sample user guide

Performance Management

Fundamentals Unleash the power of SuccessFactors Performance Management

system

Performance Management Fundamentals

Developed by Aasonn LLC for internal use by Aasonn customers and licensed SuccessFactors customers only.

All rights reserved. SuccessFactors and the SuccessFactors logo are registered trademarks of SuccessFactors Inc.

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Table of Contents

About this Guide ............................................................................................................................................................. 1 Document Conventions.......................................................................................................................................................... 1

Overview of Performance Management ................................................................................................................... 2 What are the Benefits of Managing Performance in SuccessFactors? ............................................................................... 2 Performance Process Overview ............................................................................................................................................. 2

Access Performance Forms ........................................................................................................................................... 3

Access Performance Forms from the Performance Page ................................................................................................... 3

Folders Used in Performance Management .............................................................................................................. 4

Navigate Performance Forms ....................................................................................................................................... 5 Typical Form Sections .............................................................................................................................................................. 6

Enter Ratings ..................................................................................................................................................................... 6

Add Comments ............................................................................................................................................................... 7 Writing Assistant ....................................................................................................................................................................... 8 Spell Check .............................................................................................................................................................................. 9 Legal Scan ............................................................................................................................................................................... 9

Save a Form/Move a Form Forward .......................................................................................................................... 10

Complete/Sign a Form ................................................................................................................................................. 10

Team Overview Page (for Managers) ....................................................................................................................... 11

Ask for Feedback (for Managers) .............................................................................................................................. 12

Stack Ranker (for Managers) ...................................................................................................................................... 14




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About this Guide

The Performance Management Fundamentals guide is a reference tool for employees and

managers when managing performance-related activities in SuccessFactors. Use this guide to

support your system training.

Note: Always confirm with your manager or Human Resources team for policies/procedures that

may have changed.

Disclaimer Notice

Every effort was made to ensure that the content in this document was complete and accurate

at the time of publishing. However, information is subject to change. Aasonn cannot assume

responsibility for any errors or omissions due to ongoing configuration, software or process

changes.

Document Conventions

Text Element Meaning

Bold text Bold text is used to call out user interface elements on the screen when taking

action on them, such as clicking a button or tab.

Italic text Italic text is used to emphasize important information, such as a key term used

for the first time.

Note/Tip Notes and tips indicate neutral or positive information that emphasizes or

supplements important points of the main text.




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Overview of Performance Management

Performance evaluation forms are used by employees and managers to update progress - and

to evaluate the employees results with goals and the demonstration of competencies and

values. Performance forms are launched by Human Resources at the beginning of each new

performance period.

What are the Benefits of Managing Performance in SuccessFactors?

Performance Management tools in SuccessFactors provide immediate accessibility to assist year

round discussions about performance. Using SuccessFactors ensures that performance reviews

are fair, consistent, and are based on actual performance. The forms follow a step-by-step

process between the employee and manager from start through completion.

Performance Process Overview

At a high level, the performance review process begins with the employee and manager

adding performance goals, core competencies, and development goals. Progress is discussed

and recorded throughout the performance period. At the end of the performance period, the

employee and manager sign the performance form to confirm.

Employees and managers create goals

Add core competencies

Create development plan

Discuss and comment on progress

Sign as confirmation




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Access Performance Forms

You can access performance review forms from either of these locations:

Your To Do list on the Home page

The Performance page

Access Performance Forms from the Performance Page

Use the Performance page to access all your performance forms. To access the Performance

page, choose Performance from the navigation menu.

Forms are organized by folder. Forms in your Inbox require your input and show as hyperlinks.

Click on a form name to display it.

A. Choose a folder in which to view forms Inbox is the default view.

B. Forms display in a list.

A

B




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Folders Used in Performance Management

Use the Performance page to view all performance forms. Access forms by folder, which are

labeled according to stage. For example, completed forms are listed in the Completed folder.

See the following folder descriptions.

