Review administration in performance management is the structured process of managing employee performance evaluations. It involves organizing reviews, assigning reviewers, and setting performance criteria to collect feedback from relevant parties. The objective is to facilitate fair assessments through self-reviews and multiple reviewers. Additionally, it utilizes evaluation tools like competency frameworks and models, such as the bell curve and 9-box, to ensure balanced outcomes, resulting in final performance ratings and actionable insights.

Accessing Review

1. To access the Review tab, click the App icon in the navigation bar and select Performance.
2. In the Review tab, you will find the following sections:
   • Review Group
   • Review Cycle
   • My Performance
   • Awaiting Performance
   • Nominee Request
   • Nominee Verify
   • Calibration
   • Write Summary
3. Within the Review Cycle tab, you will find the ongoing review cycles.
4. Click on the More icon to see options such as:
   • Initiate Review - to start the review administration process
   • Edit Cycle Name - to update the cycle name
   • Delete Cycle - a confirmation dialog will display to permanently delete the review cycle.

   

Initiate Review

1. After clicking the initiate review option, a review administration page will be displayed.
2. In the Review Administration page, you will see six stage process
   • Initiate Review
   • Nomination
   • In Progress
   • Post Review
   • Finalized
   • All Employees

   

Stage 1: Initiate Review

1. In the Initiate Review stage, you will see details such as Employee, Reporting Manager, Department, Location, Joining Date, Reviewer Status, and Action.
2. Use the Search Bar to find an employee by name.
3. You can filter employees by department using the dropdown options
4. Select employees individually or in bulk to perform two actions: Cancel Review or Initiate Review.
5. Cancel Review: A pop-up message will appear before canceling a review for any employee.
6. Initiate Review: After selecting employees, click the Initiate Review button to start the process.
7. A confirmation message will pop up, displaying the next steps in the process:
   • To Nomination step, if additional reviewers need to be nominated.
   • To In Progress step, if no additional reviewers are required.
   • The review initiation will proceed only after confirming there are no errors or warnings.
8. Error messages may appear if selected employees have not completed the required steps for this review process. To view the names of employees under an error message, click on View.
9. After resolving the errors, click Proceed to initiate the review process.
10. The selected employees will then move to Stage 2 by clicking the Next button.

    

Stage 2: Nomination

During the review setup process, an additional participant is selected to be the reviewer. The reviewer can be nominated by the nominators selected during the review setup process. These nominators will receive a notification in the Nominee Request tab within their portal to make a nomination.

Nominee Request

1. In the Nominee Request tab, you will find details such as: Review Cycle, Nomination For, Relation, Due Date, and Actions.
2. To view and act on a nominee request, click the Nominate action to open the request.
3. Select the nominee from the dropdown.
4. Click the Submit button to successfully submit the nominee selection.
5. You can filter between Pending and Completed nominee requests or use the Search Bar to find a specific nominee request.

   

Nominee verification

1. The approver will receive a notification in the Nominee Verify tab to approve nominations.
2. Within the Nominee Verify tab, the approver will see details such as: Review Cycle, Nomination For, Department, Location, and Action.
3. To approve or manage nominations, click the Action icon to be directed to the Manage Nomination page.
4. On the Manage Nomination page, details like Reviewers, Relation, Nominated By, and Action will be displayed.
5. The approver can remove an existing nominee or add an additional nominee by clicking the Add Nominee button.
6. Select the relation and employee from the dropdown, then click the Submit & Verify buttons to approve the nominee.
7. The admin can also manage the approval process from the Review Administration page during the nomination stage.
8. Click More Actions and select Approve/Manage Nominations, which will take you to the Manage Nominations page.
9. Once the nominee is submitted and verified, the employee will move to the In Progress stage, and an email notification will be sent to the reviewers according to the review flow options selected during the review setup process.
10. Click the Next button to proceed.

    

Stage 3 : In Progress

1. Reviewers will receive an email notification to begin the review.
2. The review cycle will be displayed under the Awaiting Performance section within the Review tab in the reviewer’s portal.
3. Details like cycle name, employee name, end date, and status will be shown.
4. Click the More icon to access options such as:
   1. Start Review: Initiates the review process.
   2. View Other’s Review: Allows you to see the reviews submitted by other reviewers based on the permission.

   

Review Initiation

1. Click Start Review to begin the process.
2. A dialog box with instructions will appear, which is loaded from the Review Flow step in the review setup process. After reading the instructions, click Start Review to proceed.
3. The review will be organized into categories such as Competency, Core, Goal, and Question Sections.
4. Reviewers can answer these based on the options they enabled during the review form setup. Additionally, if the employee has received praise, feedback, or internal notes, those will be displayed as well.
5. Open each category and provide ratings accordingly. The review process, involving the reviewers, will follow the review flow options selected during the review setup process.
6. If the Potential Rating option was enabled during the setup, reviewers will need to provide both Potential and Performance ratings.
7. After completing the ratings for all sections, click Next to proceed to the review finalization.
8. The next page will display the calculated rating. Click Submit to complete the review.
9. If the Proposed Rating option was enabled during the setup, it will appear on the review & finalization page, allowing reviewers to provide or modify the given rating.
10. Other reviewers will follow the same process to complete their reviews.

