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. Administrators can transfer any document that is in any status. Managers can transfer only documents that they currently own with a status of In Progress, Available for Review, Review Held, or Acknowledged.

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

If the system is to update Manage Profiles, the system deletes all documents that have been completed and updated to the Manage Profiles business process.

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

Page Name	Object Name	Navigation	Usage
Transfer Document	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Transfer Document Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Transfer Document Manager Self Service, Performance Management, Development Documents, Administrative Tasks, Transfer Document Workforce Development, Performance Management, Development Documents, Administrative Tasks, Transfer Document	Select documents for transfer from one manager to another.
Confirm Transfer	EP_APPR_XFER	Select one or more documents and click the Continue button on the Transfer Document page.	Confirm the transfer of documents between managers.
Reset Document Status	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Reset Document Status Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Reset Document Status Manager Self Service, Performance Management, Development Documents, Administrative Tasks, Reset Document Status Workforce Development, Performance Management, Development Documents, Administrative Tasks, Reset Document Status	Select documents for status change.
Confirm Status Reset	EP_APPR_STATUS	Select one or more documents and click the Continue button on the Reset Document Status page.	Confirm an document status change.
Cancel Document	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Cancel Document Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Cancel Document Manager Self Service, Performance Management, Development Documents, Administrative Tasks, Cancel Document Workforce Development, Performance Management, Development Documents, Administrative Tasks, Cancel Document	Cancel an document.
Confirm Cancellation	EP_APPR_CANCEL	Select one or more documents and click the Continue button on the Cancel Document page.	Confirm an document cancellation.
Delete Document	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Delete Document Workforce Development, Performance Management, Performance Documents, Administrative Tasks, Delete Document Manager Self Service, Performance Management, Development Documents, Administrative Tasks, Delete Document Workforce Development, Performance Management, Development Documents, Administrative Tasks, Delete Document	Delete documents that you previously cancelled.
Confirm Delete	EP_APPR_DELETE	Select one or more documents and click the Continue button on the Delete Document page.	Confirm an document deletion.
Enter Preliminary Ratings	EP_APPR_SELECT	Manager Self Service, Performance Management, Performance Documents, Administrative Tasks, Enter Preliminary Ratings	Select one or more employees for whom to enter preliminary ratings.
Preliminary Ratings	EP_APPR_PRELIM	Select one or more documents and click the Continue button on the Enter Preliminary Ratings page.	Enter preliminary ratings for selected employees.
Enter Preliminary Ratings - Save Confirmation	EO_SAVE_CONFIRM	Click the Save button on the Preliminary Ratings page.	Confirm that you want to save the preliminary ratings that you entered.
View Performance Document	EP_APPR_SELECT	Manager Self-Service, Performance Management, Administer Documents, View Performance Documents	View documents.

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 administrator 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.

Search for Documents

ePerformance administrator use this group box to search for non-cancelled documents, regardless of the manager. If you click Search without entering criteria, all employee evaluations in the organization appear.

Manager's use this group box to search for documents they own and where the status is In Progress.

Performance Documents

This group box displays the results of the search. The administrator or manage can select one or more documents. A confirmation page displays after notify the user the cancellation was completed.

Deleting Documents

Access the Delete Documents page.

The ePerformance administrator 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 administrator 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:

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.
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.
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

Page Name	Object Name	Navigation	Usage
View Performance Documents View Development Documents	EP_APPR_SELECT	Workforce Development, Performance Management, Performance Documents, View Documents, View Performance Documents Workforce Development, Performance Management, DevelopmentDocuments, View Documents, Development Documents	Search for and view a list of documents that meet the search criteria
View Performance Documents - Document Details View Development Documents - Document Details	EP_APPR_DETAIL	Click a document type link on the View Performance Documents page	View the details of the selected document.

Page Name

Object Name

Navigation

Usage

View Performance Documents

View Development Documents

EP_APPR_SELECT

Workforce Development, Performance Management, Performance Documents, View Documents, View Performance Documents
Workforce Development, Performance Management, DevelopmentDocuments, View Documents, Development Documents

Search for and view a list of documents that meet the search criteria

View Performance Documents - Document Details

View Development Documents - Document Details

EP_APPR_DETAIL

Click a document type link on the View Performance Documents page

View the details of the selected document.

