Performance Review - Reviewer Selection

When a Reviewer Selection step is assigned to a user, the user must select the reviewers for a performance review. The Reviewer Selection step does not appear on any of the printable versions of the review.

You can access review tasks as follows:

  • Welcome Page > My Tasks section
  • Performance Review Summary page
  • Universal Profile > Actions page.

To open a performance review task, click the performance review task title.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Select Peers and Reviewers Grants ability to select peers and reviewers in off-cycle performance reviews. This permission can be constrained by User's Corporation, OU, and User's OU. This is an end user permission. Performance
View Performance Reviews Grants ability to view the Performance Reviews page, which displays a user's own past performance reviews as well as performance review task steps they've been assigned to complete. This also grants ability to view the Batch Rating page. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an end user permission. Performance

Note: The reviewer selector must have permission to select peers and reviewers. The constraints on this permission determine who the reviewer selector can select for the performance review step. Also, peer group availability is set by the administrator in Employee Relationships. If the user does not have the permission to select peers and reviewers, an error pop-up appears, alerting them that they are not able to select reviewers.

  • There is no limitation or constraint on selecting external peers.
  • Any changes to the reviewer selector's permissions or constraints after the reviewers are selected have no effect on the selection. Once a reviewer is selected, the selection is considered final.
  • If a reviewer declines a review, the reviewer selector must select a new reviewer to fill the role. The users available to the reviewer selector are based on the constraints of the reviewer selector's permission at the time of the re-selection. If the reviewer selector's constraints have changed, the new constraints are applied.
EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Performance Review Step Assigned

Performance review of a specific user assigned. This email is triggered when the task step is available for that user to review, which may be triggered by the employee hire date, the previous reviewer submitting the review, or the task assignment date. Note: When customizing this email for a self-review step, this email cannot be sent to "Reviewer" because the system considers this user the reviewee.

Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive any email for a Reviewee step.

This email trigger can be sent to external users. If the REVIEW.LINK tag is used in the trigger and is sent to an external reviewer, then the link takes external reviewers to an external review page that requires no login or validation. See External Reviewers.

 Performance Management

After completing the Reviewer Selection step, the selections cannot be edited unless multiple submissions are allowed for the review task. Returning to the Reviewer Selection step displays the selected users, but the selection cannot be modified.

Note: If the reviewer selection is not submitted by the due date, all available users are automatically selected.

If the review selector is not also a reviewer, then the Review Selection step is the only step in the task. For example, a user is chosen as a review selector, but does not participate in any review steps for the task.

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

  • Performance Review Title - Title of the review. It is configured by the administrator when the review is created.
  • Reviewee Photograph, Name, and Title - Reviewee's photograph, name, and position. Click the user's name or photograph to open their Universal Profile in a separate window. See Universal Profile - Bio Overview.
  • Review Period - Time period of this review.
  • Step Progress - Percentage complete. As review step sections are completed, the step progress is updated to reflect the correct percentage. Sections that require you to enter data 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

Based 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 .

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.

Select Manager

This section is only available if enabled by the administrator when configuring the review task. In the Select Manager section, the user must select the reviewing manager. By default, this section displays the user's manager that is set on the User Record. If no manager is set for the user, then no manager is selected by default.

Only one manager can be selected, and this selection is required. In order to change the reviewing manager, click the Change link. This opens the Select User pop-up. See Select User Pop-up.

Users can click the selected manager's name to open their Universal Profile in a new browser window.

Select Indirect Manager

Note: This section may not be available.

This section is only available if enabled by the administrator when configuring the review task. In the Select Indirect Manager section, the user must select the reviewing indirect manager. By default, this section displays the user's indirect manager that is set on the User Record. If no indirect manager is set for the user, then no indirect manager is selected by default.

Only one indirect manager can be selected, and this selection is required. In order to change the reviewing indirect manager, click the Change link. This opens the Select User pop-up. See Select User Pop-up.

Users can click the selected indirect manager's name to open their Universal Profile in a new browser window.

Select Peer Group

This section is only available if enabled by the administrator when configuring the review task. In the Select Peer Group section, the user must select the appropriate number of peers who will complete the review. Note: The reviewer selector must have permission to select peers and reviewers. The constraints on this permission determine who the reviewer selector can select for the performance review step. The user's manager and indirect manager cannot be selected as a peer.

If peers are selected for a user and another review is created for the same user, then the previously selected peers are automatically selected by default for the following review. However, these selections can be modified.

Users can click the selected peer's name to open their Universal Profile in a new browser window.

There may be a minimum number of users that must be selected. In this case, you must select at least the minimum number of reviewers in order to complete the step.

Peer Selection Considerations

  • The reviewer selector must have the Select Peers and Reviewers permission to select peer reviewers.
  • The constraints on the Select Peers and Reviewers permission determine who the reviewer selector can select for the performance review step.
  • The reviewee's manager and indirect manager cannot be selected as a peer. However, all other users within the selector's permission constraints can be selected, including second-level indirect managers (the manager of an indirect manager) and above.

