management cloud oracle talent...performance documents, maximize efficiency, and prevent...

Oracle TalentManagement Cloud

Using Performance Management

20D

Oracle Talent Management CloudUsing Performance Management

20DPart Number F34478-03Copyright © 2011, 2020, Oracle and/or its affiliates.

Authors: Richard Kellam, Sweta Bhagat, Megan Wallace, Cindy Klymov, Gayathri Akkipeddi, Alison Firth

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Contents

Preface i

1 Performance Evaluation 1Overview of Performance Documents ...................................................................................................................................... 1

Options for Navigating in Performance ................................................................................................................................... 4

Filtering Data in the Performance Management Work Area ............................................................................................... 5

Options for Creating Performance Documents ...................................................................................................................... 7

Anytime Performance Documents ............................................................................................................................................ 8

Create a Check-In Document ................................................................................................................................................... 10

Can I create a discussion topic for a performance goal in the check-in document? ..................................................... 11

How can I delete a check-in document? ................................................................................................................................. 11

How Performance Documents Work with Profiles ................................................................................................................ 11

How Performance Documents Work with Performance Goals .......................................................................................... 13

How You Remove Goals Contained in a Performance Document .................................................................................... 15

Participant Feedback Requests in Performance Documents ............................................................................................. 17

Create a Feedback Request ...................................................................................................................................................... 19

Why can't I create a feedback request? ................................................................................................................................. 20

How can I share the feedback with my manager? .............................................................................................................. 20

Where can I find feedback requests that I received? ......................................................................................................... 20

How can I respond to a feedback request? .......................................................................................................................... 20

Can I delete the received feedback? ...................................................................................................................................... 20

How can I get the feedback revised? ...................................................................................................................................... 21

How Writing Assistant Works with Performance Documents ............................................................................................ 21

How You Use Matrix Management with Performance Evaluations ................................................................................. 22

Performance Document Overall Completion Progress Analytics ..................................................................................... 23

Search Performance Documents by Managers and Workers ........................................................................................... 24

Search Performance Documents by Human Resource Specialists .................................................................................. 25

How You Manage Performance Documents for Inactive Assignments .......................................................................... 26

Autosave Performance Documents ........................................................................................................................................ 27

Actions for Performance Document Approvals ................................................................................................................... 27

FAQs for Evaluate Worker Performance ................................................................................................................................ 29


2 Talent Profiles 35Overview of Talent Profiles ....................................................................................................................................................... 35

Talent Profile Summary ............................................................................................................................................................. 36

Compare Profiles and Find the Best Fit ................................................................................................................................. 37

FAQs for Compare Profiles and Find the Best Fit ............................................................................................................... 59

Creating and Updating Profiles ............................................................................................................................................... 60

FAQs for Creating and Updating Profiles .............................................................................................................................. 69

Modifying Talent Profiles .......................................................................................................................................................... 72

3 Manager Analytic Tasks 77Overview of Analyze Workforce Development Performance ............................................................................................ 77

Eligibility Profiles and Performance Analytics ...................................................................................................................... 77

FAQs for Manager Analytic Tasks ........................................................................................................................................... 78

4 Administration Tasks 79How You Send Email Notifications ......................................................................................................................................... 79

Transfer Performance Documents Task ................................................................................................................................ 79

How You Transfer Set Goals Collaboration Status .............................................................................................................. 80

How You Change Due Dates in Performance Document ................................................................................................... 81

Complete Performance Documents Task .............................................................................................................................. 82

How You Can Update Performance Tasks ............................................................................................................................. 83

Examples of Updating Performance Tasks ........................................................................................................................... 84

Reopen Performance Documents Task ................................................................................................................................. 85

Cancel Performance Documents Task ................................................................................................................................... 85

Delete Performance Documents Task .................................................................................................................................... 86

Restore Performance Documents Task .................................................................................................................................. 87

How You Change The Feedback Due Date ........................................................................................................................... 88

How You Delete Participant Feedback ................................................................................................................................... 88

How You Acknowledge a Performance Review Meeting ................................................................................................... 89

Monitor Late Tasks in Performance Documents Task ........................................................................................................ 90

Monitor Missing Performance Documents Task .................................................................................................................. 91

How You Reset The Evaluation Status of Performance Documents ................................................................................ 91

Guidelines for Processing Performance Document Eligibility for a Single Worker ....................................................... 92

FAQs for Administration Tasks ................................................................................................................................................ 94


5 Performance Management Setup and Maintenance 97How Performance Document Components Work Together .............................................................................................. 97

Rating Models ............................................................................................................................................................................. 98

Questionnaires ............................................................................................................................................................................ 99

Performance Roles ..................................................................................................................................................................... 118

Matrix Management .................................................................................................................................................................. 121

Eligibility Profiles ....................................................................................................................................................................... 125

Eligibility Batch Process ........................................................................................................................................................... 129

Process Flow Definitions .......................................................................................................................................................... 131

Performance Template Sections ............................................................................................................................................ 146

Review Periods ........................................................................................................................................................................... 177

Performance Document Types ............................................................................................................................................... 179

Performance Templates ........................................................................................................................................................... 180

Check-In Templates ................................................................................................................................................................... 212

Feedback Templates ................................................................................................................................................................. 214

Target Ratings Distribution ..................................................................................................................................................... 214

Performance and Potential Box Chart Labels ..................................................................................................................... 216


Preface

i

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Preface

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Chapter 1Performance Evaluation

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1 Performance Evaluation

Overview of Performance DocumentsWith performance documents, managers, workers, and participants can evaluate workers on goals and competenciesusing ratings and comments. HR specialists and managers can perform administrative actions to maintain workerperformance documents, maximize efficiency, and prevent bottlenecks.As part of the evaluation, managers and workers perform these tasks:

• Create performance documents to evaluate workers.

• Set performance and development goals and competencies in a performance document to evaluate and rateworkers.

• Help managers by sharing documents to manage ratings and comments with employees.

• Conduct and track review meetings, and process approvals.

Record RequirementsThe performance management business process requires workers to have a line manager. This means that managersand workers can create and manage performance documents.

To perform administrative actions, HR specialists must have a person record.

Administration ActionsHR specialists use administration actions to keep the performance evaluation process moving when there is aninterruption or mistake. For example, a worker submits a document prematurely before completing their self-evaluation.HR specialists can perform administration actions for employees to whom they have access to in their security profile.Managers can perform administration actions for employees whose performance documents they manage.

