Performing Administrative Tasks

This chapter presents an overview of administrative tasks and discusses how to:

• Perform administrative tasks.

• Manage document processes.

Understanding Administrative Tasks

You can perform certain administrative tasks outside of the evaluation cycle. Typically, administrators perform these tasks for documents that belong to one or more groups of employees that do not report to them, while managers work only with documents for employees or groups that report directly to them.

Transfer

You might transfer a document from one manager to another if an employee is reassigned or if a reorganization occurs. Only documents with statuses of In Progress, Available for Review, Review Held, or Acknowledged are transferable. Administrators can transfer any documents with these statuses, while managers can transfer only documents that they currently own.

When a document is transferred, the system automatically notifies the new manager that he or she is responsible for completing the evaluation process that is in progress for that employee.

Status Change

The status of individual evaluations that are part of a document changes when employees and managers perform tasks such as opening or completing the evaluation or managers mark an evaluation as Available for Review, Review Held, or Acknowledged. The manager can also change the status of an employee evaluation by clicking the Reopen button on the Employee Evaluation page. This changes the status of the employee evaluation back to In Progress. The Reopen button is available to the manager and ePerformance Administrator (ePerformance Admin) for evaluations when they are not the owner (the manager can't reopen their own evaluation) and the evaluation status is Complete or Cancelled and the overall document status is In Progress. Once the manager moves their document status past In Progress, they can not reopen the employee evaluation.

However, additional situations might occur where managers or ePerformance administrators need to change the statuses of documents as a whole. Document statuses are changed using pages that are found on the Administrative Tasks menu. Document statuses can only be changed to In Progress.

Managers can change documents to In Progress from any of these statuses:

• Available for Review

• Review Held

• Acknowledged

ePerformance Admins can change document statuses to In Progress from any of the above statuses plus:

• Complete

• Cancelled

If a document is changed from Complete or Cancelled to In Progress status, the document is removed from all approval queues and becomes inaccessible to the employee. If the status is changed from Complete to In Progress, the following steps on the Document Details page also change to In Progress: Nominate Participants; Track Nominations; and Review Participant Evaluations.

Any competency ratings that were pushed from the completed evaluation to competency management are rolled back. Managers must then move the document back through the entire sequence of statuses until they can once again mark it as complete.

Cancel

ePerformance enables managers and ePerformance administrators to cancel a document. Managers can only cancel documents with a status of In Progress. ePerformance administrators can cancel any document that is not already cancelled.

After you cancel a document, it becomes inactive. Canceling a document does not remove it from the system — it only marks it as cancelled and the document appears in the Historical Documents page instead of Current Documents

Delete

Because cancelled documents are not physically deleted from the system, ePerformance provides a delete function that enables you to remove documents and all their associated evaluations completely from the system.

Preliminary Ratings

Managers can enter preliminary ratings for employees and update these ratings at any time that a document's status is In Progress. Preliminary ratings use the rating model that is defined for the Overall Summary section and are used to generate the View Ratings Summary (EP_DISTRIB_SUM) report, which you use to analyze whether ratings are distributed in the expected manner. Employees cannot view preliminary ratings.

Managing Administrative Tasks

This section lists the pages used to manage administrative tasks and discusses how to:

• Transfer documents

• Reset document status

• Cancel documents

• Delete documents

• View documents

  This task is a manager function and is only available from the manager self-service pages.

Pages Used to Manage Administrative Tasks

Transferring Documents

Access the Transfer Document page.

The ePerformance Admin view, shown above, enables you to select and transfer any documents with a status of In Progress, regardless of the manager. You can narrow the search by entering one or more of the search fields. If you click Search without entering criteria, all employee evaluations in the organization appear.

The manager's view is limited to documents that the manager owns. The manager cannot search for documents.

After selecting one or more documents, click Continue. The Confirm Transfer page appears.

Confirming Transfers

Access the Confirm Transfer page.

Select a Manager

Click this link to select the manager to receive the transfers.

Resetting Document Status

Access the Reset Document Status page.

The manager's view of this page is shown above. All documents in Available for Review, Review Held, or Acknowledged status appear in the list.

The ePerformance admin's view contains search fields to narrow the list by manager first or last name, employee first or last name, Document Type, Status, or Period Between.

To change the document status, select one or more documents and click the Continue button. A confirmation page appears on which you can either confirm the status change or return without changing status.

Note. The Reset Document Status page only changes the status of the overall document and the manager evaluation. The manager or HR Administrator must reset the status of individual evaluations within each evaluation.

See Also

Managing Document Processes

Cancelling Documents

Access the Cancel Document page.

The ePerformance admin's view, shown above, enables you to select any non-cancelled document regardless of the manager. You can narrow the search by entering one or more of the search fields. If you click Search without entering criteria, all employee evaluations in the organization appear.

The manager's view displays only In Progress documents that the manager owns and does not enable the manager to enter search fields.

After selecting one or more documents, click Continue. The Confirm Cancellation page appears.

Deleting Documents

Access the Delete Documents page.

The ePerformance admin's view, shown above, enables you to delete any documents that are Cancelled.You can narrow the search by entering one or more of the search fields. If you click Search without entering criteria, all employee evaluations with a Cancelled status appear.

The manager's view displays cancelled documents that the manager owns and does not enable the manager to enter search fields.

After selecting one or more documents, click Continue. The Confirm Delete page appears.

Entering Preliminary Ratings

Access the Preliminary Ratings page.

See Recording Preliminary Ratings.

Managing Document Processes

This section presents an overview of document process management and lists the pages used to manage document processes.

Understanding Document Process Management

If you have the ePerformance Admin role, you can view any document in any status for groups that you manage, and perform certain tasks that change the document status or due date. This is a “safety valve” in case the employee or manager are unable to complete the tasks. Follow these steps:

1. Enter selection criteria and select the document that you want to view from the results list to open the Document Details page for the document.

2. Click the View link next to a step to see the details of that step.

   You can view details of a step only after the step is started.

3. Perform various tasks on the Establish Criteria document (criteria document) or role evaluations.

   The tasks that are available to you depend on the status of the criteria document or role evaluation. These are:

   • Change the due date.

   • Reopen criteria document or evaluation.

   • Cancel criteria document or evaluation.

The procedures for selecting documents, viewing document details, and performing tasks as an administrator are the same as the procedures for any other role.

See Also

Accessing Documents

Modifying Evaluation Criteria

Pages Used to Manage Document Processes