SuccessFactors Administration:
Performance Management
Admin Guide
V12 (One Admin)
For SuccessFactors b1204 v12 (One Admin)
Last Modified 07/10/2012
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Performance Management Admin
Table of Contents
Course Introduction .............................................................................. 1 Performance Management Admin Tasks ............................................... 3 Course Objectives ......................................................................... 4 Course Structure ........................................................................... 5 Target Audience ........................................................................... 5 Training Environment ..................................................................... 6 Using this Guide ........................................................................... 6 Additional Resources ...................................................................... 7 Module 1: Managing Rating Scales and Route Maps ....................................... 9 Objectives .................................................................................. 9 Lesson 1: Creating a Rating Scale ........................................................... 10 Objectives ................................................................................. 10 Rating Scale Main Concepts ............................................................. 10 How to use a Rating Scale............................................................... 11 End-User View of a Rating Scale ...................................................... 12 Conclusion ................................................................................. 17 Exercise .................................................................................... 17 Lesson 2: Managing Route Maps .............................................................. 19 Objectives ................................................................................. 19 Route Map Main Concepts ............................................................... 19 Stages of a Route Map ................................................................... 20 End-User View of a Route Map ......................................................... 25 Conclusion ................................................................................. 38 Exercise .................................................................................... 38 Module 2: Working with Form Templates .................................................. 39 Objectives ................................................................................. 39 SuccessFactors Performance Management Admin
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Lesson 1: Managing Templates ............................................................... 40 Objectives ................................................................................. 40 Performance Management Form Template Main Concepts ........................ 40 When would you edit a template? ..................................................... 41 Sections of the Template ............................................................... 42 Stack Ranker .............................................................................. 48 Conclusion ................................................................................. 56 Exercise .................................................................................... 56 Lesson 2: Managing Form Template Settings .............................................. 57 Objectives ................................................................................. 57 Form Template Settings Main Concepts............................................... 57 Most Common Settings ................................................................... 58 Conclusion ................................................................................. 66 Exercise .................................................................................... 66 Lesson 3: Launching Forms ................................................................... 67 Objective .................................................................................. 67 Launching Forms Main Concepts ....................................................... 67 Conclusion ................................................................................. 79 Exercise .................................................................................... 79 Module 3: Managing Forms .................................................................... 81 Objectives ................................................................................. 81 Lesson 1: Deleting a Form .................................................................... 82 Objectives ................................................................................. 82 Deleting a Form Main Concepts ........................................................ 82 Conclusion ................................................................................. 89 Exercise .................................................................................... 89 Lesson 2: Restoring a Deleted Form ......................................................... 91 Objectives ................................................................................. 91 Restoring a Deleted Form Main Concepts ............................................. 91 © 2012 SuccessFactors, Inc.
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Conclusion ................................................................................. 97 Exercise .................................................................................... 97 Lesson 3: Changing a Form Date ............................................................. 99 Objectives ................................................................................. 99 Change a Form Date Main Concepts ................................................... 99 Conclusion ................................................................................106 Exercise ...................................................................................107 Lesson 4: Routing a Form ................................................................... 109 Objectives ................................................................................109 Routing a Form Main Concepts ........................................................109 Routing a Form One Step Forward ....................................................111 Routing a Form One Step Back ........................................................115 Routing a Form to a Specific Step ....................................................119 Routing a Form to a New Step .........................................................123 Conclusion ................................................................................128 Exercise ...................................................................................128 Course Summary ............................................................................... 129 Appendix ..................................................................................130 Form Template Settings ........................................................130 Form Template Sections – Advanced Options ...............................139 SuccessFactors Performance Management Admin
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Job Aid Reference List
Job Aid: Creating a New Rating Scale ....................................................... 13 Job Aid: Edit an Existing Rating Scale ....................................................... 15 Job Aid: Edit an Existing Route Map ......................................................... 26 Job Aid: Create a New Route Map ............................................................ 30 Job Aid: Create a New Route Map using Success Store .................................. 35 Job Aid: Edit an Existing Template .......................................................... 51 Job Aid: Edit Form Template Settings ....................................................... 64 Job Aid: Launch a Form Using Employee Filters .......................................... 74 Job Aid: Delete a Form - Simple Search .................................................... 84 Job Aid: Delete a Form - Advanced Search ................................................ 87 Job Aid: Restore a Form - Simple Search ................................................... 92 Job Aid: Restore a Form - Advanced Search ............................................... 95 Job Aid: Change a Form Date - Simple Search ........................................... 101 Job Aid: Change a Form Date - Advanced Search ....................................... 104 Job Aid: Routing a Form One Step Forward .............................................. 112 Job Aid: Routing a Form One Step Back .................................................. 116 Job Aid: Routing a Form to a Specific Step............................................... 120 Job Aid: Routing a Form to a New Step ................................................... 124 © 2012 SuccessFactors, Inc.
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Performance Management Admin
Course Introduction
Through discussion, demonstration, and hands-on computer exercises
this course uses the concepts and terminology associated with
SuccessFactors Performance Management Admin functionality, and helps
you develop a working knowledge of this model for use in implementing
your performance management strategy. You will gain basic skills in how
to use the SuccessFactors Performance Management Admin functionality.
In this course you will create and modify form templates, and manage
performance management forms using the step-by-step, hands-on
exercises.
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Performance Management Admin
During the Admin Intro course, you were introduced to this graphic
showing the connection points between the Goal Management,
Performance Management, and 360 Reviews modules. Notice that all
three modules use the Import File or User Data File (UDF). With respect
to Performance Management, any changes made to goals and goal
ratings in the performance review will be reflected in Goal management.
Any changes to competencies will be reflected in new PM or 360 forms.
Additionally, Performance Management and 360 Reviews can use the
same rating scales.
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Performance Management Admin
PERFORMANCE MANAGEMENT ADMIN TASKS
This is the general workflow for Performance Management Admin.
This course will guide you through the tasks within each of these steps.
These processes are not necessarily linear but some must be completed
before others. Additionally, before starting on any of the tasks below,
you should ensure that your competency model is up-to-date and
reflected in SuccessFactors. More information may be found in
Competencies Administration.
Create/
Modify Ra/ng Scale Create/
Modify Route Map Create/
Modify Template Manage Form Template Se:ngs Launch Form Manage Forms SuccessFactors Performance Management Admin
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Performance Management Admin
COURSE OBJECTIVES
Upon completion of this course, you will be able to:
♦
Create and modify a rating scale that will be used in a performance
management form*
♦
Modify a Route Map*
♦
Edit an existing performance management template*
♦
Edit Form Template Settings
♦
Launch a Performance Management Form
♦
Delete a form from the employee document folder
♦
Restore a form to the employee document folder
♦
Change a form date
♦
Route a form one step back
♦
Route a form one step forward
♦
Route a form to a specific step
♦
Route a form to a new step
*Although these tasks may be completed within Admin Tools, they are to
be used for minor updates for launching a new year’s process. For
example, these tools may be used to copy your 2012 Performance
Evaluation, change the name to 2013, connect it to the 2013 Goal Plan,
and update the core competency model.
Complex changes and updates to a form, rating scale, or route map
should be submitted to CustomerSuccess and discussed with a consultant
or completed using SuccessFactory.
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COURSE STRUCTURE
The Performance Management Course is divided into Modules and
Lessons.
♦
Module 1: Building the Template: Rating Scales and Route
Maps
♦
♦
•
Lesson 1: Creating a Rating Scale
•
Lesson 2: Creating and Updating Route Maps
Module 2: Working with Form Templates
•
Lesson 1: Creating and Managing Templates
•
Lesson 2: Managing Form Template Settings
•
Lesson 3: Launching Forms
Module 3: Managing Performance Management Forms
•
Lesson 1: Deleting a Form/Document
•
Lesson 2: Restoring a Deleted Form/Document
•
Lesson 3: Changing Form Dates
•
Lesson 4: Routing a Form to a different stage
TARGET AUDIENCE
SuccessFactors administrators (admins) responsible for:
♦
Creating performance management form templates
♦
Launching performance management forms
♦
Managing forms and form templates
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TRAINING ENVIRONMENT
The SuccessFactors system is highly configurable. During this training,
you will be working in a representative environment. It may not match
your own SuccessFactors configuration at your company.
To expand the browser window in Internet Explorer or Mozilla Firefox,
use the F11 key.
USING THIS GUIDE
This Admin guide is designed to be used virtually, in conjunction with an
instructor. The guide provides general information that will be
elaborated upon by the instructor. For additional information, refer to
the online help and job aids.
Throughout the guide, you encounter icons that call out various types of
information. The following table illustrates how this guide uses icons to
indicate different types of comments, activities, labs, etc. that support
the text.
Icon
Definition
Note: Indicates additional information that is related to the
information presented.
Best Practice: Indicates helpful hints and tips or other guidance
that further explains the information it accompanies.
Exercise: Indicates a hands-on computer lab. Follow the step-bystep process outlined to perform specific tasks in the system.