As an HR specialist, you can access the administration actions from one of these pages:

• Performance Documents

• Participant Feedback

• Performance Document Eligibility

• Process Mass Actions for Performance Documents

Action HR Specialist Manager Description

Create PerformanceDocuments

Yes

No

HR specialists can createregular performancedocuments for scheduledevaluations for workers.HR specialists, managers,



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and employees can createanytime documents for otherevaluations for projects,performance improvementplans or any other occasionwhere they need to recorda formal evaluation. Createan individual regularperformance document foreach employee assignment.Create multiple anytimedocuments for the sameassignment for an employee.

Send Email Notification

Yes

No

Send email notificationsthroughout the selectedorganization to remindworkers and managers ofupcoming events and tasks inthe performance managementbusiness process.

Transfer PerformanceDocuments

Yes

Yes

Transfer a worker'sperformance document fromone manager to anotherwhen, for example, theworker is assigned to a newmanager, or the managerleaves the organization.HR specialists can transfermultiple performancedocuments at one time.

Change Due Date

Yes

No

Edit the due date of anytask within a performancedocument that wasn'tcompleted or canceled.

Change Feedback Due Date

Yes

Yes

When using feedback,edit the due date by whichparticipants provide feedbackif it isn't completed and theparticipants aren't lockedout from providing feedback.Participants can still providefeedback after the due date.Employees can also performthis action.

Change Current Task

Yes

Yes

Move performance documentsforward from the current taskto another task, though thecurrent task isn't completed.All performance documentsyou move in one action mustbe on the same current task.



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The status of the task thatwas moved past changes toBypassed. Move performance documentsback from tasks in any statusto a previously-completedtask. All tasks from the newcurrent task forward reset to InProgress.

Cancel PerformanceDocuments

Yes

Yes

Cancel a performancedocument to remove itfrom normal processing.Canceled documents aren'tdeleted permanently fromthe application. Any profilecontent that changed asa result of updates to thisperformance documentreverts to its original statebefore the performancedocument was created. HRspecialists can cancel multipleperformance documents atone time.

Delete PerformanceDocuments

Yes

Yes

Delete canceled performancedocuments permanently toremove documents that are nolonger valid. HR specialists candelete multiple performancedocuments at one time.

Delete Participant Feedback

Yes

No

Remove any participant,regardless of the participant'sfeedback status, which alsoremoves that participant'sfeedback for that worker.

Complete PerformanceDocuments

Yes

Yes

Change a performancedocument to Completedstatus when a worker ormanager hasn't completedall the tasks in a performancedocument, and has haltedthe final processing of thedocument.

Reopen PerformanceDocuments

Yes

Yes

Reopen a completed orcanceled performancedocument so that themanager or worker cancontinue to evaluate theworker. Reopening a



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document changes its statusto In Progress.

Restore PerformanceDocuments

Yes

Yes

Restore any qualified canceledperformance document toCompleted status. Qualifiedperformance documentsare those that had theCompleted status beforebeing canceled. The profilecontent that changed whenthe performance documentwas canceled is restored.

Determine Worker Eligibilityfor Performance Documents

Yes

No

Process or change eligibilityfor performance documentsfor a specified worker.

Monitor Late Tasks inPerformance Documents

Yes

No

Search performancedocuments for tasks that arelate and edit task due dates.Send email notifications tothe workers and managersreminding them to work onthe performance documents.

Options for Navigating in PerformanceThis topic explains the different ways to navigate to the same page and how we refer to pages and areas inPerformance.

Setup and MaintenanceDid you know that you can use either the Setup and Maintenance work area or the Setup Maintenance area under MyClient Groups to access the same pages? This guide refers to the Setup and Maintenance work area and it's up to youwhich way you access the page it's referring to. For example, you can reach the Performance Template page in both ofthese ways:

• My Client Groups > Performance > Setup Maintenance

• On the toolbar, click the arrow by Initials or user image to open the Settings and Actions menu. In theAdministration area, click Setup and Maintenance. Click the arrow by the Setup menu and scroll to WorkforceDevelopment. In the left part of the UI, click Worker Performance. Then on the right area of the UI, clickPerformance Template.



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Performance PagesThis guide refers to Performance pages as a grouping to describe all the pages a user can access. For example:

• An employee selects the Performance tab to see their Performance spotlight page.

• A manager accesses the Performance Overview and Evaluate Performance pages.

• An HR specialist accesses all pages under My Client Groups.

Filtering Data in the Performance Management WorkArea

ProcedureThis topic summarizes how to filter data and performance documents in the Performance Management work area. Youcan use the filtering features to find performance documents. Managers can also filter analytics to review worker ratingsin performance documents, and the progress status on continuing and completed evaluations. Managers can view datafor their direct and indirect reports. Workers can use filters only to find their own performance documents.

Filtering AnalyticsYou can filter analytics to view:

• Actual worker ratings compared to target ratings

• Worker ratings across the manager's organization

• Completion status of all performance documents

• Performance and potential ratings for workers

Ratings data in analytics includes only the performance documents for which workers are eligible. The ratings datadoesn't include terminated assignments.

1. In the Performance Management work area, click the My Organization tab.2. On the Rating Distribution tab, click the Filter icon.3. In the Filter dialog box, leave your own name selected to view your entire organization. You can also select

another manager who reports to you whose organization you would like to review.4. In the Workers group, select All reports.5. Select the performance documents for which to review the data. You can view the total values for up to a

maximum of four performance documents that use the same default rating model. The default performancedocument is the one with a past end date closest to the current date and is configured to be available to use inthe performance template.

6. Click Apply. On the Rating Distribution tab, you can see the number of performance documents for each overallrating level, and the number anticipated by the rating distribution. The analytic shows ratings for completedperformance documents and saved ratings for performance document that are still in progress.

7. Click the My Organization Performance Summary tab. Here, you can get a quick view of the overall ratings andcomments for completed performance documents.

8. Click the Expand icon for a direct report who's a manager to see the ratings and comments for workers whoreport to that manager.

9. Click a performance document name link to view the performance document.



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10. On the performance document that you opened, click the section names to view details about thecompetencies, goals, or overall summary, for example.