Add Peer Reviewer

To add a peer reviewer, enter the peer's name in the Add a peer field. Predictive search displays users who match the entered name. Click the appropriate peer. Only peers that are approved or pending approval can be selected. Peers will not receive the review step until they are approved.

Alternatively, click the Select User button to search for and select peers. This opens the Select a user pop-up, in which you can search for users by name, position, division, location, or manager's name. See Select User Pop-up.

When a user is added to the reviewer list and the list is submitted, the added user goes through the standard peer approval workflow.

  • When a manager submits the peer list, the new user is immediately added to the peer group and will receive the review step.
  • If the reviewee submits the peer list and approval is required for the peer group, the manager or an administrator must approve the new peers. These new peers pending approval do not receive the review task until they are approved.
    • If they are approved before the step expires, they immediately receive the Review Step Assigned email (if the email trigger is active) and the task. If they are approved after the step expires, they do not receive the email or the task.
  • If the reviewee is submitting the list and approval is not required for the peer group, the new users are instantly added to the peer group and receive the review step.

If the minimum number required for the review step is less than the number of available users, each available user must be selected.

Add External User as Peer Reviewer

Users can choose to add external users to serve as reviewers. To add an external user as a peer reviewer, click the Add External User button. This opens the Search External Users pop-up. See Search External Users Pop-up.

Once an external reviewer is added, an email is sent to the external reviewer if the email is enabled. Added external reviewers may be subject to the peer approval process. If this is the case, the task is not assigned until the peer is approved.

The experience for an external reviewer differs from an internal reviewer. See External Reviewers.

Remove Peer Reviewer

To remove a selected peer reviewer, click the Remove icon in the upper-right corner of the reviewer's photograph.

Select Direct Subordinates

This section is only available if enabled by the administrator when configuring the review task. In the Select Direct Subordinates section, the user must select the reviewing direct reports. By default, this section displays all of the reviewee's direct subordinates.

To remove a selected direct subordinate, click the Remove icon in the upper-right corner of the reviewer's photograph.

To re-add a direct subordinate that has been removed, enter the subordinate's name in the Add user field. Predictive search displays users who match the entered name. Click the appropriate user.

Alternatively, click the Select User button to search for and select subordinates. This opens the Select a user pop-up, in which you can search for users by name, position, division, location, or manager's name. See Select User Pop-up.

Users can click the selected user's name to open their Universal Profile in a new browser window.

There may be a minimum number of users that must be selected. In this case, you must select at least the minimum number of reviewers in order to complete the step.

Skip Reviewer Step

For certain reviewer selection steps within an off-cycle task, a Skip this reviewer step option appears. This option is only available if the corresponding review step is optional and if the role being selected is a reviewer selector.

If this option is selected, the corresponding review section is skipped and marked complete. All relative dates of future steps are adjusted forward.

Skipped steps cannot be reopened.

Navigation Buttons

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

  • Back - Opens the previous step of the performance review. This button is not available on the first page of the performance review.
  • Save and Exit - Saves the reviewer's progress and exits the performance review.
  • Save and Continue - 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 - 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.

Based 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.

When the reviewer selections are saved, all fields are validated and finalized. The selected users will receive the Review Step Assigned email (if the email trigger is active) and the review step in their task list.

Declined Reviewers

If a reviewer has declined to complete a review, then the reviewer selector is sent the Performance Review Reviewer Declined email, if enabled, and they receive a Your Tasks notification stating that they must select another reviewer.

When they revisit the Reviewer Selection step, the Declinee's name is displayed above the corresponding role and their reason for declining the task is displayed.

Click the Change link to select a new reviewer. The reviewer that declined the task cannot be selected again.

Workflow Information

If a Reviewer Selection step is not completed by the due date for any reason, the user who is in the system-defined relationship is assigned the task. For example, if a manager is supposed to select the user that fills the role of Indirect Manager for the next step in the review and the manager does not make the selection, then the user who is currently in the system-defined Indirect Manager role for the reviewee is assigned the task.

  • If there is no user who holds that relationship for the user, then the task is not assigned to anyone.
  • If a user is added to that relationship during the task availability, then the task is assigned to that user.

If a dynamically chosen reviewer is made inactive, then the reviewer selector is alerted via the Performance Review Reviewer Declined email, if enabled. The reviewer selector must then select a new reviewer.

If a statically chosen reviewer is made inactive, the step remains open until the step expires.

If a statically chosen reviewer is replaced by another user (manager, indirect manager, or custom relationship), the task is closed to the original reviewer and is assigned to the new reviewer with the original reviewer's information transferred to the new reviewer.

If a reviewee is made inactive, then the review tasks are removed from all active reviewers.

The status of a performance review cannot be affected by a lack of peer responses if the lack of peer responses is caused by peers being made inactive. For example, if the minimum number of peer reviews is three and one selected peer is made inactive, the peer review step is considered complete once the two remaining active peers complete the task.