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Enterprise ePerformance 9.0 Created on 2/5/2010 9:59:00 AM

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Training Guide Enterprise ePerformance 9.0

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Table of Contents Enterprise ePerformance 9.0 .........................................................................................1

Introduction to ePerformance............................................................................................... 1 Understanding Performance Documents ............................................................................................ 1 Understanding PeopleSoft ePerformance Business Processes............................................................. 3 Understanding PeopleSoft ePerformance Integration ......................................................................... 5

Defining Performance Criteria ............................................................................................. 7 Defining Development Tips .............................................................................................................. 8 Linking Development Tips to Competencies ................................................................................... 13 Linking Development Tips to Sub-Competencies ............................................................................ 17 Defining Result Writer Text for Competencies ................................................................................ 23 Defining Result Writer Text for Sub-Competencies ......................................................................... 28

Generating Performance Documents ................................................................................. 34 Generating Documents by a Background Process ............................................................................ 35 Generating Documents for Direct Reports ....................................................................................... 45

Accessing Performance Documents .................................................................................... 52 Accessing Documents ..................................................................................................................... 53 Viewing Performance Documents ................................................................................................... 60

Using Performance Documents ........................................................................................... 65 Understanding Review Document Statuses...................................................................................... 66 Entering Preliminary Review Ratings.............................................................................................. 76 Recording Performance Notes ......................................................................................................... 83 Modifying Evaluation Criteria ........................................................................................................ 88 Completing the Employee Self-Evaluation ...................................................................................... 97 Evaluating Employee Performance on the Manager's Document .................................................... 106 Using the Language Checker ........................................................................................................ 116 Incorporating Writing Tools Suggestions into Comments .............................................................. 123

Nominating and Tracking Participants ............................................................................ 131 Nominating Participants................................................................................................................ 132 Tracking Nomination Status.......................................................................................................... 143 Accepting or Declining Nominations ............................................................................................ 148 Completing Participant Evaluations .............................................................................................. 151 Reviewing Participant Evaluations ................................................................................................ 158

Managing Approvals ......................................................................................................... 165 Understanding Approval Statuses.................................................................................................. 166 Understanding the Approval Process ............................................................................................. 168 Understanding the Review Process Options ................................................................................... 169

Performing Administrative Tasks .................................................................................... 172 Transfering Performance Documents ............................................................................................ 172 Changing Document Status ........................................................................................................... 179 Canceling Documents ................................................................................................................... 184 Deleting Documents ..................................................................................................................... 191

Using Inquiry Pages .......................................................................................................... 196 Viewing Historical Documents ..................................................................................................... 197 Viewing View-Only Documents ................................................................................................... 199 Viewing Approval Status .............................................................................................................. 205 Viewing Evaluation Ratings.......................................................................................................... 208 Creating Summary Data ................................................................................................................ 215

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Enterprise ePerformance 9.0

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Viewing Rating Summaries ........................................................................................................... 222 Viewing Document Status ............................................................................................................. 229

Generating Reports in ePerformance ............................................................................... 235 Generating the Missing Documents Report .................................................................................... 236 Generating the Late Documents Report.......................................................................................... 248


Page 1

Enterprise ePerformance 9.0 PeopleSoft ePerformance is a self-service performance management application for managers,

employees, and Human Resources (HR) administrators. Managers can use the application to generate forms, tailor planning & evaluation criteria to employees, communicate performance

results, and monitor the status of the performance process. Employees can maintain notes on their

performance, participate in the development of their performance plan, evaluate their own performance, view tips for developing or highlighting competencies, and review performance

history. HR administrators can generate forms and reports, as well as monitor and manage the

overall performance process. Workflow notifications keep managers, employees, and HR administrators up-to-date throughout the performance process cycle.

Upon completion of this module, you will be able to:

• Describe ePerformance functionality. • Define or update performance criteria.

• Generate, access, and use performance documents.

• Nominate and track participants. • Manage approvals in ePerformance.

• Perform administrative tasks in ePerformance.

• Use inquiry pages. • Generate reports in ePerformance.

Introduction to ePerformance PeopleSoft ePerformance is a self-service performance management application for managers,

employees, and Human Resources (HR) administrators.

PeopleSoft ePerformance: • Enables organizations to plan for performance. They can identify target performance attributes

and include them in individual employee performance plans.

• Is a collaboration and communication tool that enables the ongoing two-way communication of goals and expectations between managers and employees. It enables employees to see the

connection between individual efforts and organization goals and initiatives.

• Is an assessment and monitoring tool that measures an employee’s performance against the

goals and expectations outlined in the employee’s performance plan.

Upon completion of this lesson, you will be able to:

• Define a performance document. • Describe ePerformance business processes.

• Explain how ePerformance integrates with other PeopleSoft applications.

Understanding Performance Documents Although PeopleSoft ePerformance supports the complete planning, collaborating, managing,

adjusting, and reviewing phases of the performance process, some organizations may choose to

implement only selected phases. For example, your organization may focus primarily on planning for employee performance, while others may focus primarily on evaluating or reviewing

performance. Performance documents enable your organization to tailor performance forms to

meet your specific needs.

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Performance documents can be generated for both the manager and employee, and each role can

independently edit its document. This topic discusses manager and employee performance

documents.

Procedure

Step Action

1. Organizations that focus primarily upon evaluating employee performance may

think of the performance document as an employee review, while organizations that focus more on planning and collaboration for performance may think of the

performance document as an employee performance plan.

2. The performance document is the container that holds all of the performance

information for a specific period of time and may contain: • The plan for an employee's performance.

• The evaluation of an employee's performance for a specific business purpose, such

as; annual plan, annual review, project plan, or project review.

3. This diagram illustrates the structure under which performance documents are organized.

4. A performance document can be made up of one or more sub-documents and sub-

documents can have many sections. In PeopleSoft ePerformance, there can be

multiple managers and employees participating in the performance process. Each participant in the process has their own sub-document, which can be edited and

maintained according to rules that you define.

5. Manager and employee sub-documents typically make up the performance

document. Generally, when the term document is used, it is referring to a sub-document.

6. The manager's document refers to the sub-document that is owned by the

employee's manager. The employee's document refers to the sub-document that is

owned by the employee that is the subject of the performance document.

7. Manager's Document Managers use this sub-document to update employees performance criteria, track

progress, and evaluate and comment on an employee's performance. There can be

only one manager's document per performance document. Once the performance

process is complete, the information contained in the manager's sub-document becomes the official source of information used by HR and other business processes

regarding an employee's performance.

8. Employee's Document Employees use this document to enter or update their own performance criteria, track their progress against their performance plan, and evaluate and comment on

their own performance. Managers can use this document throughout the

performance period for insight into the employee's perception of goals and objectives, progress, and assessments.


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Step Action

9. In addition, ePerformance provides the following pages to support the process of recording, maintaining, and finalizing employee performance document data:

• The Preliminary Ratings page

• Performance Notes and Performance Notes Details pages • Results Writer

• Development Tips

• Language Checker

These pages can be used within sections of a document.

10. The Preliminary Ratings page enables managers to enter preliminary (unofficial)

ratings for employees before they enter official rating data in the manager's document. These ratings are used to generate the Ratings Distribution Summary,

which enables managers and HR administrators to compare preliminary ratings with

desired and actual rating distributions. Employee cannot see these preliminary

ratings.

11. The Performance Notes pages enable managers and employees to record notes about an employee's performance and accomplishments that can be referenced later

when managers and employees are updating or completing their respective

performance documents. Performance notes cannot be seen by anyone other than the author of the notes.

12. Managers can use the Results Writer pages to select predefined statements that

describe an employee's proficiency in a particular area. Selected statements can be

modified as needed. In addition, managers can view a composite of result statements in to help determine the proficiency level that best fits the employee's performance.

13. Managers and employees can access the Development Tips pages through the

performance document to display tips that can help employees develop or use

proficiencies in various areas. Though designed for competencies and sub-competencies, development tips can apply to other capabilities as well.

14. The Language Checker feature can be used to alert the manager to inappropriate

language that appears in a manager's document and suggests alternative language.

15. Performance documents enable your organization to tailor performance forms to

meet your specific needs. Performance documents are typically made up of manager

and employee sub-documents.

ePerformance provides various pages to support the process of recording,

maintaining, and finalizing employee performance document data.

End of Procedure.

Understanding PeopleSoft ePerformance Business Processes The PeopleSoft performance management process consists of four business processes involving

three roles: HR Administrator, Manager, and Employee.

The four PeopleSoft performance management business processes are:

• Defining the performance process.

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• Generating the performance document.

• Maintaining and tracking ongoing performance.

• Completing the performance process.

This topic discusses the tasks and roles associated with the PeopleSoft ePerformance business

process.

Procedure

Step Action

1. PeopleSoft ePerformance supports the entire planning and performance process—

not just the back-end review. This end-to-end performance process consists of planning for performance, collaboratively adjusting performance

criteria, tracking progress against plans, and evaluating performance against plans.

2. The PeopleSoft performance management business process includes:

• Defining the performance process. • Generating the performance document.

• Maintaining and tracking ongoing performance.

• Completing the performance process.

The marks on this chart indicate whether or not each role is involved with the

corresponding steps in the process.

3. HR Administrators plan the high-level initiatives, goals, responsibilities, and

competencies for the performance process and design templates used to create the performance documents.

4. Performance documents are created from the template definition, and performance

criteria may be added or updated.

5. The options to generate performance documents include:

• Create the performance document for the manager only or both the manager and the employee in batch mode by the ePerformance Administrator role.

• Create the performance document in online mode by the Manager role.

• Personalize the employee document to include goals and objectives specific to an employee before creating the employee performance document.

6. Managers maintain and track employee performance in the manager document.

Managers use manager documents to set performance expectations and assess

employee performance. They can use the Results Writer and Language Checker tools when commenting on an employee's performance.

Employees maintain, track, and evaluate their own performance in the employee

document.


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Step Action

7. Completing the performance process includes the following tasks: • The employee completes the performance document (self-appraisal).

• The manager completes the performance document.

• Approvals are obtained (if applicable). Depending on your rules, documents can go

through an approval process before they are completed. Five different approval process flows are available when completing documents. Completing a document

can be compared to finalizing a performance review or plan.

• The manager schedules the employee review, comments, and signoff (if applicable). Depending on your rules, managers may review the manager's

document with the employee either before or after any approvals are obtained.

• The performance document is submitted for approvals and signoff.

8. Manager Document status of Approved depends on process flow selected in the template.

9. HR administrators or managers can transfer documents to another manager, cancel

documents, extend due dates, and perform other administrative functions. HR

administrators can also view the distribution of performance results, the status of

documents, as well as late and missing documents. Both HR administrators and managers review past documents. If PeopleSoft Portal Pack is installed, managers

can view a pagelet to alert them to upcoming performance process milestones and

deadlines.

10. PeopleSoft performance management consists of four business processes: • Defining the performance process.

• Generating the performance document.

• Maintaining and tracking ongoing performance. • Completing the performance process.

HR Administrator, Manager, and Employee roles interact with each step in the

process in different ways.

End of Procedure.

Understanding PeopleSoft ePerformance Integration This topic will discuss how PeopleSoft ePerformance integrates with three other PeopleSoft Human Resources applications: Plan Salaries, Manage Competencies, and eDevelopment.

Procedure

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Step Action

1. PeopleSoft ePerformance integrates with the three PeopleSoft Human Resources

applications shown here.

2. PeopleSoft ePerformance integrates with Plan Salaries by sending the overall

performance rating on official manager documents to Plan Salaries. This integration enables the customer to define merit increases for the results on performance

documents with a calculation method of Summation.

3. People ePerformance integrates with Manage Competencies via two way

integration. Competencies from the Manage Competencies pages can be used in PeopleSoft ePerformance templates and documents as performance criteria.

Competencies are the skills, abilities, knowledge, and behaviors that are pertinent to the employees in your organization, such as experience with office equipment,

knowledge of specialized manufacturing processes, expertise with computer

programming languages, or a background in financial planning. An example of a

competency might be Leadership.

4. Once managers complete performance documents that contain competencies, the

ratings from those competencies are sent to

Manage Competencies and are stored as competency evaluations.

5. ePerformance integrates with eDevelopment via the Manage Competencies

application.


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Step Action

6. Once a manager completes a performance document, ePerformance sends those competency assessments to Manage Competencies. The assessments are stored in

Manage Competencies pages and are flagged as originating from a performance

document.