11. On the performance document, click Done.12. On the My Organization Performance Summary tab, in the Manager Comments column, click the View

Manager Comments icon.13. In the Manager Comments dialog box, review the comments and click Done.14. Click the Task Completion Status tab. In the Task Completion Status analytic, you can view a graphical

representation of the number of documents that aren't created, in progress, not started and bypassed, if any,for each task in the performance documents. In the Task Completion table, you can see the percentage ofperformance documents on each task. Scroll over the bars to view how many documents are in each status.

15. Click the View as Table icon to open a table with the completion status.16. Click the Performance and Potential tab. In the Performance and Potential analytic, you can view the most

recent performance and potential ratings for each candidate. The performance rating comes from the mostrecently completed performance document. The potential rating comes from the worker profile.

17. Scroll over a worker icon to review the worker's name and job information, and performance and potentialratings. The name of the performance document from which the performance rating is taken also appears.

18. Select Display names of workers to view worker names directly on the analytic.

Viewing and Filtering Performance Documents on the My Manager Evaluations Page

1. Click the My Manager Evaluations tab. All the performance documents you manage appear, depending on thedate range and availability to use configurations.

2. On the My Manager Evaluations page, expand the Overall Completion Progress icon. The Total Documentsgraph shows the total number of performance documents the manager manages, and how many arecompleted. The other document graphs show the numbered and completed documents for each individualdocument.

3. In the section where performance document names appear, you can see the documents you manage and theworker rating, if you have completed the manager evaluation of the worker task. You can also see the next taskto complete, and the due date, if any. Click the Expand icon for a performance document to see the status ofeach task required for the performance document.

4. Click the Filter icon. On the Filter dialog box, you can select from these filtering options:

◦ Document Status - Display only eligible workers for all performance documents with the selected status.◦ Include terminated assignments and workers - Display documents for terminated workers or workers

with inactive assignments.◦ Worker Name - Display documents only for the selected worker.◦ Performance Documents - Display only eligible workers for the selected performance documents.

5. In the Worker Name field, select a worker name.6. Click Apply. All the documents for the selected worker appear on the My Manager Evaluations page. In the

Filter section, click the X icon to remove the filter.

Filtering Performance Documents on the My Evaluations PageAs a worker, you can also filter your performance documents that appear.

1. Click the My Evaluations tab.2. On the My Evaluations page, click the Filter icon. On the Filter dialog box, you can select from these filtering

options:

◦ Document Status - Display all performance documents in a selected status.◦ Include terminated assignments - Display documents for assignments you're no longer assigned to.◦ Performance Documents - Display only the selected performance documents.



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3. Select a performance document name.4. Click Apply. The selected performance document appears on the My Evaluations page.

Options for Creating Performance DocumentsHuman resource (HR) specialists and managers can create performance documents for workers, and workers cancreate performance documents for themselves. When they create the document, all goals and competencies that areconfigured to appear in the document are added to the document.

If the task flow includes a task to set next period goals, either managers or workers create performance documents forsubsequent periods.

This topic discusses how each role can create standard, and anytime performance documents.

Human Resource Specialist Creates Performance Document for WorkerHR specialists can create:

• Performance documents for anyone to whom they have security access

• Only one performance document at a time for a specific worker on the Create Performance Documents page inthe Performance pages

• Only one specific performance document, such as for an annual evaluation for a worker or manager for eachassignment, but can create other performance documents for an assignment, such as for a particular project

• An additional performance document for each assignment if the person has more than one assignment

• Performance documents for a suspended or terminated worker or assignment

Employees need to have a job on their assignment in order to have a performance document created for them.

When the HR specialist creates a performance document, it's ready when the worker or manager begins the evaluation.If notifications are enabled, the manager and worker receive notification when a document is created.

Whether the HR specialist, the manager, or the worker creates the performance document, the worker or managercan open it when the first task is available to that role. For example, assume the first scheduled task of a performancedocument is Worker Self-Evaluation, which the worker performs. The document is configured so that the following taskis Evaluate Worker, which the manager performs, and concurrent tasks aren't configured. The manager can't open thedocument to start the Evaluate Worker task until the worker completes the Worker Self-Evaluation task.

Manager Creates Performance Document for WorkerManagers create performance documents on the My Manager Evaluations page in the Performance pages by clickingBegin for a task in the document. They create documents for direct reports or workers who are reporting to them for aparticular performance document, such as for a particular assignment. If notifications are enabled, the worker receivesnotification when the manager creates a document.

If the manager's direct reports have different job assignments, the manager can create a different performancedocument for each assignment.



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Worker Creates Performance Document for SelfWorkers create performance documents on the My Evaluations page in the Performance pages. If a performancedocument wasn't created by the HR specialist or manager, the worker can create the document by clicking Beginfor a task in the document. If notifications are enabled, the manager receives notification when the worker creates adocument.

Manager or Worker Creates Next Period Performance DocumentIf a task for creating next period goals is included in a performance document, either the worker or manager can createthe performance document for the subsequent period. However, the ability to open the document and create goalsdepends on how the document is configured. The document for the subsequent period can be configured so that eitherthe manager or worker, or both, can set next period goals.

Anytime DocumentsHR specialists, workers and managers, including matrix managers, can create anytime performance documents at anytime within a performance document period for workers.

Managers and workers can create documents in the Performance pages by selecting the review period wherean anytime performance template exists and clicking Add Anytime Document. HR specialists can use the CreatePerformance Documents task to create anytime performance documents. They select a worker name and click Create.In the Create dialog box, they select the name of the anytime performance document and optionally, enter a descriptionfor the document. Managers, workers, and HR specialists can also create documents in these locations:

• Person smart navigation window, using the Add Anytime Document action in the Talent Management menu

• Quick Actions, using the Add Anytime Document action

Workers can create documents for themselves. In the person smart navigation window, HR specialists and managerscan create documents for subordinates and others in their person and assignment security profiles.

When creating the document, you're prompted to enter:

• Worker name: Managers can enter the worker name if creating a worker document in the Performance pages.

• Review period: Select the review period associated with the Anytime performance template. If no anytimeperformance templates are associated with the review period, you can't create an anytime performancedocument for the period.

• Performance document name: Select the performance document from a list for the selected review period.

• Description: Enter an optional description to append to the performance document name. You can use thedescription to further identify Anytime performance documents in the same review period.

• From Date and To Date: The dates must be within the document period start and end dates defined in theperformance template.

• Performance Document Manager: Workers, managers, and HR specialists can enter the name of the managerof the performance document. The manager must have access to worker data to manage the performancedocument.



