Modifying Evaluation Criteria

This chapter provides an overview of evaluation criteria modification and discusses how to modify evaluation criteria.

Understanding Evaluation Criteria Modification

This section discusses:

Criteria update during the Establish Criteria process.
Criteria update during the evaluation process.
Performance notes.

Criteria Update During the Establish Criteria Step

The draft criteria document that is generated from the document template contains the evaluation criteria and the item wording that are specified on the document template. The Establish Criteria step enables a manager, an employee, or both to tailor the document template's evaluation criteria for the employee prior to generating evaluations for the employee.

This diagram shows the process for modifying evaluation criteria during the Establish Criteria step:

Establish criteria processes

Setup Considerations

To enable this functionality for a document, you must set up the Template Definition component in this way:

Select the Establish Criteria check box on the General page.
Select either or both of the Updated By: Employee and Updated By: Manager check boxes on the Process page, Establish Criteria group box.

This enables the role to make updates to criteria during this step.
Select the Completed By: role in the Establish Criteria group box.

Additionally, you must specify the role's capabilities for each section of the Establish Criteria document:

To enable the role to update criteria items within a section, select the Update Item check box for the role in the Section Roles: Items grid on the Structure page.

This setup enables the capability to update and delete non-mandatory items during the Establish Criteria step.
To enable the role to add new criteria items to a section, select the Add Items - Establish Criteria for the section.

Criteria Modifications

Depending on the role's capabilities as defined on the document template, evaluators can make these modifications to the criteria document:

Add items such as goals, responsibilities, or competencies, to a section.

You can add free-form items or select predefined (coded) items from a prompt table. You can also add free form subitems or select predefined subitems for items that are already in the Establish Criteria document.
Delete criteria.

You cannot delete criteria if they are identified as mandatory on the template.

Update criteria.

The criteria details that you can edit during the Establish Criteria step depend on whether or not the items are defined as mandatory and whether or not the items are coded, as shown in the table below:

If the item is	Coded	Not Coded
Mandatory	Status Percent Complete	Status Percent Complete
Not Mandatory	Supports Critical Ownership Due Date Reminder Date Status Percent Complete	Title Description Measurement Supports Critical Ownership Due Date Reminder Date Status Percent Complete

If the item is

Coded

Not Coded

Mandatory

Status

Percent Complete

Status

Percent Complete

Not Mandatory

Supports

Critical

Ownership

Due Date

Reminder Date

Status

Percent Complete

Title

Description

Measurement

Supports

Critical

Ownership

Due Date

Reminder Date

Status

Percent Complete

Completion

When you are satisfied with the document criteria, the designated completer completes the document. You can generate individual evaluations, by role, from a completed criteria document. You can also reopen the document for further modification

Criteria Update During the Evaluation Process

Managers, employees, and other participants can update criteria from within their evaluations if the Update Item check box is selected for the role in the Section Roles: Items grid on the Structure page. Criteria updates that one evaluator makes are not reflected in other role evaluations, however other evaluators can view the comments and ratings that are made on added criteria if their role is enabled to do so on the document template.

Performance Notes

Either a manager or an employee can add performance notes during the Establish Criteria step. These notes are linked to the section and item to which they apply. Later in the process, the person that entered a note can access the note to review it, update it, or include it in their section or item comments.

Modifying Evaluation Criteria

This section discusses how to modify evaluation criteria.

Note. The navigation paths and page documentation in this section refers to modifying the Competencies section of an evaluation document. All sections on a document work similarly and use the same page formats. For example, if a document has both a Goals and a Competencies section, the Add Goal page and the Add Competency page function in the same way.