One of the self-service transactions within PeopleSoft eDevelopment is Self

Assessment of Competencies. When the employee accesses this transaction, he or

she can view the assessments made on their performance documents because the assessments are stored in Manage Competencies.

7. PeopleSoft ePerformance integrates with Plan Salaries, Manage Competencies, and

eDevelopment.

End of Procedure.

Defining Performance Criteria Usually, criteria for designing performance documents are added during software implementation

by an administrator. Periodically, you may need to update this information.

ePerformance breaks this criteria into three areas:

• Criteria that defines the structure of a performance document.

• Criteria that defines proficiency levels. • Criteria to describe employee's current and future performance behavior.

Performance criteria, also referred to as performance or assessment items and sub-items, can fall into any of the following predefined categories:

• Mission statements

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• Initiatives

• Goals/objectives

• Responsibilities

Competencies and Sub-Competencies are also considered predefined performance criteria.

Competencies are the skills, abilities, knowledge, and behaviors that are pertinent to the employees in your organization, such as experience with office equipment, knowledge of

specialized manufacturing processes, expertise with computer programming languages, or a

background in financial planning. An example of a competency might be Leadership.

A sub-competency is a further breakdown of a competency into specific behaviors. For example:

the competency Leadership might have a sub-competency of Takes Initiative.

Development Tips and Result Writer are two tools that can help you define competencies and

sub-competencies.


• Define development tips.

• Link development tips to competencies.

• Link development tips to sub-competencies. • Define result writer text for competencies.

• Define result writer text for sub-competencies.

Defining Development Tips Development tips suggest ways for employees to improve, develop, or use a competency or sub-

competency based on their current rating level. If you're using PeopleSoft ePerformance this feature has been implemented, the system displays the appropriate set of tips when you click the

Development Tips link on the review form. If you click the link before a rating is entered, the

system displays all tips defined for that competency or sub-competency, provided they have been linked.

Both managers and employees can use the development tip suggestions when completing a

performance document. The development tip content may be purchased from a third-party supplier or self-authored by the company.

Before using development tips, the following must be set up: • Rating Models

• Competency Types

• Competency Criteria

• Competency Elements • Proficiency Description

The Section Definition on the Template defines if development tips are used. The page is an online aid only, and the tips are not included in the performance document.

In this example, you will create a development tip.

Procedure


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Step Action

1. Begin by navigating to the Development Tip page.

Click the Set Up HRMS link.

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Step Action

2. Click the Product Related link.

3. Click the ePerformance link.

4. Click the Define Development Tips link.


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Step Action

5. Click the Add a New Value tab.

6. Enter the desired information into the Development Tip ID field. Enter "CHANGE".

7. Click the Add button.

8. Use the Development Tip page to create development tips. You can also display and modify development tips imported from third-party suppliers.

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Step Action

9. Use the Title field to enter the title of the development tip. The title automatically

appears when this item is linked to a competency or sub-competency.

Enter the desired information into the Title field. Enter "Adapts to Change -

Improve".

10. Use the Content Supplier field to select the source of the content for the

development tip. If your organization created the content, select Customer Defined. If a third party created it, select the appropriate third party from the drop-down list.

For this example, accept the default.

11. Enter the development tip content in the Description field.

Click in the Description field.

12. To save time in this exercise, the text has been entered for you.

13. To add another development tip, click the Add button.

14. Click the Save button.

15. You have successfully defined a development tip.

End of Procedure.


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Linking Development Tips to Competencies Development tips suggest ways for employees to improve, develop, or use a competency or sub-

competency based on their current rating level. If you're using PeopleSoft ePerformance and this

feature has been implemented, the system displays the appropriate set of tips when you click the Development Tips link on the review form. If you click the link before a rating is entered, the

system displays all tips defined for that competency or sub-competency, provided they have been

linked.

You can link one or more development tips to a competency.

In this example, you will link development tips to a competency.

Procedure

Step Action

1. Begin by navigating to the Competency page.


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Step Action



4. Click the Advisor Tools link.

5. Click the Link Development Tips link.


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Step Action

6. Enter the desired information into the begins with field. Enter "0154".

7. Click the Search button.

8. Use the Competency page to link one or more development tips to a competency.

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Step Action

9. View all of the Review Ratings in the Proficiency Description section.

Click the View All link.

10. In this example, there are five Review Ratings. Review Ratings must be set up

before you can link development tips to competencies.

11. Use the Development Tip ID field to select a development tip from the list of available tips that were created using the Development Tips page.

Click in the Development Tip ID field.

12. Enter the development tip for the Little Review Rating.

Enter the desired information into the Development Tip ID field. Enter "LTP00007".

13. Enter the development tip for the Fair Review Rating.


14. Enter the desired information into the Development Tip ID field. Enter

"LTP00341".


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Step Action

15. Enter the development tip for the Good Review Rating.


16. Enter the desired information into the Development Tip ID field. Enter "LTP00239".

17. Enter the development tip for the Very Good Review Rating.



"LTP00342".

19. Click the vertical scrollbar.

20. Enter the development tip for the Expert Review Rating.



"LTP00492".


23. Notice that all the development tip titles appear after you click the Save button.

24. You have successfully added development tips to a competency.

End of Procedure.

Linking Development Tips to Sub-Competencies Development tips suggest ways for employees to improve, develop, or use a competency or sub-

competency based on their current rating level. If you're using PeopleSoft ePerformance and this

feature has been implemented, the system displays the appropriate set of tips when you click the Development Tips link on the review form. If you click the link before a rating is entered, the

system displays all tips defined for that competency or sub-competency, provided they have been

linked.

You can link one or more development tips to a sub-competency.

In this exercise you will link development tips to a sub-competency.

Procedure

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Step Action

1. Begin by navigating to the Sub-Competencies page.



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Step Action




5. Click the Link Development Tips link.

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Step Action



8. Use the Competency page to link one or more development tips to a competency.


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Step Action

9. Click the Sub-Competencies tab.

10. Use the Sub-Competencies page to link one or more development tips to a sub-competency.

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Step Action

11. You can view all the sub-competencies, or one at a time. In this example, you want

to view all of the competencies before adding development tips.


12. All the sub-competencies appear displaying one Review Rating. To display all the Review Ratings for a sub-competency, you click the View All link in the

Proficiency Description section for the desired sub-competency.

13. Adjust the view so that you are only viewing sub-competency 1.

Click the View 1 link.

14. Begin adding the development tips to sub-competency 1 with a Review Rating of 1-

Little.


15. Use the Development Tip ID field to enter a development tip from the list of available tips that were created using the Development Tips page.

Enter the desired information into the Development Tip ID field. Enter "LTP00235".


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Step Action

16. Click the Add Row button.

17. Enter the desired information into the Development Tip ID field. Enter "LTP00240".

18. Click the Next Row button.

19. Continue by adding the development tips to sub-competency 1 with a Review Rating of 2-Fair.



"LTP00010".



"LTP00012".

23. When you have finished adding the development tips, view the tips for the rest of the Review Ratings.



25. After you view development tips for all the Review Ratings, save the page.

Click the Save button.

26. You have successfully linked development tips to a sub-competency.

End of Procedure.

Defining Result Writer Text for Competencies The Results Writer is an ePerformance tool that enables managers to select predefined statements

that describe an employee's level of proficiency in a particular competency, sub-competency, or other area. Managers can use this tool when completing a performance document by clicking a

Results Writer link that appears next to an assessment item or sub-item on a review form. Once

the manager makes a selection, the system modifies the text based on the current context (that is,

the employee’s name and gender). The manager can adjust the text if required and include it in the Results field in the performance document.

You can import Result Writer content from third-party suppliers, or author it yourself. It can be associated with any section; however, it directly pertains to competencies or sub-competencies

stored in the system.

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Before using the Result Writer, the following must be set up:

• Rating Models • Competency Types



The Section Definition on the Template determines whether the Results Writer tool is active and

whether the results text comes from the competency definition or the sub-competency definition.

In this example, you will enter statements in Result Writer for the Organize & presents ideas

well competency.

Procedure

Step Action

1. Begin by navigating to the Competency page.



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Step Action




5. Click the Results Writer link.

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Step Action



8. Use the Competency page to define statements that describe an employee’s level of

proficiency in a specific competency.


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Step Action

9. Use the View All link to view all the review ratings for the competency.


10. In this example, there are five review ratings associated with the Organize & presents ideas well competency.

For each review rating that's associated with the competency, you can define the statements that managers can use when they invoke the Results Writer tool to

describe an employee's level of proficiency. Create one or more statements for each

rating.

11. The Seq Nbr (sequence number) determines the order in which managers see the statements when they use the Results Writer tool for this competency.

Click in the Seq Nbr field.

12. Enter the desired information into the Seq Nbr field. Enter "1".

13. Use the Results Writer field to enter one or more sentences to describe the selected

proficiency level.

Click in the Results Writer field.

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Step Action

14. You can insert the following characters to personalize the text based on the

employee's name and gender:

%1 = Employee’s First Name %2 = He/She

%3 = His/Her

%4 = Him/Her

%5 = Himself/Herself

Enter the desired information into the Results Writer field. Enter "%1 is unable to

plan, organize, or present projects effectively.".



17. To save time in this exercise, the Results Writer text will be entered for you.

18. Click in the Seq Nbr field.














32. You have successfully defined Result Writer text for a competency.

End of Procedure.

Defining Result Writer Text for Sub-Competencies

The Results Writer is an ePerformance tool that enables managers to select predefined statements that describe an employee's level of proficiency in a particular competency, sub-competency, or


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other area. Managers can use this tool when completing a performance document by clicking a Results Writer link that appears next to an assessment item or sub-item on a review form. Once

the manager makes a selection, the system modifies the text based on the current context (that is,

the employee’s name and gender). The manager can adjust the text if required and include it in the Results field in the performance document.

You can import Result Writer content from third-party suppliers, or author it yourself. It can be

associated with any section; however, it directly pertains to competencies or sub-competencies stored in the system.

Before using the Result Writer, the following must be set up: • Rating Models

• Competency Types



The Section Definition on the Template determines whether the Results Writer tool is active and whether the results text comes from the competency definition or the sub-competency definition.

In this example, you will enter statements in Result Writer for the for the Organize & presents ideas well sub-competency.

Procedure

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Step Action

1. Begin by navigating to the Sub-Competencies page.


Step Action




5. Click the Results Writer link.


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Step Action



8. Use the Competency page to define statements that describe an employee’s level of

proficiency in a specific competency.

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Step Action

9. Click the Sub-Competencies tab.

10. Use the Sub-Competencies page to define statements that describe an employee’s

level of proficiency in a specific sub-competency.


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Step Action

11. The Seq Nbr (sequence number) determines the order in which managers see the statements when they use the Results Writer tool for this competency.

Enter the desired information into the Seq Nbr field. Enter "1".

12. Use the Results Writer field to enter one or more sentences to describe the selected proficiency level.

Click in the Results Writer field.

13. You can insert the following characters to personalize the text based on the employee's name and gender:

%1 = Employee’s First Name

%2 = He/She

%3 = His/Her %4 = Him/Her

%5 = Himself/Herself

Enter the desired information into the Results Writer field. Enter "%1 is unable to

communicate effectively in written form.".

14. In this example, there are five review ratings associated with the sub-competency.

For each review rating, you can define the statements that managers can use when

they invoke the Results Writer tool to describe an employee's level of proficiency.

You can create one or more statements for each rating.

In this example, you will create one statement for each review rating.

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Step Action

















31. You have successfully defined Result Writer text for a sub-competency.

End of Procedure.

Generating Performance Documents

Document generation initiates the evaluation process. The process for generating a document

varies, depending on the role that is generating the document, and culminates in the creation of a criteria document for each individual.

Each of the three roles that can generate documents does so in slightly different ways: • HR administrators schedule a background process and select one or more employee groups for

which to generate documents. HR Administrators can only create evaluations by group but the

manager can have either or both creation processes available to them.

• Managers can either select a group of employees that reports to them or select one or more individuals. A manager can select only one employee group. The document generation process

runs immediately, and a list of the employees for whom documents are generated appears, with

links to the documents.


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• Employees do not select the groups or individuals for whom to generate documents; employees can only generate documents for themselves.

After the individuals are identified, the process initiator must select the parameters for the document. These include the document type, document template, and evaluation period that is

covered. The language code might be required, depending on the installation settings. For

employee-initiated documents, if the employee has more than one job, the job title is required.

The employee might also need to select a manager/mentor for the evaluation, if specified for the document type.

Upon completion of this lesson, you will be able to: • Generate documents by a background process.

• Generate documents for direct reports.