Generating Reports

This chapter provides an overview of reports in ePerformance and discusses how to generate reports.

Understanding Reports in ePerformance

These are the reports that ePerformance provides to assist human resources (HR) administrators in tracking late or missing documents:

Missing Documents

This report lists documents that were not created for a group of employees that you select by group ID, document type, and date range. Knowing whether documents are missing is important if the HR department has defined desired rating distribution percentages, as the results of the distribution report are not reliable unless everyone in the group has a document and receives a rating during the period.
Late Documents

Use this report to generate a list of late documents, by document type, for a group of employees. If the current date is greater than the due date and the status of the manager evaluation is not yet complete, the document is reported as late. This report ignores documents that are canceled.

Prerequisites for Generating Reports

Before running any reports, you must first ensure that the groups of employees for which to run the reports are established. This is essential because the reports run against groups of employees.

ePerformance Reports

Pages Used to Generate Reports

Page Name	Object Name	Navigation	Usage
Missing Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Missing Documents Report, Missing Documents	Generate missing documents reports
Late Documents	RUNCTL_EP_RPT	Workforce Development, Performance Management, Reports, Late Documents Report, Late Documents	Generate late document reports

Generating Missing Documents Reports

Access the Missing Documents page.

Group ID

Identify the group of employees to include in the report.

Group As Of Date

Enter a group as of date.

The report generates a list of missing documents for employees belonging to the group that is defined in the Group ID field as of the date specified.

Document Type

Select a document type, such as quarterly, annual, or yearly. You define document types on the Document Types page.

Period Basis

The period basis determines which of the dates on the manager evaluation the system uses when selecting missing documents to publish in the report. Options are:

Period Begin Date

Select this option to look for employees who do not have a document of the specified type with a period begin date falling within the range that you entered in the From Date and To Date fields.

Period End Date

Select this option to look for employees who do not have a document of the specified type with a period end date falling within the range entered in the From Date and To Date fields.

Period Due Date

Select this option to look for employees who do not have a document of the specified type with a due date falling within the range entered in the From Date and To Date fields.

From and To Date

The from and to dates establish a date range that the system uses in conjunction with the period basis to select documents to include in the report. For example, if you define a from and to date range of January 1, 2001 to December 31, 2001, and the period basis is Period End Date, the report only selects documents whose period end date falls between those dates.

Generating Late Documents Reports

Access the Late Documents page.

Language

Select the language in which you want to generate the report.

Group ID

Enter the group ID of the employees for whom you want to generate the report.

Group As Of Date

Select the as of date. The report generates a list of late documents for employees belonging to the group that is defined in the Group ID field as of the date specified.

Document Type

Select a document type, such as quarterly, annual, or project review. You define document types on the Document Types page.

See Also

Using Inquiry Pages

Group ID	Identify the group of employees to include in the report.
Group As Of Date	Enter a group as of date. The report generates a list of missing documents for employees belonging to the group that is defined in the Group ID field as of the date specified.
Document Type	Select a document type, such as quarterly, annual, or yearly. You define document types on the Document Types page.
Period Basis	The period basis determines which of the dates on the manager evaluation the system uses when selecting missing documents to publish in the report. Options are: Period Begin Date Select this option to look for employees who do not have a document of the specified type with a period begin date falling within the range that you entered in the From Date and To Date fields. Period End Date Select this option to look for employees who do not have a document of the specified type with a period end date falling within the range entered in the From Date and To Date fields. Period Due Date Select this option to look for employees who do not have a document of the specified type with a due date falling within the range entered in the From Date and To Date fields.
From and To Date	The from and to dates establish a date range that the system uses in conjunction with the period basis to select documents to include in the report. For example, if you define a from and to date range of January 1, 2001 to December 31, 2001, and the period basis is Period End Date, the report only selects documents whose period end date falls between those dates.

Language	Select the language in which you want to generate the report.
Group ID	Enter the group ID of the employees for whom you want to generate the report.
Group As Of Date	Select the as of date. The report generates a list of late documents for employees belonging to the group that is defined in the Group ID field as of the date specified.
Document Type	Select a document type, such as quarterly, annual, or project review. You define document types on the Document Types page.