Performance Review - Evidence Collection

Evidence Collection review sections are used in conjunction with Competency Assessment review sections because Evidence Collection sections enable reviewers to input, upload, and edit materials that provide evidence that supports the competency ratings assigned in the Competency Assessment section. Evidence Collection sections also display all existing evidence that has been collected to support the required competencies. Reviewers can filter the section by competency to view only the evidence that supports specific competencies.

Performance Review Details

At the top of the performance review, the following performance review details are displayed:

  • Performance Review Title - The performance review title is configured by the administrator when the review is created.
  • Reviewee Photograph, Name, and Title - The reviewee's photograph, name, and position title are displayed. Click the user's name or photograph to open their Universal Profile in a separate window. See Universal Profile - Bio Overview.
  • Review Period - The time period for which the reviewee is being reviewed is displayed.
  • Step Progress - As sections within the review step are completed, the step progress is updated to reflect the completion percentage. Sections that require data to be entered are considered complete once all required fields in the section are completed. When a reviewer views a section that does not require any information, the section is considered complete when the reviewer views the section. Note: The Overview page is not included in the completion percentage.

Options

Depending on the configuration of the performance review and the reviewer's permissions, options may be available from the Options drop-down menu. See Performance Review - Options Drop-down Overview.

Performance Review Sections

On the left side of the performance review, the navigation menu displays all sections along with their completion status. Reviewers can click a section tab to access the section. See Performance Review - Review Sections.

Add Evidence

Evidence is text or a material that can be used to support the competency ratings assigned in the Competency Assessment section.

To add evidence to an Evidence Collection performance review section, either click the Add Evidence button, or select Add Evidence from the Add Evidence drop-down menu. Note: This option is only available if the performance review step is configured to allow reviewers to create and edit evidence. Self and peer reviewers cannot edit any evidence that was added by another reviewer. Self and peer reviewers can only edit evidence that they uploaded within the Evidence Collection review section.

Create Notebook

An evidence notebook is a document of text notes from an observation. An evidence notebook can be divided into individual pieces of evidence and associated with competencies.

To create an evidence notebook, select Create Notebook from the Add Evidence drop-down menu. Note: This option is only available if the performance review step is configured to allow reviewers to create and edit evidence notebooks.

See Performance Review - Evidence Collection - Add/Edit Evidence Notebook.

Manage Notebooks

To manage existing evidence notebooks, select Manage Notebooks from the Add Evidence drop-down menu. Note: This option is only available if the performance review step is configured to allow reviewers to create and edit evidence notebooks.

See Performance Review - Evidence Collection - Manage Notebooks.

View by Competency

By default, the Evidence Collection review step displays all evidence that has been collected and added to the Evidence Collection section for the reviewee. Reviewers can filter the evidence to only display evidence that is associated with certain competencies.

To filter evidence by one or more specific competencies, click the View by Competencies button. This opens the Search Competencies pop-up. See Search Competencies Pop-up. Note: This button is not available if there is no competency model available.

When competencies are selected, the evidence feed only displays evidence that is associated with the selected competencies.

Total Competencies Tagged

Within an Evidence Collection performance review section, each piece of evidence can be tagged or associated with a competency. This indicates that the piece of evidence is related to the competency and can be used to support any ratings associated with the competency. At the top of the Evidence Feed, the total number of available and tagged competencies is displayed. For example, if "26 of 35 Competencies Tagged" is displayed, then this indicates that there are 35 total competencies available to be tagged within the associated competency model and 26 competencies have been tagged with evidence.

To view which competencies have been tagged with evidence and which competencies have not yet been tagged within the Evidence Collection step, click the Competencies Tagged link at the top of the Evidence Feed. This opens the Total Competencies Tagged pop-up. See Performance Review - Evidence Collection - Total Competencies Tagged.

Note: This link is not available if there is no competency model available. This link is also not available if the performance review step is configured to only grant reviewers view-only access to the section.

Evidence Feed

The Evidence Feed displays all pieces of evidence that have been added for the reviewee. Evidence is displayed in the order in which it was created with the most recently created evidence displayed first.

Evidence Display Rules

If more than one review step (e.g., Self Review, Manager Review, Peer Review) includes the Evidence Collection step, then the following rules apply:

  • Each reviewer can view all evidence that has been added and submitted by any reviewers in previous review steps. However, evidence submitted by another reviewer does not appear in any review steps that occur in parallel. For example, if a Self and Peer review step occur at the same time, then the Peer step does not display any evidence added during the Self step. If a Manager review step occurs after the Self and Peer review steps, then the Manager review step displays any evidence added during the Self and Peer review steps.
  • If a reviewer revisits their performance review step after it is submitted, then the reviewer can only view the evidence that was available to them at the time they completed the review step. For example, if only two pieces of evidence have been added when a reviewer submits their review, then only those two pieces of evidence are available to the reviewer if they revisit their performance review step.
  • If evidence is deleted from an Evidence Collection review section, then that piece of evidence is deleted from all performance review steps.

