Defining Document Templates

This chapter provides overviews of document templates and performance ratings calculation methods and discusses how to:

Create document sections.
Create document templates.

See Also

Generating Documents

Understanding Document Templates

This section lists common elements and discusses:

Template design decisions
Document design

Common Elements Used in this Chapter

Document Template	A document template stores information that is used to generate specific document instances for use by participants in the evaluation process. Options on the document template define the roles that participate in the review process and the abilities of each role, the steps in the review process, and the items that are evaluated. The terms performance document template and template refer to document templates. Organizations often define a high-level template and then successively clone and modify this template for the appropriate levels of the organization. For example, an organization might want a set of goals and initiatives for all employees. Each business unit clones this template with the common goals and initiatives and modifies it to add goals and initiatives that apply only to the business unit.
Role	A role defines a type of participant in an evaluation. Some typical roles are: manager, employee, and peer. The performance document template specifies the information that the role can view and update and the actions that the role can perform.
Document	Documents are classified as either performance documents or development documents and are generated from document templates. One template can generate many documents; for example, documents for different departments or different performance periods.
Evaluation	For a given document, an evaluation is generated for each participant. Evaluations contain the role-specific information and capabilities that are defined on the document template. Participants fill out the evaluation and, at the end of the evaluation cycle, the manager can utilize the information on the participant evaluations to determine the ratings and comments they should give on their evaluation.

Template Design Decisions

The decisions you make and the options you select when you define templates influence the way the evaluation process is conducted in an organization. Before defining templates, consider which features are appropriate for the types of documents that are used in the organization. For example, some organizations use documents to enhance communication between managers and employees, and do not assign ratings; others assign a single overall rating; and still others rate each individual item (such as goals, responsibilities, or competencies) that is contained in the document.

Consider ease of use and reuse when you design document templates. Limiting the number of templates that you create for each document type makes it easier for users to select the correct template when they generate performance documents and simplifies template maintenance.

Make the basic content in a template as generic as possible so that templates are flexible enough to meet the needs of large groups of employees. You can then use job profiles to include job-specific competencies and responsibilities for all employees in a particular job, job family, position, or salary grade. By doing so, each employee's annual performance document has the same general appearance and instructions, but includes the competencies and responsibilities that are relevant to the particular job.

You can select these key features when you define review templates:

Sections

Mission statements, initiatives, goals, responsibilities, and competencies are examples of sections. Sections can contain items such as individual goals and responsibilities. Sections can also contain areas for employee comments, signatures, or other relevant information. Depending on the rules that you define, managers and employees can edit a performance document by adding, revising, and deleting items from sections. Sections are reusable, and many different document templates can use the same section.
Ratings and weights

If an item or section is rated, then a rating model is associated with the item or section. Assigning a rating model defines the rating scale that is used to evaluate the employee's performance for the item or section. You can also establish weights for items and enable users to change the default weights. Weighting an item or section enables you to place more or less significance on a particular item or section relative to the other items in the section or other sections in the document.
Calculation options

If the organization evaluates employee performance, you can have the system calculate performance ratings or enable users to manually enter all ratings. You can also give users the ability to override calculated ratings. Three different calculation methods are available for use: average calculation, summation, and review band.
Approval options

Five different approval options are available for documents. These options determine if document approval is required and, if so, when in the business process the approval must occur. For example, you can specify if approval is required and whether it occurs before or after conducting a review of the performance document. You can also require that documents are approved by one or two approvers in addition to the manager.
Informational indicators

Informational indicators include due dates, percent complete, document status, and an indicator that specifies whether the item is owned by the employee or manager. You can identify critical and mandatory items and specify which performance items are related.
Rules

Rules define the capabilities of participants. You can define the document roles that can rate and weight the performance criteria and sections of a document and whether they can add items or override calculated ratings.

Document Design

Designing documents is a two-step process:

Define the document sections.

In ePerformance, documents are divided into logical sections based on content. For example, a document might include an organization's mission statement, followed by a section for rating competencies and a section for assessing goals. The overall rating might follow, along with areas for employee comments and signature lines. Each section specifies the options for processing a different type of performance criteria: whether or not it contains items, where the items are stored, and the rules for rating and processing items.

See Creating Document Sections.
Create the template definitions.

All documents are generated from a template, which is similar in structure to the performance document. Templates define which sections to include for each participant role in the process and the order in which the sections appear. They also define processing and usage rules: whether performance documents generated from the template must go through an approval process, the method for calculating the ratings, the rating models that are applicable, and so on.

You can create one or more templates for each document type.

Document Template Structure

This diagram shows the high-level structure of the document template:

Document template structure

Every document template has four pages:

General

The General page shows information that you defined, such as options that determine the processes that are required for the document and the roles that can access and update the document.

See Defining General Template Information.
Process

The Process page shows the processes that are required for the document based on the choices you made on the General page. You select the actions that each role or roles can perform for each process, and you specify whether the ratings that are entered by persons having that role are anonymous.

You specify approval rules for the manager's document and overall document processing rules on this page.

See Defining Document Processes.
Structure

The Structure page defines the sections that are included on documents. You select one or more sections to include in the document. The section definition is copied into the document template, and you can override any of the section settings. For each section that you include in the document, you can specify how the document roles interact with that section: the actions that they can perform, the content that is visible to them, and the writing tools that they can use to enter ratings and comments.

See Adding Sections to Documents.
Content

The Content page shows how the sections that you selected on the Structure page appear to users and what options are visible on the user evaluations. Only those sections that you included on the Structure page are available on the Content page.