Pages Used to Modify Evaluation Criteria

Page Name	Object Name	Navigation	Usage
Current Documents	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Current Documents Self Service, Performance Management, My Performance Documents, Current Documents Manager Self Service, Performance Management, Development Documents, Current Documents Self Service, Performance Management, My Development Documents, Current Documents	Select the document for which you want to modify evaluation criteria.
Document Details	EP_APPR_DETAIL	Select a document on the Current Documents page.	View the status of the evaluation document and select actions to perform.
Performance Criteria - Draft	EP_APPR_BASE1	Click the Edit link in the Establish Criteria row on the Document Details page.	Modify performance criteria.
Development Criteria - Draft	EP_APPR_BASE1	Click the Edit link in the Establish Criteria row on the Document Details page.	Modify performance criteria.
Add a Competency	EP_APPR_EDIT3	Select the Add Competency link for any item that is listed on the Performance Criteria - Draft page Select the Add Competency link for any item that is listed on the Development Criteria - Draft page	Select whether you want to add a free-form or a predefined competency to the evaluation criteria specified on the document template.
Add a Competency	EP_APPR_EDIT4	Select Add your own competency on the Add a Competency page.	Search for a predefined competency to add to the evaluation criteria specified on the document template.
Add a Competency Add a Goal Add an Initiative Add a Responsibility Competency Detail Goal Detail Responsibility Detail Initiative Detail	EP_APPR_EDIT5	Select Add your own competency on the Add a Competency page. Click the Edit Details link on the Performance Criteria - Draft page. Click the Edit Details link on the Development Criteria - Draft page.	Add a free-form competency to the evaluation criteria specified on the document template or modify a competency.
Add a Competency Behavior	EP_APPR_EDIT6	Select the Add Behavior link for any item that is listed on the Performance Criteria - Draft page Select the Add Behavior link for any item that is listed on the Development Criteria - Draft page	Select whether you want to add a free-form or a predefined sub-competency to the evaluation criteria specified on the document template.
Add a Competency Behavior	EP_APPR_EDIT7	Select Add your own behavior on the Add a Competency Behavior page.	Search for a predefined behavior to add to the sub-competency specified on the document template.
Add a Competency Behavior Competency Detail	EP_APPR_EDIT8	Select Add your own sub-competency on the Add a Competency Behavior page. Click the Edit Details link on the Performance Criteria - Draft page. Click the Edit Details link on the Development Criteria - Draft page.	Add a free-form sub-competency to the evaluation criteria specified on the document template or modify a competency.
Delete Confirmation	EO_DEL_CONFIRM	Click the Delete Competency link on the Performance Criteria - Draft page. Click the Delete Competency link on the Development Criteria - Draft page. Click the button next to a behavior for a competency on the Performance Criteria - Draft page. Click the button next to a behavior for a competency on the Development Criteria - Draft page.	Confirm that you intend to delete a competency or behavior.
Complete/Reopen Confirmation	EP_APPR_MAIN2	Click the Complete or the Reopen button on the Performance Criteria - Draft page.	Confirm that you intend to complete or reopen the document.
Performance Notes	HR_NP_NOTE_SRCH	Click the Add Notes link in the Details group box for any item on the Performance Criteria - Draft page. Click the Add Notes link in the Details group box for any item on the Development Criteria - Draft page.	Search for performance notes. See Entering Performance Notes.
Performance Notes - New Note	HR_NP_NOTE	Click the Add a New Note button on the Performance Notes page.	Add a new performance note to the section.

Modifying Evaluation Criteria

Access the Performance Criteria - Draft page.

This page contains one section for each section that is defined on the document template, except for the Employee Comments, Manager Comments, and Overall Summary section. It lists the criteria and provides entry points to pages where you can add, edit, and delete criteria. In the page shot above, the section is Competencies. Each competency in the Competencies section is an item, and each item can have one or more subitems. In this example, the subitems are called behaviors.

All sections on this page have similar structures. The section links take you to pages that enable you to view, update, or delete evaluation criteria and add notes to sections and items.

Section-Level Actions

You can add or delete items from the sections in a document. The Add and Delete links are enabled for a section if the Add Items - Establish Criteria check box is selected for the section and the Add and Update check boxes are selected for the role in the Section Roles: Item grid on the document template.

Add Competency

Click this link to access the Add a Competency page. This page has one of three formats, depending on how you set up the document template for the section item:

If you selected Free-Form Allowed and selected a Prompt Table on the document template, the page enables you to select whether you want to add a predefined competency or add a free-form competency.
If you selected Free-Form Allowed but did not select a Prompt Table on the document template, the page enables you to add a free-form competency.
If you selected a Prompt Table but did not select Free-Form Allowedon the document template, the page enables you to select whether you want to add a predefined competency.

Delete Competency

This link always appears if the Establish Criteria step is enabled and the item is not defined as Mandatory on the document template.

Details

This page region lists detail information about the competency. A detailed piece of information appears only if you selected the detail for the section on the document template. The specific value that appears for each detail is defined on the Content page of the document template.

Edit Details

Click this link to open a page where you can edit the detail information.

Add Notes

Click this link to add performance notes about the section and item. You can access this note later on when you enter comments or rate the item on the evaluation.

See Configuring the HR Notepad.

Behaviors

Any section item, such as a goal, responsibility, or competency, can have subitems. Competencies are the items that are most likely to have subitems defined for them. subitems for competencies are called behaviors in the text catalog.

Add Behavior

Click this link to access the Add a Competency Behavior page. This link appears only if the document template specifies that the section contains subitems and the Add check box is selected in the Section Roles: Items grid.

The Add a Competency Behavior page has one of three formats, depending on how you set up the document template for the section subitem:

If you selected Free-Form Allowed and selected a Prompt Table on the document template, the page enables you to select whether you want to add a predefined behavior or add a free-form behavior.
If you selected Free-Form Allowed but did not select a Prompt Table on the document template, the page enables you to add a free-form behavior.
If you selected a Prompt Table but did not select Free-Form Allowedon the document template, the page enables you to select whether you want to add a predefined behavior.

Edit Behavior

Click this link to modify a behavior that already exists for the competency. A page similar to the Add a Competency Behavior appears for you to edit the behavior.

Click this button to delete the behavior from the competency. A Confirm Delete page appears for you to confirm this action.

Page-Level Actions

Complete

Click this button to complete the Evaluation Criteria step. This button is only enabled if you are signed in as the role that can complete this step.

After you complete the Establish Criteria step, you can view the draft criteria document. When you view a completed criteria document, the Complete button changes to Reopen.

Reopen

Click this button to reopen a criteria document that you previously saved.

Note. After a role evaluation is created or a pending nomination is accepted, you cannot reopen the criteria document. This button no longer appears on the document, unless all pending nominations have been canceled and all evaluations have been deleted.