Warning: Warns against particular actions, or that a particular
condition might indicate a problem.
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ADDITIONAL RESOURCES
There are a number of additional resources that can provide you more
information about SuccessFactors Performance Management. These
resources include:
♦
SuccessFactors, Inc. website:
http://www.successfactors.com
♦
Online system help
♦
Task-specific job aids
♦
SuccessFactors, an SAP Company monthly newsletter
♦
Success Factors Customer Community:
http://community.successfactors.com/
♦
For more information about other courses and registration, contact
Success Academy at training@successfactors.com.
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Notes
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Performance Management Admin
Module 1:
Managing Rating Scales and Route
Maps
This module contains two lessons.
•
Lesson 1: Creating a Rating Scale
•
Lesson 2: Manage Route Maps
OBJECTIVES
Upon completion of this module, you will be able to:
♦
Create and modify a rating scale that will be used in a performance
management form
♦
Create and Modify a Route Map that will be used in a performance
management form
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Performance Management Admin
Lesson 1:
Creating a Rating Scale
The goal for this lesson is to provide detailed information about creating
a rating scale for a form template in SuccessFactors Admin.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Create and modify a rating scale that will be used in a performance
management form
RATING SCALE MAIN CONCEPTS
This lesson focuses on creating a Rating Scale. A Rating Scale is required
when creating a form Template. You will learn more about templates in
Module 2. Form templates contain the layout, sections and workflow for
each form. Form templates are initially created during implementation,
prior to Go Live. Existing Rating Scales are necessary before a template
can be created or modified.
Best Practice: Typically a rating scale is 1 – 5 with 1 being the
lowest rating and 5 being the highest rating.
Note: The rating scale can be reversed in provisioning. In the
default setting, 1 is the lowest rating and 5 is the highest rating. During
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provisioning it may be reversed so that 1 is the highest rating and 5 is
the lowest rating. Once this is reversed, it applies to all rating scales.
HOW TO USE A RATING SCALE
A rating scale is a tool used during the performance evaluation process
to quantify a reviewer’s perspective on performance.
You can create a rating scale at any time, and you can create as many
rating scales as you need. You can modify or customize the content of
existing rating scales. Your changes to the rating scale will affect only
new forms created after that change. All existing forms retain the
original rating scale. However, if you change an existing rating scale
description, the updated description will show for forms that have
already been created.
Figure 1: Create a New Rating Scale
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Best practice: If you find that one rating scale works well for most
of your forms, you may modify it with slight changes and save it with a
new rating scale name. This works well if most of your forms use similar
scales.
Warning: When creating your own rating scale, the rating scale
must be evenly spaced (for example, 1, 2, 3, 4 rather than 1, 2, 4, 5) or
a warning will display.
Figure 2: Rating Scale Warning
END-USER VIEW OF A RATING SCALE
The end user will see the rating scales when rating performance on
competencies during a performance review.
Figure 3: End-User Rating Scale View
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Job Aid: Creating a New Rating Scale 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Rating Scales. SuccessFactors Performance Management Admin
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4 Click Create New Rating Scale. 5 6 7 Select a pre-­‐built rating scale or build one from scratch. Enter Labels. Enter Descriptions for the Labels. Enter a Name and Description for the Rating Scale. 8 9 Note: Create rating scale names that are unique, and do not contain any symbols. Click Save. END © 2012 SuccessFactors, Inc.
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Job Aid: Edit an Existing Rating Scale 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Rating Scales. SuccessFactors Performance Management Admin
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4 Select a Rating Scale to modify. 5 Enter a new Name and new Description for the Rating Scale. 6 7 Modify Labels, Descriptions or Rating Scale. Click Save or Save As if you are saving as a different name. END © 2012 SuccessFactors, Inc.
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CONCLUSION
In Lesson 1, you were introduced to rating scales and how they are used
on form templates.
You should now be able to:
♦
Create and modify a Rating Scale
EXERCISE
Your manager has given you the following task:
− Create a new 5 point scale
− Name the scale Training_[Today’s Date]_[Your Initials]
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Notes
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Lesson 2:
Managing Route Maps
The goal for this lesson is to provide information about setting up Route
Maps for a performance management form template.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Modify a Route Map
ROUTE MAP MAIN CONCEPTS
This lesson focuses on the second step necessary before creating a
performance review form template.
Route Maps establish the workflow and steps that employees follow during
the performance review process.
Route Maps specify the order in which a form moves from one employee to
another and what employees can do during each step, however, some
aspects of form permissions are built at the template level.
You can build your own Route Map, however most admin users edit a
custom built route map that was developed for their organization during
configuration. You can also modify a Master Route Map from the Success
Store.
Note: The 360 route map can also be customized. See the 360
Review documentation for more information.
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STAGES OF A ROUTE MAP
There are three stages in a Route Map: Modify,
Signature, and Completion. At each stage, you may
add a step to the workflow. You may also reorder the
steps in your workflow. However, the signature step for
everyone will always be the step before completion.
You may also edit any step in the workflow by clicking
the name of that step. This brings you to a Step
Configurations screen.
Figure 4: Stages of a Route Map
In the Modify and Signature Stages there are several date fields that can
be defined. These are:
Start Date – The date when the specific step starts.
Exit Date – The form cannot be completed until this date has passed.
Due Date – The date the step is due.
Best practice: Using the date fields allows you to more tightly
configure and control when the form moves from one step to another.
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In the Modify Stage, you can edit the Step Name, Step Description, Step
Type, Reviewer Roles, and Dates.
•
The Step Name is the name that will display on the route map within
a form.
•
The Step Description is a description that the users will see in their
To-Do list on the home page. This will give more context about the
action users are being asked to take. If this field is left blank, the
Step Name will be used for the To-Do List.
•
Step Type describes the way the form is routed. Step Types are:
o Single Role – Assigns the form to a single role or user. This is used
when the form is shared by only one user, not a group. Use this
form when you want an employee to have an assigned action in
this part of the process.
o Iterative – Assigns the form to a group of people. This allows
multiple people to loop back and forth before moving onto the
next step. With this process, users have a clear definition of who
has the form in their inbox for editing and review, and who it will
be routed to next. Unlike the collaborative step type, where the
group gets the form at the same time. You might use this step
type when you want the manager and the employee to be able to
make edits and send them back and forth before routing to the
next step.
o Collaborative – Assigns the form to 2 or more users at the same
time. This allows multiple people to review and make edits to the
form at the same time. With this step type, only one user can
made edits at a time, but unlike the iterative step type, the form
is accessible in all of the users’ inboxes. You might use this step
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type if you want the manager, second level manager, and HR to
be able to access the form for an executive review.
•
Reviewer Roles are associated to employees when you add them to
the SuccessFactors system. The route map you define will uses the
roles assigned to these users to determine who to send the process
form to. The standard system roles are: Employee, Manager, 2nd
Level Manager, First Matrix Manager, All Matrix Managers, HR Rep, HR
Rep’s Manager, User, Originator, Orginator’s Manager. There is also a
Custom role that can be defined.
o
Entry User – Specifies who receives the form first.
o
Exit User – Specifies who is assigned to route the form to the
next step.
•
Dates
o Start Date – The date when the specific step starts.
o Exit Date – The form cannot be completed until this date has
passed.
o Due Date – The date the step is due.
If you click the Enforce start date checkbox, the document will remain
read-only in the user’s inbox until the start date has occurred.
Clicking the Automatic send on due date checkbox causes the
document to be automatically sent to the next step on the due date you
specify.
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Figure 5: Modify Stage
Warning: When modifying steps in mass, modifications must be
done by each batch that is being issued. For example, if you want to
launch forms with slightly different workflows, you make a modification,
launch the form to a certain group, then make another modification, and
then launch again.
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In the Signature Stage, you can edit the Step Name, Step Description,
Step Type, and Dates.
Figure 6: Signature Stage
In the Completion Stage, you can edit the Step Name, and Select Carbon
Copy Roles which determine who is copied on the form when it is
completed.
Figure 7: Completion Stage
Note: There are several Advanced Options that can be edited in
each of these Stages. See the Appendix for a description of these
options.
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Note: You may access route maps in several other ways, therefore
your screen may look different from the ones here. If you click on a link
and see a different view, click the link to get to OneAdmin to make sure
that you are using the latest tools.
END-USER VIEW OF A ROUTE MAP
When completing a performance review the end-user can view the route
map for the form. The user can see who the next recipient of the form is
and can forward the form to the next step when they have completed
the review.
Figure 8: End-User view of Route Map
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Job Aid: Edit an Existing Route Map 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Manage Routemaps. © 2012 SuccessFactors, Inc.
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4 Select a Route Map to change. 5 Enter a new Name for the Route Map. 6 Click on a step in any stage to change it. SuccessFactors Performance Management Admin
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7 8 9 10 Change the Step Name, Step Description, Step Type, Reviewer Roles, and Dates, as necessary. (Complete advanced options if necessary). To add a step to a stage, click the plus sign. Enter the new Step Name. Click OK. © 2012 SuccessFactors, Inc.