See Defining Content.

Understanding Ratings Calculation Methods

This section discusses:

Performance ratings.
Rating models and calculation methods.
Calculation methods.
Multiple calculation methods in the same document.
Average calculation method.
Summation calculation method.
Review Band calculation method.
Calculation debugging.

Performance Ratings

Depending upon the settings that are configured in a document template, a document can have an overall rating and any combination of section ratings, item ratings, and subitem ratings. When calculation is enabled, the hierarchical structure of performance documents—subitems roll up to items, items roll up to sections, and sections roll up to an overall summary—enables the system to automatically calculate ratings by rolling up from the lower levels.

Note. Since subitems are at the lowest level of the hierarchy, ratings for subitems are entered manually. Alternatively, if calculation is not enabled authors can enter any ratings at any level of the hierarchy manually.

When you create a template, you indicate whether you want the system to calculate document ratings and, if so, which calculation methods to use at the section level. Rating an employee's performance is optional. You can configure templates to rate none, some, or all of the content. The overall rating is a type of section rating and is placed in the Overall Summary section. You can configure the template to enable authors to override calculated ratings.

Rating Models and Calculation Methods

All calculations are based upon a rating model, which is a set of ratings—such as A, B, C, and D—that are used to evaluate performance in a particular area.

Rating models are defined on the Rating Model page. Each rating that you define on the Rating Model page can have a numeric rating, review points, and a point range. The calculation method that you select for a section dictates whether the system uses the numeric rating, the points, or point range in its calculations.

When you create a template, you associate a rating model with each item and section that is rated in the document (including the Overall Summary section). The exceptions to this are competency items and subitems. For competencies, the rating model is associated with the competency on the Competency Table page. subitems always inherit the rating model of the associated item. You can assign the same or different rating models to each item and section. As an example, each responsibility for which employees are rated can use a different rating model.

See Also

Defining Rating Models

Calculation Methods

ePerformance supports three calculation methods. You assign one of these methods to each section of a performance document that is rated.

Average

To use this method, the rating models that are associated with the section and its item must define numeric ratings that correspond to the rating descriptions. The system uses the numeric ratings to calculate a weighted average if weights exist; otherwise, it calculates a straight average. It then converts this average back to a performance document rating, again using the rating model.
Summation

To use this method, the rating models that are associated with the section and its items must define review points. The rating model for the section must also define point ranges (from points and to points). The system converts ratings to review points as defined in the rating model, calculates the total review points, and converts this total into the corresponding review rating for the section by using the point range on the rating model. Weights are ignored.
Review Band

This method is similar to the Summation method, but is only available for the Overall Summary section of a document. To use this method, the rating model that is associated with the Overall Summary section must include a performance document band and define review points as well as point ranges (from points and to points). During the calculation process, the system computes the total review points across all sections and converts this total into the equivalent rating on the document band.

Note. The Average method is easier to understand, set up, and maintain than the Summation method. The Summation method is provided for customers who used this method in the Employee Review business process that earlier versions of Human Resources provided. It provides no advantage over the Average method; you can achieve the same results in ePerformance by using weighted averages.

Multiple Calculation Methods in the Same Document

This table illustrates how the calculation method that you select for the overall rating (the Overall Summary section) determines which calculation methods the other sections of the document can use and whether the calculation method permits section weighting:

Calculation Method for Overall Summary Section	Calculation Methods Allowed for Other Sections	Section Weighting Allowed?
Average	Average	Yes
Summation	Average and Summation You must define review points in addition to numeric ratings for these sections. The system converts section ratings to review points to determine the overall rating.	No
Review Band	Average and Summation You must define review points in addition to numeric ratings for these sections. The system converts section ratings to review points to determine the overall rating.	No

Average Calculation Method

To calculate ratings using the average method, the rating models that are associated with a section and its items must define an equivalent numeric rating for each qualitative rating. The numeric ratings are used in the calculations.

Determining Item Ratings

The user enters the item rating. If subitems exist, the system calculates the item rating by taking the average of the subitems.

Determining Section Ratings

If a section other than the Overall Summary section contains no items that are rated, the user enters the section rating. Otherwise, the system calculates the section rating as follows:

If any items in the section are weighted, the system calculates the rating as a weighted average of all of the item ratings in the section, taking individual item weights into account. Unrated items and items that are not weighted are ignored.
If no items in the section are weighted, the system calculates the simple average of all rated items. Unrated items are ignored.

Determining Overall Ratings

If the document contains no sections that are rated other than the Overall Summary section, the user can enter the overall rating. Otherwise, the system calculates the average overall rating as follows:

If sections are weighted, the system calculates the rating as a weighted average of all of the other section ratings in the document, taking individual section weights into account.

Unrated sections and rated sections that are not weighted are ignored.
If the weighting feature is not activated, the system calculates the simple average of all rated sections; unrated sections are ignored.

Summation Calculation Method

To use the summation method, the rating model that's associated with each section must define the points that are equivalent to each qualitative rating. The system uses the points in its calculations.

Item ratings are not used in the summation method.

Determining Section Ratings

For sections other than the Overall Summary section, the system determines the rating and corresponding review points for each item in the section. (Only items with review points are considered.) It sums the points to determine the total points for the section.

Determining Overall Ratings

For section ratings that are calculated using the average method, the system converts the section rating to the appropriate number of review points entered for that section, using the rating model associated with the section.

For sections that are calculated using the summation method, the total review points for the section are used as the section points. The points from each section are summed and converted to a document rating using the from and to point range on the rating model that is used for the Overall Summary section.