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Anytime Performance DocumentsYou can create anytime performance documents to enable workers, managers, and HR specialists and matrix managersto conduct performance evaluations at any time for any period. You can create impromptu anytime performancedocuments for any purpose, in addition to standard performance documents used for annual or semiannualevaluations, for example.

To enable an anytime performance document, you must create a performance template configured for it.

Security and AccessTo create anytime performance documents using smart navigation actions or quick actions, you must have theORA_HRA_CREATE_ANYTIME_PERFORMANCE_DOCUMENT privilege. You must grant managers and workers theprivilege to enable them to create anytime documents in the Performance Management work area.

HR specialists, managers, and workers, can only create anytime performance documents for people to whom they havedata security access.

Creation of Anytime Performance DocumentsHR specialists create anytime performance documents using the Create Performance Documents task. Workers andmanagers, including matrix managers, can create anytime performance documents in the Performance Managementwork area. They must select a review period that contains a performance document configured for Anytimeperformance evaluations. They can then select the Add Anytime Document to create the document.

Workers, managers, including matrix managers, and HR specialists can also create Anytime performance documents inthe following locations:

• Person smart navigation window

• Quick Actions page

When creating the performance document, a dialog box opens, prompting you to enter information about thedocument. You can enter:

• Worker name (managers only)

• Review period

• Performance document name

• Description

• From date and to date

• Performance Document Manager

The description is appended to the performance document name. Since you can create multiple anytime documents fora worker that have the same performance document name, the editable description provides a way to distinguish them.

Note: When you create an anytime document, it is associated to the primary assignment of the worker. Anytimedocuments are not associated with secondary assignments.



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Anytime Performance Documents in Other EvaluationsYou can configure performance templates so anytime performance documents appear as part of another performancedocument, such as an annual evaluation. The anytime performance documents appear in the information dialog box inthe annual performance document, as do interim evaluations.

Configuration of Anytime Performance TemplatesImplementors configure a performance template from which to create Anytime performance documents. To create thetemplate, using the Manage Performance Templates task, they:

1. Select the Anytime template type.2. Configure the remainder of the template using the same steps as creating a Standard performance template,

including document types, process flows, and performance template sections, and document periods.

Create a Check-In DocumentEmployees and managers can have ongoing, meaningful discussions and provide feedback throughout the year bycreating check-in documents for a specific performance review period. All the performance goals for the review periodand development goals display in the list. Based on the check-in template options, discussion topics are automaticallycreated in the check-in document. If you want to add a new goal, you can add it and then create a discussion topic too.

You can find one or more check-in templates for your eligibility profile so that you can create check-in document onlyfrom the check-in templates that are available. Apart from you and your manager, even the HR specialist also can createa check-in document for the worker and manager.

1. From the Check-In Documents page, select Review Period. Existing check-in documents appear below thecheck-in template.

2. To create a check-in document, click Add in the relevant check-in template region.

You can find the default values in the fields. If you want to modify the default values, you can change them:

Field Name Description

Document Name

The default value is the template name appended by current date. You can modify it.

Manager

The default value is your current line manager. But you can select other managers such as,Project Manager, Resource Manager, Regional Manager

Review Date

The default value is the current date. You can select the required date

.3. Click Save.

The check-in document is created and appears below the template with the check-in date on the Check-InDocuments page.



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4. Click the check-in document link to update the check-in document. The Overview region shows the check-indocument details you specified.

Based on the options specified in the check-in template, you can find discussion topics for performance goalsand development goals that are automatically created in the check-in document. You can view all performancegoals list for the selected review period. You can also view the list of active and not private development goals.If you want to, you can add more discussion topics. If the check-in template has questionnaires for the workerand manager, the relevant questionnaire is displayed in the check-in document.

5. Click the Edit icon in the Questionnaires region and respond to your questions.6. Click Save to return to the check-in document.7. In the Discussion Topics region, click Add to create a General Discussion Topic discussion topic.

Note: You can add multiple discussion topics in a check-in document. You can add discussiontopics to the performance goals and development goals that are available in the list.

8. You must specify a name for the topic.9. Click Save.

10. Click the Edit icon to add Notes to the discussion topic.11. Enter the notes and click Save.

The topic name along with the number of Notes appear under the Discussion Topics region.

The application sends notifications to the concerned persons (worker or HR specialist) of the check-in document, if theNotifications option is enabled.

Can I create a discussion topic for a performance goal inthe check-in document?You can add a discussion topic for a performance goal, if you're assigned any goals for the review period.

How can I delete a check-in document?You must ensure that you first delete discussion topics for performance goals or developmental goals and then deletethe check-in document. The Delete button is available only when discussion topics or notes exist for the check-indocument.

To delete a discussion topic, ensure that you first delete the notes in a discussion topic and then delete the discussiontopic.

How Performance Documents Work with ProfilesDuring a performance evaluation, the line manager or worker can update a performance document to includecompetencies from the worker's job profile and content library. When the performance document is completed theworker's person profile is updated to reflect competency proficiency levels in the performance document.



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This figure illustrates the sources of competencies for the performance document, and how profiles are updated fromthe performance document.

Performance Document

Job Profile

Worker Profile

Content Library

Performance Template

Adding and Updating Profile Content in the Performance DocumentWhen created, the performance document may contain competencies that the performance template is configuredto provide. These can include competencies from the content library or from the worker's model profile or anotherspecified profile. Weights and minimum weights associated with competencies from a model profile are also populatedin the performance document. During the evaluation process workers and managers can add additional competenciesfrom the content library. They can also update the performance document to reflect any changes in model profilecompetencies to ensure that they have the most recent content. The weight and minimum weight are only populated inthe performance document when the competency is added to the performance document. Subsequent changes to thecompetency weight and minimum weight in the model profile don't update the weights for competencies that already



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exist in the performance document. In the performance document, the manager can edit the minimum weight, andboth the manager and worker can edit the weight. The ability to add and update competencies from model profiles andthe content library depends on the settings for the template used to generate the performance document.

To update competencies in the performance document, workers and managers use the Update Goals andCompetencies action on the pages used to evaluate the worker or set document content. However, they must removepreviously-added competencies manually from the performance document.

When adding competencies by updating from a model profile, only those that are associated with the model profile towhich the performance document applies are added. Competencies associated with profiles for which the worker hasanother active performance document aren't added. However, managers and workers can add these competenciesdirectly to the performance document by adding them from the content library.