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Complete the Step Configuration: Step Name, Step Description, Step Type, and Dates, as necessary. (Complete advanced options if necessary). 11 Click Save. Note: if you have any conflicting dates, the system will alert you. END SuccessFactors Performance Management Admin
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Job Aid: Create a New Route Map 1 From the Home page, click the, Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Manage Routemaps. © 2012 SuccessFactors, Inc.
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4 From the Add New Route Map menu, select Build Your Own. 5 Enter a Name for the Route Map. 6 Enter a Description for the Route Map. 7 Click the plus sign 8 9 Enter a Name for the New Step. in the Modify Stage to add a new workflow step to your process. Click OK. SuccessFactors Performance Management Admin
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10 Enter Step Description, Step Type, Reviewer Roles, and Dates, as necessary. 11 Add additional steps as necessary by clicking the plus sign and repeating the information above. Click Save. 12 Click the plus sign in the Signature Stage to add a new workflow step to your process. © 2012 SuccessFactors, Inc.
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13 Enter a Name for the New Step. 14 Click OK. 15 16 17 Enter Step Description, Step Type, and Dates, as necessary. Add additional steps as necessary. Click Save. 18 Click Completion Stage to finalize the process. SuccessFactors Performance Management Admin
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19 Add a Role to be carbon copied. 20 Note: If sending a copy to another user – there is no restriction as to whom it can be sent. Additionally, you cannot remove the form from the inbox of the receiving user. Click Save. END © 2012 SuccessFactors, Inc.
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Job Aid: Create a New Route Map using Success Store 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Manage Routemaps. SuccessFactors Performance Management Admin
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4 From the Add New Route Map menu, select Choose from Library. 5 Select a template name. 6 Click Add to My Instance. 7 Change the name of the template. 8 Click Save. © 2012 SuccessFactors, Inc.
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9 Make edits to the Route Map Template as necessary. 10 Click Save. END SuccessFactors Performance Management Admin
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CONCLUSION
In Lesson 2, you were introduced to Route Maps. There are 3 stages in a
Route Map: Modify, Signature, and Completion. Each of the steps in
these stages may be modified. You should now be able to:
♦
Modify a Route Map and create a new Route map
EXERCISE
Your manager has given you the following tasks:
− Open the PM Route Map
− Save it as Training_[Today’s Date]_[Your Initials]
− Add a new step called 2nd Level Manager Signature to the
Signature Stage with the role of 2nd Level Manager
− Enter a start date and due date
− Edit the Signature Stage to add a due date.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Module 2:
Working with Form Templates
This module contains three lessons.
•
Lesson 1: Managing Templates
•
Lesson 2: Managing Form Template Settings
•
Lesson 3: Launching Forms
OBJECTIVES
Upon completion of this module, you will be able to:
♦
Edit an existing performance management template
♦
Edit Form Template Settings
♦
Launch a Performance Management Form
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Lesson 1:
Managing Templates
The goal of this lesson is to provide a general understanding of
Performance Management Form Templates. Templates are the outlines
of the forms users will complete in performance management process.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Edit an existing performance management template
PERFORMANCE MANAGEMENT FORM TEMPLATE MAIN CONCEPTS
A Form Template is a shell that contains the structure (layout) of the
Performance Review. From this, the forms used by employees to
complete their performance reviews are created.
Figure 9: Form Template Preview
This is a partial preview of a form template. On the left, you can see
that there are many fields and sections that can be edited and moved to
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create different templates for performance reviews. The right side
shows a template generated with the selected sections. Depending on
your configuration, you may see a different preview image.
Prior to your system going live, you will work with your consultant to
create new templates.
You can access other new templates in the Success Store. Generally
speaking, since performance reviews are done infrequently, you will
modify existing templates that you already have and use.
Note: Your instance may have two form types, 1.0 and 2.0.,
depending on your configuration. PM 2.0 forms function differently than
1.0 forms and are the new form type used with SuccessFactors
Revolution (v12). At this time, most customers are using PM 1.0. If you
are interested in learning more about 2.0 Forms, contact your
Professional Services Consultant or Customer Success.
WHEN WOULD YOU EDIT A TEMPLATE?
Form templates are the basis for all forms in SuccessFactors. Form
templates contain the layout and sections for each form based on that
template. The form templates that your company is using were designed
and uploaded for you when SuccessFactors was implemented.
Your existing form templates are ready to use as-is, in most cases you
don't need to modify them. You can, however, modify the template to
for subsequent review cycles as needed. You rarely need to create a new
template from scratch.
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Best Practice: It is recommended to clone the form template for
the next year. Do not use the same form template year after year – it
can be impacted by employee data changes, etc…, even after being
closed.
SECTIONS OF THE TEMPLATE
There are several sections of the template that can be customized. The
most common sections are:
•
General Settings – This section is where the foundational pieces
of the template are defined. You can edit the name of the
template and the description, as well as select the workflow
(route map) and rating scale. This is also where you enable Stack
Ranker (see next topic for a description of Stack Ranker).
Figure 10: General Settings Section of Template
•
Employee Information - The employee information section of a
form displays basic employee data for the individual being
reviewed - the subject of the form. You can re-name the section
and include or exclude various fields to show more or less
information about the employee.
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Note: The data displayed in this section is a snapshot of
what the data looked like at the time the form was created.
Figure 11: Employee Information Section of Template
•
Review Dates - The review dates section of a form populates the
dates you enter when you launch the form. Launching is done in a
separate administration tool.
Figure 12: Review Dates Section of Template
•
Objective - Objective sections of forms are configurable to be
either a particular Objective Plan or a Development Plan. In the
Section type, you may select Objective Section or Individual
Development Plan Section. If you select Objective Section, from
the drop-down, you may select the objective plan to link. If you
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select Individual Development Plan Section, from the drop-down,
you may select the development plan to link. In this example, an
Objective/Goal Plan is selected.
Note: Objectives and Goals are synonymous. During
configuration, the system is configured to your company’s
preference.
Figure 13: Performance Goals Section of Template
•
Competency – Competency sections of forms are configurable to
be either for core values you have set for your company, or job
specific competencies. Creating and managing competencies is
done in a separate administration tool. In this example, this
section defines core competencies that are essential to the
achievement of the organization's goals and values.
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Figure 14: Core Values Section of Template
•
Competency - In this example, the Job specific competencies section
enables competencies to be dynamically pulled for each user based
on their job profile.
Figure 15: Job Specific Competencies Section of Template
•
Summary - The Summary section displays summarized information
about all the evaluation sections on the form in one central area.
For example, if you have two objective sections and two
competency sections in your form, summaries about the content
in all four sections would be shown in the Overall Summary
section. This section is sometimes titled Overall Performance
Summary or Assessment Summary. The amount of summarized
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information is determined by the content in the working sections
of the form. For example, if your form includes ratings and
weights, the average score from these values is shown for each
section, as well as a general overall performance score. Here you
can also set the weights for each section.
Figure 16: Summary Section of Template
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•
Objective - Objective sections of forms are configurable to be
either a particular Objective Plan or a development plan. Select
either an Objective plan or Development Plan to include in this
section of the form. Use the pull-down menu to select the specific
objective or development plan to be dynamically populated for
users of the form. In this example, a Development Plan is selected.
Figure 17: Individual Development Plan Section of Template
•
Signatures - The signature section is the area in the form where
users can sign and accept the review.
Figure 18: Signatures Section of Template
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Advanced Options: There are several advanced options in each
section of the template. See Appendix for additional information on
advanced options.
Figure 19: Manager View of Partial Form Template
STACK RANKER
Stack Ranker gives managers the ability to rank members of their team
on specific competencies. If enabled on the Performance Management
form, it allows managers to rank and view their direct reports’
competency rankings and overall ratings next to each other. Seeing
multiple rankings at the same time helps managers quickly identify top
performers. Managers access Stack Ranker by clicking a button from
within the competency section of the Performance Management form for
each employee (see Figure 20). Note that Stack Ranker is only
compatible with competencies, not behaviors.
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Figure 20: Stack Ranker Button in Performance Management Form from User side
Best practice: It is recommended to configure the route map so
that the manager will have all the direct report forms in their Inbox at
the same time so he or she may stack rank the employees as a group.
Once the manager clicks the Stack Ranker button in a Performance
Management form, she may rank her direct reports on specific
competencies.
Figure 21: Manager’s view of Stack Ranker within PM Form
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Stack Ranker:
•
will only pull competencies for the direct reports that are in that
competency section of the performance review.
•
supports three different styles of rating scales – text,
alphanumeric and numeric; the system determines which style to
display based on form and rating scale configurations.
•
supports job specific competencies as well as hard coded
competencies; it is recommended to use core competencies so
that there is an even list of competencies on which all direct
reports will be evaluated.