Review Band Calculation Method

This method is used for the Overall Summary section only. To use this method, review points are associated with each section rating. The system uses the points in its calculations. The system follows these steps:

Calculates the overall points by following the same steps as the summation method.
Converts the overall points into the appropriate review band according to the rules you define on the Rating Model page.

Calculation Debugging

ePerformance provides a debug/trace feature to help test and debug calculation problems encountered during implementation.

See Viewing Detailed Calculations of Performance Results.

See Also

Viewing Evaluation Ratings

Creating Document Sections

To create performance document sections, use the Section Definition (EP_SECTION_DEFN) component.

This section provides an overview of section design and discusses how to define sections.

Understanding Section Design

When you design document sections, you need to understand these terms:

Evaluation Elements	The fields on a document that managers and employees can use to assess an employee's performance. These can include Rating, Weight, Comments, and Minimum Weight. Except for Minimum Weight, users can enter values for these fields on the Maintain Evaluations page during the performance process. Additionally, the Weight field can be entered on Establish Evaluation Criteria documents.
Performance Criteria Elements	The fields on a document that managers and employees can edit. These include Item Description, subitem Description, Measurement, Supports, Due Date, Reminder Date, Critical, Ownership, Status, and Percent Complete. Users can edit these fields on the Establish Evaluation Criteria or Maintain Evaluation transactions during the performance process.
Attributes	The data fields that can appear in the section. Attributes include both evaluation elements and performance criteria elements.

ePerformance delivers system data for the sections that organizations typically include in performance documents: Competencies, Employee Comments, Goals/Objectives, Initiatives, Manager Comments, Mission Statement, Responsibilities, Signatures, and Overall Summary. You can use these sections as models for those that you create or you can modify the delivered sections to meet business needs.

See Also

Defining Performance Criteria

Page Used to Create Performance Document Sections

Page Name	Object Name	Navigation	Usage
Section Definition	EP_SECTION_DEFN	Set Up HRMS, Product Related, ePerformance, Document Structure, Section Definition	Create a section that identifies the content and default rules for a single part of a template.

Defining Sections

Access the Section Definition page.

The selections that you make on this page determine the default business and processing rules that apply to this section of the performance document. These selections appear on the Structure page of the Template Definition component. You can override the selections on that page.

Section

When you select the Rate, Weight, or Comments check box, a summary appears at the end of the section.

Rate	Select to enable a rating assignment for the section, either by a system calculation or manually. A Rating field appears in the section summary.
Preliminary Rating	Select to enable a manager to enter a preliminary rating for the performance document. This field pertains only to sections where the Special Processing field is set to Overall Section.
Weight	Select to enable the section to have a weighting relative to the other sections in the document. A Weight Section field appears in the section summary. This check box is available when you select Rate. It is not available when you select Overall Summary in the Special Processing field, as the overall summary is the highest level in the document hierarchy. You cannot weight sections of a performance document when you select a calculation method of Summation or Review Band for the Overall Summary section and you elect to have the system calculate performance ratings. (You enter calculation instructions through the Template Definition component.)
Calculation Method	Select the calculation method to use for the section. Valid values are: Average, Summation, and Review Band.
Rating Model	Select the default rating model for the section.
Minimum Weight	Enter the minimum weight for the section. This field is used when ratings are calculated to ensure that the section weight cannot fall below a minimum value.
Weight	Enter the default weight for a section.
Special Processing	This field determines the type of information that is entered in this section and how the system processes the information. Select Competencies if this section is used to rate employee competencies. If competencies are rated , the system can publish the ratings after the document status is Complete. The ratings are used by the Manage Competencies business process and viewed through PeopleSoft Enterprise eDevelopment. When selected, the Initialize from Job Profile check box becomes available, so that you can instruct the system to automatically load the competencies and sub-competencies that are associated with the employee's job profile when generating the performance document. Select Employee Comments if this section is used by employees to enter and edit comments on the performance evaluation when the evaluation status is Available for Review, Review Held, or Acknowledged. When selected, all fields on this page except the Summary field become unavailable. Select Manager Comments if this section is used by managers to enter and edit comments on the performance evaluation when the evaluation status is In Progress, Available for Review, Review Held,or Acknowledged. When selected, all fields on this page except the Summary field become unavailable. Select None if no special processing options apply. Most likely, you'll select this option when creating a section for a mission statement, initiatives, or goals and objectives. Select Overall Summary if this section contains the overall rating for the document. A document template can include only one section that is set to Overall Summary. When selected, all fields on this page except the Rate Section and Summary fields become unavailable. Select Responsibilities if this section is used to assess responsibilities. The Initialize from Job Profile check box becomes available so that you can instruct the system to automatically load the responsibilities that are associated with the employee's job profile when it generates the document. Select Signatures if a predefined signature section appears on the printed version of the evaluation. This section consists of two signature rows: the first for the employee, the second for the manager. Each row includes a signature line and a date. To change the format of the signature lines in this section, modify the Text Catalog feature. When selected, all fields on the page except the Summary field become unavailable. Note. The Text Catalog entry for defining the signature format is APPR_MAIN1_INST2 for evaluations and APPR_BASE_SEC_DESC for the Establish Criteria document. The section type context key for both equals SIGN.

Items

The fields in this page region determine if the section on the document can contain criteria such as mission statement, initiatives, goals or objectives, responsibilities, competencies, sub-competencies, or free-form items. A section must contain all items of the same type—for example, a section cannot include both responsibilities and competencies. Items are evaluated or tracked depending on the rules that you specify. Typically, Overall Summary and Signatures sections do not include items.