Generating Documents by a Background Process HR administrators can generate mass employee documents in batch mode based on a Group ID.

To create mass documents, you must accesses the Create Documents run control page. On this

page you:

• Identify the employees you want to process using Group IDs. • Select the document type. For example: annual review, quarterly review, and so forth.

After you have created performance documents, you can review the results on the View

Document Creation Results pages. These pages display a list of the Manager Documents that

could and could not be successfully created during the HR mass creation process.

Consider this scenario: You are an HR administrator and need to create mass manager's performance documents for a group of employees. Afterwards, you will view the document

creation results.

Procedure

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Step Action

1. Begin by navigating to the Create Documents page.

Click the Workforce Development link.


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Step Action

2. Click the Performance Management link.

3. Click the Create Documents link.

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Step Action

4. You can run this process by searching for an existing Run Control ID or you can add

a new value.

Creating a Run Control ID that is relevant to the process may help you remember it

for future use.

Click the Add a New Value tab.

5. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "EPERF".


7. Use the Create Documents page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process is run.


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Step Action

8. The dates you enter in the Period Begin Date and Period End Date fields define the period of time that these documents will cover.

Click in the Period Begin Date field.

9. Enter the desired information into the Period Begin Date field. Enter "01/01/2002".

10. Click in the Period End Date field.

11. Enter the desired information into the Period End Date field. Enter "12/31/2002".

12. Use the Document Type field to select a document type such as Quarterly, Semi-

Annual, or Yearly.

Click the Document Type list.

13. Click the Annual Review list item.

14. Use the Template ID field to select the template ID to generate the documents. This

field is available if the template source on the Document Types page is User

Defined for this document type.

Click the Template ID list.

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Step Action

15. Click the Avg -Uses Job Profile list item.

16. Use the Manager Selection Method field to specify a method for selecting manager IDs. When you launch the mass document creation process, the system determines

the manager of each employee it processes using data defined in Human Resources.

It needs this information to route email messages to managers informing them that

review forms are available, and to associate a manager ID with each document, so that the manager can act as the author of the manager document and the owner of the

evaluation process.

Click the Manager Selection Method list.

17. If the manager selection method is By Department Manager Id, the system

retrieves a manager based on the department of the employee, using the Manager

ID field on the Department Profile page.

18. If the manager selection method is By Group Id, the system retrieves the manager from the Manager ID field on the Group Profile page.

19. If the manager selection method is By Part Posn Mgmt Dept Mgr ID, the system

searches for a Reports To relationship between managers and employees, and then

uses the By Department Manager Id selection method if a Reports To ID is not found.

20. If the manager selection method is By Part Posn Mgmt Supervisor, the system

searches for a Reports To relationship between managers and employees, and then

uses the By Supervisor Id selection method if a Reports To ID is not found.

21. If the manager selection method is By Reports To Position, the system retrieves the manager of the employee's position that is specified inn the Position Data

component.

22. If the manager selection method is By Supervisor Id, the system retrieves the

manager based on the Supervisor ID field on the Job Data - Job Information

page.

23. In this example, select the By Group Id.

Click the By Group Id list item.

24. Use the Group ID field to enter the employee group number to process.

Click in the Group ID field.

25. Enter the desired information into the Group ID field. Enter "KU100".

26. Click in the As Of Date field.

27. Enter the desired information into the As Of Date field. Enter "01/01/2002".


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Step Action

28. Click the Run button.

29. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.

Step Action

30. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

Click the Server Name list.

31. Click the PSNT list item.

32. Use the Type field to select the type of output you want to generate for this job. Your four choices are File, Printer, Email, or Web.

33. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have selected.

34. Click the OK button.

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Step Action

35. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.

Step Action

36. Click the Process Monitor link.

37. Use the Process List page to view the status of submitted process requests.


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Step Action

38. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

39. The Run Status is now Success.

You can now view the document creation results.

40. Click the View Document Creation Results link.

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Step Action

41. Enter the desired information into the Run Control ID field. Enter "EPERF".


43. Use this page to view a list of manager performance documents that were

successfully created using the mass creation process, as well as all documents that

not were not created.

44. A listing of all employees that are in the specified Group ID appears. In this example, all the employees in Group ID KU100 appear.

45. The Success? column displays a Yes if the manager document was created

successfully for the employee. Otherwise it displays an No.


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Step Action


47. The Status column displays the document status of the manager document.

48. You have successfully created mass manager's performance documents for a group of employees, and viewed the document creation results.

End of Procedure.

Generating Documents for Direct Reports In the manager role, you can generate documents for direct reports by either: • Selecting a group and then selecting one or more employees within the group.

• Selecting one or more employees directly.

Regardless of which option you choose, you first need to select the As of date for determining

which employees report to you. You then select the employees for whom you want to generate

documents. Finally, you select the document template from which to generate the individual documents and enter the dates of the evaluation period that is covered.

You can generate either performance or development documents. The process is identical, except

for the page names and the navigation path by which you access the document generation pages.

Consider this scenario: You are a manager and want to create a performance document for an

employee for the Q1 2002 performance period.

Procedure

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Step Action

1. Begin by navigating to the Create Performance Documents page.

Click the Manager Self Service link.


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Step Action


3. Click the Create Documents link.

4. Use the Create Performance Documents page to initiate the document generation

process by entering the date for determining employees that report to you.

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Step Action

5. This page is the first in a series of pages that guide you through the process of

generating documents for groups of employees.

Click the Continue button.


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Step Action

6. A listing of employees appears. You must select at least one employee.

Click the Cynthia Adams option.


8. Use the Select All button to include all the direct reports in the list.

9. Click the Continue button.

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Step Action

10. Use this page in the process to define the performance period begin and end dates,

and specify the review type and the review template ID on which to base the

document.

Enter the desired information into the Period field. Enter "01/01/2002".

11. Click in the Period field.

12. Enter the desired information into the Period field. Enter "03/31/2002".

13. Use the Document Type field to select the type of document to generate. You specify document types on the Document Types page.

Click the Document Type list.


15. Use the Template field to select the document template from which to generate the

documents. You create document templates in the Document Template component.

Click the Template list.

16. Click the Avg -Uses Job Profile list item.


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Step Action

17. Click the Create Documents to create the documents. After you create the documents, the list of employees appears with the document creation results for

each.

Click the Create Documents button.

18. The Status column shows that the document for Cynthia Adams was created

successfully.

Step Action

19. After you create documents, you can either return to the Create Documents page or

view a list of current documents.

Click the Current Documents link.

20. Use the Current Performance Documents page to vie a list of the current

performance documents for which you are the manager.

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Step Action

21. Scroll down to review the one you just created.

Click the vertical scrollbar.

22. Click the Annual Review link.

23. Use the Document Details page to begin the performance documentation process.

24. You have successfully generated performance documents for a direct report.

End of Procedure.

Accessing Performance Documents

In ePerformance the most common way to access performance documents is by way of the

Document Selection page. This page displays a list of documents users can view, update, and

modify, or on which they can perform administrative actions such as changing due dates. The list of documents displayed on this page includes hyperlinks to those documents that are accessible to

the user. Because this page appears in different locations with only minor variations throughout

the application—users must pass through this page before they can access many other transaction pages.

Upon successful completion of this lesson, you will be able to:

• As a manager, access an employee's performance document. • As an Admin, view a performance document.


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Accessing Documents Use the Current Documents component to select documents and view document process, status,

and actions.

In this topic, you will view performance documents for one of your managers.

Procedure

Step Action

1. Begin by navigating to the Current Performance Documents page.


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Step Action


3. Click the Current Documents link.

4. Use the Current Performance Documents page to select performance or development documents to view or edit.

5. The information that appears on the Performance Documents grid depends on the

path with which you access the page.

If you access this page through the Manager Self Service menu, the grid lists all

documents with statuses that are not Complete or Canceled for which you are the

manager. Complete documents are listed on the Historical Documents page.

If you access this page through the employee Self Service menu, the only

documents that appear are current documents for which you are the employee. The

name column does not appear, but an additional column on the grid lists the person who is the manager for the document.


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Step Action

6. Click a document on the Current Performance Documents page to view the document process, status, and actions.

Click the Project Review link.

7. Use the Document Details page to review the current status of the document

progress.

8. The information that appears in the Document Progress section of this page is

controlled by a combination of the document template, the role that accesses the page, and the status of each step.

The Establish Criteria step appears in the Document Progress grid only if the Establish Criteria check box is selected on the Document Template - General

page. This table shows the possible actions for the Establish Criteria step and the

conditions under which each step is enabled. You perform the document template

setup on the Establish Criteria region of the Template Definition - Process page.

9. The Nominate Participants step appears in the Document Progress grid only if the Nominate Participants check box is selected on the Document Template -

General page. This table shows the possible actions for the Nominate Participants

step and the conditions under which each step is enabled. You perform the document template setup on the Nominate Participants region of the Template Definition -

Process page.

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Step Action

10. The Track Nominations step appears in the Document Progress grid only if the

Nominate Participants check box is selected on the Document Template -

General page.

11. The Review Participant Evaluations step appears in the Document Progress grid only if the Nominate Participants check box is selected on the Document

Template - General page. The only action available for this step is View. Only the

employee or manager role can view participant evaluations, depending on the settings in the Review Participant Evaluations page region on the Template

Definition - Process page. If the Accessed By check box is selected for the role, the

role can view a list of participants and their evaluation status. If the Viewed By

check box is also selected for the role, an active link to the document is available to view the document itself.

12. The Complete Self Evaluation or Review Employee Evaluation step appears in

the Document Progress grid if you select the Document check box for the

Employee role on the Document Template - General Information page. The step is labeled differently depending on the status of the step and the review process

selected.

13. The Complete Manager Evaluation step always appears in the Document

Progress grid because a manager evaluation is always required. The step is labeled differently depending on the status of the step and the review process selected.

The actions for this step are Start, Edit, and View. Depending on the review option

that is selected, the Mark Available, Review Held, Acknowledge, Submit, and Complete might also appear.

14. Additional actions for the manager evaluation are available if the document template

specifies a review process that requires review or approval. These are Mark

Available, Review Held, Acknowledge, Submit, and Complete.

15. For the purpose of publishing performance results, the definition of complete depends on the performance process that you select on the Template Definition

page when creating templates. Documents that require approval are considered

complete when the approval status is Approved and the document status is Complete. Reviews that do not require approval are considered complete when the

document status is Complete.


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Step Action

16. You can view the details of a document by clicking the View link.

Click the View link.

17. Use the Employee Evaluation page to view the comments submitted by the employee.

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Step Action

18. Scroll down to view the entire document.


19. Click the Return to Document Detail link.


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Step Action

20. Click the View link.

21. Use the Manager Evaluation page to review the comments submitted by the

manager.

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Step Action




25. Use the Reopen button to open the document to add or edit comments. This will set

the status back to In Progress and open the fields for editing.


27. You have successfully accessed a performance document.

End of Procedure.

Viewing Performance Documents 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.

The procedures for selecting documents, viewing document details, and performing tasks as an

administrator are the same as the procedures for any other role.

In this example, you will view a manager performance document for an employee by using the

View Documents menu navigation.

Procedure


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Step Action

1. Begin by navigating to the Document Details page.


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Step Action


3. Click the View Documents link.


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Step Action

4. Begin by entering selection criteria and selecting the document that you want to view from the results list.

Enter the desired information into the Employee First Name field. Enter

"Michelle".

5. Click in the Last Name field.

6. Enter the desired information into the Last Name field. Enter "Kelly".

7. Click the Document Type list.



10. The documents that match the search criteria are displayed in the Performance

Documents grid. Click the Document Type link to open the Document Details page for the document.

Click the Annual Review link.

11. Use the Document Details page to review the document progress.

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Step Action

12. 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.

Click the View link.

13. Use the Manager Evaluation page to review manager evaluation details.


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Step Action

14. You can perform various tasks on the document. 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 the criteria document or evaluation.

• Cancel the criteria document or evaluation.

Scroll down to view the entire document.


15. Use the Reopen button to open the document to add or edit comments. This will set

the status back to In Progress and open the fields for editing.

16. Use the Cancel Evaluation button to move the current evaluation from a status of In

Progress to a status of Cancelled.


18. You have successfully viewed a performance document.

End of Procedure.

Using Performance Documents With ePerformance, employees and managers can adjust the performance criteria contained in

their respective performance documents. At the beginning of the performance period, managers

may define performance criteria on the manager's performance document and make employee documents available to their employees, based upon this baseline, or snapshot of the manager's

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document. Managers and employees can both adjust the performance criteria contained in their

respective documents in a collaborative environment (if permitted by the template).