Admin tasks regarding Stack Ranker within a Performance Management
form include:
•
Selecting the stack ranker checkbox in the General Settings
section of the form template.
•
Replacing the words “stack ranker” on the button in the
Performance Management form competency section with other
text, if desired. To rename the button, navigate to Administration
Tools>Company Processes and Cycles>Company Settings>Text
Replacement. Locate “Stack Ranker” on the list, enter new text
in the text box on the right, and click the Save button at the
bottom of the screen.
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Job Aid: Edit an Existing Template 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Manage Templates. SuccessFactors Performance Management Admin
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4 Select the Performance Management tab. 5 Select a template to modify. Note: Your instance may have two form types, 1.0 and 2.0., depending on your configuration. PM 2.0 forms function differently than 1.0 forms and are the new form type used with SuccessFactors Revolution (v12). At this time, most customers are using PM 1.0. If you are interested in learning more about 2.0 Forms, contact your Professional Services Consultant or Customer Success. 6 7 Click Save As to save the template as a different name. This will create a new template. Enter a new Name and Description, and Save. © 2012 SuccessFactors, Inc.
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8 9 10 11 12 Click General Settings. Select the Workflow (Route Map). Select the Rating Scale. Enter text in the Unable to Rate field if necessary. This is used if an employee cannot be rated. (They might be too new). This field is part of the rating scale, but is not included in the overall rating. It is like using ‘Not Applicable’ – there is no positive or negative impact to the overall rating. To enable Stack Ranker, click the checkbox. If you do not have Stack Ranker turned on you will not see this option. SuccessFactors Performance Management Admin
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13 Click Edit Fields and Sections. You can move sections by clicking the dots to the left of the section name and dragging and dropping. You can also rename any section. Edit sections as necessary. 14 Click Add New Section to add a section to the template. © 2012 SuccessFactors, Inc.
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15 16 Select the Section type. Click Add. 17 18 19 Add Section Name and Description. Add Section type, if necessary. Add advanced options, if necessary. 20 Click Save. END SuccessFactors Performance Management Admin
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CONCLUSION
In Lesson 1, you were introduced to Performance Management Form
Templates. Usually, existing templates will be modified to meet the
needs of the organization. Sometimes a new template will be added.
You should now be able to:
♦
Edit an existing performance management template
EXERCISE
Your manager has given you the following tasks:
− Edit an existing template called and save it as a new name
Training_[Today’s Date]_[Your Initials].
− Edit the General Settings section by choosing the rating scale
you created previously..
− Edit the Employee Information section of a template by adding
hire date and email to the display options.
− In the Performance Goals section, include an overall comment
and select how you would like to see the comments.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Lesson 2:
Managing Form Template Settings
The goal of this lesson is to provide a general understanding of Form
Template Settings. There are many settings that are available for a
template; however some are used more often than others.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Edit Form Template Settings
FORM TEMPLATE SETTINGS MAIN CONCEPTS
Manage Form Template Settings allows you to manage different
elements of a form’s behavior. For example, the option to delete an
individual form, setting the timing of reminder e-mails, or enabling the
print button options are found in the template settings. See the
Appendix for a complete list of settings and which forms are affected.
Existing Forms
Some template settings, when changed, will apply to existing forms
(forms that have already been launched), for example -Enabling/Disabling the Print button. See the Appendix for additional
information.
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New Forms
Other template settings only apply to new forms created from the
template after the change, for example - Changing the Route Map.
This is important to note when making edits to the form template
settings.
Figure 22: Form Template Settings
MOST COMMON SETTINGS
The Form Template settings that you will see are highly dependent on
your company’s policies, procedures and business rules. You may not see
all of these settings.
The most common form template settings that you will use are listed
below:
Setting the Route Map
•
In the Form Template Settings, you can specify which route map
should be associated with each form.
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•
Ensure your route map is created before accessing the form
template.
•
This selection should be made prior to form launch.
•
Once forms are created, changing the Route Map will not have any
impact on the existing forms.
Note: If you change a routing map after you associate it with a
form template or associate a different routing map with a form
template, the change is reflected only on new forms created from
the form templates. Any existing forms retain the original routing
map.
Default Start/End/Due Dates
•
Dates can either be fixed dates where the start, end and due
dates are specified or a number of days before or after form
creation date.
Managing Form Templates – Due and Late Notifications
•
Default Due Notification Date: Reminder e-mails can be enabled
to notify a user when a form is due.
•
Default Late Notification Date: Enter the number of calendar days
in this field.
•
Disable Late Notifications, Disable Due Notifications - Make sure
these options are left unchecked if you want reminder e-mails to
be sent.
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Template Status
•
This setting specifies the availability of the template.
•
Enabled – the template is active and available to be used to
create new forms.
•
Disabled – a template that is disabled will still be available in the
list of templates for the Admin to see, but will not be available
when creating new forms.
Note: When disabling a form, it is common practice to prefix
the form name with an X or a Z so the forms that are not in use fall
to the end of the template list.
Automatic Manager Transfer
•
This option should not be selected if documents should be
transferred to a new manager during the review cycle based on a
new User Import.
•
If the Automatic Manager Transfer option is selected, documents
will be transferred based on what is selected in the checkboxes.
Note: These settings need to align with the settings in the User
Import Settings.
Note: These settings also work in conjunction with Configure
Change Engine under Company Settings.
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Inactive Employee options
•
If there are documents for a certain template that should not be
removed when an employee becomes inactive, you can override
by using the Do Not Remove Inactive Employee’s In-Progress
Documents and Do Not Remove Inactive Employee’s Completed
Documents options.
Note: These settings need to align with the settings in the User
Import Settings.
Form Timeout Alert
•
If the user has made no changes in the form, then a warning
message will appear based on the value that has been selected
from the drop-down. For example, if 5 is selected the user will
receive a message 5 minutes before the 30 minutes timeout.
Note: The system times out at 30 minutes for security purposes
and this cannot be modified.
Enable Spell Check and Legal Scan
•
Allows the spell checking and legal scan options to be included on
the form.
•
Spell Check and Legal scan must be turned on in Implementation
for these options to be seen.
Disable Spell Check and Legal Scan on Route
•
If this option is unchecked, the user will have a pop-up spell
check and legal scan box when they route the form.
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•
Sometimes this conflicts with a customer’s pop-up settings.
Enable Rich Text Editing of Comments Fields
•
This option allows a user to add color, change font size and styles
and add hyperlinks.
•
This option must be turned on in provisioning for this option to be
seen.
Enable Writing Assistant
•
This option makes the Writing Assistant available in the form
template.
•
Writing Assistant must be turned on in provisioning.
Disable Ask for Comment Routing/Disable Edit Routing
•
Users will not see the Get Feedback option on the form.
Disable Buttons
Disable Delete button
•
Removes the delete button from the form
Disable 360 button
•
Removes the 360 button from the form
•
If the client has not purchased 360 this should always be checked.
Disable Send button for completed documents
•
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Removes the Send Copy button from a Completed form.
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•
If this option is unchecked users in the form’s workflow with
access to the completed form can send it to anyone. The sender’s
permission set is applied.
Disallow users from changing the Start/End/Due Dates
•
These are typically checked so users cannot make edits to the
date fields on the review form.
Keep last touched version
•
When this is checked, all history of the form, except the last
touched version, will be deleted.
•
In other words, the audit history of the form is erased at form
completion and only the last version can be seen.
Hide Manager’s own documents in dashboards
•
This option hides the specific form template from the manager
when reporting via the dashboards.
•
If this is not checked, a manager is able to see his/her own review
when running reports.
Show Digital Signatures
•
This option allows the digital signatures to appear when the form
is in the print preview mode.
•
If this is unchecked, the digital signatures will not show when
printed even though the signature steps have been completed.
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Job Aid: Edit Form Template Settings 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Form Template Settings. © 2012 SuccessFactors, Inc.
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4 Select the template to access settings. 5 Edit the Settings, as necessary. 6 Click Update Form Template at the bottom of the screen. END SuccessFactors Performance Management Admin
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CONCLUSION
In Lesson 2, you were introduced to form template settings. The most
common settings were highlighted.
You should now be able to:
♦
Edit Form Template Settings
EXERCISE
Your manager has given you the following tasks:
− Using the template you created in the last exercise, edit the
form template settings.
− Set Start, End and Due Dates
− Enable the Legal Scan, Disable Ask for Route Editing, Hide
Manager’s own document in Dashboard, Disallow users from
changing the Due Date.
− Change any other settings of your choosing.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Lesson 3:
Launching Forms
The goal of this lesson is to provide a general understanding of the
process of launching a form. Forms are generated from form templates.
The form that each user receives will contain all the elements of the
form template on which it is based.
OBJECTIVE
Upon completion of this lesson, you will be able to:
♦
Launch a Performance Management Form
LAUNCHING FORMS MAIN CONCEPTS
Once the form is launched, the user who received it can complete the
review. There are five steps to launching the form.
