Managing Employee Reviews

This chapter provides an overview of the employee review process and discusses how to:

Create employee review documents.
Complete employee review documents.
Complete employee self-evaluation documents.
Transfer employee review documents.
View employee review documents.
Processing Employee Review Reports.

Understanding the Employee Review Process

This section provides an overview of the employee review process and discusses employee performance ratings calculations.

The Manage Employee Review business process enables:

Managers to create employee reviews using two methods:
- For their direct reports.
- For groups of employees using Group IDs created in Group Build.
Managers to add or delete competencies and/or goals from their document.
Employees to add or delete competencies and/or goals from their document.
Employees to evaluate their own performance.
Managers to evaluate employee performance and finalize the manager employee review.
Managers or administrators to transfer ownership of an employee review document to another manager.
Administrators to print reports listing late or missing employee review documents.

Employee Performance Ratings Calculation

Depending upon the settings configured in the employee review template, a review document can have several competency ratings and an overall rating. Rating calculations are based upon a rating model, which you associate with the Competency and Overall Summary sections when you create a template.

See Understanding Ratings Calculation Methods.

Creating Employee Review Documents

This section discusses how to:

Select effective dates for determining direct report or employee groups.
Select employees or employee groups to create performance documents for.
Create employee review documents.
Review performance document creation results.

Note. The process for creating employee reviews, whether it is by direct reports or group IDs, is similar. Creating employee reviews by group has one extra step at the beginning. The manager or HR administrator first selects the group ID for which employee reviews are to be created and then continues with the process.

Pages Used to Create Employee Review Documents

Page Name	Object Name	Navigation	Usage
Create Performance Documents (select date)	HR_DR_ADDL_INFO	Manager Self Service, Performance Management, My Performance Documents, Create Documents by Group Manager Self Service, Performance Management, My Performance Documents, Create Documents	Enter the date used to find the group or the employees that you manage.
Create Performance Documents (select group)	HR_DR_SELECT_GROUP	Manager Self Service, Performance Management, My Performance Documents, Create Documents by Group Click Continue on the Create Performance Documents (select date) page.	Select a group for which you want to create employee review documents.
Create Performance Documents (select employees)	HR_DR_SELECT_EMPS	Manager Self Service, Performance Management, My Performance Documents, Create Documents Click Continue on the Create Performance Documents (select date) page.	Select the employees for whom you want to create employee review documents.
Create Performance Documents (review list)	HR_DR_CART	Click View Selected Employees link on the Create Performance Documents (select employees) page.	View a list of selected employees. To remove an employee, click Remove next to the employees name. To add additional employees, click Return to Previous Page. If you are finished adding employees, click Continue to enter the document details.
Create Performance Documents (details)	EP_CREATEAPPR_MGR	Click the Continue link on the Create Performance Documents (select employees) page.	Enter the parameters for creating the employee review document, then click the Create Documents button to generate documents for the employees.
Create Performance Documents - Results	EP_CREATE_RESULTS	Click the Create Documents button on the Create Performance Documents (details) page.	Displays a list of employees that you selected to create performance documents and the results of the process. The system creates documents for employees with a successful creation indicator of Y . Click the Maintain Performance Documents link to access the individual performance documents. The system does not create documents for employees with successful creation indicator of N and displays an error message in the Status column. You must correct the source of the error and rerun the process.

Selecting Effective Date for Determining Employees

Access the Create Performance Documents (select date) page.

Enter the effective date to use to find the groups or the employees that you manage. Click Continue to access the Create Performance Documents (select group) or Create Performance Documents (select employees) page.

Selecting Employees or Employee Groups to Create Performance Documents

Access the Create Performance Documents (select employees) or the Create Performance Documents (select group) page.

Select the employees or the group that you want to use for creating new performance documents. When you are done, click Continue.

View Selected Employees	Click to access the Create Performance Documents (review list) page where you can review or delete the employees that you selected.
Cancel	Click to return to the Create Performance Document (select date) page.

Creating Employee Review Documents

Access the Create Performance Documents (details) page.

Document Type

Select the review type you want to associate with this group of employee review documents.

Period

Enter the dates that the review period begins and ends. The review period is the segment of time for which you are reviewing the employee.

Template

Select the template that should be used to generate the review documents.

Note. For (USF) Federal employees, select the previously cloned copy of the Performance Plan template (PERF-USF) or the Performance Improvement Plan template (PIP-USF).

Create Documents

Click to create review documents for the selected employees and to access the Create Performance Documents - Results page.

Reviewing Performance Document Creation Results

Access the Create Performance Documents - Results page.

Successful Creation?

Displays a Y if the system successfully created a document for the employee.

Displays a N if the system did not create a document for the employee and the Statuscolumn displays an error message. You must correct the source of the error and rerun the process.

Create Documents

Click to access the Create Performance Documents (select date) page.

Current Documents

Click to access the Current Performance Documents page to review or select current individual performance documents.

Completing Employee Review Documents

To complete employee reviews, use the Performance Document (EP_APPR_MAIN) component. Use the CI_EP_APPR_MAIN component interface to load data into the tables for this component

This section discusses how to:

Select performance documents.
Review performance document details.
Complete the employee review documents.

Pages Used to Complete Employee Reviews

Page Name	Object Name	Navigation	Usage
Current Performance Documents	EP_APPR_SELECT	Manager Self Service, Performance Management, My Performance Documents, Current Documents	Select the employee review document from which you want to update or view.
Current Performance Documents - Document Details	EP_APPR_DETAIL	Click the Document Type link on the Current Performance Documents page.	View the performance document details and progress, and select a performance document to start, edit or view.
Maintain Performance Documents	EP_APPR_MAIN1	Click the Start link on the Current Performance Documents - Document Details page.	You can add or delete goals and competencies, and finalize the employee review document

Selecting Performance Documents

Access the Current Performance Documents page.