Enable Items	Select if the section can contain items. When you select this check box, the other fields in this page region are enabled.
Free-Form Allowed	Select to enable users to add free-form items to this section of a document or template. For example, managers might use this feature to add a list of courses that an employee should take. The system assigns a unique identifier to each free-form item that is added. These items are not stored for reuse.
Initialize from Job Profile	Select to have the competencies or responsibilities that are associated with a job profile automatically loaded from the job profile into the template or document. This field is available only when the Special Processing field is set to Competencies or Responsibilities.
Description	Select to have the description that is defined for the item appear on the document. For example, if the section pertains to responsibilities and you select this check box, the document includes the description that is defined for each responsibility on the Responsibility page.
Due Date	Select to have items include a due date. For example, managers might enter a due date by which an employee must become proficient in a certain competency or attain a particular goal. During the evaluation process, managers can update the due date.
Mandatory	Select if the document author cannot edit or delete items. This applies to all items, regardless of whether they are defined on the template or job profile.
Ownership	Select to have items contain an Owner field that indicates who is responsible for the item: the employee or the manager. The flag is informational only; it does not cause any special processing to occur. During the evaluation process, managers can click an update link on the evaluation to edit the Owner field.
Supports	Select to enable association of items in this section with items in a different section of the same review. This field works in conjunction with the Supports field on the Rules/Roles page of the Template Definition component. During the evaluation process, authors can click an update link on the evaluation to edit the Supports field.
Status	Select to have items in the section include a field that identifies the status of the item. Possible statuses are Complete, In Progress, and N/A (Not Applicable).
Prompt Table	Select the name of the table that holds the items that are included in the section. You can select from tables you defined through any of the following components: Mission Statements, Initiatives, Goals/Objectives, Responsibilities, Competencies, or Sub-Competencies (all the tables within ePerformance that have item IDs as a key). If you create other tables to store items, you can select these as well.
Source	Select the source of the job profile that contains the items for this section. The valid values are Job Code, Job Family, Position, Salary Grade, and Blank. This field is available when the Initialize from Job Profile field is selected.
Use Section Rating Model	Select to have the rating model for all items and subitems on the document template default to the section rating model.
Minimum Weight	Select if items can have a minimum weighting. Minimum weights are entered on the Structure page of the Template Definition component or on the Competency and Responsibility pages of the Job Profile component. During the evaluation process, managers can click an update link on the evaluation to edit the minimum weight.
Measures	Select this check box to display the field for explaining the criteria that measure the employee's success on this item. For example, in a goals and objective section, you might have the measurement that is defined on the Goal/Objective page appear on the evaluation. If you add items of any type during the Establish Criteria process, you can enter a free-form description of the measurement method. During the evaluation process, managers and employees can click an update link on the evaluation to edit the Measures field.
Reminder Date	Select if items can contain a reminder date. During the evaluation process, managers can click an update link on the evaluation to edit the reminder date.
Critical	Select to indicate that items can have a critical indicator.
Percentage Complete	Select if items can include a field for entry of the percentage complete. Employees and managers can use this field to indicate progress towards certain goals.
Add Items - Establish Criteria	Select to enable a manager or employee to add items or subitems for the section on the Establish Criteria. Note. The specific roles and whether they can add items or subitems to their evaluations are defined in the Section Roles grid when you include this section in a document template.

Subitems

Subitems	Select to indicate that the section can contain subitems. This field is enabled only if you select the Enable Items check box in the Items page region. Although subitems are typically sub-competencies, this is not a requirement. For example, you might create free-form subitems for responsibilities.
Free-Form Allowed	Select to enable users to add free-form (non-coded) subitems to this section.
Description	Select to have the subitem's description appear on the evaluation. During the evaluation process, managers can click an update link on the evaluation to edit the subitem's description.
Prompt Table	Select the name of the table that holds the subitems that are included in the section. You can select from tables you defined through any of the following components: Mission Statements, Initiatives, Goals/Objectives, Responsibilities, Competencies, or Sub-Competencies (all the tables within ePerformance that have item IDs as a key).

Adding Sections to Documents

Creating Document Templates

To create document templates, use the Template Definition (EP_TMPL_DEFN) component.

This section lists prerequisites and discusses how to:

Define general template information.
Define document processes.
Add sections to documents.
Add content to document items.
Clone a template.

Prerequisites

Before you create templates, define the following:

Document types.
Performance criteria that are included in templates, such as mission, initiatives, goals and objectives, responsibilities, and competencies.
(Optional) Job profiles.
Rating models.
Sections.

Note. You cannot create a template without a document type, and a template must contain at least one section with a manager role selected.

See Also

Defining Basic Settings and Tables

Pages Used to Create Document Templates

Page Name	Object Name	Navigation	Usage
Template Definition - General	EP_TMPL_DEFN1	Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, General	Define general template information. The information that you specify on this page controls the sections that are available on other pages of the component.
Template Definition - Process	EP_TMPL_DEFN2	Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Process	Define document processes. The information that you specify here determines the functions that employees, managers, and other participants can perform in each step of the review process.
Template Definition - Structure	EP_TMPL_DEFN3	Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Structure	Add sections to documents and modify sections. You can override default section settings on this page and define the way each role interacts with the document section.
Template Definition - Content	EP_TMPL_DEFN4	Set Up HRMS, Product Related, ePerformance, Document Structure, Template Definition, Content	Add content to document items and subitems.
Clone Template Definition	EP_CLONE_TMPL	Set Up HRMS, Product Related, ePerformance, Document Structure, Clone Template Definition	Copy a template and modify it.