1. Set the Launch Date
2. Set the Review Period
3. Select Employees
4. Review Summary
5. Click Done
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1. Launch Date - The form may be launched on a one-time basis or on a
recurring schedule that you set.
Figure 23: Launch Form
Launch Date Settings:
•
One-time:
o Now – schedule the launch for one-time launch at the
present time.
o Later – schedule the launch for specific date in the
future.
•
Recurring schedule:
o X days after after employee’s date – if using this option
the hire data must be populated in the employee data.
o X days before or after each employee’s anniversary date
- anniversary date is based on hire date, if using this
option the hire data must be populated in the employee
data.
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o Every – 3 months, 6 months, month or year. With this
option, forms will be launched for a group of employees
simultaneously, regardless of hire or anniversary date.
Often combined with the options to skip employees that
already have forms.
o Skip employees - You may also choose to skip
employees with a form with a start date prior to the
desired end date, or an end date after the desired start
date. Selecting this option will prevent them from
getting a duplicate copy of the form.
o Start recurring schedule on – select the date for the
recurring schedule to begin.
2. Review Period – You may set specific dates for the review period, and
the due date for the completed forms.
Figure 24: Review Period
Review Period Settings:
•
Dates configured for form – this option will be grayed-out unless
specific dates have been configured.
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•
Last calendar year – last year is listed.
•
This calendar year – this year is listed.
•
Custom – select the start and end date for the review period.
•
Due date for completed forms – this is the date by which the users
will be reminded to complete the forms.
3. Select Employees – Select an employee or group of employees who
will receive the form for completion. The most common method of
selecting employees is by the employee filter.
Figure 25: Select Employees
S
Select Employees settings:
•
All active employees – select this option to select all
employees.
•
One Employee – enter the employee’s name and select the
employee from the list. Click Add another to select an
additional employee.
•
Group of employees – Find employees by selecting a Dynamic
Group or by filter. Click the Search criteria button and select
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Department, Division or Location. Select the appropriate
criteria and click Done.
•
Click to view the list of employees
•
You may choose to only create the form for users who don’t
have an existing form with an End Date between X and X dates.
4. Summary – Review the Summary information. In the Employees
section, click to view the matching employees to ensure the correct
employees were selected.
As you review the summary, you may edit any part of the launch
information by clicking Change.
If you would like to modify the template, click Change in the Form
section. This will take you back to the beginning of the process,
where you can click Cancel launch and modify template.
Summary settings:
•
Email notifications – click the box to send email notifications
to form recipients
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Figure 26: Summary
Figure 27: View selected employees
Figure 28: Cancel Launch
5. Done – When you have finishing reviewing the Summary, click Launch
to complete the process. You will receive a notification that the
launch is in progress.
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Figure 29: Done
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Job Aid: Launch a Form Using Employee Filters 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Company Processes & Cycles > Performance Management 3 Select Launch Forms. © 2012 SuccessFactors, Inc.
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4 5 6 Select the Form Template to access settings. Click Preview the template. Click Next. 7 8 Select the Launch Date. Click Next. 9 10 11 Select the Review Period. Select the Due date. Click Next. SuccessFactors Performance Management Admin
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12 13 Select Employees who will receive the form. To select all employees: click the All active employees radio button. 14 15 To select one employee: click the One Employee radio button. Enter the name of the employee. 16 17 18 19 To select a group of employees: click the Group of Employees radio button. To use the filter, click the Find employees by filters radio button. Click Select Criteria. Select Department, Division or Location. © 2012 SuccessFactors, Inc.
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20 21 Select the department, division or location desire. Click Done. 22 Select Click to view to ensure the correct employees have been filtered. 23 24 Review the members of the group to ensure the correct people have been filtered. Click Close. SuccessFactors Performance Management Admin
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25 Click Next. 26 27 Review the Summary Page. Click Launch. 28 Click Close. END © 2012 SuccessFactors, Inc.
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CONCLUSION
In Lesson 3, you were introduced to launching a performance
management form. Launching a form is the final Admin part of the
Performance Management Process.
You should now be able to:
♦
Launch a performance management form using the Employee Filter
EXERCISE
Your manager has given you the following tasks:
− Use the template you created previously.
− Launch Now
− Filter the employees by Accounting
− Launch the form.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Notes
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Performance Management Admin
Module 3:
Managing Forms
This module contains five lessons.
•
Lesson 1: Deleting a Form
•
Lesson 2: Restoring a Deleted Form
•
Lesson 3: Changing a Form Date
•
Lesson 4: Routing a Form to a different stage
•
Lesson 5: Approving a Form
OBJECTIVES
Upon completion of this module, you will be able to:
♦
Delete a form from the employee document folder
♦
Restore a form to the employee document folder
♦
Change a form date
♦
Route a form to a different stage in the performance management
process
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Lesson 1:
Deleting a Form
The goal for this lesson is to provide an overview of how to delete a
Performance Management form. Note that many of the tasks involved in
managing forms are driven by the compliance level of your organization.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Delete a form from the employee document folder
DELETING A FORM MAIN CONCEPTS
Deleting a form removes it from the front end of the system. However,
you can always restore it later. Some examples of when you might
delete a form are:
•
An employee is no longer active and you wish to remove the
employee from the inbox/manager reports.
•
You created a form incorrectly.
If you want to delete a specific form, you can use the Document ID to
delete it. If you want to delete a specific user's form, you can use that
person's username to delete it.
You can search for a document in the Employee Document Folder or by
using an Advanced Search. Advanced Search is used to find documents
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based on one or m criteria. The document retrieved will meet all criteria
specified.
Figure 30: Delete a Form
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Job Aid: Delete a Form -­‐ Simple Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Delete Form. 4 5 Click the Employee Document Folder radio button. Click Find User. (You may also enter in a specific person’s name). © 2012 SuccessFactors, Inc.
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6 7 Enter Search terms. Click Search. 8 9 10 Click the radio button for the user. Click Done. Click Search. SuccessFactors Performance Management Admin
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11 12 13 Click the checkbox of the form(s) you to delete. Click Delete. END Click Yes to confirm deletion. © 2012 SuccessFactors, Inc.
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Job Aid: Delete a Form -­‐ Advanced Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Delete Form. SuccessFactors Performance Management Admin
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4 5 6 7 8 Click the Advanced Search radio button. Enter Search Criteria. You can enter User attributes and/or form attributes. Click Search. Click the checkbox of the form(s) you to delete. Click Delete. 9 Click Yes to confirm deletion. END © 2012 SuccessFactors, Inc.
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CONCLUSION
In Lesson 1, you were introduced to the concept of deleting a form.
You should now be able to:
♦
Delete a form from the employee document folder
EXERCISE
Your manager has given you the following tasks:
− Delete all forms you created by using your username for the
criteria.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Notes
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Lesson 2:
Restoring a Deleted Form
The goal for this lesson is to provide an overview of how to restore a
Performance Management form.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Restore a form to the employee document folder
RESTORING A DELETED FORM MAIN CONCEPTS
You can restore a previously deleted form at any time. The form is
restored to the system at the routing step it was in when it was deleted.
Examples of when you would restore a form are:
•
An employee leaves the company, but then comes back.
•
The form was accidentally deleted.
Restoring a form is very similar to deleting a form. You can search for a
document in the Employee Document Folder or by using an Advanced
Search.
Figure 31: Restore Deleted Document
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Job Aid: Restore a Form -­‐ Simple Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Restore Deleted Forms. 4 5 Click the Employee Document Folder radio button. Click Find User. (You may also enter in a specific person’s name). © 2012 SuccessFactors, Inc.
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6 7 Enter Search terms. Click Search. 8 9 10 Click the radio button for the user. Click Done. Click Search. SuccessFactors Performance Management Admin
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11 12 Click the checkbox of the form(s) you to restore. Click Restore. 13 Click Yes to confirm restore. END © 2012 SuccessFactors, Inc.
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Job Aid: Restore a Form -­‐ Advanced Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Restore Deleted Forms. SuccessFactors Performance Management Admin
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4 5 6 7 8 Click the Advanced Search radio button. Enter Search Criteria. You can enter User attributes and/or form attributes. Click Search. Click the checkbox of the form(s) you to restore. Click Restore. 9 Click Yes to confirm restore. END © 2012 SuccessFactors, Inc.
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CONCLUSION
In Lesson 2, you were introduced to the concept of restoring a deleted
form.
You should now be able to:
♦
Restore a form to the employee document folder
EXERCISE
Your manager has given you the following tasks:
− Restore the forms you deleted in the last lesson.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Notes
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Lesson 3:
Changing a Form Date
The goal for this lesson is to provide an overview of how to change the
date on a Performance Management form.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Change a form date
CHANGE A FORM DATE MAIN CONCEPTS
There are occasions when you may have to change a form’s date. For
example, a form may need to be created at various times of a review
cycle or when the form was created the dates were unknown or
incorrect.
Figure 32: Change a Form Date
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You may change the Start Date, End Date or Due Date of the Form or you
may choose to extend the date by a certain amount of days, weeks or
months.
