Creating Employee Review Templates

This chapter provides an overview of the employee review templates and discusses how to create employee review templates.

Note. We discuss creating templates for United States federal employees in the USF-specific chapter in this PeopleBook

Understanding Employee Review Templates

This section provides an overview of employee review templates and discusses the:

General information.
Competency section.
Goals section.
Overall summary section.
Different calculation methods in the same template.

Employee Review Templates Overview

Employee review templates are the foundation for employee review documents. PeopleSoft provides a basic template which must be cloned before you can begin to create new templates:

General Information
Competency
Goals
Overall Summary

From this basic template, you create other templates that fit your organization's structure and needs. PeopleSoft provides the basic template, which you cannot modify.

Important! PeopleSoft recommends that you limit the number of templates that you create for each document type. This makes it easier for users to select the correct template when they generate review documents, and it simplifies template maintenance.

At least one template must be cloned from the basic template before you can begin the employee review process. The basic template cannot be modified and is used strictly for cloning purposes.

General Information

Use the general information section to identify the document type for the template. Document types help organize employee review documents. You can use them to narrow the focus when printing late or missing employee review reports or to limit the search criteria when looking up employee reviews. PeopleSoft provides five document types:

Annual Review
Project Review
Performance/Salary Evaluation
Performance Review
Salary Planning

You can also identify whether the documents that are generated from this template are official. Results of official documents can be used by the Salary Planning by Group business process and the Salary Increase Matrix function in PeopleSoft Enterprise Human Resources. If an employee has more than one official document, these processes use the results of the document with the latest period end date.

For Japan, the review ID is identified and is used by the JPN salary increase processes in Plan Salaries. In some organizations, the types of reviews that are given and the review periods in one business unit may differ from the types of reviews that are given and the review period in another business unit. You use review IDs to identify which document types are valid for a particular setID. You also define whether the performance results are to be considered by the Grade Advance Eligibility feature of the Plan Salaries business process. The Plan Salaries business process recognizes employee review results by the review ID that is linked to the template that is used to create the employee review document.

Competency Section

Use the Competency section to add competencies to the template and identify the section level rating model and calculation method to use to rate an employee. Although you can manually add competencies to any employee's review document, this section provides the ability to pre-populate the document with one or more competencies that appear automatically on each review that is created by using this template. The rating models and performance criteria originate from the Manage Competencies business process.

PeopleSoft provides two calculation methods for calculating a summary rating for all competencies:

Calculation Method	Definition
Average	This calculation method uses the numeric ratings that corresponds to the qualitative ratings (defined on the rating model) to calculate a weighted average, if weightings exist; otherwise, it calculates a straight average. It then converts this average back to a qualitative rating, again using the rating model. To use this calculation method, rating models that are associated with the competencies section and its individual competencies must have defined numeric ratings. Note. Weights are used when the calculation method is Average. Weighting a competency enables you to place more or less significance on a particular competency relative to the other competencies in the review.
Summation	This calculation method converts qualitative ratings to review points (defined in the rating model), calculates the total review points, and refers to the point range that is defined on the competency section's rating model to convert this total into the corresponding review rating for the competency section. Weightings are ignored. To use this calculation method, rating models that are associated with the competencies and the competency section and must define review points. The rating model for the competency section must also define point ranges in the From Points and To Points fields.

Calculation Method

Definition

Average

This calculation method uses the numeric ratings that corresponds to the qualitative ratings (defined on the rating model) to calculate a weighted average, if weightings exist; otherwise, it calculates a straight average. It then converts this average back to a qualitative rating, again using the rating model. To use this calculation method, rating models that are associated with the competencies section and its individual competencies must have defined numeric ratings.

Note. Weights are used when the calculation method is Average. Weighting a competency enables you to place more or less significance on a particular competency relative to the other competencies in the review.

Summation

This calculation method converts qualitative ratings to review points (defined in the rating model), calculates the total review points, and refers to the point range that is defined on the competency section's rating model to convert this total into the corresponding review rating for the competency section. Weightings are ignored. To use this calculation method, rating models that are associated with the competencies and the competency section and must define review points. The rating model for the competency section must also define point ranges in the From Points and To Points fields.