    

Actions in the In Progress Stage

1. In the In Progress stage, you will see details like employee name, reporting manager, department, due on,waiting on and action.
2. Click the More icon to access:
   • View Review Flow: Displays the review process flow.
   • Send Reminders: Send an email notification to reviewers to start the review for selected employees.
   • Manage Reviewers: View details such as reviewers, their relationship to the employee, and who nominated them.
   • Unlock Review Form: If a reviewer wishes to edit their review, the admin can unlock the review form, allowing the reviewer to make changes.
   • Cancel Review: A confirmation pop-up with a warning will appear before canceling the review for the selected employee.
3. To cancel reviews for multiple employees, select the employees in bulk and click Cancel Review. A confirmation pop-up with a warning will be displayed.
4. Click Send Reminder to send bulk reminders to reviewers to initiate the review process. However, the reminders will be sent based on the review flow options configured for the reviewers during the review setup process.
5. Once all reviewers have completed their reviews, the employee will be moved to the Post-Review stage.

   

Stage 4 : Post Review

In the Post Review stage, you will find tabs such as:

• Review Analysis
• 1:1 Meeting
• Calibration
• Band Allocation

Review Analysis

• You will see measurement methods like the Bell Curve and 9-Box for analysis.
• To configure the Bell Curve and 9-Box Method, navigate to Performance → Settings → Measurement.
  • Bell Curve: Enter the band value, band name, and rating range, then click Update.
  • 9-Box: Enter the rating range for Performance and Potential, then click Update. You will also see the band value and band name for performance and potential.
• A line chart will display the percentage of employees receiving each band based on the final average rating.
• At the same time, the analysis can be filtered below the chart by department, reporting manager, and work location.

  

1:1 Meeting

• If the 1:1 Meeting option is enabled during the review setup process, then the 1:1 Meeting tab will be displayed.
• The responsibility for writing the review meeting summary is assigned to the designated person during the review setup process.

To write the summary:

• The assigned person logs into their portal and navigates to Performance → 1:1 Meeting.
• Details of the review meeting, including due date, cycle name, and status, will be displayed.
• Click the More icon to write a summary for the review meeting.
• Enter details like the employee name, participating employees, meeting summary, and meeting date.
• Click Save to complete the process.

  

Calibration

Calibration is the process of reviewing and adjusting employee performance ratings to ensure consistency and fairness across teams or departments. It aims to standardize ratings by comparing them with organizational benchmarks, eliminating bias, and ensuring objective evaluations.

1. Details of Employee, Reporting Manager, Department, Review Calibration, Due On, Waiting On, and Action.
2. Before starting calibration, set the timeline. Click the Settings icon, enter the number of days for submitting calibration, and click Save.
3. After setting the timeline, locate the Action column.
4. Click the More icon under the Action column for the selected employee.
5. Select the Assign Calibrator option.
6. Choose the Calibrator from the dropdown and click Proceed.
7. Once a calibrator is selected, the calibration request for the employee will appear in the Calibrator’s account under the Calibration tab.

   

   

To Approve Calibration

1. Click the Approve action, and a dialog page will display details like Reviewers, Relation, Performance Rating, Potential Rating, and Action.
2. Click Calibrate, then enter the final calibrated performance and potential rating, providing a reason. Click Save.
3. After saving the calibrated rating, click the Finalize Calibration button to complete the process.
4. You can also perform this action directly from the admin portal by selecting the Calibrate Rating option.
5. Use the search bar to find specific employees or filter by department. After finalizing the calibration, employees will be moved to the Band Allocation tab.

Band Allocation

Band Allocation involves categorizing employees into predefined performance bands based on their final performance scores. These bands represent different performance levels and are used to guide decisions on promotions, bonuses, and development plans.

1. Under the Band Allocation tab, you will see details such as Employee, Reporting Manager, Department, Band, Performance Rating, Potential Rating, and Action.
2. Before allocating a band, configure the band settings:
   1. Click the Settings icon.
   2. Select the band type: either Bell Curve Model (assessing data distribution using a bell-shaped curve) or 9-Box Model (evaluating employees based on performance and potential on a 3x3 grid).
   3. Choose how you want to assign performance bands: Manual or Automatic.
   4. Click Save.
3. Under the Action column, click More and select the Assign Band option.
4. A side panel will display with details like Employee Name, Performance Rating, and Potential Rating. Select the band from the dropdown and click Save.
5. After allocating the band, click Move to Next Stage.
6. A confirmation message will appear for review finalization. Read the instructions and click Proceed.
7. The employee will now move to the Finalized stage.

   

   

Stage 5 : Finalized

1. In the Finalized stage, you will see details such as Employee, Reporting Manager, Department, Review Status, Due On, Report Status, and Action.
2. The More icon action changes based on the review status. When the review status is in the Awaiting for Release, you will see options like Complete Review, Write Review Summary, Rollback to Post Review, and Cancel Review. However, when the review status changes to Completed, you will only see Complete Review, Write Review Summary, and Rollback Review.
   • Complete Review: Finalize the review by adding comments. You have two options:
     1. Complete & Show: Publishes the review to the employee, making it visible in the “My Performance” section of their portal.
     2. Complete & Hide: Finalizes the review without releasing it to the employee.
   • Write Summary: The designated person for the employee can write the overall review summary under the Write Summary tab in their portal. This action can also be performed by the admin during the Finalized stage in review administration.
   • Rollback to Post Review: Move the review back to the Post Review stage.
   • Rollback Review: Move the review back to the Awaiting for Release status.
   • Cancel review : A confirmation pop-up with a warning will appear before canceling the review for the selected employee.

   

Stage 6 : All Employees Stage

1. In the All Employees stage, you will see details such as Employees, Reporting Manager, Department, and Review Status.
2. To complete the review, employees must be in one of the following statuses: Completed, Not Started, or Cancelled.
3. Click the Move to First Stage button to restart the review process from the beginning.