Figure 33: Date Change Options
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Job Aid: Change a Form Date -­‐ Simple Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Change Form Date. 4 5 Click the Employee Document Folder radio button. Click Find User. (You may also enter in a specific person’s name). SuccessFactors Performance Management Admin
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6 7 Enter Search terms. Click Search. 8 9 Click the radio button for the user. Click Done. 10 Click Search. © 2012 SuccessFactors, Inc.
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11 12 13 14 Click the checkbox of the form(s) whose date you want to change. Click Change Date. 15 Click Yes to confirm date change. END Change the start date, end date or due date. You may also extend the date by days, weeks or months, or select a specific calendar date. Click Save. SuccessFactors Performance Management Admin
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Job Aid: Change a Form Date -­‐ Advanced Search 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Change Form Date. © 2012 SuccessFactors, Inc.
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4 5 6 7 8 Click the Advanced Search radio button. Enter Search Criteria. You can enter User attributes and/or form attributes. Click Search. Click the checkbox of the form(s) whose date you want to change. Click Change Date. 9 10 Change the start date, end date or due date. You may also extend the date by days, weeks or months, or select a specific calendar date. Click Save. SuccessFactors Performance Management Admin
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11 Click Yes to confirm date change. END CONCLUSION
In Lesson 3, you were introduced to the concept of changing a form date.
You can change the form Start Date, End Date or Due Date. You may
select a specific calendar date or you can enter the number of days,
weeks or months to extend the date.
You should now be able to:
♦
Change a form date
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EXERCISE
Your manager has given you the following tasks:
− Change the due date to be a day earlier than current.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Notes
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Lesson 4:
Routing a Form
The goal for this lesson is to provide an overview of how to route a form
to a different stage in the review process.
OBJECTIVES
Upon completion of this lesson, you will be able to:
♦
Route a form one step back
♦
Route a form one step forward
♦
Route a form to a specific step
♦
Route a form to a new step
ROUTING A FORM MAIN CONCEPTS
On occasion, you might have to manually move a form or forms through
the review process. Generally, you will be making changes on behalf of
other employees to keep the form moving forward. You can also send
the form back a step in the case of a mistake in sending to the next
step.
A stage is the current state of the form. Each stage may have multiple
steps. For example, the Modify stage might include a step for employee
review and a step for manager review. The stages and steps are defined
in the form's routing map.
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The form can be routed when it is in any stage:
•
Modify
At this stage, employees and managers review, update, and
evaluate the content of the form.
•
Signature
At this stage, employees sign or approve the form, or
acknowledge that the form has been completed.
•
Completed
At this stage, all employees have reviewed and signed the form
and cannot make any more changes to it.
The Route Form options are the same for each stage:
1. Move the form one step forward (N/A if form is complete)
2. Move the form one step back (N/A if form is in first step)
3. Move the form to a specific step
4. Move the form to a new step
When routing a form, you may choose the reason for change (required)
and enter comments about the reason (optional). The reasons are to
“Skip step to continue the process” or “Move form on behalf of [current
owner]”.
Note: Make sure users are notified if forms are routed to them.
When you manually route a form, SuccessFactors sends email
notifications as defined in your email notification settings. Alternately,
you can send a system email to notify users.
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ROUTING A FORM ONE STEP FORWARD
To route a form one step forward is to move it to the next recipient in
the workflow either to a step within the current stage or to the first step
in the next stage.
This may be done to skip steps that may not be relevant to a certain
employee or group of employees. Another common reason this is done is
to approve a form on behalf of the current owner, for example, in the
event the current owner is unable to move the form on their own.
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Job Aid: Routing a Form One Step Forward 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User s Select Route Form. 4 Search for the form by Form ID, Form Template, Employee’s Folder or Subject User. For this Job Aid, we will search by Form ID. © 2012 SuccessFactors, Inc.
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5 6 Enter the Form’s Document ID. Click Search. 7 8 Click the radio button of the correct form. Click Next. 9 To Move the form One Step Forward: Click the radio button Move the form one step forward. SuccessFactors Performance Management Admin
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10 The Target Step that you selected is populated. Review the End State. 11 Select the radio button for the Reason for the routing. Optionally, Add Comments. 12 13 Click the Next button. Review Summary. END © 2012 SuccessFactors, Inc.
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ROUTING A FORM ONE STEP BACK
To route a form one step back is to move it to the previous recipient in
the workflow either to a step within the current stage or to the last step
in the previous stage.
This may be done to return the form to the previous user in case of a
premature sending of the form to the next step. Another common reason
this is done is to correct errors in the modify stage after the form has
been sent to signature.
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Job Aid: Routing a Form One Step Back 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Route Form. 4 Search for the form by Form ID, Form Template, Employee’s Folder or Subject User. For this Job Aid, we will search by Form ID. © 2012 SuccessFactors, Inc.
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5 6 Enter the Form’s Document ID. Click Search 7 8 Click the radio button of the correct form. Click Next. 9 Click the radio button Move the form one step back. SuccessFactors Performance Management Admin
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10 The Target Step that you selected is populated. Review the End State. 11 Select the radio button for the Reason for the routing. 12 13 Click the Next button. Review Summary. END © 2012 SuccessFactors, Inc.
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ROUTING A FORM TO A SPECIFIC STEP
To route a form to a specific step is to move it to any workflow step
within the current route map.
This may be done for a number of reasons:
1. To skip a step or steps not relevant to a a certain employee
2. To move a form from a signature step back to a previous modify
stage
3. To move a completed form back to a signature stage or modify
stage.
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Job Aid: Routing a Form to a Specific Step 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Route Form. © 2012 SuccessFactors, Inc.
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4 Click the radio button Move the form to a specific step. 5 Select the step from the drop-­‐
down menu. If applicable, select the user within the stage that should receive the form. 6 Select the radio button for the Reason for the changes. SuccessFactors Performance Management Admin
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7 The Target Step that you selected is populated. Review the End State. 8 9 Click the Next button. Review Summary. END © 2012 SuccessFactors, Inc.
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ROUTING A FORM TO A NEW STEP
To route a form to a specific step is to create a new step which is not in
the current route map and move it the new step.
This may be done to create an additional signature step if requested or
to add another level of review.
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Job Aid: Routing a Form to a New Step 1 From the Home page, click the Admin User menu at the top of the screen and select Admin. 2 Navigate to Administration Tools > Manage Employees > Manage Forms by User 3 Select Route Form. 4 Search for the form by Form ID, Form Template, Employee’s Folder or Subject User. For this Job Aid, we will search by Form ID. © 2012 SuccessFactors, Inc.
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5 6 Enter the Form’s Document ID. Click Search 7 8 Click the radio button of the correct form. Click Next. 9 Click the radio button Move the form to a new step. SuccessFactors Performance Management Admin
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10 11 12 Enter the New Step Name. Select the Stage. Select the role from the drop-­‐
down menu. 13 Select the radio button for the Reason for the routing. 14 The Target New Step that you entered is populated. Review the End State. 15 Click the Next button. © 2012 SuccessFactors, Inc.
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16 Review the Summary. END SuccessFactors Performance Management Admin
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CONCLUSION
In Lesson 4, you were introduced to routing forms to and from different
stages in the performance management process. You can route a form in
the modify stage, completed stage or signature stage.
You should now be able to:
♦
Route a form to a different stage in the performance management
process
EXERCISE
Your manager has given you the following tasks:
− Route one of your forms to a specific step.
− Route completed Individual Goal Plan back to the Evaluation
Stage.
Using the information from this lesson and SuccessFactors (online help),
perform the task assigned by your manager.
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Course Summary
Through lecture, exercises, and hands-on computer lab work, this course
taught you the basic Admin functionality of SuccessFactors Performance
Management. You developed a working knowledge of this functionality
for use in implementation of your organization’s performance
management strategy.
You should now be able to:
♦
Create and modify a rating scale that will be used in a performance
management form
♦
Modify a Route Map
♦
Edit an existing performance management template
♦
Edit Form Template Settings
♦
Launch a Performance Management Form using the Employee Filter
♦
Delete a form from the employee document folder
♦
Restore a form to the employee document folder
♦
Change a form date
♦
Route a form to a different stage in the performance management
process
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APPENDIX
Form Template Settings
Form Template
Element
Allow Add Approver
/Evaluator
Description
No longer allows users to add users from outside the established
approval chain to the routing map during the Modification stage
of the routing process.
Forms Affected
Existing and New
By default, this option is turned on, and users can select other
users who they want included in the approval process, and have
the form routed to these added users.
When you select this option, you're turning off this feature for
this form. Users will no longer see one of the following buttons:
Allow form creator to
select anyone as a subject
•
Ask For Edit Routing button (if using nongraphical
routing)
•
Add Approver/ Evaluator button (if using graphical
routing).
No longer restricts the form creator to choosing either themselves
(Self) or their direct reports as the subject of a form. The form
creator can now select any active user.