Note. PeopleSoft recommends using the Average method over the Summation method. Its easier to understand, set up, and maintain, and you can achieve the same results by using weighted averages.

See Setting Up Competencies and Accomplishments.

Goals Section

Managers and employees use the Goals section in the employee review to add goals in the review document. Goals cannot be entered into the template—they must be entered directly into the review document after its been created from the template.

Overall Summary Section

The Overall Summary section identifies the employee's overall performance rating. The system converts the rating from the Competencies section into an overall summary rating by using the calculation method and rating model that are specified for the Overall Summary section.

PeopleSoft provides three calculation methods for calculating an overall summary rating:

Calculation Method	Definition
Average	This calculation method uses the numeric ratings that correspond to the qualitative rating of the competencies section defined on the rating model, and converts it back to a qualitative rating by using the rating model that is associated with the overall summary. To use this calculation method, rating models that are associated with both the Competencies section and Overall Summary section must have defined numeric ratings.
Summation	. This calculation method converts the qualitative rating of the competencies section to review points defined in the rating model, and refers to the point range defined on the overall summary section's rating model to convert this total into the corresponding review rating for the competency section. To use this calculation method, rating models that are associated with both the Competencies section and the Overall Summary section must define review points. The rating model for the overall summary section must also define point ranges in the From Points and To Points fields
Review Band	This calculation method is similar to Summation, and is unique to the Overall Summary section of a review document. To use this method, the rating model that is associated with the overall summary section must have Review Band selected and define review points as well as point ranges in the From Points and To Points fields. During the calculation process, the system computes the total review points for the Overall Summary section and converts this total into the equivalent review band on the employee review.

Different Calculation Methods in the Same Template

The Competency and Overall Summary sections can have different calculation methods; however, the calculation method that you select for the overall rating (the Overall Summary section) determines which calculation methods the competency section of the document can use. This table lists the allowed calculation methods:

Calculation Methods Allowed in Overall Summary Section	Calculation Methods Allowed in Competency Section
Average	Average
Summation	Average*, Summation (see note)
Review Band	Average*, Summation (see note)

Note. You must define review points for the rating models used in these sections in addition to numeric ratings. The system converts section ratings to review points to determine the overall rating.

Prerequisites

Before you create an employee review template:

Create rating models.
Define competencies.
(JPN) Create review IDs.

See Setting Up Competencies and Accomplishments.

Creating Employee Review Templates

To set up employee review templates, use the Clone Review Template (EP_CLONE_TMPL), Employee Review Template (EP_TMPL_BASIC), Competencies (COMPETENCIES), and Define Review JPN (REV_DEF_TBL_JPN) components. Use the CI_COMPETENCIES component interface to load data into the tables for the Competencies component

This section discusses how to:

Clone employee review templates.
Create or modify employee review templates.
Update employee review templates.
(JPN) Create review IDs.

Pages Used to Create Employee Review Templates

Page Name	Object Name	Navigation	Usage
Clone Template Definition	EP_CLONE_TMPL	Set Up HRMS, Product Related, Workforce Development, Employee Review, Clone Employee Review Template, Clone Template Definition	Create a new employee review template.
Define Empl Review Template - General (define employee review template - general)	EP_TMPL_BASIC1	Set Up HRMS, Product Related, Workforce Development, Employee Review, Define Empl Review Template, General	Describe and activate an employee review template.
Define Empl Review Template - Structure/Content (define employee review template - structure/content)	EP_TMPL_BASIC2	Set Up HRMS, Product Related, Workforce Development, Employee Review, Define Empl Review Template, Structure/Content	Define the rating model, calculation method, competencies, and goals, and the weight of the competencies for the employee review template.
Review Definition Table JPN	REV_DEF_TBL_JPN	Set Up HRMS, Product Related, Workforce Development, Employee Review, Define Review JPN, Review Definition Table JPN	Define the review ID that is used to identify the specific document types used per setID for an organization and define the begin and end dates for review periods.

Cloning Employee Review Templates

Access the Clone Template Definition page.