A performance document can comprise multiple sub-documents. Each sub-document is owned by

an author acting in a specific role. ePerformance has two types of authors and sub-documents:

managers with manager documents and employees with employee documents. These two typically make up the performance document. Generally, when the term document is used it is

referring to a sub-document.

Manager's Document Managers use this sub-document to update employees performance criteria, track progress, and

evaluate and comment on an employee's performance. There can be only one manager's

document per performance document. Once the performance process is complete, the information contained in the manager's sub-document becomes the official source of information used by HR

and other business processes regarding an employee's performance.

Employee's Document Employees use this document to enter or update their own performance criteria, track their

progress against their performance plan, and evaluate and comment on their own performance.

Managers can use this document throughout the performance period for insight into the employee's perception of goals and objectives, progress, and assessments.

In addition, ePerformance provides the following pages to support the process of recording, maintaining, and finalizing performance document data:

• The Preliminary Ratings page

• Performance Notes and Performance Notes Details pages • Results Writer

• Development Tips

• Language Checker


• Explain review document statuses.

• Enter preliminary review ratings. • Record performance notes.

• Modify evaluation criteria.

• Complete an employee self-evaluation.

• Evaluate employee performance as a manager. • Use the Language Checker feature.

• Incorporate Writing Tools suggestions into comments.

Understanding Review Document Statuses ePerformance tracks the status of manager and employee documents using a set of status codes.

Status codes provide a way of identifying the stages a performance document moves through during the performance cycle. They also control when users can view or edit documents and data

during the performance cycle, what actions they can perform, and what page controls are

available to them.

The statuses through which documents must pass and the sequence of these statuses are

determined by the performance process option defined on the template.


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This topic defines the following document statuses for manager and employee documents:

Manager Documents • In Progress

• Available for Review

• Review Held

• Acknowledged • Complete

• Cancelled

Employee Documents • In Progress

• Complete

• Cancelled

Procedure

Step Action

1. In Progress is the status of the manager's document when it is first created. The

document stays in this status until the manager selects Available for Review, Complete, or Submit for Approval depending on the setup and approval process

required.

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Step Action

2. A document can only become Available for Review when the current status of the

document is In Progress and the following two conditions are met:

(1) Review Process is set to Approval Required After Review Held, or to No Approval – Review Held, or to Approval required Before Review Held.

(2) Approval Status is set to Approved.


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Step Action

3. To change the status of a document to Available, the manager must click the Available for Review button located on the manager's document. Now the

employee is able to view the document and add comments to section where Special

Processing is set to Employee Comments. The manager can only edit the document

in sections that are configured as Manager Comments.

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Step Action

4. While the document is in the status of Available for Review, the Review Held

button appears on the document. This button enables the manager to change the

status of the document to Review Held and indicates that the manager has met with the employee to review the document.


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Step Action

5. The Review Held status indicates that the manager has discussed the document with the employee. While a performance document has the status of Review Held, the

employee and the manager have view only access to the document except to enter or

edit the Manager Comments or Employee Comments sections of a document, if

these sections exist.

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Step Action

6. The Acknowledged status indicates that the employee or the manager has

acknowledged the document. When this status is in effect, the Employee Comments

and Manager Comments sections can no longer be updated (both managers and employees have read-only access). When a performance document is in this status,

only the HR administrator can change the status back to In Progress.


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Step Action

7. The Completed status indicates that the performance process is finished and no further changes can be made to the document.

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Step Action

8. The Cancelled status indicates that the document has been cancelled. Managers can use the Cancel Document page to cancel documents up until the time that the

document status is Acknowledged or Complete. HR administrators can cancel

documents at any time using their own Cancel Document page. See the Canceling

Documents topic in the Performing Administrative Tasks lesson for more information.

Step Action

9. The In Progress status is the status of the employee document when it is first

created. While the status is In Progress, the employee can modify all aspects of the document as allowed by the template definition. The Manager may also see selected

performance criteria fields. However, managers cannot access evaluation fields on

the employee document.


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Step Action

10. With the Completed status, employees have view only access to the document and are unable to edit or modify the content. Similarly, the manager has view only

access to the document but can select the Rework button to return the document to

the employee for revision. When the manager returns a document, the system

changes the self-appraisal status back to In Progress and makes the Complete button available again.

The employee changes the status of the employee document from In Progress to Complete by selecting the Complete button. This button becomes available when

the document is first created or sent back for rework.

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Step Action

11. The status of the employee document changes to Cancelled only when the

manager's document is cancelled.

12. In summary, the review document statuses for manager documents are:

• In Progress • Available for Review

• Review Held

• Acknowledged • Complete

• Cancelled

The review document statuses for employee documents are: • In Progress

• Complete

• Cancelled

End of Procedure.

Entering Preliminary Review Ratings ePerformance enables you to enter preliminary ratings for an employee based upon the rating

model for the Overall Summary section defined on the template. You can update preliminary ratings at any time while a performance document has a status of In Progress. Preliminary ratings

are used only for planning, and to generate the Review Results Distribution report, which can be

used to determine whether your ratings are distributed in the expected manner. Employees cannot view preliminary ratings.

In this example, you will enter preliminary review ratings for two of your direct reports.


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Procedure

Step Action

1. Begin by navigating to the Enter Preliminary Ratings page.


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Step Action


3. Click the Performance Documents link.

4. Click the Administrative Tasks link.

5. Click the Enter Preliminary Ratings link.

6. Use the Enter Preliminary Ratings page to select select the dcouments in which

you will enter your preliminary ratings.


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Step Action

7. Click the Angelica Alvarez option.



10. Use the Preliminary Ratings page to enter preliminary (unofficial) ratings for employees before they enter official rating data in the manager's document. These

ratings are used to generate the Ratings Distribution Summary, which enables

managers and HR administrators to compare preliminary ratings with desired and actual rating distributions. Employee cannot see these preliminary ratings.

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Step Action

11. This list of ratings is for the Rating Model that's associated with the Overall

Summary section of the document.

Click the Preliminary Rating list.

12. Click the Meets Expectations list item.


14. Use the Save Confirmation page to acknowledge that your changes have been

saved.


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Step Action


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Step Action


17. Click the Cynthia Adams option.



Step Action

20. Click the Preliminary Rating list.

21. Click the Exceeds Expectations list item.



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Step Action


24. You have successfully entered preliminary review ratings for employees.

End of Procedure.

Recording Performance Notes ePerformance enables both employees and managers to record or update performance notes on the Performance Notes pages at any time during the performance cycle. Employees can create a

record of events, activities, and accomplishments that they can later use to complete their

performance document. Similarly, managers can record details of an employee's performance that they may find useful to have on hand when they are completing the employee's evaluation.

Performance notes cannot be seen by anyone other than the author of the notes.

Consider this scenario: You are a manager, and you want to enter a performance note for one of

your direct reports.

Procedure

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Step Action

1. Begin by navigating to the My Performance Notes page.



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Step Action


3. Click the Maintain Performance Notes link.

4. Use the My Performance Notes page to view or update existing performance notes, or add new notes.

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Step Action

5. Click in the Earliest Note Date field to refresh and activate the page.

Click in the Earliest Note Date field.

6. Use the ID field to enter the employee ID number for which you will enter

performance notes.

Click in the ID field.

7. Enter the desired information into the ID field. Enter "KU0070".

8. Click in a field to refresh the page.

Click in the Earliest Note Date field.

9. Click the Add a New Note button.

10. Use the Performance Note - New Note page to record notes about an employee's performance and accomplishments that can be referenced later when managers and

employees are updating or completing their respective performance documents.

Performance notes cannot be seen by anyone other than the author of the notes.


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Step Action

11. Click in the Subject field.

12. Enter the desired information into the Subject field. Enter "Communication

issues".

13. Use the Note Text field to enter your notes.

Click in the Note Text field.

14. To save time in this exercise, the text will be entered for you.


16. Return to the previous page.

Click the Performance Note Selection link.

17. If you made a mistake, or you want to edit an existing note, click the link for the

note.

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Step Action

18. You can delete or transfer notes. Select the desired note and click the Delete or

Transfer button at the top of the page.

Click the Select option.

19. Notice that when you selected the option, the Delete and Transfer buttons are now active.

20. You have successfully entered a performance note for a direct report.

End of Procedure.

Modifying Evaluation Criteria

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.

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.


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• 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.

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.

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.

Consider this scenario: You are a manager, and you want to modify the performance criteria of

one of your employees by adding a goal to their performance document.

Procedure

Step Action



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Step Action



4. Use the Current Performance Documents page to view performance documents that you own. Upon accessing the documents, you can view, update, modify, or

perform various administrative actions on them.


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Step Action

5. Click the Project Review link.

6. Use the Document Details page to view the current document progress and to

navigate to additional pages to and or complete the evaluation progress.

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Step Action

7. Click the Edit link.

8. Use the Manage Evaluation page to review current evaluation data.

9. 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.

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.

10. 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.


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Step Action

11. Scroll down to view the goals already established for this document.



13. In this example, you are going to add another goal.

Click the Add Goal link.

14. Use the Add a Goal page to enter a pre-defined goal or to add your own gaol to the

evaluation documents.

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Step Action

15. Click the Add your own goal option.

16. Click the Next button.

17. Use this page to enter additional goals.


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Step Action

18. Use the Title field to enter up to 60 alphanumeric characters for the title of the goal or objective. The title automatically appears on performance documents, when this

item is included in a performance document.

Enter the desired information into the Title field. Enter "Reduce customer

complaints by 5%".

19. Enter the goal description in the Description field.


20. To save time in this example, the text will be entered for you.

21. Enter a description of what will be used to measure the accomplishment of the goal in the Measurement field.

Click in the Measurement field.

22. To save time in this example, the text will be entered for you.

23. The Supports field defines which of the initiatives the goal supports. If there is only one initiative, that initiative will be used by default.

24. Click the Update button.

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Step Action


26. The new goal is displayed. You can assign a rating and a weight to this goal.

Click the Rating list.

27. Click the Needs Improvement list item.

28. Click in the Weight field.

29. Enter the desired information into the Weight field. Enter "10".

30. Once the goal has been added, you can save the updated document.




33. You have successfully modified performance criteria as a manager.

End of Procedure.


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Completing the Employee Self-Evaluation Using ePerformance, an employee can record a self-evaluation of his or her performance against

the performance criteria contained in the employee's document. An employee document must be

created by the manager or HR administrator in order for the employee to enter a self-evaluation. Employee documents can be created by an HR administrator when the manager documents are

created, or can be created by managers.

In order to self-evaluate their performance, employees can enter ratings and/or comments at any

time during the performance period. This evaluation information can be updated at any time, and

is not visible to the manager until the employee marks the document as ―complete‖. Marking the

employee document ―complete‖ provides full access to the manager, including visibility into the self-evaluation information. If, after review, the manager finds it necessary to make changes on

the employee document, he or she can send the document back to the employee.

While updating self-evaluation information, the employee has access to the performance notes, if

any, that they have been maintaining throughout the performance period.

Consider this scenario: You are logged into the system and want to complete your self-evaluation form so that it will be accessible by your manager. Your goal is to enter ratings and comments to

complete your self-evaluation.

Procedure

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Step Action


Click the Self Service link.

Step Action



4. The Current Performance Documents page displays the employee documents that

are available to you. When the status of an employee document is In Progress, managers can only view the performance criteria; they cannot view the evaluation

fields until the employee document is Complete. Once the employee document is

complete, the employee cannot update it further.


Page 99

Step Action


6. Use the Document Details page to begin the self-evaluation process.

Training Guide


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Step Action

7. Click the Start link or the Edit link, whichever appears, for the Complete Self

Evaluation step.

Click the Start link.

8. Use the Employee Evaluation page to enter and maintain employee self-evaluation

data. This document serves as your self-evaluation.

9. Documents are divided into sections, with each section containing a different type of

content. For example, a section can include your organization's mission statement,

assessment criteria, employee comments, manager comments, an overall summary,

or signature lines. The sections that appear in a performance document are determined by the template that generates the form.

10. Begin your evaluation with the Competencies section.

11. The first competency is displayed. The fields and other elements that employees can

use to assess their own performance on the self-appraisal form are the same as the

fields that managers can complete on the manager's review.