New
When you select this option, you're turning on this feature. Now,
in the New Document Wizard's Choose a Subject page, your users
will see the names of suggested users (self, direct reports)
followed by a search area, where they can find a specific user in
the system.
Allow Matrix Manager to
Delete Document if Delete
Button is Available
Enabling this option will allow the Matrix Manager to Delete a
document if the Delete button is enabled.
Bypass Draft Routing
No longer allows users to create a new form as a draft version
(Draft Mode).
Existing and New
Without this checked, only the form Originator or a direct
Manager can delete review forms.
New
Draft versions of forms can be edited by the originator of the
form before being routed to others for evaluation.
When you select this option, you're turning off this feature. Users
won't be able to create a form in Draft Mode.
Default Dates for Form
Creation
Includes Specify Default
Start/Due/End Dates
Specifies the timeframe in which this form is due.
New
When you create a new form, the timeframe you specified in this
field is translated into a date in relation to the creation date, and
that date is automatically populated on the new form. For
example, if you specified that the form is due 30 days after it's
created, then when you create a form on 9/2/04, the default due
date will be 10/2/04. Users can override this date with one of
their own.
Enter a number in this field. For example, enter 30 if you want
the form to be due 30 days after it's created.
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Form Template
Element
Description
Forms Affected
Note: If you don't want to use the form's creation date as the
basis for the default date, you can specify a default due date of
your choice.
Specify Start/End/Due
Dates(please enter all 3 dates): MM/DD/YYYY
Default Start Date
In the Start Date field, enter the date the review period started
in mm/dd/yyyy format. For example, 01/01/2003. If you don't
enter a date, the default start date of the form is automatically
applied.
Default End Date
In the End Date field, enter the date the review period ended in
mm/dd/yyyy format. For example, 12/31/2003. If you don't enter
a date, the default end date of the form is automatically applied.
Default Due Date
In the Due Date field, enter the date this form must be
completed in mm/dd/yyyy format. For example, 02/01/2004. If
you don't enter a date, the default due date of the form is
automatically applied.
Default Due Date
Notification
Specifies the timeframe in which an email reminder notice is sent
to a user in relation to the form's due date.
New
New
New
New
Existing and New
For example, you can specify that a reminder notice is sent 7
days before the form is due.
Enter a number in this field. For example, enter 7 if you want the
reminder email notice sent 7 days before the form is due
Default Late Notification
Date
Specifies the timeframe in which an email notice is sent to a user
informing them that the form is late.
Existing and New
The timeframe is determined in relation to the form's due date.
For example, you can specify that a notice is sent 7 after the
form was due.
Enter a number in this field. For example, enter 7 if you want the
email notice sent 7 days after the form was due.
Default Targets
Specifies the users who can be the subject of the form.
New
This list displays on the Choose a Subject page of the New
Document Wizard. You can change the targets at any time.
•
Self and Direct Reports: The subject of the form can
be the user who is originating the form (the form
creator) or any of their direct reports.
•
Self Only: The subject of the form can only be the user
who is originating the form (the form creator).
Direct Reports Only: The subject of the form can only be the
direct reports of the user who is originating the form (the form
creator).
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Form Template
Element
Disable 360 Button
Description
No longer allows users to view 360-type forms about the subject
while the user is working in the current form.
Forms Affected
Existing and New
By default, this option is turned on, and users can search for, and
copy-and-paste content from, 360 forms about the subject while
using the current form.
When you select this option, you're turning off this feature for the
form, and removing the 360 button from the form. Users will no
longer have access to the 360 forms from within the current
form.
Disable Ask for Comment
Routing
No longer allows users to route forms for comments only.
Existing and New
By default, this option is turned on, and users can route the form
to others to get comments without allowing those users to change
anything else on the form, such as ratings.
When you select this option, you're turning off this feature for
this form. Users will no longer see one of the following buttons:
•
Ask For Comment button (if using nongraphical
routing)
Request for Comment button (if using graphical routing)
Disable Ask for Edit Routing
No longer allows users to add users from outside the established
approval chain to the routing map during the Modification stage
of the routing process.
Existing and New
By default, this option is turned on, and users can select other
users who they want included in the approval process, and have
the form routed to these added users.
When you select this option, you're turning off this feature for
this form. Users will no longer see one of the following buttons:
Disable All Toolbar Buttons
•
Ask For Edit Routing button (if using nongraphical
routing)
•
Add Approver/ Evaluator button (if using graphical
routing).
Removes all toolbar buttons from the form.
Existing and New
By default, this option is turned off, and users will see any
toolbar buttons currently enabled. If enabled a user in essence
will only see routing buttons on the form.
Disable Delete Button
No longer allows the originator of the form or the manager of the
subject of the form to delete the form.
Existing and New
By default, this option is turned on, and those two types of users
can delete a form at any time.
When you select this option, you're turning off this feature for
this form, and removing the Delete button from the form. No one
will be able to delete the form.
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Form Template
Element
Disable Download Button
Description
No longer allows users to download the form to a local system.
Forms Affected
Existing and New
Note: This feature is only available if your company is already
using the Offline tool. If your company isn't using the Offline tool,
this option doesn't display in Administration.
When you select this option, you are removing the Download
button from the form, meaning users can no longer download this
specific form.
Disable Due Date Validation
Specifies that Performance Manager no longer sends out an email
notification reminding users of an approaching due date for this
form.
New
By default, if you set your company settings to include receiving
email notifications for system events, your users will receive an
email notification whenever a form due date is imminent.
When you select this option, you're turning off the email
notification for this form.
Disable Due Notification
Specifies that Performance Manager no longer sends out an email
notification reminding users of an approaching due date for this
form.
New
By default, if you set your company settings to include receiving
email notifications for system events, your users will receive an
email notification whenever a form due date is imminent.
When you select this option, you're turning off the email
notification for this form.
Disable Form Button
No longer allows users to view other forms about the subject
while the user is working in the current form.
Existing and New
By default, this option is turned on, and users can search for, and
copy-and-paste content from, other forms about the subject
while using the current form.
When you select this option, you're turning off this feature for the
form, and removing the Form button from the form. Users will no
longer have access to the other forms from within the current
form.
Disable Info Button
No longer allows user to view the Document Information page of
forms.
Existing and New
By default, this option is turned on, and users can view details
about the form, such as form status, from the Document
Information page.
When you select this option, you're turning off this feature for the
form, and removing the
from the form. Users will no longer
be able to access the Document Information page.
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Form Template
Element
Disable Late Notification
Description
Specifies that PerformanceManager no longer sends out an email
notification informing the user that this form is past its due date.
Forms Affected
New
By default, if you set your company settings to include receiving
email notifications for system events, your users will receive an
email notification whenever a form is late.
When you select this option, you're turning off the email
notification for this form.
Disable Note Button
No longer allows users to view Notes about the subject while
working in the form.
Existing and New
By default, this option is turned on, and users can search for, and
copy-and-paste content from, Notes about the subject while using
the form.
When you select this option, you're turning off this feature for the
form, and removing the Notes button from the form. Users will
no longer have access to the Notes from within a form.
Disable Page Setup Button
No longer allows users to print the form in PDF format, or print
only selected sections of a form.
Existing and New
By default, this option is turned on, and users can choose the
format in which they want to print the form, either in PDF format
or HTML format. In addition, users can choose to print only a few
sections of a form.
When you select this option, you're turning off this feature for
this form, and removing the Page Setup button from the form.
Users can only print in HTML format, and must print the entire
form.
Disable PDF Printing
No longer allows users to print the form as a PDF document. The
user will still be able to print the form in HTML format.
Disable Print Button
Removes the Print icon from within the specific Form Template.
Disable Send Button and
Open Next Form
Removes the Send to next step button from within the specific
Form Template.
Existing and New
Disable Send Button for
Completed Documents
Removes the Send Copy button from for a Completed form for the
specific Form Template.
Existing and New
Disable Step Exit
Notification
Specifies that PerformanceManager no longer sends an email
notification informing users that the form is moving from one
workflow stage to another.
Existing and New
Existing and New
Existing and New
By default, if you set your company settings to include receiving
email notifications for system events, your users will receive an
email notification whenever a form moves to a different stage.
When you select this option, you're turning off the email
notification for this form only.
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Form Template
Element
Description
Disallow users from
changing the Start/End/Due
Dates
Enabling any or all of these this options will disallow a user from
altering the respective date after choosing to create a form and
selecting an employee. The respective date fields will be readonly.
DOCUMENT TRANSFERS
The following settings determine how documents will be handled
in the event of a manager transfer for the specific template.
Forms Affected
New
Existing and New
Note: The Form Template Settings (Admin Tools > Form
Templates) below need to align with those settings in the User
Import Settings.
Do Not Transfer Documents
If this option is enabled then when transferring documents via
User Import of Documents Transfer the document will not
transfer.
Automatic insertion of new
manager as next document
recipient if not already
If this option is enabled then when the documents are transferred
they will follow the options that are selected below.