A. All Forms shows all of your forms (in all stages).

B. Inbox manages all the forms requiring your input. Forms remain in this folder until you send

them to someone else.

C. En Route stores read-only copies of all the active forms you have worked on and sent to

other people for action.

D. Completed archives all of your completed forms.

E. Form Status provides a status summary of your direct reports forms.

A

B

C

D

E




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Navigate Performance Forms

A. The employees overall cumulative score. Click to view a list of individual ratings.

B. The number of incomplete items on this evaluation form. Click to view a list of incomplete

items.

C. (Managers only) The employee ratings comparison for the managers team. Click to view the ratings for the entire team.

D. (Managers only) The total number of notes for the employee. These include notes on the

employees profile as well as comments added through feedback. Click to view notes/comments.

E. (Managers only) The gap analysis by item between employee and manager ratings. Click

to view the Gap Analysis report.

A B

C D

E




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Typical Form Sections

Section Title Description

(First section) Employee photo, number of incomplete items, team ranking, Supporting

Information (notes), Gap Analysis

Introduction Overview text and/or instruction

Goals Current goals to be evaluated

Core Values How all employees work together to meet common organizational goal

Competencies Job-specific skills, abilities and behaviors that measure success in the current

role

Performance

Summary Overall comments and calculated rating

Signatures Electronic; time and date stamped

Enter Ratings

Managers and employees provide a star rating to evaluate each performance goal, core

value, and job specific competency listed on the form. Click the rightmost star that represents

your assessments.

To access the full rating scale, click above the rating. The rating scale further defines what

each rating means and is available to both employees and managers.

As ratings are entered, the Overall Score is updated at the top of the form.




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Add Comments

Managers and employees use the Comments field listed for each item on the form to provide

text evaluating progress, demonstration of performance, and/or examples to support the ratings

you have chosen. Comments also facilitate a dialogue between the employee and manager.

Steps: Add Comments

1. Click in the Comment area to add or edit comments.

2. The Comments become editable and commenting tools display.

Use any of the tools available for this field:

Writing Assistant provides suggested text to help build commentary.

Spell check runs a scan for misspellings.

Legal scan checks your work for sensitive verbiage.

Note: Since the Administrator can disable various commenting tools, some of these options may

not be available in your environment.

1 2




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Writing Assistant

The Writing Assistant provides suggested text to quickly build review commentary for each

competency evaluated. Use the Writing Assistant to review sample descriptions of behaviors and

performance levels.

To access the Writing Assistant, click located within the competency comments

field.

A. Select the phrase from one of the three columns that best describes performance.

B. Change the Narrative voice of the text, if necessary.

C. Review the quotes on both the Describe Behavior and Give Advice tabs and decide

which quote you would like to add to the form.

D. Click Place Quote to insert the text in the Comments field. Multiple statements can be

added to each Comments field.

E. Click Cancel to close the window.

Note: The Writing Assistant creates suggested text, however, it needs to be customized for the

individual and the situation in which it is used.

D

A

B

C

E




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Spell Check

The Spell Check reviews the text you enter in a Comment field for misspelled words. Run Spell

Check directly from a form where you create the Comment.

Steps: Spell Check a Comment Field

1. Click in the Comment area for a goal, core value, or competency. This displays the editable

Comment box and commenting tools.

2. Click .

3. If an error is detected, a window appears providing suggested corrections.

4. If no errors are detected, click OK.

Legal Scan

The Legal Scan reviews the text you enter in a Comment field for potentially inappropriate

words. Run Legal Scan directly from a form where you create the Comment.

Steps: Legal Scan a Comment Field

1. Click in the Comment area for a goal, core value, or competency. This displays the editable

Comment box and commenting tools.

2. Click .

3. If the scan finds inappropriate words, a window displays the problematic word.

4. Click the highlighted problem words under Your Text to view recommendations in the

Suggestions box.

5. Close the window when you are finished.




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Save a Form/Move a Form Forward

As you make updates in your performance form, save your work often. To save, click in the

toolbar.