Defining General Template Information

Access the Template Definition - General page.

Description

Enter a description of the document template. This description appears as a selection field when users create evaluations from the template; therefore each template within a document type should have a unique description.

Establish Criteria

Select to enable the Establish Criteria step. When you select this check box, the Establish Criteria group box appears on the Process page.

Nominate Participants

Select to enable the Nominate Participants step. When you select this check box, the Nominate Participants and Review Participant Feedback group boxes appear on the Process page.

Official Review

Select to designate that documents generated with this template are official. Results of official documents are used by Human Resources in the processes that calculate salary increases that are based on performance. If an employee has more than one official document, these processes use the results of the document with the latest period end date.

The default value from the Document Type page appears here, but you can change it.

Language Checker

Select to enable the use of the Language Checker tool when entering comments. Users can click a button on the document to have the system check for inappropriate language in the comments and results text boxes on the evaluation.

Participation

Role

Select one or more roles that can participate in evaluations that are generated using this document template. The Manager and Employee roles always appear in this list. You can add additional roles that you defined on the Roles page.

Document

Select to indicate that a document for the role is created. As delivered, this check box is enabled for the Employee role, because documents for other roles are always created when the role appears in the list.

Document Due Days and Days

Enter the number of days that the document is due before or after the period end date. Documents always pertain to a specific period of time, defined by the period begin and period end dates. These dates are established when the document is created.

The document due date appears on the Employee Performance pagelet that managers can use to monitor pending performance documents (if you have PeopleSoft Portal Pack). The due date is also used to generate the Late Reviews (EP_LATE_APPR) report and to run the Create Summary Data (EP_RPT_SNAP) process. Managers can use the Change Due Dates page to change the due date of the employee's document. HR administrators can use the same page to modify the due date of the manager's document.

See Also

Defining Document Types

(JPN) Creating Review Identifiers

Setting Up Text for Advisor Tools

Defining Document Processes

Access the Template Definition - Process page.

Establish Criteria

This section is used to set up the rules for the Establish Criteria process. It appears only if the Establish Criteria check box is selected on the General page.

Updated By:	Select either or both the Manager and Employee check box to indicate the roles that can update the criteria on documents.
Completed By:	Select one role that can complete or finalize the establish criteria document.
Due Date:	Enter the number of days before or after the period end date when the establish criteria document is due.
Days	Select from After Period End Date or Before Period End Date.

Nominate Participants

Use this section to set up the rules for the Nominate Participants process. It appears only if the Nominate Participants check box is selected on the General page.

Updated By:	Select either the Manager check box, the Employee check box, or both to indicate the roles that can nominate participants for a review.
Submitted By:	Select the role that can submit the nominations to nominees. You can only select a role that can update participants.
Tracked By:	Select either the Manager check box, the Employee check box, or both to indicate the roles that can track nominations that are submitted.
Due Date:	Enter the number of days before or after the period end date when the nominations must be completed.
Days	Select from After Period End Date or Before Period End Date.

The Role grid contains one entry for each participant role other than the manager and employee who is defined on the General page. Fields in the participant entry are:

Minimum Req	Enter the minimum number of participants of this type that are required to participate in a review. For example, if the review requires at least three peers, you must nominate at least three peers and they must accept the nominations before the review can proceed.
Maximum Allowed	Enter the maximum number of participants of this type that can participate in a review. For example, if the review maximum for peers is three, you cannot submit nominations to four peers.
Anonymity for Employee	Check to indicate that the employee is not able to see the names of the participants for this role when tracking nominees.
Anonymity for Manager	Check to indicate that the manager is not able to see the names of the participants for this role when tracking nominees.

Review Participant Evaluations

This page region is used to set up the rules for participant feedback. It appears only if the Nominate Participants check box is selected on the General page.

Tracked By:	Select either the Manager check box, the Employee check box, or both to indicate the roles that can track participant feedback.
Viewed By:	Select the role that can view completed evaluations from participants. You can only select a role that can track participant feedback.

The Role grid contains one entry for each participant role that is defined on the General page. Fields in the participant entry are:

Anonymity for Employee	Check to indicate that the employee is not able to see the names of the participants for this role when tracking nominees and/or viewing participant evaluations.
Anonymity for Manager	Check to indicate that the employee is not able to see the names of the participants for this role when tracking nominees and/or viewing participant evaluations.

Manager Document

Review Process

Select the approval process for the document. This field identifies the process for reviewing a document with the employee, and when this review takes place relative to a formal approval of the document. It also controls when the Submit, Complete, Available for Review, and Review Held actions are available to the manager.

Options are:

Approval After Review Held: Select if the document approval occurs after the manager reviews the completed document with the employee.
Approval Before Review Held: Select if the approval must occur before the manager reviews the completed document with the employee.
Approval No Review Held: Select if an approval process is required, but the manager does not need to review the document with the employee.
No Approval No Review Held: Select if neither an approval process nor a review of the completed document is required.
No Approval Review Held: Select if the manager reviews the completed document with the employee, but no approval process applies.

See Managing Reviews and Approvals.

Approval Rule Set

Select the approval rule set that determines the chain of approvals a document must go through when the manager clicks the Submit button on the performance document. The default value selected on the Document Type page appears here, but you can change it.

This field applies only if the Review Process field is set to Approval After Review Held, Approval Before Review Held, or Approval No Review Held.

ePerformance delivers the following rule sets:

EP_APPRAISAL

Documents with this rule set are approved by the manager's manager and a ePerformance HR administrator.
EP_APPRAISAL_ADM

Documents with this rule set are approved by a ePerformance HR administrator only.

