashboard will show that their performance agreement status is now completed. They can click VIEW to review their performance agreement as they wait for their manager to complete their ratings.

    PM Ratings Employee Dashboard Submitted Ratings.png

    • Viewing the submitted performance agreement will show the rating and comment for each objective, as well as the employee's self-rating score. To modify self-ratings, click MODIFY PERSON'S SELF-RATING.

    PM Ratings Employee Dashboard Submitted Ratings View.png

    • A warning message will ask the employee to acknowledge and agree that their manager will be notified of these changes. To proceed, click to acknowledge and agree, then click SUBMIT.

    PM Ratings Employee Dashboard Submitted Ratings Modify.png

    • The manager will receive an automated email from the system notifying them that the employee has modified their self-ratings.

    PM Ratings Phase Manager Email for Self-Ratings Modified.png

    Manager Rating and Final Rating

    • The manager should navigate to the Performance Management dashboard and find the employee's contract under the My Team tab. The performance agreement's status will show that the employee has submitted their self-rating, and the manager should proceed with the manager's rating.

    PM Ratings Phase Manager Dashboard Start Ratings.png

    • Click RATE next to the employee's performance agreement.

    PM Ratings Phase Manager Dashboard Start Ratings Rate Button.png

    • The employee's performance agreement will open. The left-hand menu may be used for navigation, and the objectives are listed in the centre. The summary banner at the top of the screen shows the person's average rating based on the weights for each KPI that has been rated.

    PM Ratings Start Manager and Final Ratings.png

    • Click here to start a discussion with your employee about a selected objective.

    PM Ratings Phase Manager Discussion Button.png

      • Click RATE to start the manager's rating of an objective.

      PM Ratings Phase Manager Rating Button.png

      • The ratings menu will appear. Since the manager's rating and the final rating will be completed simultaneously, you can select a value for each rating and then provide one overall comment. Managers can also make a private comment that will not be visible to the employee.

      PM Ratings Phase Manager Ratings Screen.png

      • Scrolling down will display the historical comments from the objective-setting and check-in phases. It can be useful to review these before submitting your ratings. If you are ready to submit your rating for this KPI, click SAVE.

      PM Ratings Phase Manager Historical Comments from Check-Ins.png

      • Your ratings and comments will appear on the main ratings screen. As you proceed through the rating process, your calculated manager rating and final rating scores in the summary banner will change based on the KPI's weight in the performance agreement.

      PM Ratings Phase Manager Summary Changes.png

      • To modify your rating for a particular objective, click CHANGE.

      PM Ratings Phase Manager Change Rated KPI.png

      • Update your comment or rating, then click SAVE. 
      • For KPIs using interpolation, type in the actual value. The system will automatically calculate the rating for this objective, based on the configured interpolation rating scale.

      PM Ratings Phase Interpolation Rating.png

      • Once you have rated each objective, click APPROVE FINAL RATING. 

      PM Ratings Phase Approve Manager and Final Rating.png

        • A warning message will appear, notifying the manager that submitting the ratings will lock the agreement for editing. To proceed, click to acknowledge and agree, then click SUBMIT.

        PM Ratings Phase Manager Submit Ratings Message.png

        • If you have omitted a rating for an objective, an error message will appear. Please review the performance agreement carefully and add the missing rating(s).

        PM Ratings Phase Manager Submit Ratings Skipped Objective Error Message.png

        • The employee will receive an automated email from the system notifying them that their manager has submitted their final ratings.

        PM Ratings Phase Manager Submitted Final Ratings Email.png

        • The manager's dashboard will show that their employee's performance agreement status is now completed. They can hover over a specific review period to view the performance agreement.

        PM Ratings Phase Completed Phases.png

        • Viewing the submitted performance agreement will show the rating and comment for each objective, as well as the three scores for this review period:
          • The employee's self-rating score,
          • The manager's rating, and
          • The final rating.
        • To modify the final ratings, click MODIFY FINAL RATING.

        PM Ratings Phase Completed Phases Final Rating.png

        • A warning message will ask the manager to acknowledge and agree that the performance agreement's ratings will be unapproved. To proceed, click to acknowledge and agree, then click SUBMIT.

        PM Ratings Manager Submitted Ratings Modify.png

         

          Ratings Notification Emails

          The system automatically sends the following emails for the Ratings Phase:

          PM Ratings Auto Emails 1.png

          PM Ratings Auto Emails 2.png

            Next Steps

            The first review period of the performance management cycle has been completed. If a second review period has been created for the review year, the next phase is the Recontracting phase. Navigate to the next section for more information.

             

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