Document Type

Click the link in this column to access the Current Performance Documents - Details page.

Reviewing Performance Document Details

Access the Current Performance Documents - Document Details page.

Next Action links

Click these actions to access a step or launch the next available action in a manager or employee evaluation. The values are:

Start:

Click to launch the performance document process. The status of the performance document changes from Not Started to In Progress.

Edit:

Click to update or change performance document information.

Complete:

Click to finalized and complete the performance document. The status of the performance document changes from In Progress to Complete.

View:

Click to display performance document information. This link is available when the status of the document is Complete.

Completing the Employee Review Document

Access the Performance Document - Annual Review - Manager Evaluation page.

Section 1–Competencies

Rating	Select a qualitative rating for this competency from the list of available options. The values appearing in the list come from the rating model associated with this competency on the Competency table.
Weight	Enter a weight here to assign different relative weights to competencies. Enter the weight as a percentage, for example enter 40 to indicate that this competency accounts for 40% of the summary rating across all competencies. If used, all weights must add up to 100.
Comments	Enter comments regarding the employee's proficiency level, in support of the rating you've assigned.
Add Competency	Click to add a new competency to the evaluation.
Delete Competency	Click to remove an exiting competency.
	Click the Calculate Rating button to have the system calculate the ratings for each section, using the calculation method and rating model defined on the template that generated this review document.
Competencies Summary	Click the Calculate Rating button to have the system calculate the rating for the Competencies section, or select an override rating.

Section 2–Employee Goals

Add Goal	Click to add a new goal to the evaluation.
Delete Goal	Click to remove an existing goal.
Edit Details	Click to edit specific details of the employee goal.

Section 3–Overall Summary

Calculate All Ratings	Click to calculate the Competencies and Overall Summary section ratings. Ratings are not calculated for sections or summaries that have been overridden.
Cancel Evaluation	Click to terminate and discard the entire employee evaluation.
Save	Click to save work already in progress for later editing. The system calculates all ratings contained in the review prior to saving the review.
Complete	Click this button to change the status of the employee document from In Progress to Complete.
Cancel	Click to return to the Document Details page without saving.

Completing Employee Self-Evaluation Documents

This section discusses how to:

Select employee self-evaluation documents.
Review employee self-evaluation document details
Complete an employee self-evaluation .

Pages Used to Complete Employee Self-Evaluation Documents

Page Name	Object Name	Navigation	Usage
Current Performance Documents	EPP_APPR_SELECT	Self Service, Performance Management, My Performance Documents, Current Documents	Select the employee performance document that you want to work on.
Current Performance Documents - Document Details	EP_APPR_DETAIL	Click the link in the Document Type column on the Current Performance Documents page.	View the performance document details and progress, and select the employee self-evaluation to start, edit, complete or view.
Performance Document - [name] - Employee Evaluation	EP_APPR_MAIN1	Click the Edit link on the Current Performance Documents - Document Details page.	Add or update competencies and goals to the employee self-evaluation.

Selecting Employee Self-Evaluation Documents

See Selecting Performance Documents.

Reviewing Employee Self-Evaluation Document Details

Access the Current Performance Documents - Document Details page.

Note. The Current Performance Documents - Document Details page that employees access through the Self-Service navigation is the same page that managers access through the Manager Self-Service navigation. Page elements are defined in the Completing Employee Review Documents section of this chapter.

See Completing the Employee Review Document.

Completing the Employee Self-Evaluation

Access the Performance Document - [name] - Employee Evaluation page.

Note. The Performance Document - [name] - Employee Evaluation page that employees access through the Self-Service navigation is the same as the Performance Document - [name] - Manager Evaluation page that managers access through the Manager Self-Service navigation. Page elements are defined in the Completing Employee Review Documents section of this chapter.

See Completing the Employee Review Document.

Transferring Employee Review Documents

See Transferring Documents.

Viewing Employee Review Documents

See Managing Administrative Tasks.

Processing Employee Review Reports

This section discusses how to:

Run the late employee review report.
Run the missing employee review report.

Pages Used to Process Employee Review Reports

Page Name	Object Name	Navigation	Usage
Maintain Documents	EP_APPR_SELECT	Workforce Development, Performance Management, Performance Documents, View Documents	HR administrators can select employees for whom they want to view employee review documents.
Late Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Late Documents Report	Generate a list of late review documents, by document type, for a group of employees. The system considers a review document to be late if the review's due date (review period end date) is less than, or equal to the current date.
Missing Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Missing Documents Report	Generate a list of missing employee review documents for a group of employees (group ID) and a given document type and date range. If an active employee has no review document with review period begin/end dates that would cause any part of the review period to fall within the date parameters specified for the report.

Running the Late Employee Review Report

See Report Late Evaluations.

Running the Missing Employee Review Report

See Report Missing Evaluations.

Document Type	Select the review type you want to associate with this group of employee review documents.
Period	Enter the dates that the review period begins and ends. The review period is the segment of time for which you are reviewing the employee.
Template	Select the template that should be used to generate the review documents. Note. For (USF) Federal employees, select the previously cloned copy of the Performance Plan template (PERF-USF) or the Performance Improvement Plan template (PIP-USF).
Create Documents	Click to create review documents for the selected employees and to access the Create Performance Documents - Results page.