Cancel Outstanding Evaluations

Select to automatically cancel evaluations that are not completed and nominations that are not accepted when the manager evaluation moves past the In Progress status. This option prevents late evaluations from coming in and altering the average ratings.

Evaluation Rules

The fields in this page region define rules for calculating ratings that apply to the document as a whole.

Rounding Rule	Specify how the system should round calculated ratings whenever using the Average calculation method. Values are Down, Standard, and Up. With standard rounding, the system rounds up on 5 and rounds down on 4. For example, 2.5 rounds to 3, while 2.4 rounds to 2. This works in combination with the number of decimal places the system rounds to. For one decimal place, 2.45 rounds to 2.5, while 2.44 rounds to 2.4.
Decimal Places	If you select a rounding rule, enter the number of decimal places for rounding. No more than two decimal places are allowed.
Map Method	If the Calculate Rating check box is selected, select how calculated numeric ratings are mapped to qualitative ratings when there is no exact match after the rounding rule is applied. For example, the calculated rating 2.7 falls between numeric ratings defined on the Rating Model Table page as 1, 2, 3, and 4; the mapping method defines the numeric rating to map to the value 2.7. Options are Highest, Lowest, and Nearest. For example, assume the rating model has the following entries: A = Superior (numeric rating = 1) B = Good (numeric rating = 2) C = Average (numeric rating = 3) D = Needs improvement (numeric rating = 4) If the system calculates a rating of 2.7 (between Good and Average, but closer to Average), the mapping method tells the system which entry to pick: Highest yields the next numerically highest rating—in this case 3, or Average. Lowest yields the next numerically lowest rating—in this case 2, or Good. Nearest yields the numerically closest rating—in this case 3, or Average. If the calculated rating falls exactly halfway between two ratings in the rating model, the system assigns the numerically higher of the two ratings.
Calculate Ratings	Select to indicate that the system automatically performs all roll-up calculations to calculate an overall summary rating. This feature is the default, and causes a calculate button to appear on the evaluations. To have evaluators manually enter all ratings, clear this check box.
(JPN) Review ID	To enable the (JPN) Salary Planning process by review ID, select the ID. You define IDs on the Review Definition Table JPN page. You can only select documents defined for the selected document type.
(JPN) Include in Grade Advance (applicable for grade advance)	Select if the selected review ID is eligible for the Grade Advance feature of the Plan Salaries business process. It is selected automatically if theInclude in Grade Advance check box is selected on the JPN Review Definition Table page.

See Also

Modifying Evaluation Criteria

Nominating and Tracking Multi-Source Participants

Entering Comments and Ratings on Evaluations

Consolidating Feedback from Evaluators

Managing Reviews and Approvals

Adding Sections to Documents

Access the Template Definition - Structure page.

Section

Select a section to include in the documents that are generated from this template. These are the sections that you previously defined using the Section Definition page or predefined sections that are included as ePerformance system data.

Note. You can include only one Overall Summary section on each template.

Display Order

Enter a unique sequence number to specify the relative order in which this section appears in the document. The default value for the first section is 10. The system increments the value for subsequent sections by ten. If, for example, you override a sequence number to 25, the system assigns 35 as the next sequence number.

Note. If you enter sequence numbers out of order, the system automatically reorders them when you exit the Template Definition component and reopen it.

Note. The fields that appear in the Section, Items, and Sub Items page regions are identical to the fields that you specify on the Section Definition page. You can override these fields for any specific document.

Section Roles

This page region contains a grid that has three pages that you access using tabs. Together, these three pages define the actions, document content, and tools that are available on an evaluation for each role that is defined on the document template.

Rate/Weight

The fields on this tab define what each person who has each role can do in this section of the document. The section settings control whether a check box is enabled.

Role

Select the role for which you are defining rules.

Rate Section

Select to enable the author to assign a section rating. This field is available if Rate is selected for the section.

Rate Item

Select to enable the author to rate items in this section. This field is available if Rate is selected in the Items page region for the section.

Rate Subitem

Select to enable the author to rate subitems in this section. This field is available if Rate is selected in the Items page region for the section.

Override Rating

Select to have an Override Rating button appear next to the Calculate button on the evaluation. The rater can click this button to modify the calculated rating.

This option is available when the Calculate Ratings check box is selected on the Template Definition page.

Warning! Do not use this feature with the Summation calculation method.

Numeric Rating

Select to have the evaluation display both the rating and the numeric equivalent or points of the rating that you define on the Rating Model Definition page. This option is available if Rate is selected for the section.

Weight Section

Select to enable the author to assign a section weighting. This option is available if Weight Section is selected for the section.

Weight Item

Select to enable the author to weight items in this section. This option is available if Weight Section is selected for the section.

Section

The fields on this tab define whether or not the role user can enter free-form comments for the section, and the tools that are available to assist.

Comments

Select to have the section contain an area for users to add a free-form description of the employee's performance on the section. If you do not select this check box for a role, the other selections for the role are not available.

View Other

Select to enable the role to view the sections from other completed evaluations that are part of this document. This option is available to managers only.

Results Writer

Select an option to have text suggestions from the Results Writer tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation.

Results Writer suggestions are predefined statements that describe the employee's proficiency level for the associated item. The Results Writer tool is designed primarily for competency and sub-competency sections of an evaluation; however, you can enable this feature for other sections of an evaluation as well.