Updating Profiles from a Completed EvaluationWhen the performance document is completed the application updates the worker's profile to include the changesmade in the performance document, if the performance document is configured to do so. Updated content includesthe overall rating, competencies and their proficiency rating levels provided by the manager, and the competenciesand goals section ratings. The ratings provided by the worker are not included. After the performance documentis completed, it becomes a static document, and any changes to the job competencies are not reflected in theperformance document.

Related Topics

• Guidelines for Setting Up Performance Templates

How Performance Documents Work with PerformanceGoalsThis topic explains how Performance Management and Goal Management work together. You can include performancegoals in employees' performance documents. This will help you to review their performance and evaluate if they haveachieved the goals that were assigned to them. The details of the performance goals that you see in a performancedocument is always synchronized with the goal details that you see in Goal Management. How is this synchronizationachieved? Review periods and the Performance Goals section of a performance document are the components thathelp to integrate performance documents and performance goals.

Review PeriodsWhen you create a performance template, you select a review period for each document period. You also associate adocument type with the performance template.

When you create a goal plan, you select a review period and then associate performance document types with the goalplan. Only goals from goal plans with the same review period and performance document type as the performancetemplate appear in a performance document when you create it based on the template.

Performance Goals SectionUse the Performance Goals section type in the performance template to create a section for performance goals. Forthe Performance Goals section, you can use rating models to rate employees and use calculation rules to calculate an



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overall goal section rating. Remember to enable ratings and comments so that managers, employees, and participantscan select a rating for the section and provide comments.

In the Performance Goals section, you can select these check boxes:

• Populate with Worker Performance Goals: To add goals from goal plans in Goal Management to theperformance document.

• Allow update goals action to update goal weights from goal management business process: To updategoals in performance documents with weights that are revised in Goal Management.

The image shows how the document type and review period helps to integrate performance documents with goal plans.As you can see in the image, the same document type and review period are used in both the Standard PerformanceDocument Template performance document template and the FY2020 Goal Plan goal plan. When the PerformanceDocument 2020 document is created based on the Standard Performance Document Template document template,the Goal Management Goal 1 goal available in the FY 2020 Goal Plan goal plan is automatically included. You can seethe goals added in the Performance Document 2020 document in the FY 2020 Goal Plan goal plan.

Standard Performance Document Template

Performance Document 2020

Goal Management Goal 1Performance Document Goal 1Performance Document Goal 2

Goals Evaluation Topic

FY 2020 Goal Plan

Annual Performance Document TypeAnnual Performance Goal SectionFY 2020 Review Period

FY 2020 Review Period

Goal Management Goal 1Performance Document Goal 1Performance Document Goal 2

FY 2020 Review PeriodAnnual Performance Document Type

Add Performance Goals to Performance DocumentAdd performance goals to performance documents in these ways:

• Employees and managers can add individual performance goals or library goals directly to a performancedocument if the goal plan to which they add the goal allows employees or managers to add goals. Rememberthat only goal plans that match the performance document configuration will be available for adding the goal.



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Note: If approvals are enabled, performance goals are included after the approval process is complete.

• Employees and managers can import performance goals from other performance documents of the employee.Note that the ratings and evaluation comments aren't copied when you import goals.

• As you already know, you can associate goal plans in Goal Management with performance document types.When you create any performance document based on an associated document type, the application adds thegoals in the goal plan to that performance document.

Update Performance Goals in Performance DocumentsManagers or employees can edit goals that already exist in the performance document in Goal Management. Here'show the changes are updated in the performance documents that the goals are included in:

• When the manager or employee opens the performance document, all edits to performance goals exceptweights appear in the performance document.

• Only when the manager or employee uses the Update Goals action in the performance document, goal editsincluding weights appear in the document.

To populate the performance document with new performance goals from Goal Management, use the Update Goalsaction.

When you edit goals in performance documents, the changes are updated in Goal Management when you save orsubmit the performance document. But note that the updated weights aren't copied to Goal Management.

Goal ratings provided in performance document aren't available in Goal Management. Evaluation comments addedto performance documents don't show up in Goal Management. But you can see comments added to goals in GoalManagement in the associated performance documents.

Performance Goals in Completed Performance DocumentWhen a performance document is completed, the performance goals in the document are updated in GoalManagement. After this you can't update the goals in the performance document. If the goals are updated in GoalManagement, the changes aren't copied to the performance document.

When you reopen a completed performance document, users can edit the performance goals included in the document.You can see the goal changes in Goal Management.

Remove Performance Goals from Performance DocumentsOnly managers and employees can manually remove goals from performance documents. Note that you can'tdelete goals that are included in a performance document in Goal Management. They need to be removed from theperformance documents first.

Related Topics

• Review Periods in Talent Management

• Create a Performance Template

• Create a Performance Template Section for Performance Goals

• Overview of Performance Document Types



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How You Remove Goals Contained in a PerformanceDocumentThe role of a person who added a performance or development goal to a performance document, and where they addedit, determine who can remove the goal, and from where.

Only managers and workers can remove goals from performance documents. They must remove goals manuallydirectly from a performance document. No process exists to remove goals automatically from performance documentswhen updating either the documents or worker goals in the goal management or career development businessprocesses.

The following table describes scenarios in which either a performance or development goal is added to a performancedocument and who can remove that goal from the performance document, and the goal management, and careerdevelopment business processes.

Scenario Description (who can remove the goal)

The manager rates a worker on thegoal in the worker's performancedocument.

The worker can't remove the goal from the performance document.

The worker added the goal to theperformance document, or his goallist in either the goal managementor career development businessprocesses.

The worker can remove the goal from the performance document and also delete it from theworker's goals lists in the goal management and career development business processes.Removing the goal from the performance document doesn't remove it automatically from theworker's goal lists. The manager can remove the goal from the performance document but can't delete it from theworker's goals lists in either the goal management or career development business processes.

The worker's manager added thegoal to the performance documentor the worker's goal lists in the goalmanagement or career developmentbusiness processes

The worker can't remove the goal from the performance document. The manager can remove the goal from the performance document and also delete it fromthe worker's goals list in the goal management or career development business processes.Removing the goal from the performance document doesn't remove it automatically from theworker's goal lists.

The HR specialist added thegoal as a specific content itemto a performance template anddidn't mark it as required in theperformance template.

The worker can't remove the goal from the performance document. The manager can remove the goal from the performance document and also delete it fromthe worker's goals lists in the goal management or career development business processes.Removing the goal from the performance document doesn't remove it automatically from theworker's goal lists.