Existing and New
Automatic Inbox Document
Transfer to New Manager
If this enabled when an employee is transferred the manager will
receive any documents that were in the old manager's Inbox.
Existing and New
Automatic En Route
Document Transfer to New
Manager
If this enabled when an employee is transferred the manager will
receive any document that were in the old managers’ En Route
folder.
Automatic Completed
Document Copy to New
Manager
If this enabled when an employee is transferred the manager will
receive a Copy of ALL completed documents for that employee in
their Completed folder.
Enable Auto Logout at
Session Timeout
When the system time out is met and a user is working in a form
it will auto-save the information the employee is working on.
Enable Custom Layout
Printing
Allows custom print layouts to be included.
Enable Legal Scan
Enabling this option allows for Legal Scan to be used on Comment
fields.
Enable Rich Text Editing of
Comment Fields
Enabling this option will allow for Rich Text Editing for Comments
fields in the specific Form Template.
Existing and New
Enable Spell Check
Allows spell-checking on the entire form.
Existing and New
Existing and New
Existing and New
Existing and New
Existing and New
New
Existing and New
If your company is using the Spell Check tool, when you select
this option, your users will see the Spell Check button on the
form toolbar, and can use this feature to check for misspellings in
individual comment sections only, or on the entire form.
Note: If your company isn't using the Spell Check tool, this option
doesn't display on the Administration page.
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Performance Management Admin
Form Template
Element
Enable Writing Assistant
Description
Makes the Writing Assistant tool available for this form.
Forms Affected
Existing and New
By default, the Writing Assistant is turned off and not available to
users through the form. Users can always access Writing Assistant
through the left navigation bar, but not directly through the
form.
When you select this option, you're turning on Writing Assistant
for this form so users can access the tool from directly in the
form. When you access Writing Assistant from within a form, the
text is context-sensitive in relation to the form's content.
Form Timeout Alert
This option allows for a warning to appear when a user is in the
specific Form Template and they are X amount of minutes away
from timing out.
Existing and New
If no actions have been made in the application then a warning
will appear based on the value has been chosen from the dropdown minus 30 minutes. Available values: None, 5, 10 and 15.
Note: The system time out is set at 30 minutes for security
purposes, this cannot be changed.
Hide Add Signer Buttons
No longer allows users to add users from outside the established
approval chain to the routing map during the Signature stage of
the routing process.
Existing and New
By default, this option is turned on, and users can select other
users who they want included in the approval process, and have
the form routed to these added users.
When you select this option, you're turning off this feature for
this form. Users will no longer see the Add Signer buttons in the
workflow interface.
Hide Manager’s Own
Documents in Manager
Dashboard
Enabling this option will hide the specific Form Template from
the manager when reporting via the Manager's Dashboard.
Existing and New
Hide the Export and Export
Compact buttons for
documents in the
Completed Folder
Enabling this option will hide the Export icon within Completed
documents for this specific Form Template.
Existing and New
Last Modified
Displays a date and time stamp of the last time this form
template was modified. The information is recorded
automatically. This is a read-only field.
Only create for users who
don’t have an existing form
with an end date between
MM/DD/YYYY and
MM/DD/YYYY
Enabling this option will prevent the creation of duplicate forms
if the user already has a form that has an end date between the
inputted dates.
Cannot be edited.
New
If for example all forms created had an end date of 12/31/2000,
then you could use a range of 12/30/2000 to 1/1/2001.
Therefore, you could now mass create forms for everyone. Only
those without a form will get the form.
If your process allowed users to enter their own dates, you may
need to use a more expansive date range, such as 1/1/2000 to
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Form Template
Element
Description
Forms Affected
1/1/2001. Just consider existing forms people have, and the end
dates for those forms.
Routing Map
Selects the routing map you want to associate with this template.
New
You can only select from existing routing maps. If no routing maps
are listed, you have no existing routing maps.
Tip: For more information about routing maps, see the Help
topic, Creating a new routing map. If you'd like recommendations
on how to use routing maps to best suit your business needs,
contact your SuccessFactors technical support representative.
Note: Note templates don't use routing maps, so this element is
dimmed (unavailable) for Note templates.
Select Add Signers UI (v1 or
v2)
V1 - Choosing this option will allow the employees to Add Signers
in only the Modification stage.
Existing and New
V2 - Choosing this option will allow the employees to Add
Signers in only the Modification and Signature stage.
Show digital signatures in
Document Print Preview
Enabling this option will allow for the Actual Digital Signatures to
appear when in Print Preview.
Show on-form workflow
options as a pulldown list
Enabling this option will change the method in which a user sends
a form to the next step. This will enable a drop-down list to
replace the routing buttons.
Show Signoff routing step
names in Signoff Stage
Enabling this option will show the description of the person that
is to sign the document in the Signature Stage.
Template Flag
Specifies the current privacy state of the template, either Public
or Private. You can change the template flag at any time.
•
Existing and New
Existing and New
Existing and New
Existing and New
Public forms are transferable whenever a managertransfer process is started. For example, all public
forms under the old manager are transferred to the
new manager. Most forms are Public.
Private forms are not transferred during the manager-transfer
process. A Private form remains with the original manager.
Template Name
Identifies one template from the other.
New
The template name is the unique name of the individual form
template, not the form type. For example, if you're using two
different versions of 360 forms, you'll have two form templates.
The Template Name is the unique name that identifies one
template from the other in PerformanceManager.
Note: We recommend not using this form element to rename
existing form templates in PerformanceManager. It is not
recommended to simply change the name of the form template
when going from year to year; when a new form for a new year is
needed Customer Success should be contacted. If you use this
form element to rename an existing form template, your reports
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Form Template
Element
Description
Forms Affected
won't recognize the change. Your report results will combine data
from the originally named template and the newly named
template, treating them as the same form template. To ensure
that your reports will recognize different form templates, name
your form templates before you upload them and do not change
the name at a later time.
Template Status
Specifies the availability of the template, either Enabled or
Disabled. You can change the template status at any time.
§
Existing and New
Enabled templates are active and available for use. If a
user is granted permission to use the forms, the Enabled
templates show up on their list of forms on the New
Documents Wizard page. Users can then use the template
to create a new form.
Disabled templates are inactive but still stored in
PerformanceManager. Disabled templates don't display on the list
of forms on the New Documents Wizard page, and can no longer
be used to create new forms. Only the Administrator is able to
view a disabled template. Users can finish completing any inprogress forms already created from the template before it was
disabled.
Template Type
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Identifies the kind of template, for example, a 360 template or a
Review template. This is a read-only field. You can have multiple
form templates in the system because your company might be
using different types of forms. Each form type requires its own
form template. The most common form types are listed in the
following table.
Cannot be edited.
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Form Template Sections – Advanced Options
Performance Goals Section Option Include the ability to rate Include the ability to enter in a weight Include a comment for each item Include an Overall Comment Description Allows the user to rate performance goals Allows the weighting of objectives to figure into the calculation Allows user to comment on each item in the form. If not checked there will be an item level comment box. Allows user to make an overall comment on the form section. Core Values Section Option Allows users to add competencies Show behavior Rating on behavior Description Allows user to select from a group of competencies to add to their review to be rated on. Shows behaviors associated with the competency the employee is being rated on. This is only valid if behaviors are configured in the competency library. Allows ratings of behaviors associated with the competency. This is only valid if behaviors are configured in the competency library. SuccessFactors Performance Management Admin
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Option Include the ability to rate Include a comment for each item? Include an Overall Comment Description Select if you want to rate employees using the rating scale selected in General Settings. If not selected, users of the form will not be able to select a rating for the employee for this section. Allows user to comment on each item in the form. If not checked there will not be an item level comment box. Allows user to make an overall comment on the form section. Job Specific Competencies Section Option Allows users to add competencies Show behavior Rating on behavior Include the ability to rate Include a comment for each item © 2012 SuccessFactors, Inc.
Description Allows user to select from a group of competencies to add to their review to be rated on Shows behaviors associated with the competency the employee is being rated on. This is only valid if behaviors are configured in the competency library. Allows ratings of behaviors associated with the competency. This is only valid if behaviors are configured in the competency library. Select if you want to rate employees using the rating scale selected in General Settings. If not selected, users of the form will not be able to select a rating for the employee for this section. Allows user to comment on each item in the form. If not checked there will not be an item level comment box. - 140 SuccessFactors Performance Management Admin
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Include an Overall Comment Allows user to make an overall comment on the form section. Individual Development Plan Section Option Include the ability to rate Include the ability to enter in a weight Include a comment for each item Include an Overall Comment Description Allows the user to rate objectives Check this box if you want the weighting of objectives to factor into the calculation Allows user to comment on each item in the form. If not checked there will be an item level comment box. Allows user to make an overall comment on the form section. Signatures Section Option Include a comment for each item Description Allows user to comment on each item in the form. If not checked there will be an item level comment box. SuccessFactors Performance Management Admin
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Notes
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