When you are finished making updates, scroll to the bottom of the form and choose Finalize

Form.

Complete/Sign a Form

When you reach the final step of the performance review process, the form is finalized and

completed by clicking the Sign button at the bottom of the form. This confirms that the review is

complete and all parties have reviewed the information.

To view completed performance forms, choose the Completed folder on the Performance

page.




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Team Overview Page (for Managers)

The Team Overview page gives managers a summary view of their teams performance ratings

and status of performance evaluation forms.

From this page you can:

View where you stand in the performance review process for each employee

Take action on any step in the process

Ask for feedback for any member of your team

Calibrate as you go

To access the Team Overview page, choose Performance from the navigation menu, then click

the Team Overview link.

A. Each member of your team is listed in the My Team column.

B. The remaining columns display each step of the performance review process. Hover over

any cell in a column to see where you are in the performance review process with the

employee.

C. Click Stack Ranker to compare and adjust your teams competency ratings.

D. Ask for Feedback allows you to obtain feedback for a given employee via email.

E. Buttons on the Team Overview page let you take action on any step of the process. For

example, if it is time for you to review Marcus, a Review Marcus button displays.

A B C

E

D




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Ask for Feedback (for Managers)

The Ask for Feedback feature allows managers to request feedback regarding an employees

performance. Both internal employees and external contacts can be included in the feedback

request. When the request is complete, an email message is sent to the list of contacts. Contacts

simply need to reply to the email message with their comments, which are then automatically

populated on the employees performance form.

Steps: Ask for Performance Feedback

1. On the Performance page, click the Team Overview link.

2. Click Ask for Feedback for the employee you are requesting feedback.

3. Add the contacts from whom you would like to receive feedback. You can request

feedback from internal employees (within SuccessFactors), or from a contact external to the

company (such as contractors, vendors, or suppliers).

To request feedback from an internal employee, choose Add existing employee. Then

use the find field to locate an employee, or click an employees name from the

recommended list.

To request feedback from an external contact, choose Add external Email address. Then

type the contacts email address and name and click Add.

4. Edit the email message (if necessary).

5. Click Send Mail.

2

3

4

5

1




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Contacts receive the feedback request via email. The text in the email reply automatically

populates onto the performance form in SuccessFactors.

SuccessFactors keeps managers updated on the Team Overview page as comments are

received. The Feedback from Others column displays person icons - if a contact has sent

feedback, the person icon changes to blue for that contact. Hover over the icons to access the

add more link, which allows you to request more feedback.

To view feedback, click Supporting Information at the top of the employees performance form.




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Stack Ranker (for Managers)

Stack Ranker is used by the manager on performance forms to provide a visual depiction of the

direct reports competency ratings in comparison to each other, and allows the manager to

easily adjust them. To access Stack Ranker, click the Stack Ranker button from the Team

Overview page.

A. The Stack Ranker table lists all direct reports and their competency ratings. Click a value

box to adjust the rating.

B. Use the drop-down list to choose whether youd like to view ratings for Core Values or Job

Specific Competencies.

C. Click to view or add supporting text.

D. Use the drop-down list to view the employees team ranking on a competency. Choose to

view either the overall ranking, or ranking by specific core value or competency.

E. Click Save to apply changes and stay in the Stack Ranker view.

F. Click Im Done to return to the Team Overview page.

D

A

B E

C

F

Performance Management FundamentalsTable of ContentsAbout this GuideDisclaimer NoticeDocument Conventions

Overview of Performance ManagementWhat are the Benefits of Managing Performance in SuccessFactors?Performance Process Overview

Access Performance FormsAccess Performance Forms from the Performance Page

Folders Used in Performance ManagementNavigate Performance FormsTypical Form Sections

Enter RatingsAdd CommentsWriting AssistantSpell CheckLegal Scan

Save a Form/Move a Form ForwardComplete/Sign a FormTeam Overview Page (for Managers)Ask for Feedback (for Managers)Stack Ranker (for Managers)

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