The HR specialist added the goalas a specific content item to aperformance template and markedit as required in the performancetemplate.

Neither the manager nor the worker can remove the goal from the performance document.



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Scenario Description (who can remove the goal)

Someone other than the worker'smanager added the goal to theworker's goal lists in the goalmanagement or career developmentbusiness processes and included thegoal in the worker's performancedocument based on performancetemplate settings.

Neither the manager nor the worker can remove the goal from the performance document.

Participant Feedback Requests in PerformanceDocumentsUsing the Participant Feedback page, managers and workers can request and view participant feedback and monitorparticipant feedback status. Participant feedback enables people other than the worker, or the worker's manager, toprovide ratings and comments on worker overall performance, competencies, and performance and development goals,and respond to a questionnaire. The availability of participant feedback and which roles can perform the tasks aredetermined by the configuration of the performance document by the HR administrator. The Participant Feedback pageis available from the My Manager Evaluations and My Evaluations pages in the Performance pages.

Managers can manage participant feedback for a performance document for any person whose performance documentthey're managing, such as direct reports, or workers for whom they're managing a particular document. Typically theseare direct reports, but could also include, for example, workers who work on particular projects for another manager. Aworker manages participant feedback only for participants who provide feedback about the worker.

Depending on configuration, managers and workers can:

• Add and remove participants

• Select roles for the participants

• Preview the questionnaire and view feedback

• Add questions to the questionnaire

• Send participant requests

Managers can also lock participant feedback.

Add and Remove ParticipantsAs a manager or worker, you can add participants, including matrix managers who weren't automatically added, to thelist of people who are eligible to provide feedback about the worker. You can add any number of participants to the listof participants. You can add a participant more than once for the same document, either using the same role or anotherrole. If a minimum number is required, it's only a guideline; the task can be completed without the minimum requiredfeedback.

You can remove participants from the list before the participants have started to provide feedback. After the participanthas saved or submitted feedback only the HR specialist can remove the participant and feedback.



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Select the Role for the ParticipantWhen you add a participant, you're required to select the role for the participant. For questionnaires, the roledetermines which questionnaire that the participant uses to provide feedback. You can change the participant role if theparticipant hasn't started and saved or submitted the feedback.

Preview the Questionnaire and View FeedbackYou can view feedback provided by participants and preview the questionnaire available for a participant role by clickingthe View Feedback link, if permitted to do so. Depending on the configuration of the performance document, you canview ratings, comments, or both, for overall performance, competencies, and performance and development goals,along with questionnaire responses. If the performance document includes questionnaires and you're prevented fromviewing responses, you can only see the questions.

Add Questions to the QuestionnaireYou can add questions that require text responses to questionnaires for participants you select, if permitted to do so.You can add the question for individual participants, or all participants using a particular questionnaire. The questionappears only on the questionnaires for the participants you select for the current feedback request. It doesn't appear onother versions of the questionnaire used by these or any other participants.

You add a question by doing one of the following:

• Selecting a participant name on the Feedback Participant name page and clicking the Add Question button.Then you can select the participants using that questionnaire for whom you want to add the question.

• Selecting the View Feedback button to preview the questionnaire, then adding the question directly to thequestionnaire.

You can only add questions to a questionnaire which a participant hasn't saved or submitted.

Send Participant RequestsAfter adding participants to the list and selecting the roles, you must send a request to inform the participants thatyou're asking them to provide feedback. You can send request for multiple participants collectively by clicking SendRequests at the Feedback Requests table level. For requests for individual participants, click Send Request in theparticipant row in the table. Managers can always send a request directly to participants. Workers can also sendrequests directly to participants if allowed. Otherwise, when the worker sends a request, the manager is notified of therequest, and the participant name appears on the manager's Participant Feedback page. The manager then sends therequest to the participant.

The participant receives notification of the request, and the request is added to the My Feedback Requests page in thePerformance pages. There, the participant can select a link to open the performance document and begin providingfeedback.

Lock Participant FeedbackManagers can lock participant feedback to prevent participants from accessing the performance document to startor continue providing feedback. Managers can do this, for example, when they have sufficient feedback to completetheir evaluations of workers, or they have more participants than required. Once locked, the feedback request can't beunlocked.

When you lock participants, the status for the task to provide feedback changes to Locked out for that participant.The worker name is removed from the My Feedback Requests page in the Performance pages, depending on if the



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participant is a manager or worker. If the manager decides to gather more feedback from the participant, the manageror worker must issue another request for feedback to the participant.

Create a Feedback RequestAnyone in the organization, managers or HR specialists can request feedback from one or more persons for themselvesor for their workers in their person security profile at any time of the year. The workers also can request feedback forthemselves from others in the organization.

Using the feedback template, you can use the associated questionnaire to elicit relevant responses from the feedbackparticipants. If the questionnaire associated with the feedback template is enabled for adding additional questions, thenadd specific questions when creating a feedback request. You can specify a date by when you need the feedback.

When you want to request feedback for yourself and view feedback details, you navigate from Home > Me and performthe feedback tasks:

• Me>Quick Actions>Show More>Career and Performance>Request Feedback.

• Me> Personal Information>My Public Info> Show More > Feedback (Public Info page)

• Me>Career and Performance>Feedback tile>you can review your feedback and request feedback on theFeedback page

When you want to request feedback for others, you navigate from Home > My Team and perform the feedback tasks:

• My Team>Performance Overview>Search for the employee page>Actions>Request Feedback

• My Team>Career Overview>Search for the employee page>Actions menu>Request Feedback

• My Team>Talent>Employee>Actions menu> Request Feedback

The HR specialists create and manage the feedback templates using the task in the My ClientGroups>Performance>Feedback Templates.

Requesting Feedback for Your Team MemberYou can request feedback for your team member from one or more persons:

1. On the Feedback page, Requests region, click Add.2. In the Whom do you want to ask? region, select the person you want the feedback from.3. The Share feedback with check box is selected by default so that the feedback is shared

with the person. If you don't want to share, deselect the check box.When you request feedback for your team member from the My Team pages, then you have option of sharingit with the team member, who is the subject of the feedback. Notifications are sent accordingly.

4. You can add one or more feedback participants by selecting persons from the Person list. The names ofparticipants are listed in the region.

5. Click Continue to specify the questionnaire in the What do you want to ask? section.

Note: You can request feedback only when you have an active feedback template.