The available options are:

Competency

Select to list the Results Writer statements that are associated with competencies. You associate statements with competencies on the Competency Proficiencies - Results Writer page.

Sub-competency

Select to list the Results Writer statements that are associated with sub-competencies. You associate statements with sub-competencies on the Sub-Competency Proficiencies - Results Writer page.

Not Used

Select if you do not want Results Writer suggestions to appear on the Suggested Results page.

Development Tips

Available only if the Comments check box is selected for the role

Select an option to have text suggestions from the Development Tips tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation.

Development tips are predefined statements that suggest how employees can improve proficiency at the associated item and are designed primarily for competency and sub-competency sections of a evaluation. However, you can enable this feature for other sections of an evaluation as well.

The available options are:

Competency

Select to list development tips that are associated with competencies. You associate development tips with competencies on the Competency Proficiencies - Development Tips page.

Sub-competency

Select to list development tips that are associated with sub-competencies. You associate development tips with competencies on the Sub-Competency - Development Tips page.

Not Used

Select if you do not want development tips to appear on the Suggested Results page.

Other Evaluator Comments

Select to have comments that were entered by other evaluators appear on the Suggested Results page for the role. Only comments from completed evaluations that were entered for the same summary section appear on the list.

Notes

Select to have performance notes that the employee or manager entered during the Establish Criteria step appear on the Suggested Results page. Only notes that were entered for the same section or item by the same person appear on the list.

Item

The fields on this tab define the capabilities that each role has for items in this section. The section settings control whether a check box is enabled.

Add

Select to enable the role to add items to this section.

Update

Select to enable the role to update items in this section on the documents that are generated for the role.

Comments

Select to have items in the section contain an area for authors to add a free-form description of the employee's performance on the item. If this check box is selected, the Results Writer, Development Tips, Other Evaluator Comments, and Notes check boxes are enabled for the role. The use of these fields is analogous to the same fields under the Section tab.

Consolidating Feedback from Evaluators

Defining Content

Access the Template Definition - Content page.

You can add content to a document in four different ways:

Manually select items on the template.
Load items into the template from a specified job profile.
When the document is created, automatically load items into the document from the job profile associated with the employee.
Manually enter items into a document after it is created.

The first three methods involve templates and are discussed in this section. The fourth method is discussed in another chapter.

See Entering Comments and Ratings on Evaluations.

Sections

Load Document from Job Profile

Select the table to check for the job profile. To have the documents that are generated with this template automatically include all competency or responsibility data defined for the employee's job profile, Options are: Job Code, Job Family, Position, Sal Grade (salary grade), and Not Used.When the document is created, the system looks at the employee's current job code, job family, position, or salary grade, according to these instructions, to determine which competencies and responsibilities to include in the document.

This field is available only if the Special Processing field on the Structure pages is set to Competencies or Responsibilities, and the Initialize from Job Profile and Items check boxes on the same page are selected.

Job Profile ID

To have competency or responsibility data that's associated with a selected job profile appear in this template, enter the job profile here and click the Load Items from Profile button. All items and subitems that are associated with the job profile appear in the lower half of the page. You can add, delete, or modify items here, depending on the options you selected on the Template Definition - Rules/Roles page. The changes that you make do not update the job profile, but they define the content that is included in each document that is created from this template.

Note. If you select a job profile ID and select either Job Code, Job Family, Position, or Sal Grade in the Load Review from Job Profile field, the system includes all items and subitems that are listed on this page in the document, plus any additional items and subitems that are associated with the job profile for the job code, job family, position, or salary grade. If there are duplicate items, the information that appears on the Items/Subitems page takes precedence.

This field and button are available only if the Special Processing field on the Structure page is set to Competencies or Responsibilities, and the Initialize from Job Profile and Items check boxes on the same page are selected.

Section Items

The fields in this page region are available only if you select the Items check box on the Structure page. Items automatically appear here when you complete the Job Profile ID field and click the Load Items from Profile button.

You can view, add, edit, or delete items to track or rate on the document. To view all items in a section, click View All. You can add free-form items if the Free-Form Allowed check box for this section is selected on the Structure page.

Item ID	To include an item from the prompt table that is associated with this section of the document, select the item ID. You can select from the items that belong to the table that is identified in the Prompt Table field on the Structure page. This field does not apply to free-form items.
Title	Enter the title for a free-form item that you are adding. If you select the item from a prompt table, the title on the table appears here.
Description	Enter the description for a free-form item that you are adding. This field appears if you select Descriptions in the Items group box on the Structure page. If the item is selected from a prompt table, the description from the table appears here.
Rating Model	Select the rating model for this item. This field appears if you select Rate on the Structure page. If you also select Items Use Section Rating Model, the section rating model appears here. To change the rating model that is associated with a competency, you must update the Rating Model field on the Competency Table page.
Min Weight (minimum weight)	Enter the minimum weight for this item, if applicable. This field appears only if Minimum Weight is selected on the Template Definition - Structure page.
Weight	Enter the weight of this item relative to all other items in the section. This field appears only if Weight Items is selected on the Template Definition - Structure page.
Supports	Select the item to which this item is linked. This field appears only if the Supports check box is selected on the Template Definition - Structure page. and the Supports field is completed on the Usage/Rules page.
Due Date	Enter the due date to appear on the document for this item. This field appears only if the Due Date check box is selected on the Template Definition - Structure page.
Reminder Date	Enter the reminder date to appear on the document for this item. This field appears only if the Reminder Date check box is selected on the Template Definition - Structure page.
Ownership	Select whether the employee or manager is responsible for this item. This field appears only if the Ownership field is selected on the Template Definition - Structure page.
Mandatory	Select to prevent authors from editing or deleting this item on the document. This field appears only if Mandatory is selected on the Structure page. Note. This selection overrides the value in the Mandatory field on the Job Profile component. If you specify that an item on the job profile is mandatory and do not select this check box, the item is not mandatory on the document.
Critical	Select to have the word Critical appear in the detail area of the item on the document. This field appears only if Critical is selected on the Structure page.