Page 101

Step Action

12. You can edit the details of the goal as well as rate yourself against the goal.


13. Rate yourself for this goal. The action that is permitted depends on the level

(subitem, item, section) where the field occurs, if calculation is enabled in the document template, and the user actions that the template definition permits. For

example, at the overall summary and section summary levels, the rating field is

read-only unless the role has permission to override system-calculated ratings or

calculate field was not enabled on the document template.

Click the 4-Very Good list item.

14. Use the Comments field to enter descriptive text about your performance. For the

purposes of this example only, you will not enter text at this time.

15. Click the Spell Check icon displayed next to the Comments field to check the

spelling for comments that you enter into the field.

Training Guide


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Step Action



Page 103

Step Action

17. Enter your self-rating for the Competencies Summary.



19. Next rate the first item listed in the Responsibilities section.



21. Click in the Comments field.

22. To save time, the text has already been entered for you.

23. You can add additional responsibilities to your self-evaluation.

Click the Add Responsibility link.

24. Use the Add a Responsibility page to add pre-defined responsibilities or to add

your own.

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Step Action

25. Click the Add your own responsibility option.

26. Click the Next button.

Step Action

27. Use the Title field to enter the new responsibility.

Enter the desired information into the Title field. Enter "New Hire Orientation

Program".

28. Use the Description field to enter the description of the new responsibility you are

adding.


29. To save time, the description has been entered for you.

30. Click the Update button.


Page 105

Step Action

31. Next, you can rate yourself on the new responsibility you just added.



33. Continue to complete your self-evaluation by entering comments, and/or adding additional data in each section of the evaluation page.



35. Click the Complete button.

36. Use the Complete Evaluation page to confirm you have no further changes. Your self-evaluation will be finalized at this time and sent to your manager for review.

Training Guide


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Step Action

37. Click the Complete button to change the status of the employee document from In

Progress to Complete.

If workflow is enabled for notifications, the manager is notified when the employee

clicks this button. The manager can then view all fields on the employee document.

Before the employee document is Complete, the manager cannot view the performance evaluation elements.

Click the Complete button.

38. Notice the status of your self-evaluation is Complete.

39. You have successfully completed an employee self-evaluation.

End of Procedure.

Evaluating Employee Performance on the Manager's Document To evaluate an employee's performance, managers can enter ratings and/or comments at any time during the performance period. This evaluation information can be updated at any time, is not

visible to the employee (or anyone else) until the manager marks the document as ―complete‖ and

ready for employee review. While updating evaluation information, the manager has full access to the performance notes that they have been maintaining on the subject employee. In addition,

the manager can also view the performance criteria contained in the employee's document (the

employee self-evaluation).


Page 107

To complete the performance cycle, the manager's document must be "finalized". The process of ―finalizing‖ the manager's document varies, depending upon settings in the template. At the end

of the performance period, after the manager has entered all evaluation information, and the

document is finalized, the manager's document is considered to be the official record of reference of the employee's performance.

Consider this scenario: It is the end of the performance period in your organization. As the

manager, you need to evaluate your employee's performance. Your goal is to review one of your employee's self-evaluation, and then enter the necessary data to update the manager's

performance document.

Procedure

Step Action



Training Guide


Page 108

Step Action






Page 109

Step Action


6. Use the Document Details page to view the document progress for your employee

and to navigate to the evaluation pages.

Training Guide


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Step Action


8. Use the Employee Evaluation page to review your employee's self evaluation entries.



assessment criteria, employee comments, manager comments, an overall summary, or signature lines. The sections that appear in a performance document are

determined by the template that generates the form.

10. Review the Mission Statement and Competencies sections.


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Step Action

11. Scroll down to view the Responsibilities section.



13. After reviewing the document, you return to the Document Details page to begin

entering the manager comments.

Click the Return to Document Detail link.

Training Guide


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Step Action

14. Click the Start link.

15. Use the Manager Evaluation page to enter your evaluation for your employees. You can add additional evaluation criteria or delete current ones.


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Step Action

16. In this example, you will rate your employees listed competencies.


17. Click the 4-Very Good list item.

18. Use the Comments field to enter descriptive text about the employee's performance.

Click in the Comments field.

19. For the purposes of this example only, the text will be entered for you to save time.

20. Use the Spell Check icon next to any of the Comments fields to run a spell check

against that field.


22. Click the Rating list.



Training Guide


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Step Action

25. Continue rating your employee.




28. To save time, the text will be entered for you.

Step Action



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Step Action






35. To save time, the text will be entered for you.

36. Click the Save button to save your work and return to it later.


37. Click the Available for Review button to submit the document for review by the

employee, according to the review and approval rules.

Click the Available for Review button.

38. Use the Available for Review page to acknowledge that you choose the employee

to review this evaluation.

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Step Action


40. The document is now available for review by the employee and the evaluation

process can continue.

41. You have successfully entered an evaluation for a direct report, and updated the

manager's document.

End of Procedure.

Using the Language Checker

If the Language Checker feature is set up for your system, a Check Language button appears at

the bottom of the manager's document. When you click this button, the system checks all Comments text boxes for inappropriate language, displays any objectionable words or phrases,

and suggests possible alternatives.

In this example, you will enter overall summary comments for one of your direct reports, and use

the Language Checker to verify that the comments are appropriate.

Procedure


Page 117

Step Action



Training Guide


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Step Action






Page 119

Step Action


6. Use the Document Details page to review the document progress and to navigate to

the evaluation process pages.

Training Guide


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Step Action


8. Use the Manage Evaluation page to enter your evaluation ratings for your rated employee.



assessment criteria, employee comments, manager comments, an overall summary, or signature lines. The sections that appear in a performance document are


For this example, enter comments in the Overall Summary section.


Page 121

Step Action





14. Enter the desired information into the Comments field. Enter "Annie has

performed well for a person her age.".

15. Click the Check Language button.

16. Use the Check Language page to check for inappropriate language within all the

Comments fields in a review, and review suggested alternatives.

17. The word or phrase that's deemed inappropriate appears at the top of the page. The

sentence in which it's used is shown below it.

Training Guide


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Step Action

18. You can click the Ignore button to see the next sentence, or click the Change button

to access edit mode for the displayed sentence.

If more than one objectionable word or phrase is found in the document, each is

displayed in succession, and you can edit the field where the text is found by

repeating the procedure. If you click the Ignore button, the system continues to

check the remainder of the document without opening this field for edits. If you click the Ignore All button, the system will not notify you of this same

objectionable text if it appears elsewhere in the document. If you click the Close

button, the Language Checker will be terminated, and you'll be returned to the performance document.

Step Action

19. In this example, you want to edit the sentence.

Click the Change button.

20. Click in the Results field.

21. Enter the desired information into the Results field. Enter "Annie performed well

compared to her peers.".


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Step Action

22. Click the Apply button to save your change and continue checking.

Click the Apply button.

Step Action


24. In this example, you want to save the document for later updates.



26. You have successfully used Language Checker to review language in a manager's

performance document.

End of Procedure.

Incorporating Writing Tools Suggestions into Comments Managers can use the Writing Tools link to select predefined statements to include in the

Comments text box on a review that describe an employee's proficiency in a particular area.

Training Guide


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In this example, you will enter a rating for a goal on one of your employee's performance

document, and then use the Writing Tools link to fill in the Comments text box.

Procedure

Step Action




Page 125

Step Action



4. The Current Performance Documents page displays performance documents that

you own. Upon accessing the documents, you can view, update, modify, or perform

various administrative actions on them.

Training Guide


Page 126

Step Action


6. Click the Performance Document link.

7. Use the Document Details page to review the document progress for the employee. You can navigate to the evaluation pages from this page.


Page 127

Step Action


9. Use the Manager Evaluation page to make edits, add or delete additional

evaluation criteria and comments.


content. For example, a section can include your organization's mission statement, assessment criteria, employee comments, manager comments, an overall summary,

or signature lines. The sections that appear in a performance document are


Training Guide


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Step Action

11. In this example, you are rating the first goal listed.



13. Click the Writing Tools link to incorporate text suggestions into comments.

Click the Writing Tools link.

14. Use the Writing Tools: Suggested Results page to select from predefined

performance statements that can be used in the Comments text box.

15. In this example, you accessed this page after entering a rating, so the system lists suggested statements that are specific to the employee's proficiency as determined

by the rating.


Page 129

Step Action

16. You can select statements by selecting the check box next to the Suggested Results

Text.

Click the Average wait time = 54 minutes Christelle's has achieved her goal

and actually has the lowest wait time of all analyst. option.


18. Click the Add to Comments button to incorporate suggested text into the

Comments field.

Click the Add to Comments button.

19. The text is displayed in the Comments field. You can modify the text after you incorporate it.

Training Guide


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Step Action

20. You can also use additional writing tools to aid in the creation of your Comments

text. Use the Find Additional Content field to find other text items to incorporate

into the comments box, in the case that you don't find suitable text in the Suggested

Results list. Only tools that are enabled for the role on the document template

appear. This grid can contain any or all of these items:

• Results Writer text.

• Development tips. • Performance notes.

• Comments from other evaluators.

You can select one or more comments and click the Add to Comments button to

add them to the comments for this section. Comments are added without line breaks

— you must manually insert line breaks to start each comment on a new line.

21. Click the Save and Return button.

22. Notice that the Comments field contains the text suggested from the Writing Tools

page.

Step Action



Page 131

Step Action


25. You have successfully entered comments to a goal in a performance document using

the Writing Tools feature.

End of Procedure.

Nominating and Tracking Participants

The multi-participant process enables individuals other than the manager and employee to

provide direct feedback into an employee's performance or development document. Additional

roles might include peers, mentors, customers, and other managers.

You select the roles and specify the capabilities of each role on the document template. The

options that you select on the document template also control how the manager and employee interact with the process. The multi-participant process can begin any time after the criteria

document is created. If the Establish Criteria step is enabled on the document template, you

cannot start the Nominate Participants step you complete that step, because nominees must be able to view the evaluation criteria before deciding whether to accept or decline a nomination.

The actions that managers and employees can perform relative to multiple participants are

defined on the Template Definition-Process page in the Nominate Participants and Review

Participant Evaluations page regions. These actions include:

• Nominate participants. Although both the manager and employee can nominate participants if

the Updated By check box is selected for their role, only the role that is selected in the Submitted By field can approve and submit the nominations.

• Track the status of nominations and cancel nominations. A tracker might cancel a nomination if

it is pending for too long. The tracker has the ability to resubmit cancelled nominations.

• Review participant evaluations. This step consists of two functions: tracking participant evaluations and accessing the content of participant evaluations. The ability to perform the two

functions is set separately on the Process page of the document template. If the Accessed By

check box is selected for the role, the role can view a list of participants and their evaluation status. If the Viewed By check box is also selected for the role, an active link to the participant

evaluation is available to open and view the evaluation itself. A user that can open evaluations

can also change the due date of the evaluation or send it back for rework. Both of these actions trigger notifications to the participant.

Optional features of the nomination process that are controlled on the document template include

the ability to: • Establish a minimum and maximum number of participants.

• Designate that nominee information is anonymous in the tracking nominations feature.

• Designate that feedback from a participant role is anonymous for either the manager and/or employee.

Upon completion of this lesson, you will be able to: • Nominate participants.

• Track nomination status.

• Accept or decline a nomination.

• Complete a participant evaluation.

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• Review a participant evaluation.

Nominating Participants Use the Nominate Participants page to nominate participants for multi-source evaluations. On

this page, you can view the number of participants that are required for each role, view a list of

the nominees you selected, and submit evaluation requests to nominees.

Nominations are not submitted to nominees until the minimum number of participants are

nominated and the Establish Criteria step, if applicable, is complete. After a nomination is submitted, it has the status of Pending.

Nominees can view their evaluation requests and accept or decline nominations. When a nominee accepts a nomination, the nomination status changes to Accepted, and the system generates an

evaluation for the nominee.

Consider this scenario: Your organization uses a multi-participant process for performance evaluations. As a manager, you need to nominate participants for the employees that report to

you. In this topic, you will nominate participants for one of your rated employees.

Procedure


Page 133

Step Action



Step Action



4. The Current Performance Documents page displays performance documents that you own. Upon accessing the documents, you can view, update, modify, or perform


Training Guide


Page 134

Step Action


6. Use the Document Details page to review the document progress for this evaluation. You can navigate to the evaluation pages from this page.


Page 135

Step Action

7. Notice the different steps listed in the Document Progress grid. You are going to complete the Nominate Participants step.

Click the Start link.

8. Use the Nominate Participants page to nominate participants for multi-source

evaluations.

9. For each role, a required and maximum number of people is listed.

Training Guide


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Step Action

10. Click the Add links to access the Person Search - Simple page and search for

persons to nominate in the role that is listed.