6. Select Questionnaire. The questions in the questionnaire appear in the section.7. Additionally, you can add one or more specific questions to the feedback request in the Additional Questions

section.8. Click Continue to specify the date by when you want the feedback.



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9. In the When do you need it? section, specify the date by when you want the feedback from feedbackparticipants.

10. You can include a message for feedback participants.11. Click Submit.

Tip: You can go to the earlier sections and modify the details, if required, before submitting thefeedback request. You can save and submit the request later too.

The application sends notifications to the concerned persons of the feedback (feedback participants, feedback subjector manager of the feedback subject) if the Notifications option is enabled. The feedback participants respond to thequestionnaire and submit the feedback. The status of the feedback request changes to Completed. You can view thefeedback only after the feedback is submitted by the feedback participant.

The HR specialist can request the feedback participant to revise the feedback, if required.

Why can't I create a feedback request?Contact your administrator and verify your privileges to create a feedback request. If the feedback templates aren'tactive, you can't create a feedback request.

How can I share the feedback with my manager?When you request feedback for yourself from someone, you must enable the Share feedback with check box. Thefeedback is then shared with your manager.

When someone else is requesting feedback for you, for example your manager, then your manager must select theShare feedback with check box. The feedback is then shared with you, when you're the subject of the feedback.

Where can I find feedback requests that I received?All the feedback requests are sent to you as notifications. Based on the configuration of Notifications, you can findnotification emails or Worklist notifications in the Home page.

How can I respond to a feedback request?The feedback participant can use the notification link and provide the feedback. The participant can submit thefeedback immediately or save and submit the feedback later.



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Can I delete the received feedback?No. You can't delete it, if you received feedback for yourself from others. HR specialists can delete the received feedbackonly for their workers in the organization when the feedback visibility options are:

Everyone, Manager only, Managers and the worker, and Only worker and me, if the HR specialist is the author of thenote.

The HR specialists can hide public notes that aren't authored by them.

How can I get the feedback revised?The HR specialist or administrator can send a revise request to the feedback participant and get it modified.

Use the Revise action menu item in the Feedback page to send the Revise Feedback notification to the feedbackparticipant. Then the participant can use the Revise Feedback notification link to modify the feedback.

How Writing Assistant Works with PerformanceDocumentsManagers use the Writing Assistant feature to assist them in writing useful comments in the performance documentsof workers during a performance evaluation. The Writing Assistant provides suggestions that are associated withcompetencies and their correlated proficiency levels to managers. The suggestions help managers describe observedworker actions, and those workers aspire to perform.

Using Writing Assistant, managers can select a proficiency level for a competency and view suggested comments basedon the selected proficiency level, or for the competency as a whole. They can then copy and edit the comments.

Accessing Writing Assistant on the Performance DocumentYou access Writing Assistant by clicking the Suggest Comments button on the competencies section tab of theperformance document. On the Suggest Comments dialog that appears, you can select one of the available suggestiontypes to view and copy available suggestions:

• Feedback suggestions

• Development tips

• Worker comments

This table shows the available suggestion types, the source of the suggestions, and examples of how to use them.



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Suggestion Type Source Use Case Example

Feedback Suggestions

Associated with the competencyproficiency level selected by the manager.

The competency you are rating has fiverating levels: 1 through 5. You select level3 and access the Writing Assistant. Thefeedback suggestion is the one associatedwith level 3.

Development Tips

Associated with the competency.

You want to help the worker increaseproficiency for the competency and selectthe development tip for the competency.These are also available when onlycomments or performance ratings areused instead of rating proficiency levels.

Worker Comments

Provided by worker during the evaluation.

You can copy and edit the comments touse worker comments as a basis for yourown.

You can view the available suggestions and select one or more to paste in the Manager Comments section of theperformance document. If you close the dialog, then reopen it and copy another suggestion, the new one is added tothe previously copied content. After copying suggestions, you can edit them as required.

Using only Comments in a Competencies SectionIf the competencies section is configured to use comments only, and not proficiency level ratings, for individual contentitems, only development tips are available. Feedback suggestions aren't available because they rely on proficiencylevels. However, the Copy Worker Comments feature is available.

How You Use Matrix Management with PerformanceEvaluationsMatrix management functionality allows managers other than the worker's line manager to evaluate the worker, andview ratings and comments submitted by the worker, and other managers and participants.

Matrix ManagersA matrix manager is a manager of a type other than line manager (for example, project manager, team manager,functional manager). You add manager types to workers using the Manage Employment task in the PersonManagement work area.

Note: In some cases, the line manager might not be the manager who controls the performance document. In thistopic, the line manager is assumed to be the performance document manager.

In a performance evaluation, matrix managers are participants with a specific configured role that gives them theadded ability to view ratings and comments submitted by others. You create the performance role using the ManagePerformance Roles task in the Setup and Maintenance work area.



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TasksDuring a performance evaluation, matrix managers can:

• Evaluate the worker by providing ratings and comments

• Review the submitted ratings, comments, and questionnaire responses provided by the worker, othermanagers, and other participants

Matrix managers can only provide and view ratings and comments in sections to which they are granted access in theperformance template. They can't add or remove content items, such as competencies or goals, from a performancedocument.

Notification and AccessWhen the worker submits the completed self-evaluation, matrix managers receive notification, if that notificationoption is enabled. The matrix manager accesses the document from the My Feedback Requests tab in the PerformanceManagement work area. You set up the Performance Management notifications in the Setup and Maintenance workarea.

On the Manage Participant Feedback page, line managers (and workers, if configured to do so), can view the names ofthe matrix managers.

They can add matrix managers as participants to evaluation on the same page. Line managers can also remove matrixmanagers, even if they were automatically assigned. If the line manager or worker adds a matrix manager as a reviewer,they must send a notification to alert the matrix manager that the document is available for review.

Related Topics• Configure Matrix Management for Performance Documents

Performance Document Overall Completion ProgressAnalyticsManagers can view the completion progress of performance documents they manage in the overall completion progressanalytics. The analytics appear at the top of the My Manager Evaluations page. This topic explains the criteria used todetermine what appears in the analytics. Select My Client Groups - Performance - My Manager Evaluations.

Two types of completion progress analytics appear: one analytic for total documents, and one for each performancedocument. The analytics display the completion progress for all those performance documents that appear on the MyManager Evaluations page.

