Performance Management System Reference Guide Administrators

Full text

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A Product of Applied Training Systems, Inc

Administration 8

Manage Company Information ... 8

Navigation ... 8 Company Data ... 8 Company Logo ... 8 Password Settings ... 8 Review Settings ... 9 Review Notifications... 10 Goals ... 11 Journal Entries ... 12 eSignature ... 13 360 Surveys ... 14 Compensation Module ... 14 LMS Credits ... 15 Subscribing ... 15 Manage Departments... 16 Create a Department ... 16 Update a Department... 16

Manage Job Descriptions ... 17

Create a Job Description ... 17

Update a Job Description ... 18

Manage Employee Roles ... 20

Add a Role ... 20 Update a Role ... 22 Reference Library ... 23 Documentation ... 23 Review Process 24 Manage Employees ... 24 Navigation ... 24

Add Individual Employee ... 24

Import Employees ... 27

Import Signatures ... 27

View Deactivated Users ... 27

Create or Complete a Review ... 28

Change Reviewer ... 31

Reroute Review ... 31

View Completed Reviews ... 31

Manage Business and Development Goals ... 32

Manage 360 Degree Surveys ... 35

Create/View Journal Entries ... 38

Manage Review Periods ... 40

Update Employee Information ... 40

Deactivate Employee ... 41

Send Passwords ... 41

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Compensation Dashboard ... 43

Navigation ... 43

Company Level Budget... 43

Department Level Budget ... 44

Manager Level Budget ... 45

Manage Pay Grades ... 47

Manage Approvers ... 50 Compensation Recommendations ... 51 Compensation Approvals ... 52 Manage eSignatures ... 53 Navigation ... 53 Manage eSignatures ... 53 360 Degree Surveys ... 54 Navigation ... 54 360 Degree Surveys ... 54 Import 360 Surveys ... 54

Create Journal Entries ... 55

Navigation ... 55

Create Journal Entries ... 55

Review Setup 57 Manage Goal Categories ... 57

Navigation ... 57

Add a Category ... 57

Update a Category ... 58

Manage Cascading Goals ... 59

Navigation ... 59

Add a Goal ... 59

Import Goals ... 60

Manage Development Plans ... 61

Navigation ... 61

Manage Goal Competency Groups ... 61

Create a Learning Activity ... 62

Import/Export Learning Activities ... 63

Import LMS Courses ... 63

Manage Rating Scales ... 64

Navigation ... 64

Create a Rating Scale ... 64

Update a Rating Scale ... 66

Manage Review Periods ... 67

Navigation ... 67

Create a Review Period ... 67

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Manage Review Templates ... 69

Navigation ... 69

Standard Form Templates ... 69

Overall Form Settings ... 69

Create a Template ... 70

Create and Add Custom Competencies... 73

Update Competencies ... 74

Update Comments ... 76

Update Settings ... 77

Tools ... 78

Split Screen Mode ... 78

Spell Check ... 78

AuthoriCheck ... 78

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Revision History

Name Date Reason(s) for Change Version

Huston 06/22/2011 Initial file 1.0

Huston 08/12/2011 Added explanations of the following features: • Auto Finalize Reviews when all signatures

have been submitted

• Update Employee Information permission • Adding rateable and non-rateable standard

competencies

1.1

Huston 09/30/2011 Updated guide to include these new features: • Clarification of review settings that enable a

single form (combined self-appraisal and manager appraisal) approach.

