Exact Synergy Enterprise

Generating performance review requests

Menu path

HRM ? Setup ? Performance review management ? Generate performance review request

Introduction

After performance review profiles have been generated, the process of creating review requests can be done immediately at the performance review profiles generation screen. Otherwise, you can wait for the background job to be completed to generate the requests automatically.

Alternatively, the HR personnel can monitor the activity of the profiles and perform the operation of processing requests manually at the performance review requests generation screen, which will be discussed in this document.

This feature is part of the Performance Review Management process, which is used to measure the performance of employees. With this, the management will be able to identify the training needs for the employees to achieve better results.

The process steps of Performance Review Management in Exact Synergy Enterprise are:

Defining settings — The general or division settings need to be defined before this application can be used properly. For more information, see Defining HRM general settings or Creating and modifying divisions.
Creating field types — Field types are settings of the ratings used to measure the competences, performances, or targets of applicants or employees. For more information, see Creating and modifying field types for competences, attributes, and targets of employees.
Creating performance indicators — Indicators are skills that are required to perform the jobs. Indicators can be created before or after the performance review groups are created. For more information, see Creating and modifying performance indicators.
Creating performance review groups — Performance review groups are set up to group the performance indicators into a main group. These indicators are used to rate the performance of the employees. Performance review groups can be created before the indicators are created. For more information, see Creating and modifying performance review groups.
Linking performance indicators per job activity and level — Depending on skills and experience, certain employees in an organization may perform the same activity, but are at different job levels (similar to having junior and senior level positions). These employees may be reviewed on different indicators. For better maintenance purposes, it is possible to link the performance review group to a job activity, and then define which indicators are required for each job level. For more information, see Overview of performance review groups per job activity.
Generating performance review profiles — When performance review groups have been set up, the manager or reviewer needs to generate the performance review profile and link the performance review profile to one employee or more. Once the profiles are generated, a message will be displayed where you can opt to have the performance review requests for the profiles to be generated at that point of time, or later on when the background job is performed. For more information, see Generating performance review profiles.
Generating performance review requests — Once performance review profiles have been generated, performance review requests can be generated to notify reviewers to complete the review of the profiles. If there are profiles already generated but requests have not been generated for them and the background job has not been performed, it is possible to generate these requests manually.
Viewing and reviewing performance review profiles — Once performance review profiles have been generated, the profiles can be reviewed by the reviewers at the respective personal cards. For more information, see Viewing performance review profiles.

Roles and rights

To generate performance review requests, function right 107 – Maintain performance review is required. By default, users with the HR role have this function right.

Note:

For more details on function rights, go to System ? Setup ? Security ? Function rights.
For more details on roles, go to System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 253 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I generate performance review requests?

On the HRM: Generate performance review request page, type or select the division code at Division.
Define other relevant criteria to display the performance review profiles that have yet to have the review requests created.
Select the check boxes next to the names of the people to generate the requests to the selected people.
Click Create.

Buttons

Fields

Criteria section

This section allows you to define the employees that will be displayed in the results. Only employees with performance review profiles linked and matching the defined criteria will be displayed.

Note: If you are generating performance review requests via the performance review profiles generation page, the start date of the profile and the information filled in the Criteria section will be transferred to this section.

Division

Type or select the division code of the employees. For more information on divisions, see Overview of divisions. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed next to the box. For more information, see Viewing division cards.

Cost centre

Type or select the cost center code of the employees. For more information on cost centers, see Overview of cost centers. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Creating and modifying cost centers.

Job group

Type or select the job group code of the employees. For more information on job groups, see Overview of job groups.

Job activity

Type or select the job activity code of the employees. For more information on job activities, see Overview of job activities.

Job title

Type or select the job title code of the employees. For more information on job titles, see Overview of job titles.

Manager

Type or select the employee ID to display the direct subordinates of the selected person.

Person

Type or select the person to display the selected person. For more information on creating entries for employees, Creating and modifying entries for people.

Profile: Start date

Type or select the date or range of dates to display employees with performance review profiles generated on the specified dates.

Type

Select the Employee, Contractor, Student, and/or Temporary check boxes to display the respective types of employment.

Status

Select the Open, Draft, Reviewed, Completed, and/or Final check boxes to display employees whose performance review profiles match the defined statuses.

Columns

Select the check box in the header of the listing to select all the employees at once. Select the check box for the corresponding employee(s) to select only the particular employee(s).

ID

This column displays the IDs of employees.

Name

This column displays the names of employees. Click the hyperlink to view the corresponding information.

Reviewer

This column displays the names of the reviewers. Click the hyperlink to view the corresponding information.

Profile: Start date

This column displays the start dates of the profiles.

Profile: Status

This column displays the status of the performance review profiles generated:

Open — When the performance review profile is created for the employee, but the review request has not been generated.
Draft — When the performance review profile is created for the employee, and the review request(s) has been generated to the reviewer(s).
Reviewed — When the ratings in the profile has been calculated and saved, but the review is not completed.
Completed — When the ratings in the profile has been calculated, saved, and completed.
Final — When the review has been completed, the reviewer has realized or processed the request sent, and the background job is completed.

Request: Status

This column displays the status of the request such as Approved, Realized, or Processed, depending on the flow defined for the request type used. Request types are defined at Workflow ? Setup ? Requests ? Request types.

Process: Status

This column displays the status of the stages for performance review requests that are being generated after you have clicked Create:

Creating — This indicates that the system is creating the corresponding request. Once completed, the status of the request will be updated to Created: Request.
Created: Request — This indicates that the performance review request has been created.
Data already exists — This indicates that you are attempting to create a performance review request that has been created before and the system has prevented you from doing so.

Generating performance review requests

Menu path

Introduction

Roles and rights

What version are you using?

How do I generate performance review requests?

Buttons

Show

Create

Delete

Close

Fields

Criteria section

Division

Cost centre

Job group

Job activity

Job title

Manager

Person

Profile: Start date

Type

Status

Columns

ID

Name

Reviewer

Profile: Start date

Profile: Status

Request: Status

Process: Status

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