If a reviewer has multiple steps in a review task (e.g., there are two Self Review steps or two Manager Review steps in the same task) and the Evidence Collection section is only added to the reviewer's first review step, then the reviewer can view the Evidence Collection section in their second review step. However, the reviewer cannot add or edit evidence in their second review step, and the Evidence Collection section only displays evidence that was available to the reviewer when the reviewer submitted their first review step. For example, if a Self Review step is added as the first step and the fourth step in the review task and the Evidence Collection section is only added to the first step, then the reviewee can submit evidence in the first Self Review step. In the fourth step (i.e., the second Self Review step), the reviewee can access the Evidence Collection section and view any evidence they added in the first Self Review step. However, the reviewee cannot add or edit any evidence and they cannot view any evidence that was added in the second or third review steps.

Evidence Details

The following information is displayed with each piece of evidence:

  • Evidence File Type - Each piece of evidence has an associated file type. An icon that represents the file type is displayed to the left of the evidence details.
  • Evidence Creator - The name of the user who added the evidence is displayed to the right of the evidence file type icon.
  • Timestamp - A timestamp is displayed with each piece of evidence to indicate when the evidence was added. The timestamp is always displayed in the time zone of the user who is viewing the evidence.
  • Evidence Text - A summary of the evidence is displayed below the timestamp. Up to five lines of the summary text is displayed. If the evidence summary contains more than five lines of text, then a more link is displayed at the end of the summary. Click this link to view the full summary of the evidence.
  • Competencies - If the evidence has been tagged with competencies, then the tagged competencies are displayed below the evidence details in alphabetical order.
  • Comments - If comments have been added to a piece of evidence, then they appear below the tagged competencies.

For information regarding adding comments, see the Evidence - Add Comment section below.

Evidence Options

The following evidence actions may be available from the actions drop-down menu to the right of the evidence:

  • Download Attachment - Select this option to download the evidence attachment. Note: This option is only available if the evidence has an attachment.
  • Edit Evidence - Select this option to edit the evidence. Note: This option is only available if the performance review step is configured to allow reviewers to create and edit evidence. Self and peer reviewers cannot edit any evidence that was added by another reviewer. Self and peer reviewers can only edit evidence that they uploaded within the Evidence Collection review section. See Performance Review - Evidence Collection - Add/Edit Evidence.
  • View Notebook - Select this option to view the corresponding Evidence Notebook for the reviewee. Note: This option is only available if the evidence was created within a notebook and if the performance review step is configured to allow reviewers to create and edit evidence. See Performance Review - Evidence Collection - Add/Edit Evidence Notebook.
  • Delete Evidence - Select this option to permanently delete the evidence. Note: This option is only available if the performance review step is configured to allow reviewers to create and edit evidence. Self and peer reviewers cannot delete any evidence that was added by another reviewer. Self and peer reviewers can only delete evidence that they uploaded within the Evidence Collection review section.
  • Select Competencies - Select this option to view and edit the competencies that are associated with the evidence. Note: This option is only available if the performance review step is configured to allow reviewers to tag evidence but reviewers cannot create and edit evidence. Self and peer reviewers cannot edit any evidence that was added by another reviewer. Self and peer reviewers can only edit evidence that they uploaded within the Evidence Collection review section. See Search Competencies Pop-up.

Evidence - Add Comment

To add a comment regarding a piece of evidence, enter the comments in the Add a comment field below the appropriate piece of evidence in the Evidence Feed.Note: This field is only available if the performance review step is configured to allow reviewers to add comments.

If you have a need to copy and paste content into a performance review, please be sure to right-click the field into which you are pasting the content, and select the "Paste" option. You can also perform the same action by pressing [Ctrl]+[Shift]+[V]. This will ensure any formatting HTML does not get inserted into the text.

Pagination

If more than 10 pieces of evidence are available in the feed, then pagination options appear in the lower-right corner of the feed.

  • Click a specific page number to go directly to that page.
  • To move one page forward or backward, click the right or left arrow icon.
  • To move to the first or last page, click the double left or double right arrow icon.

Navigation Buttons

The following buttons are available at the bottom of the page:

  • Back - This button takes users to the previous step of the performance review. This button is not available on the first page of the performance review.
  • Save and Exit - This button saves the reviewer's progress and exits the performance review.
  • Save and Continue - This button saves the reviewer's progress, validates all selections and comments, and proceeds to the next step of the performance review. This button is not available on the final page of the performance review.
  • Submit - This button submits the performance review. This button is only available when all sections of the performance review are complete. Once the task is submitted, you cannot modify the review task unless multiple submissions are allowed for the review task.

Depending on the configuration of the performance review task, the reviewer's selected ratings may be visible to the system administrator as soon as the review task is saved. This includes when the performance review is automatically saved by the system. This enables the administrators to begin utilizing the data for calibration purposes while the review step is in progress.

When a reviewer is editing a reopened step or a submitted review step that allows multiple submissions, the performance review Save button labels are updated to more clearly indicate that the Save options do not finalize any of the ratings.

  • The Save and Exit button is renamed to Save as Draft and Exit.
  • The Save and Continue button is renamed to Save as Draft and Continue.

When in read-only mode, the available buttons are Back, Exit, and Next.