Exact Synergy Enterprise

Generating performance review profiles

Menu path

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

Introduction

On this page, you can create performance review profiles for employees by copying the performance indicators from the performance review groups created. You can also define multiple reviewers for the profiles that are to be generated, thus allowing the performance review of the employee to be assessed by more than one reviewer. 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, personal indicators, 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.
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.
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. For more information, see Generating performance review requests.
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 profiles for people, 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 profiles?

On the HRM: Generate performance review profile page at Performance review under the Link: From section, select the performance review group to link to the employees.
Type the description of the profile at Description.
At Request: Start date, define the start date of the request that will be created and sent to the reviewers when profiles are created.
Define other relevant information.
Click Show.
Select the check boxes next to the corresponding employees for which the profiles are to be generated.
Click Generate profiles. A message "Do you want to generate requests for the created profiles? Click YES to generate the requests directly. Click NO to generate the requests via a background job." will be displayed.
Click Yes or No. Regardless of the selection, the profiles would have been generated.

Keep in mind: All fields with the “!” icon are mandatory.

How do I add people as reviewers of profiles?

On the HRM: Generate performance review profile page at Performance review under the Link: From section, select the performance review group to link to the employees.
Type the description of the profile at Description.
At Request: Start date, define the start date of the request that will be created and sent to the reviewers when profiles are created.
Define other relevant information.
Click Show.
Select the check boxes next to the corresponding employees for which the profiles are to be generated, and then click under the Reviewers column. The HRM: Reviewer page will be displayed.
Define the criteria to display people who match the criteria, and then click Refresh.
Select the check box next to the person whom you want to add as a reviewer, and then click Add.
Click Close.
Click Generate profiles. A message "Do you want to generate requests for the created profiles? Click YES to generate the requests directly. Click NO to generate the requests via a background job." will be displayed.
Click Yes or No. Regardless of the selection, the profiles would have been generated.

Keep in mind: All fields with the “!” icon are mandatory.

Buttons

Fields

Link: From section

Performance review

Select the performance review group that you want to link to the selected employee(s). This is mandatory.

Profile details section

This section allows you to define the related information for the performance review profiles to be generated.

Description

Type the description of the profile. If this field is left blank when the profiles are generated, the description will be generated automatically according to the following format “Performance review profile <Person's full name> - Period <Profile start date>”.

Profile: Start date

Type or select the start date of the profile. By default, the system-generated date is automatically filled in.

Request: Start date

Type or select the start date of the request that will be created and sent to the reviewers when profiles are created. This is mandatory.

Criteria section

This section allows you to define the person who will be displayed in the results.

Division group

Type or select the division group. This is mandatory. Once a division group is selected, only divisions belonging to this group will be available for selection at Division.

Cost centre group

Type or select the cost center group. Once a cost center group is selected, only cost centers belonging to this group will be available for selection at Cost centre.

Division

Type or select the division code of the employees. 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. 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.

Person

Type or select the person's ID to display the selected employee. For more information on creating employees, see Creating and maintaining entries for people .

Manager

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

Type

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

Employment: Start date

Type or select the start date to display employees with the specified employment start date.

Columns

Once you have clicked Show, the results will be displayed.

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.

Status

This column displays the status of the performance review profile generation after you have clicked Generate profiles:

Copying — This indicates that the copying process is in progress. Once completed, the status will be updated to Created.
Created — This indicates that a performance review profile has been copied to the corresponding employee.
Existing — This indicates that you are attempting to copy a performance review profile with a start date that overlaps with the start date of the existing performance review profile of the corresponding employee and the system has prevented you from doing so.

Reviewers

This displays the number of reviewers selected for the corresponding performance review profile. To add more reviewers to review a profile, select the check box next to the ID column and click the corresponding under the Reviewers column. For more information, see Adding reviewers for competency or performance review profiles.

Once you click Generate profiles in the performance review profiles generation screen, the performance review profile will be copied to the selected employees and Created: 1 will be displayed under the Status column, with 1 being the number of profiles created. If you are copying a similar profile which has already been copied to the same employee, Existing: 1 will be displayed under the Status column.

Once the performance review profile is generated, a message "Do you want to generate requests for the created profiles? Click YES to generate the requests directly. Click NO to generate the requests via a background job." will be displayed.

Click Yes if you want to create the requests to the respective reviewers immediately to inform them to perform the required reviews. You will be directed to the performance review requests generation screen. The information in the Criteria section and the start date of the profile will be copied from the generation of profiles screen to the generation of requests screen and the search results will automatically be displayed and selected.

If you do not want to generate the requests, click No. Once you have clicked No, you can always generate the requests by clicking Generate requests or go to HRM ? Setup ? Performance review management ? Generate performance review request. For more information, see Generating performance review requests.

Otherwise, the requests will be generated automatically by the system and sent to the respective reviewers when the background job runs. For more information on the background job, see Exact.Jobs.Sys.Maint.dll.