One Add link appears for each participant role that is defined on the document

template. For example, the Add Peer link appears if the peer role is defined on the

document template.

Click the Add Other link.

11. Use the Person Search - Simple page to search for the participant your would like to add to this evaluation.


Page 137

Step Action

12. In this example, you are nominating another manager to be a participant in this employee's evaluation.

Enter the desired information into the Last Name field. Enter "Richards".


14. You can view information about the individuals listed to ensure you are selecting the

correct person.

Click the Information button.

15. From this page, you can select the individual or return to the list.

Click the Select This Person button.

16. The individual has been selected as indicated by the check mark next to the name.

Click the OK button.

Training Guide


Page 138

Step Action

17. Next, you are going to nominate three peers (the minimum number required).

Click the Add Peer link.


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Step Action

18. Enter the desired information into the Last Name field. Enter "Bidar".


20. Click the Sanjay Bidar option.


Training Guide


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Step Action

22. Click the Add Peer link.


Page 141

Step Action

23. Enter the desired information into the Last Name field. Enter "Campos".


25. Click the Juliette Campos option.


Step Action

27. Click the Add Peer link.

Training Guide


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Step Action

28. Enter the desired information into the Last Name field. Enter "Espinosa".


30. Click the Carmichael Espinosa option.


32. Once individuals have been nominated, you can click the Delete link to delete a participant from the nomination list. This link is available only when the

nominations is not yet submitted to the participant.

33. Click the Save button to save the participant list without submitting it.


Page 143

Step Action

34. Click the Save and Submit button to save the participant list and submit the nominations to the nominees. This button only appears if the role you signed in with

is enabled to submit nominations on the document template and the Establish

Criteria step is complete. Submitted nominations appear on the nominee's My

Evaluation Requests page.

Click the Save and Submit button.

35. You have successfully nominated participants for an employee's performance evaluation.

End of Procedure.

Tracking Nomination Status Use the Track Nominations page to track the status of nominations that you submitted.

Consider this scenario: Your organization uses a multi-participant process for performance

evaluations. As a manager, you need to nominate participants for the employees that report to you. In this topic, you will review the status of participants that have been nominated to evaluate

an employee's performance.

Procedure

Training Guide


Page 144

Step Action




Page 145

Step Action



4. Use the Current Performance Documents page to view a list of performance

documents that you own. Upon accessing the documents, you can view, update,

modify, or perform various administrative actions on them.

Training Guide


Page 146

Step Action


6. Use the Document Details page to view the document progress. You can navigate to the evaluation pages from here.

7. Notice the different steps listed in the Document Progress grid. You are going to

complete the Track Nominations step.


Page 147

Step Action


9. Use the Track Nominations page to track the status of your selected participants. A

summary of the nomination status for each participant role appears preceding the

participant list for the role. This summary lists the remaining required and maximum nominations that you must submit and have accepted before the Nominate

Participants step is complete.

10. Use the Nominations grids to view the status of each individual nominee, by role. If

the Anonymity check box is selected for a role, the nominee is identified by role and a number, otherwise the nominee's name appears in the list.

11. The following actions are available:

• Cancel. Click this link to cancel a nomination request.

• Resubmit. Click this link to resubmit a nomination request. This link appears for nominations that you previously cancelled.

• Decline. Click this link to view the nominee's comments on why they declined.

This link appears if the nominee declined the evaluation request.

Training Guide


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Step Action


13. You have successfully tracked the status of nominated participants.

End of Procedure.

Accepting or Declining Nominations Use the Pending Evaluation Requests page to respond to requests to provide performance or

developmental evaluations for others.

A nominee who accepts a nomination becomes a participant. An evaluation, with the specific

content and capabilities that are defined for the role on the document template, is created for each participant at the time they accept the nomination.


evaluations. You have been nominated as another manager to participate in an employee's performance evaluation. You are going to accept the nomination.

Procedure


Page 149

Step Action

1. Begin by navigating to the Pending Evaluation Requests page.


Training Guide


Page 150

Step Action


3. Click the Pending Evaluation Requests link.

4. Use the Pending Evaluation Requests page to accept or decline a nomination.

5. Click the Accept button to accept the evaluation requests that you select.

This action changes the nomination status to Accepted, creates the evaluation

document, adds it to the Other's Performance Documents - Current Documents list, and transfers the user to this navigation. A notification is also sent to the

nominator.

6. Click the Decline button to decline the evaluation requests that you select.

This action brings up the Decline Evaluation Request Confirmation page, on

which you enter a reason for declining the nomination. The system changes the

nomination status to Declined and sends a notification to the nominator.


Page 151

Step Action

7. In this example, you are going to accept the nomination.

Click the Adland Chu option.

8. Click the Accept button.

9. You have successfully accepted a nomination.

End of Procedure.

Completing Participant Evaluations Use the My Current Evaluations for Others page to view a list of the evaluations that you are

performing for employees who are not in a reporting relationship to you. From this page, you can

select and complete the evaluation.


evaluations. You have been nominated to participate in an employee's performance evaluation. You have accepted the nomination and are now going to complete the evaluation.

Procedure

Training Guide


Page 152

Step Action

1. Begin by navigating to the My Current Evaluations for Others page.



Page 153

Step Action


3. Click the Current Evaluations link.

4. Use the My Current Evaluations for Others page to select the document to

complete the participant evaluation process.

Training Guide


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Step Action


6. Use the Other Evaluation page to enter participant evaluation data. Documents are divided into sections, with each section containing a different type of content. For

example, a section can include your organization's mission statement, assessment

criteria, employee comments, manager comments, an overall summary, or signature

lines. The sections that appear in a performance document are determined by the template that generates the form.


Page 155

Step Action

7. Begin by entering evaluation information for the Employee Goals section.



9. Use the Comments field to enter descriptive text about the employee's performance.

Click in the Comments field.

10. For the purposes of this example only, the text has been entered for you to save time.







Training Guide


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Step Action









25. Next, enter evaluation information for the Responsibilities section.
















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Step Action




42. Finally, complete your evaluation.

Click the Complete button.

43. Use the Complete Evaluation page to finalize your evaluation. If you have no further entires, click the Complete button at the bottom of the page.

Step Action

44. Click the Complete button.

45. Use the Complete Evaluation Confirmation page to mark your evaluation as final

and complete.

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Step Action


47. You have successfully completed a participant evaluation.

End of Procedure.

Reviewing Participant Evaluations Use the Review Participant Evaluations page to track the status of multi-participant evaluations

and view the content of participant evaluations.


evaluations. As a manager, you have nominated participants for the employees that report to you.

Some of the participants have completed their evaluations and you can now review them. In this topic, you are going to review a participant evaluation.

Procedure


Page 159

Step Action



Training Guide


Page 160

Step Action



4. Use the Current Performance Documents page to view a list of performance documents that you own. Upon accessing the documents, you can view, update,

modify, or perform various administrative actions on them.


Page 161

Step Action


6. Use the Document Details page to view the document progress for this employee.

7. Notice the different steps listed in the Document Progress grid. You are going to

complete the Review Participant Evaluations step.

Training Guide


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Step Action


9. Use the Review Participants Evaluations page to select participant evaluations for your review.

10. If the Anonymity for Manager check box is selected on the document template, the

participants are listed by role: Peer1, Peer2, and so forth. If the Anonymity for

Manager check box is clear, the participant names are visible.


Page 163

Step Action

11. Click a link for a listed participant to open his or her document for viewing.

Click the Antonio Santos link.

12. Use the Other Evaluation page to review the document details and evaluation data from this participant.

Training Guide


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Step Action





17. In this example, the participant did not enter comments for the summary sections,

and you would like him to complete those sections.

Use the Reopen button to set the status back to In Progress so the participant can

edit the document and add these comments.

If you have no issues with the participant's evaluation, you can click the Cancel

button to return to the Review Participant Evaluations page or the Return to

Document Detail link to return to the Document Details page.

Click the Reopen button.

18. Use the Reopen Evaluation page to confirm that you have chosen to reopen this evaluation.


Page 165

Step Action


20. You have successfully reviewed a participant evaluation.

End of Procedure.

Managing Approvals

Because the process for approving performance documents varies greatly from one organization to another, ePerformance enables you to tailor the approval process to fit your organization by

doing the following:

• Controls where in the business process approvals must be obtained (if any).

A template determines when, and if, documents must be approved. The options are Approval

Before Review Held, Approval After Review Held, and Approval No Review Held.

• Controls who participates in the approval process.

Depending on how your system is set up, you can have performance documents approved by the

manager's manager and the ePerformance HR administrator, or the ePerformance HR administrator only.

• Identifies the approval status of documents. The system uses approval status values to track and manage the approval of documents. Certain

changes to the approval status automatically update the document status.

• Controls what users can do during different points in the approval process.

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Approval Rulesets, Review Process options, Approval Status values, and Document Status values

control which page elements appear on the documents and what users can do during different

points in the approval process. For example, if the Review Process option is Approval After Review Held, the Submit button becomes available on the manager's document when the

document status changes from Review Held to Acknowledged.

Upon successful completion of this lesson, you will be able to:

• Define and distinguish between approval statuses.

• Describe how to initiate and complete the approval process.

• Describe the Review Process options.

Understanding Approval Statuses Approval status values track the status of manager documents through an optional approval

process. They work in combination with the document statuses to determine when and if

documents can be accessed, what actions a user can perform, and which page controls are

available to them. Certain changes to the approval status automatically update the document status.

In this topic, you will learn the descriptions of the following approval statuses in ePerformance: • Not Submitted

• Submitted

• Approved

• Denied • Approval Not Required

Procedure


Page 167

Step Action

1. The system uses approval status values to track and manage the approval of documents. Certain changes to the approval status automatically update the

document status.

This table illustrates how ePerformance tracks and manages the approval status of documents using approval status values.

2. Not Submitted is the initial status for performance documents that require approval.

It indicates that there has been no approval action.

When a performance document is first created, its approval status is set to Not

Submitted or Approval Not Required based on the Review Process option defined

on the template during setup.

3. The approval status of a performance document changes to Submitted when the manager submits a performance document for approval (by selecting the Submit

button on the performance document).

4. The Approved status is set when the last approval is obtained during the approval

process.

5. The Denied status indicates that an approver has denied or rejected the document. When a performance document is denied the document status of the manager's

document changes back to In Progress and the approval process must be initiated

again based upon the timing.

The manager must resolve the problem that led to approval being denied before

going through the employee review and employee acknowledgement process again.

Training Guide


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Step Action

6. The Approval Not Required status is set if approval is not required based on the

performance process option selected during the template setup.

7. Approval status values track the status of manager documents through an optional

approval process.

End of Procedure.

Understanding the Approval Process

This topic outlines the general procedure for initiating and completing the approval of documents.

The specific steps you take depend on the performance process option selected on the template definition during setup, according to your organization's own business processes and rules.

Procedure

Step Action

1. This flowchart illustrates the general procedure for initiating and completing the

approval of documents.

2. The manager initiates the approval process by clicking the Submit button on the

manager's document. Once the document is submitted, this button is no longer visible unless the approval is denied. The manager can track the approval process for

the document through the View Approval Status page.


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Step Action

3. The first designated approver in the approval chain (a manager, an HR administrator, or other individual) is notified that the document is ready for

approval.

4. Each designated approver signs off on the document. Each time a reviewer gives his

or her approval, the system notifies all those who previously approved the

document. The current approver receives a confirmation notice of their approval.

5. If all required approvals are granted, the approval status of the document changes to Approved.

After approval is obtained, the manager cannot edit the ratings, review band, points, or weights.

6. If approval is denied at any point, the approval status of the document changes from

Submitted to Denied.

The system notifies the initiating manager and all previous approvers. The current

approver also receives a notice confirming the denial.

7. The status of the manager's document reverts to In Progress, giving the manager the

ability to edit the document and address the reason for the denial.

The manager must initiate the approval process from the beginning until the

document is approved.

8. This concludes the Understanding the Approval Process topic.

End of Procedure.

Understanding the Review Process Options

This topic includes descriptions of the three options that are available for document approvals. In

each case, the manager initiates the approval process by clicking the Submit button on the manager's document. The point at which this button becomes available depends on the document

status of the manager’s document, which is determined by the value in the Review Process field

on the template definition.

The three Review Process options are:

• Approval Before Review Held

• Approval After Review Held • Approval - No Review Held

Procedure

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Step Action

1. This flowchart illustrates the steps necessary for completing the review process

when the Review Processing option is set to Approval Before Review Held.