Total Documents AnalyticThe total documents analytic displays two numbers: the number of completed documents on the left, and total numberof documents on the right. The total number of documents includes those with one or more of these attributes:

• The signed-in manager is the manager of the performance documents.

• Workers are eligible for the documents using eligibility profiles.

• The worker's assignment is active for the entire date period of the performance document.



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• The worker's assignment is inactive or suspended.

The total count doesn't include:

• Performance documents for workers who are managed by the signed-in manager, but whose documents aremanaged by another manager, such as a project manager

• Canceled performance documents

Individual Performance Document AnalyticsThe analytics for individual performance documents use the same criteria as for the total number of documents, butdisplay the numbers for a single document.

Search Performance Documents by Managers andWorkersYou can use the Search Performance Documents feature to locate a specific performance document and open it to viewor work on it. Search criteria and results vary for managers and workers. Managers access the feature from the Searchfor My and My Team Performance Documents panel tab in the Performance work area. Workers access it from theSearch for My Performance Document panel tab in the Performance Management work area.

Search CriteriaManagers can search by worker name and performance document name. Workers can only search by performancedocument name because they're not eligible to view documents for other workers.

When managers use advanced search, the Search for My and My Team Performance Documents page opens. Whenworkers use advanced search, the Search for My Performance Document page opens. These pages have additionalsearch fields and the search results contain columns with more document information than basic search.

When you use basic search, both the Worker Name and Performance Document Name fields add a percent sign to theend of the search as a wildcard. Both fields are configured so the search parameters are set to Starts with, so the resultsinclude only worker or performance document names that begin with the text you entered. Use advanced search to do akeyword search; enter the percent sign as the wildcard where appropriate in the name to find the complete name.

Terminated AssignmentsUsing advanced search, managers and workers can search for performance documents for terminated assignments.Managers can search for worker documents for both:

• Workers' terminated assignments

• Performance documents where the manager assignment evaluating the worker is now terminated

Workers can search for their own performance documents for their terminated assignments.



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Search ResultsSearch results include all performance documents that the role is eligible to view that fit the search criteria. For example,when managers and workers search for the same performance document, the following applies:

• Managers can view only those documents for their direct reports or those for which they're assigned tomanage.

• Workers can view only their own documents.

For workers and managers, the results can include documents in addition to those that appear on the My Evaluationsand My Manager Evaluations pages. The results also include documents that fall outside the date ranges set to restrictthe number of documents that appear on those pages. They can use search to view more distant past and futuredocuments.

In the search results, when managers or workers click the performance document name, the document opens to thecurrent task, or the last task they're eligible to perform. For example, when a worker clicks the performance documentname, if the current task is Worker Self-Evaluation, the document opens to that page. The worker can continue theevaluation. If the current task is performed by the manager, the document opens to the last task the worker completed.For completed documents, the document opens to the last completed task in the process flow.

Search Performance Documents by Human ResourceSpecialistsHuman resource (HR) specialists can use the Search for My Organization Performance Documents task to locate aspecific performance document and open it to view it. You can access the task from the task list on the Performancework area.

Search CriteriaYou can search by worker name and performance document name. Using advanced search, you can search usingadditional criteria.

When you use basic search, both the Worker Name and Performance Document Name fields add a percent sign to theend of the search as a wildcard. Both fields are configured so the search parameters are set to Starts with, so the resultsinclude only worker or performance document names that begin with the text you entered. Use advanced search to do akeyword search; enter the percent sign as the wildcard where appropriate in the name to find the complete name.

Search ResultsWhen HR specialists search for a performance document, the results include all documents for all workers to whom theyhave access according to their data security profile. When they click the performance document name, a read-only viewof the document opens to the current task. If the document is completed, it opens to the final completed task.

Terminated AssignmentsYou can use the Assignment Status field to search for worker documents for both:

• Workers' terminated assignments

• Performance documents where the manager assignment evaluating the worker is now terminated



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How You Manage Performance Documents for InactiveAssignmentsYou may have to create or open a performance document for a worker whose assignment is either inactive dueto termination or transfer, or suspended. This topic describes how and where to search, create, and open thoseperformance documents.

Terminated AssignmentsYou can search and create performance documents for terminated assignments that are either:

• Managed by a terminated manager

• Assigned to a terminated worker

Managers and workers can find performance documents for terminated assignments using the Filter dialog box youopen from the My Manager Evaluations and My Evaluations pages. You use the Assignment Status field along withother criteria to return the relevant document. You can view and edit the document when it's added to your list ofperformance documents on the My Manager Evaluations and My Evaluations pages.

Human Resource (HR) specialists and managers can find documents for terminated assignments on the SearchPerformance Documents page and administrative task pages by using the Assignment Status field on the AdvancedSearch page and selecting other search criteria to return relevant documents.

HR specialists can search and create documents for terminated assignments using the Create Performance Documentstask.

Suspended and Inactive AssignmentsSuspended assignments are treated the same as active assignments: they appear when you search using a worker orperformance document name, or other search criteria. You can search using any task where you search for performancedocuments.

Assignments that are inactive as a result of global or legal entity transfer are also treated the same as activeassignments on the My Manager Evaluations and My Evaluations pages. On other search pages, you must select theAssignment Status field to include them in returns.

Note: Terminated assignments are also inactive assignments with a different action code.

Assignment Status VisibilityYou may have to use the View menu to add the Assignment Name and Worker Assignment Status columns todistinguish the inactive, suspended, or terminated assignments. On the My Evaluations and My Manager Evaluationspages, the status appears with the document on the document list.

Security RestrictionsFor HR specialists, line managers and workers, searches only return documents to which they have security access. Forexample, managers can only manage documents for inactive workers if they're the performance document manager.



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Autosave Performance DocumentsWhile you update performance documents, they automatically save at a defined interval to preserve your work.Autosaving preserves your ratings, comments, and any changes to content, such as adding competencies or goals.

When Autosaving Takes EffectWhen the autosave period is shorter than the session timeout, the performance document autosaves before thetimeout so no Performance data is lost.

Autosaving IntervalThe application autosaves at the interval specified in the specified in the Performance Autosave Interval profile option.The profile option value indicates in minutes how frequently autosave is performed. The autosave default is 10 minutes.Implementors or HR specialists can increase or decrease the frequency using the Performance Autosave Interval profileoption. To edit profile options, Implementors or HR specialists can use the Manage Worker Performance Profile OptionValues task in the Setup and Maintenance work area.

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