Subitems

Use this group box to add subitems for each item. The group box appears only if you select subitems on the Structure page.

SubItem ID

To include a subitem from the prompt table (typically, a sub-competency) in this section of the document, select the subitem ID. You can select from the items that belong to the subitems table that's identified in the Prompt Table field on the Structure page.

This field does not apply to free-form items.

Title

Displays the title of the selected subitem. If you're adding a free-form subitem, enter the title here.

Description

Displays the description of the subitem. This field appears if you selected Descriptions in the subitems group box on the Structure page.

See Also

Setting Up Competencies

Defining Rating Models

Cloning A Template

Access the Clone Template Definition page.

To clone a template:

On the Search page, select the template that you want to clone.
Enter up to eight alphanumeric characters for the new template ID.
Select the effective date for the new template.
Click the Save button.

The Template Definition component opens so that you can update the new template.

Description	Enter a description of the document template. This description appears as a selection field when users create evaluations from the template; therefore each template within a document type should have a unique description.
Establish Criteria	Select to enable the Establish Criteria step. When you select this check box, the Establish Criteria group box appears on the Process page.
Nominate Participants	Select to enable the Nominate Participants step. When you select this check box, the Nominate Participants and Review Participant Feedback group boxes appear on the Process page.
Official Review	Select to designate that documents generated with this template are official. Results of official documents are used by Human Resources in the processes that calculate salary increases that are based on performance. If an employee has more than one official document, these processes use the results of the document with the latest period end date. The default value from the Document Type page appears here, but you can change it.
Language Checker	Select to enable the use of the Language Checker tool when entering comments. Users can click a button on the document to have the system check for inappropriate language in the comments and results text boxes on the evaluation.

Role	Select the role for which you are defining rules.
Rate Section	Select to enable the author to assign a section rating. This field is available if Rate is selected for the section.
Rate Item	Select to enable the author to rate items in this section. This field is available if Rate is selected in the Items page region for the section.
Rate Subitem	Select to enable the author to rate subitems in this section. This field is available if Rate is selected in the Items page region for the section.
Override Rating	Select to have an Override Rating button appear next to the Calculate button on the evaluation. The rater can click this button to modify the calculated rating. This option is available when the Calculate Ratings check box is selected on the Template Definition page. Warning! Do not use this feature with the Summation calculation method.
Numeric Rating	Select to have the evaluation display both the rating and the numeric equivalent or points of the rating that you define on the Rating Model Definition page. This option is available if Rate is selected for the section.
Weight Section	Select to enable the author to assign a section weighting. This option is available if Weight Section is selected for the section.
Weight Item	Select to enable the author to weight items in this section. This option is available if Weight Section is selected for the section.

Comments	Select to have the section contain an area for users to add a free-form description of the employee's performance on the section. If you do not select this check box for a role, the other selections for the role are not available.
View Other	Select to enable the role to view the sections from other completed evaluations that are part of this document. This option is available to managers only.
Results Writer	Select an option to have text suggestions from the Results Writer tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation. Results Writer suggestions are predefined statements that describe the employee's proficiency level for the associated item. The Results Writer tool is designed primarily for competency and sub-competency sections of an evaluation; however, you can enable this feature for other sections of an evaluation as well. The available options are: Competency Select to list the Results Writer statements that are associated with competencies. You associate statements with competencies on the Competency Proficiencies - Results Writer page. Sub-competency Select to list the Results Writer statements that are associated with sub-competencies. You associate statements with sub-competencies on the Sub-Competency Proficiencies - Results Writer page. Not Used Select if you do not want Results Writer suggestions to appear on the Suggested Results page.
Development Tips	Available only if the Comments check box is selected for the role Select an option to have text suggestions from the Development Tips tool appear on the Suggested Results page when the user clicks the Writing Tools link on an evaluation. Development tips are predefined statements that suggest how employees can improve proficiency at the associated item and are designed primarily for competency and sub-competency sections of a evaluation. However, you can enable this feature for other sections of an evaluation as well. The available options are: Competency Select to list development tips that are associated with competencies. You associate development tips with competencies on the Competency Proficiencies - Development Tips page. Sub-competency Select to list development tips that are associated with sub-competencies. You associate development tips with competencies on the Sub-Competency - Development Tips page. Not Used Select if you do not want development tips to appear on the Suggested Results page.
Other Evaluator Comments	Select to have comments that were entered by other evaluators appear on the Suggested Results page for the role. Only comments from completed evaluations that were entered for the same summary section appear on the list.
Notes	Select to have performance notes that the employee or manager entered during the Establish Criteria step appear on the Suggested Results page. Only notes that were entered for the same section or item by the same person appear on the list.

Add	Select to enable the role to add items to this section.
Update	Select to enable the role to update items in this section on the documents that are generated for the role.
Comments	Select to have items in the section contain an area for authors to add a free-form description of the employee's performance on the item. If this check box is selected, the Results Writer, Development Tips, Other Evaluator Comments, and Notes check boxes are enabled for the role. The use of these fields is analogous to the same fields under the Section tab.