This option is designed for organizations that require the manager's document to be

approved before the manager meets with the employee to discuss the document.

2. The manager clicks the Submit button on the manager's document to initiate the

approval process.

3. When the approval process is complete, the document status is In Progress, the approval status is Approved, and the Available for Review button appears.

4. After the manager clicks the Available for Review button, the Review Held button

appears.

5. The manager clicks the Review Held button after meeting with the employee.

The Acknowledgement and Acknowledgement Override buttons appear.

6. The employee or the manager acknowledges the review of the document (using the

Acknowledgement button or the Acknowledgement Override button), and the

Complete button appears.

The manager clicks the Complete button to complete the process.


when the Review Processing option is set to Approval After Review Held.


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Step Action

8. This option is designed for organizations that do not require approval until after the manager and employee have discussed the document and the employee or the

manager has acknowledged the document.

9. After the manager clicks the Available for Review button, the Review Held button

appears.

10. After meeting with the employee, the manager clicks the Review Held button.

The Acknowledgement and Acknowledgement Override buttons appear.

11. The employee or the manager acknowledges the document (using the

Acknowledgement button or the Acknowledgement Override button), and the

Submit button appears.

12. The manager clicks the Submit button to initiate the approval process.

The document status changes to Complete once all approvals are given.

Step Action


when the Review Processing option is set to Approval - No Review Held.

This option is designed for organizations in which approval is required, but no review meeting is held.

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Step Action

14. If the performance process is set to Approval No Review Held, the manager clicks

the Submit button to initiate the approval process and the document status changes

to Complete once all approvals are given.

15. The three Review Process options in ePerformance are: • Approval Before Review Held

• Approval After Review Held

• Approval - No Review Held

End of Procedure.

Performing 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 a performance document.

• Change the status of a document.

• Cancel a document. • Delete a document.

Transfering Performance Documents There may be situations in which a performance document may need to be transferred from one

manager to another. A common situation is when a reorganization causes an employee to report

to a new manager. Managers and HR administrators can use the Transfer Document page to do this.

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.

Consider this scenario: Your department has undergone a reorganization, and one of your direct reports is now reporting to another manager. Your goal is to transfer this employee's annual

review documents to their new manager.

Procedure


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Step Action

1. Begin by navigating to the Transfer Document page.


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Step Action



4. Click the Transfer Document link.

5. Use the Transfer Document page to view all the performance documents that you own.


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Step Action

6. Select the document you want to transfer to another manager and click the Continue button to complete the transfer. You can select more than one document if needed.

Click the Adland Chu option.



9. Use the Confirm Transfer page to select the manager to whom you are transferring the document(s).

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Step Action

10. Click the Select a Manager link.

11. Use the Person Search - Simple page to search for the new manager's name.


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Step Action

12. Enter the desired information into the Last Name field. Enter "Parsons".


14. You can click the Information icon to review detailed information about the

individual to confirm that this is the person you want to select.

15. Click the Jean Parsons option.


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Step Action

17. Click the Save button to transfer responsibility of the document. An automatic e-

mail notification is sent to the new manager if you have set this up.


18. Use the Save Confirmation page to acknowledge that you cahnges were

successfull.


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Step Action


20. Notice that the annual review document no longer appears in your document list.

21. You have successfully transferred an annaul review document to another manager.

End of Procedure.

Changing Document Status 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 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

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• Review Held

• Acknowledged

ePerformance Administrators 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.

In this example, you will change the status of a performance document from Review Held to In

Progress.

Procedure


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Step Action

1. Begin by navigating to the Reset Document Status page.


Step Action



4. Click the Reset Document Status link.

5. Use the Reset Document Status page to reset the status of a document.

6. All documents in Available for Review, Review Held, or Acknowledged status

appear in the list.

The ePerformance administrator'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.

7. Notice the notes at the top of the page that describe which statuses can be changed.

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Step Action

8. To change the document status, select one or more documents and click the

Continue button.

Click the Connie Chung option.


10. Use the Confirm Status Reset page to either confirm the status change or return

without changing status.


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Step Action

11. Click the Save button to change the status of the document to In Progress. Depending on how your system it set up, the author may be automatically notified of

this change.


12. Use the Save Confirmation page to acknowledge that your changes have been

successfully completed.

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Step Action


14. Notice that the document no longer appears on the page.

15. You have successfully changed the status of a performance document.

End of Procedure.

Canceling Documents 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.

In this example, you will cancel an annual review document for one of your employees.

Procedure


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Step Action

1. Begin by navigating to the Cancel Document page.


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Step Action



4. Click the Cancel Document link.

5. Use the Cancel Document page to view In Progress documents that you own.

6. The ePerformance administrator's view 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.

7. Notice the instructions at the top of the page that provide information on how to complete the process.


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Step Action

8. Select one or more documents.

Click the Annie Mirzoyan Annual Review option.

9. Scroll down to click the Continue button.



11. Use the Confirm Cancellation page to cancel the document for the employee or

manager whose name is shown at the top of the page.

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Step Action


13. Use the Save Confirmation page to acknowledge that your changes were

successful.


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Step Action


15. The annual review document no longer appears in the list.

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Step Action

16. Verify that the status of the document has been changed to Cancelled.

Click the Historical Documents link.

17. Use the Performance Document History page to view a list of completed and

cancelled documents for which you are the manager.


19. Use the Document Details page to review the document progress for this

evaluation.

20. The document status has changed to Cancelled.


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Step Action

21. Click the Return to Select Documents link.

22. You have successfully cancelled a performance document.

End of Procedure.

Deleting Documents 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.

In this topic, you will delete a performance document for an emaployee.

Procedure

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Step Action

1. Begin by navigating to the Delete Documents page.



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Step Action



4. Click the Administrative Tasks link.

5. Click the Delete Document link.

6. Use the Delete Documents page to view cancelled documents that you own.

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Step Action

7. Click the Annie Mirzoyan option.



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Step Action


10. Use the Save Confirmation page to acknowledge that your cahmges have been

successfully saved.

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Step Action


12. Notice, the doucment you deleted is no longer available for view.

13. You have successfully deleted a performance document.

End of Procedure.

Using Inquiry Pages

Managers, employees, and human resources (HR) administrators can access different inquiry

pages that enable them to view data of interest to their role.

Managers and employees can view lists of their completed documents for both performance and

development evaluations and can drill down to detail documents. Additionally, managers can

view the approval status of documents for their direct reports and access documents in view-only mode. If PeopleSoft Portal Pack is installed, managers can use the Employee Performance

pagelet to view the status of the documents for which they are responsible.

The following inquiry pages are designed specifically for HR administrators:

• Rating Distribution Summary page. Contains preliminary, actual, and desired rating

distributions for a group of employees, defined by group ID, in the form of a bar chart. Administrators use this page to determine whether ratings are distributed in the expected manner,

and to plan how to bring actual ratings in line with desired ratings.

• Status Summary page. Contains a pie chart that summarizes the status of documents for a

group of employees.


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• Debug/Trace Results page. Lists the detailed calculations that are associated with a particular document. An HR administrator can use this information to debug suspected problems with rating

calculations. Note that producing this page can have a significant impact on system performance.


• View historical performance documents.

• View view-only documents.

• View approval statuses. • View evaluation ratings.

• Create summary data.

• View rating summary data. • View document status data.

Viewing Historical Documents The Performance Document History page gives you access to completed documents for

yourself or for employees that you manage.

In this example, you will view performance document history for your direct reports.

Procedure

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Step Action

1. Begin by navigating to the Performance Document History page.


Step Action



4. Click the Historical Documents link.

5. Use the Performance Document History page to access completed documents for yourself or for employees that you manage.

6. You can enter search criteria to limit which documents appear in the list. Note that

this page region appears only if you access the page from Manager Self-Service.

7. Completed documents that meet the selection criteria appear in this list. The

information that appears—Employee, Document Type, Begin Date, End Date, Job Title, Status, and Rating —assists you to identify the specific document you

want to view.

8. You can click the link under the Document Type column to open the document for

viewing.

9. You have successfully viewed performance document history.

End of Procedure.


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Viewing View-Only Documents Use the View-Only Documents page to view documents of any status.

In this example, you will view documents for one of your employees.

Procedure

Step Action

1. Begin by navigating to the View-Only Documents page.


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Step Action



4. Click the View-Only Documents link.

5. Use the View-Only Documents page to view documents for one of you employees.


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Step Action

6. Select the effective date for determining employees and click the Continue button. The date defaults to the current system date, but can be changed if needed.

Click the Continue button.

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Step Action

7. Select an employee and click the Continue button.

Click the Cynthia Adams option.



10. Use the View Performance Documents page to view the document steps and statuses for the selected document. From this page, you can click the View link

wherever it appears to view details of the step.


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Step Action

11. Click the Performance Review link.

12. Use the Documents Details page to view the document progress for this employee.

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Step Action


14. Use the Manage Evaluation page to review the ratings and comments entered for this employee.


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Step Action


16. You have successfully viewed a view-only document.

End of Procedure.

Viewing Approval Status Managers can view the approval status of documents using the View Approval Status pages.

They can see whether a performance document has been approved and what approval process

actions are pending.

In this example, you will view the approval status of performance documents for your direct

reports.

Procedure

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Step Action

1. Begin by navigating to the View Approval Status Summary page.



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Step Action


3. Click the View Approval Status link.

4. Use the View Approval Status Summary page to view a list of performance document transactions for which the user is a participant in the approval process.

In this example, there is one document listed.

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Step Action

5. Click the Performance Document 2 link.

6. The View Approval Status Detail page displays approval status of a single employee review.

7. Use the Manager Evaluation page to view the details of the document that is

awaiting approval.

8. You have successfully viewed performance document approval status.

End of Procedure.

Viewing Evaluation Ratings Ratings are entered at either the section, item, or subitem level, as defined on the document

template. If the document is set up to automatically calculate ratings, ratings from lower levels

are averaged and rolled up to the higher levels. The manager rating (calculated or manually entered) on the manager's evaluation is used by the writing tools to select appropriate text.

In this example, you are going to view evaluation ratings in text, numerical, and graphical formats.

Procedure


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Step Action



Training Guide


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Step Action



4. The Current Performance Documents page displays performance documents that you own. Upon accessing the documents, you can view, update, modify, or perform



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Step Action



7. Use the Document Details page to view a summary of the document's progress and

access the manager evaluation.

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Step Action

8. Click the Edit link on the Document Details page to view section and item ratings.

Click the Edit link.

9. Use the Manager Evaluation page to view the ratings and comments entered for

this employee.


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Step Action

10. Click the View Graphical Rating button.

11. Use the Average Ratings page to view the average ratings, by role, from all

participants that rated a section, item, or sub-item. Summary ratings are rolled up

from lower-level ratings. The number in parentheses next to the role lists how many participants in that role are included in the average.

12. This page is available only from the Manager evaluation, and only if the role has the

View Average Ratings check box selected on the Template Definition - Process

page.

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Step Action

13. Click the Return to Previous Page link.


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Step Action




17. You have successfully viewed evaluation ratings.

End of Procedure.

Creating Summary Data HR administrators can use the Rating Distribution page to display preliminary, actual, and

desired rating distributions for a group of employees and document type. Administrators can use this page to see how preliminary ratings compare to desired and actual results. This comparison

enables administrators to determine whether ratings are distributed in the expected manner, and

what actions they must take to bring actual ratings in line with desired ratings. For example, you might want 5% of employees to receive an outstanding rating, 10% to receive an excellent rating,

and so forth. The system uses these parameters to display data on the rating distribution inquiry

pages, which show the variance between desired performance results and the preliminary and actual results.

Before viewing rating distributions, you must prepare the data for display in the inquiry pages.

The Create Summary Data process collects the evaluation data from performance documents

that is represented in the rating distribution and status inquiry pages. You use the Create

Summary Data run control page to define which performance documents you want the inquiry pages to reflect for selected groups of employees.

In this example, you will run the process to create summary data for a specific Group ID.

Procedure

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Step Action

1. Begin by navigating to the Create Summary Data page.



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Step Action


3. Click the Create Summary Data link.

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Step Action

4. You can run this process by searching for an existing Run Control ID or you can add

a new value.

Creating a Run Control ID that is relevant to the process may help you remember it

for future use.




are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "INQUIRY".


7. Use the Create Summary Data page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when

the process is run.

8. The system summarizes data for employees belonging to the group defined in the

Group ID field as of the date specified in the Group As Of Date. The default is the

system date.