New Document Type

Select the document type that you want to copy into the new employee review template.

Creating or Modifying Employee Review Templates

Access the Define Empl Review Template - General page.

Official Review

Select to designate that review documents generated for this document type are official. You can designate any number of templates as official.

By selecting this check box, you enable the Salary Planning by Group process to retrieve rating and review points for review documents that are created from this template. You also enable the Salary Increase Matrix function to retrieve the rating. If an employee has more than one official review document, these processes use the results of the review document with the latest period end date.

(JPN) Review ID

Select an ID to enable the (JPN) Salary Planning business process by review ID. You define IDs on the JPN Review Definition Table page. The prompt table displays only those review documents that are defined for the selected document type.

(JPN) Include in Grade Advance

Select to indicate whether the selected review ID is eligible for the Grade Advance feature of the Plan Salaries business process. It is set up on the JPN Review Definition Table page.

Updating Employee Review Templates

Access the Define Empl Review Template - Structure/Content page.

Section Type: Competency Section

Rating Model	Select a value to use to rate an employee's performance or proficiency when calculating the rating for the competencies section across the employee's individual competencies. See Setting Up Competencies.
Calculation Method	Select the method for calculating the section rating. Options are Summation and Average. See Understanding Employee Review Templates.
Item ID	Select an item or competency by which you want evaluated in every review document created from this template.
Weight	Enter the weight of this competency relative to all other competencies. Use only when Average is selected as the calculation method. Leave the field blank if all competencies are to be weighted equally.

Section Type: Goals Section

You do not enter goals on the template. You enter them directly into the review document.

Section Type: Overall Summary Section

Rating Model

Determines which values are used to rate an employee's overall summary rating.

Calculation Method

Select the method for calculating the Overall Summary section rating from the Competencies section rating. Options are Summation, Average, and Review Band.

The calculation method that you select for the Overall Summary section of the document determines which calculation methods are valid for the other sections.

(JPN) Creating Review IDs

Access the Review Definition Table JPN page.

Period Begin Date

Enter the first date of the review period.

Period End Date

Enter the last date of the review period.

Doc Type (document type)

Select the document type that is valid for the selected setID.

Include in Grade Advance

Select if this review is to be considered by the Grade Advance Eligibility process (in the Plan Salaries business process). With the Grade Advance Eligibility process, you can define the criteria that employees must meet to be eligible for a grade advancement, including the number of eligibility points that they must earn on review documents.

For example, you can have the system take an average or weighted average of the eligibility points for the employee's last three review documents. You select this check box if the results from this particular review (corresponding to the specified document type and review period) should be included in this process. If you select this check box, when you run the Grade Advance Eligibility SQR Report process (PER062JP), the system looks at the number of eligibility points that the employee earned on this and other designated or applicable review documents. If the eligibility points meet the required threshold, the employee may be eligible for a grade advancement.

This field works with the eligibility points, which are defined for the rating model, that the system references when calculating the performance results in the Overall Summary section of the document.

See Setting Up Salary Plans, Grades, and Steps.

Period Begin Date	Enter the first date of the review period.
Period End Date	Enter the last date of the review period.
Doc Type (document type)	Select the document type that is valid for the selected setID.
Include in Grade Advance	Select if this review is to be considered by the Grade Advance Eligibility process (in the Plan Salaries business process). With the Grade Advance Eligibility process, you can define the criteria that employees must meet to be eligible for a grade advancement, including the number of eligibility points that they must earn on review documents. For example, you can have the system take an average or weighted average of the eligibility points for the employee's last three review documents. You select this check box if the results from this particular review (corresponding to the specified document type and review period) should be included in this process. If you select this check box, when you run the Grade Advance Eligibility SQR Report process (PER062JP), the system looks at the number of eligibility points that the employee earned on this and other designated or applicable review documents. If the eligibility points meet the required threshold, the employee may be eligible for a grade advancement. This field works with the eligibility points, which are defined for the rating model, that the system references when calculating the performance results in the Overall Summary section of the document. See Setting Up Salary Plans, Grades, and Steps.