• Compensation recommendation notes • Journal entry improvements

o Date filter

o Private entry designation

o Expanded list of attachment types o Attachment icon

• Administrator permission to change reviewer • Ability to modify pre-defined competencies

1.2

Huston 10/17/2011 Documented compensation module enhancements 1.3 Huston 11/07/2011 Documented the following enhancements:

• Create Custom Review Periods and

Anniversary Date Review Periods in the same site

• Create Competencies for Job Titles

1.4

Huston 02/06/2012 Rebranding and details of the following enhancements:

• Allow for creation of review period-specific templates

• When using the single-form process (self-review that is handed off to manager for review input), provide the ability to:

o Prevent managers from starting a review if the employee self-review is in progress o Prevent managers from accessing employee

self-reviews that are in progress o Hand a review back to an employee

• Allow administrators to delete reviewers from reviews

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Name Date Reason(s) for Change Version

Huston 04/20/2012 Details of the following enhancements:

• Allow employee credentials to be sent with scheduled review notifications

• Learning Content Integration module • Multiple level manager sign-off • Permission for batch review sign-off • Allow for multiple manager budgets

• User review period manager for administrators

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4/20/2012 Have question? Contact your system administrator or 7 of 78 The reviewsnap™ performance management system is a complete, web-based, on-demand system that requires no downloading of additional software to your computer. You will access and manage your organization’s performance reviews/appraisals and 360 degree feedback surveys simply by logging in from any computer that has access to the Internet.

As you use the system, remember that you will manage the processes largely from the navigation tabs across the top of each page. Depending on the permissions of the user, this navigation area will display the links they have access to within the system. System administrators will generally see all system management tabs and links while others will generally see fewer tabs and links.

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Administration

Manage Company Information

Navigation When you subscribe to the reviewsnap performance management system,

you provide some basic information about your organization. Making sure that all of the pertinent information about your company has been entered is the first step in initial setup.

• Navigate to Administration / Manage Company Information

Company Data You can update company information at any time.

Company Logo Upload your company logo and it will appear both in the online system and

on your forms.

Password

Settings Use the following values to set password security requirements.

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Manage Company Information

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Review

Settings Make the following global review and survey form decisions:

• Show Global Review Templates

reviewsnap™ offers standard review templates for performance reviews and 360 degree surveys. Uncheck this box to hide the standard templates if you are not going to use them.

• Show Global Rating Scales

reviewsnap™ offers global rating scales. Uncheck this box to hide the standard rating scales if you are not going to use them.

• Show Comment Area for Each Competency Group

Check this box to provide a comments box for each competency group in review and survey forms.

• Show Comment Suggestions

The Comment Suggestions tool can be made available in the competency evaluation section of a review form. If enabled, it provides potential feedback language for insertion into the comment fields.

• Allow Managers access to unfinalized Self Reviews

Check this box to allow managers to view employee self-reviews that are in progress.

Note: This option also triggers the signature process for self-reviews.

• Cutoff Employee Access to Self Review after Manager Handoff

Check this box to trigger handoff of a self-review to the manager for their input. The manager will be able to provide their own ratings and

comments and view the employee’s ratings and comments.

Notes: This option is dependent on the previous option. Only the

manager’s ratings will be used to calculate the overall rating.

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Manage Company Information

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Review Settings,

(continued)

• Include Employee Ratings on Review PDF

Check this box to include the employee’s ratings and comments on the finalized version of the review.

Note: This option is dependent on the previous two options.

• Do Not Allow New Reviews When a Self-Review is in Progress

Check this box to prevent managers from starting a new review when the employee’s self-review is in progress.

Note: This option is dependent on the previous three options.

• Require all Review Fields to be Filled In

Check this box to require that all rating and comments fields be filled in during a review or survey. The system will prompt the reviewer and will not let them proceed until they fill in all ratings and comments.

If this box is not checked reviewers will be prompted that they missed a rating, but they will be able to move forward without filling it in. • Show Warning Message when Comments are left Blank

If “Require all Review Fields to be Filled In” is NOT checked and this box IS checked, reviewers will be prompted that they missed a comment, but they will be able to move forward without filling it in.

• Autorun AuthoriCheck on Review Step submit

Check this box if you would like to have the system automatically scan for inappropriate, discriminatory, or derogatory language and suggest alternative words or phrases anytime you click the Next, Save Only or Save and Exit buttons within the system.

• Rating Scale scores range from 1 to X

This option allows you to determine how many points are in your rating scales. The system is set to 5 points by default, but can be changed to accommodate scales up to 10 points.