For this example, accept the default.


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Step Action

9. Use the Document Type field to enter a document type such as quarterly, annual, or yearly. If you leave this field empty, the system selects all document types.

Click in the Document Type field.

10. Enter the desired information into the Document Type field. Enter "PERFORM".

11. The From Date and To Date fields establish a date range that is used in conjunction

with the Period Basis option to select documents to include in the ―snapshot.‖

For example, if you define a From Date and To Date range of 1 January 01 to 31 December 01, and the Period Basis is Period End Date, the report only selects

performance documents whose period end dates falls between 1 January 01 and 31

December 01. If a performance document has a period begin date of 1 December 01, but a period end date of 31 Jan 02, that review will not be selected.

Click in the From Date field.

12. Enter the desired information into the From Date field. Enter "01/01/2002".

13. Click in the To Date field.

14. Enter the desired information into the To Date field. Enter "12/31/2002".

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Step Action

15. Period Begin Date Select to have the system retrieve data for documents that have a period begin date

that falls between the dates that you enter in the From Date and To Date fields. The period begin date represents the first day of the period and is associated with a

document when the document is first created.

Period End Date Select to have the system retrieve data from documents that have a period end date

that falls between the dates that you enter in the From Date and To Date field. The

period end date represents the last day of the period and is associated with a document when the document is first created.

16. Enter the Group ID associated with the employees for whom you want to generate

the inquiry data.




19. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.


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Step Action

20. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that




22. Use the Type field to select the type of output you want to generate for this job.


dependent upon the Process Type you have selected.


25. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Step Action


27. Use the Process List page to view the status of submitted process requests.

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Step Action

28. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.



30. You have successfully created summary data.

End of Procedure.

Viewing Rating Summaries The ratings distribution summary report is the most reliable if the documents for everyone in the ratings distribution group are no longer in the In Progress status, and that an overall summary

rating was entered or calculated on all documents. Additionally, because the rating distribution

reports include preliminary ratings, you should ensure that all preliminary ratings are entered.

In this example, you will view rating summary data for a specific Group ID.

Procedure


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Step Action

1. Begin by navigating to the View Rating Summary page.


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Step Action


3. Click the View Rating Summary link.


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Step Action

4. Enter the desired information into the begins with field. Enter "KU110".


6. Use the View Rating Summary page to view the preliminary, actual, and desired

rating distributions for a group of employees and document type.

7. The Group ID field displays the group ID for the employees whose rating results appear on the page.

8. Last Updated displays the date on which the document rating distribution data that

appears on the page was last calculated. To calculate the data, you must run the

Create Summary Data process.

9. Total Prelim Rated Documents (Total Preliminary Rated Documents) displays the total number of documents for which preliminary ratings were defined.

10. Total Final Rated Documents displays the total number of documents with final

rating results.

11. Rating Model displays the rating model that is used to quantify and evaluate

employee performance.

12. Calc Method (Calculation Method) displays the method that is used to calculate ratings. Values are: Summary, Average, and Review Band. The document template

defines the calculation method.

13. The information that the bar chart represents depends on the method that is used to

calculate the overall ratings.

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Step Action

14. If the calculation method is Average or Review Band:

• The vertical axis shows the percentage of completed documents.

• The horizontal axis shows qualitative rating categories, for example: Company Maker or Exceeds Expectations.

15. If the calculation method is Summation:

• The vertical axis shows the percentage of documents that fall into each point range

that is defined on the Desired Rating Distribution page. • The horizontal axis shows each from and to point range that is defined on the

Desired Rating Distribution page.

16. For both calculation methods, the bar chart compares preliminary, final, and desired

results. Preliminary results come from the Preliminary Ratings page; final ratings

come from the Manager Evaluation page; desired results come from the Desired

Rating Distribution Table page.

Step Action

17. Click a preliminary or final bar to access the Rating Distribution Details page, where you can see detailed information for the selected rating category or point

spread.

Click the Final chart.

18. Use the Rating Distribution Detail page to vie a list of detailed information for the employees within the rating category or point spread that you selected on the Rating

Distribution Summary page.


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Step Action

19. The following codes display for the approval status: • NREQ: Not required

• OPEN: Not submitted

• SUBM: Submitted

• APRV: Approved • DENY: Denied

Step Action

20. Click the Return button.

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Step Action

21. Click the Preliminary chart.

22. View the details for the Preliminary rating type.


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Step Action


24. You have successfully viewed rating summary information.

End of Procedure.

Viewing Document Status

HR administrators can use the Status Summary pages to view the status of performance documents for a group of employees.

To access the status inquiry pages, you select the employees whose document statuses you want to display by entering either a Group ID or a Document Type. All members of the group should

share the same document type. If more than one document template was used to generate the

performance documents, and the review process options differ (for example, some performance

documents require approval and some do not), then not every member of the group may go through the same set of statuses to reach the Complete status. The inquiry pages always represent

the correct percentage of performance documents in each status; however, if more than one

performance process option is represented, the pages may not give you a complete picture of the statuses through which performance documents must pass.

Before you can use inquiry pages to view the status of performance documents, use the Create

Summary Data page to create a snapshot of the data to be used by the inquiry page. See the Creating Summary Data topic in this lesson for more information.

In this example, you will review the Status Summary for a specific Group ID.

Procedure

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Step Action

1. Begin by navigating to the View Status Summary page.



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Step Action


3. Click the Reports link.

4. Click the View Status Summary link.

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Step Action

5. Enter the desired information into the begins with field. Enter "KU110".


7. Use the View Status Summary page to display a pie chart that shows the

percentage of performance documents in each document status.


Page 233

Step Action

8. You can drill down to the detail level by clicking on one of the statuses of the pie chart.

In this example, view the Completed and the Available for Review status details.

Click the Completed chart.

9. The Document Status Detail page displays the list of employees that comprise the

document status selected on the View Status Summary page, as well as the review

details for each employee.

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Step Action



Page 235

Step Action

11. Click the Available for Review chart.

12. Review the details for document status: Available for Review.

Step Action


14. You have successfully viewed the Status Summary for a group of employees.

End of Procedure.

Generating Reports in ePerformance PeopleSoft ePerformance provides reports to enable HR administrators to track late or missing

performance documents. Knowing whether performance documents are missing is important if

the HR department has defined desired rating distribution percentages, as the results of the distribution report will not be reliable unless everyone in the group has received a rating during

the performance period.

Use the Missing Documents report to generate a list of missing performance documents for a

group of employees (group ID) and a given document type and date range.

Use the Late Documents report to generate a list of late performance documents, by document

type, for a group of employees.

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• Generate the Missing Documents report. • Generate the Late Documents report.

Generating the Missing Documents Report The Missing Documents report is used to identify individuals that do not have performance

documents. This report can be used to insure everyone within a specific group currently has a

document based upon the criteria entered. You can generate the list of missing performance documents for a group of employees, and a given document type and date range.

In this example, as the HR administrator, you will generate the Missing Documents report for employees within a specific Group ID.

Procedure

Step Action

1. Begin by navigating to the Missing Documents page.



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Step Action



4. Click the Missing Documents Report link.

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Step Action

5. You can run this report by searching for an existing Run Control ID or you can add

a new value.

Creating a Run Control ID that is relevant to the report may help you remember it

for future use.




are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter "MDR".


8. Use the Missing Documents page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the report is

run.

9. The report generates a list of missing performance documents for employees

belonging to the group defined in the Group ID field as of the date specified in the

Group As Of Date field.

The default is the system date, but can be changed if needed.


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Step Action

10. Enter the Group ID associated with the employees for whom you want to generate the report.

Group IDs are defined as part of the Group Build process in PeopleSoft Human

Resources.



12. Specify a document type from the Document Type field such as quarterly, annual, or yearly. Document types are defined on the Documents Types page.


13. Enter the desired information into the Document Type field. Enter "K0ANNUAL".

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Step Action

14. The values in the From Date and To Date fields establish a date range that is used

in conjunction with the Period Basis to select performance documents to include in

the report. For example, if you define a From and To date range of 1 January 01 to 31 December 01 and the Period Basis is Period End Date, the report only selects

performance documents whose period end date falls between 1 January 01 and 31

December 01.

Click in the From Date field.

15. Enter the desired information into the From Date field. Enter "01/01/2002".

16. Click in the To Date field.

17. Enter the desired information into the To Date field. Enter "01/01/2003".

18. 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.

• 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.


20. Use the Process Scheduler Request page to enter or update parameters, such as server name and report output format.


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Step Action

21. You must select a Server Name to identify the server on which the report will run. If you use the same Run Control ID for subsequent processes, the server name that





Your four choices are File, Printer, Email, or Web. File: This enables you to write the output to a file that will appear in the Output

Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular e-mail

recipient(s) Note that e-mail is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace files.

Click the Type list.

24. Click the Web list item.

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Step Action


dependent upon the Process Type you have chosen.

In this example, you want to view the report as a PDF file.

Click the Format list.

26. Click the PDF list item.




Step Action


30. Use the Process List page to view the status of submitted report requests.


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Step Action

31. The current status of the report is Processing. The report is finished when the status is Success. Continue to click the Refresh button until the status is Success.


32. The Run Status is now Success. Next, view the details of your report request.

Click the HEPJOB01 link.

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Step Action

33. Choose the link for which you want to view details.

Click the 766 - HEP001 Success link.

34. Use the Process Detail page to view such details as request parameters and

message logs.

Click the View Log/Trace link to display links that enable you to view the message

log and trace file in a browser.


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Step Action

35. Click the View Log/Trace link.

36. Use the View Log/Trace page to choose a file to view.

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Step Action

37. Click the HEP001 766.PDF link.

38. The Missing Documents report opens in a new browser window.

In this example, there are no employees with missing documents.

39. Click the Close button.


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Step Action


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Step Action


43. You have successfully generated the Missing Documents report.

End of Procedure.

Generating the Late Documents Report Use the Late Documents report to generate a list of late performance documents, by document

type, for a group of employees.

To determine whether a report is late, the system looks at the document due date and compares

this date to the current date. If the current date is greater than the due date, and the status of the document is not yet Complete, the document is reported as late (the report ignores performance

documents that have been cancelled).

In this example, as the HR administrator, you will generate the Late Documents report for employees within a specific Group ID.


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Procedure

Step Action

1. Begin by navigating to the Late Documents page.


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Step Action



4. Click the Late Documents Report link.


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Step Action

5. You can run this report by searching for an existing Run Control ID or you can add a new value.

Creating a Run Control ID that is relevant to the report may help you remember it

for future use.



identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter "LDR".


8. Use the Late Documents page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the report is

run.

9. The report generates a list of late performance documents for employees belonging

to the group defined in the Group ID field as of the date specified in the Group As

Of Date field.

The default is the system date. In this example, accept the default.

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Step Action

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

Group IDs are defined as part of the Group Build process in PeopleSoft.



12. Specify a document type in the Document Type field such as quarterly, annual, or project review. Document types are defined on the Document Types page.


13. Enter the desired information into the Document Type field. Enter "K0ANNUAL".


15. Use the Process Scheduler Request page to enter or update parameters, such as

server name and report output format.


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Step Action

16. You must select a Server Name to identify the server on which the report will run. If you use the same Run Control ID for subsequent processes, the server name that





Your four choices are File, Printer, Email, or Web. File: This enables you to write the output to a file that will appear in the Output

Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular e-mail

recipient(s) Note that e-mail is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace files.

Click the Type list.

19. Click the Web list item.

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Step Action


dependent upon the Process Type you have chosen.

In this example, you want to view the report as a PDF file.

Click the Format list.

21. Click the PDF list item.




Step Action


25. Use the Process List page to view the status of submitted report requests.


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Step Action

26. The current status of the report is Queued. The report is finished when the status is Success. Continue to click the Refresh button until the status is Success.



Next, view the details of your report request.

Click the HEPJOB02 link.

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Step Action

28. Choose the link for which you want to view details.

Click the 769 - HEP002 Success link.

29. Use the Process Details page to view such details as request parameters and

message logs.


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Step Action

30. Click the View Log/Trace link to display links that enable you to view the message log and trace file in a browser.

Click the View Log/Trace link.

31. Use the View Log/Trace page to choose a file to view.

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Step Action

32. Click the HEP002 769.PDF link.

33. The Late Documents report opens in a new window.

34. In this example, there are 7 late documents.

Close the report after viewing it.


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Step Action

35. Click the Close button.

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Step Action


Step Action



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Step Action


39. You have successfully generated the Late Documents report.

End of Procedure.