Review

Notifications Make the following automatic system notification decisions:

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Manage Company Information

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Goals Make the following global goal plan decisions:

• Turn On Learning Content Integration

Check this box to activate development goals and learning activity integration.

• Allow Management of Upcoming Goals in Review Process

By default, the third step in a reviewsnap™ performance review provides an opportunity to set goals for the coming year. If that is not part of your review process, simply uncheck this box to disable.

• Use Weighted Goals

Check this box to require that users assign a percentage to each goal based on its importance. The sum of all goals must equal 100%. If you don’t select this option all goals will be considered to be of equal value. • Allow Employees to Manage Their Goals

Check this box to allow employees to add and update goals in their Manage Goals section.

Note: If enabled, managers still have the option to “Lock All Current

Goals” for an individual employee. • Allow Employees to Delete Their Goals

Check this box to allow employees to delete any current goals. • Notify Manager when Goals are Changed

Check this box to automatically trigger an email notification to a

manager anytime their employee makes a change, deletes, or adds a goal to the their Manage Goals section.

• Notify Employees when Goals are Changed

Check this box to automatically trigger an email notification to an employee anytime their manager makes a change, deletes, or adds a goal to the employee’s Manage Goals section.

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Manage Company Information

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Journal Entries Make the following global journal entry decisions:

• Limit Journal Entries to Subordinates Only

Check this box to limit journal entries to managers only. If this option is not checked then anyone within the company can leave journal entries on anyone else.

• Notify Manager of Subordinate’s Journal Entries

If this option is checked (which we recommend) then a manager will receive an email notification anytime someone leaves a journal entry on one of their employees.

• Allow Employees to see others’ Journal Entries on themselves

If this option is checked then an employee will be able to see the content of all journal entries for which they are the subject. They will not be able to see who submitted the entry. If this option is unchecked only the manager of the employee, author of the journal entry, and administrator of the system will be able to see journal entries.

• Allow Managers to delete Subordinate’s Journal Entries

Check this box to allow managers to delete journal entries that have been submitted for any of their employees. This enables managers to delete inappropriate journal entries or items that are not pertinent.

Note: If this box is not checked, the administrator of the system will still

have the ability to delete any journal entry.

• Send Manager Journal Entry Reminders every __ days, starting _______ This option gives you the ability to set up automatic email notifications to managers if you wish to systematically remind them to use the journal entries tool.

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Manage Company Information

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eSignature Make the following global review form signature decisions:

• Require eSignatures to finalize reviews

This option must be checked to activate the eSignature feature in the system.

• Auto Finalize Reviews when all signatures have been submitted Check this box to automatically finalize reviews once all eSignatures have been submitted.

Note: Employee’s will not have access to the completed review until a

manager or administrator selects “Allow Employee to View”. • Allow Employees to sign off on reviews

Check this box if ANY of your employees will be signing off on reviews using the eSignature option. You will have an option at the end of each review to turn off the employee eSignature requirement.

• Require HR eSignature to finalize reviews

Check this box if a representative of the HR department is required to sign-off on reviews before they can be considered complete. Do not check this box if HR is not part of your review process.

• HR eSignatures based on location

Check this box if your organization has multiple locations and you have an HR representative from each location who will be signing off on the reviews completed at their location.

• Remove eSignatures when a review is updated

Check this box to require that reviews be re-signed in the event that a change is made after a signature has been applied.

• eSignature Sign-off Order

This option allows you to enforce the order of signatures. • Require Managers to Sign-off in Specific Order

This option enables multiple level manager sign-off.

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Manage Company Information

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360 Surveys Make the following global 360 survey decisions:

• Allow 360 Surveys

Check this box to activate the 360 Degree Survey module. When checked, all links related to the 360 module will appear and it can be used at anytime. If it is not checked the links will be hidden.

Note: If you uncheck this option you can activate it at any time if you

decide to implement the 360 Degree Survey module later on. • Require Survey Admin Approval for Rater Finalization

Check this box if you require that the survey administrator approve feedback before a rater is done with the survey. Leave this option unchecked if you want raters to be done as soon as they hit the finalize button.

Compensation

Module Make the following compensation decisions:

• Allow Compensation Module

Check this box to activate the Compensation module. When checked, all links related to the Compensation module will appear and it can be used at anytime. If it is not checked the links will be hidden.

Note: If you uncheck this option you can activate it at any time if you

decide to implement the Compensation module later on. • Include Bonuses

Check this box to include bonus budgets and recommendations in the workflow.

• Include Stock Options

Check this box to include stock options budgets and recommendations in the workflow.

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Manage Company Information

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LMS Credits Use this information to manage LMS credits when Learning Content

Integration is activated:

• LMS Credits Remaining Track remaining credits • LMS Credit Notification Level

Set the notification level to trigger a notification to the system administrator when credits are running low.

• Purchase LMS Credits

Click this link to enter LMS Credit, Billing and Payment information

Subscribing Use the following links to activate your reviewsnap performance

management system:

• Click Renew Now to subscribe to the system

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Manage Departments

Create a

Department Department values are not required. They can be used to automatically assign goals and/or form templates. They can also be used as filters in some reports.

• Navigate to Administration / Manage Departments

• Click Create a Department

• Name the department

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Department to save the entry and remain in this screen to enter another

Note: Departments may be automatically created using the employee import

feature of the system. Reference the “Manage Employees / Import Employees” topic.

Update a

Department To update a department value:

Click Update and make your changes

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Manage Job Descriptions

Create a Job

Description At least one job description must be entered before employees can be set up. They can be used to automatically assign goals and/or form templates.

• Navigate to Administration / Manage Job Descriptions

• Click Create a Job Description

• Select a Pay Grade (only appears if the Compensation module is active) • Enter the Job Description Title

• Enter Job Description Text by using Job Description Suggestions, entering/formatting your own text, or attaching a file

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Description to save the entry and remain in this screen to enter another

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Manage Job Descriptions

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Create a Job Description,

(continued)

• You may initially enter all of your titles and come back in later to add the actual descriptions

• Entering the full job descriptions is a great way to give managers and employees easy access through their employee profile

Notes:

• Job description title values may be automatically created using the employee import feature of the system. Reference the “Manage Employees / Import Employees” topic.

• Full job description information can also be imported using the template and instructions available by clicking Import Job Descriptions.

Update a Job

Description To update a job description value:

Click Update and make your changes

Note: Only job descriptions that are not assigned to anyone may be

deleted.

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Manage Job Descriptions

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Update a Job Description,

(continued)

• Click Update Competencies to add job-specific competencies to the job description

• Create custom competencies and/or select standard competencies o Click Add a New Ratable (or Non-ratable) Custom Competency to

create one from scratch

Click Update to save the entry and exit this screen Click Cancel to exit this screen without saving the entry Click Update and Add Ratable (or Non-ratable) Custom Competency to save the entry and remain in this screen to add another

o Select standard competencies

The reviewsnap™ system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups

represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly

communicates to employees/managers what is being measured.

Note: Competencies may be added to the form as ratable or

non-ratable.

• Click Add to link the competencies to the job description

Note: Competencies added to the job description will automatically be pulled

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Manage Employee Roles

Add a Role Employee Roles functionality is used to assign the specific permissions that

each employee will have within the system. The system provides default settings for three roles;

• Administrator – typically has permission for all functionality in the site • Manager – someone with direct reports

• Employees – someone without direct reports To create additional roles:

• Navigate to Administration / Manage Employee Roles

• Click Add a Role

• Name the new role, check the required permissions, then click Create

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Manage Employee Roles

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Add a Role,

(continued)

Administrator Only recommendations • Manage Company Info

Allows the user to update information about the organization. • Create/Update/Delete Employees

Add employees and update their information when necessary. • Add/Edit Roles

Allows the user to add and edit new roles with system permissions that may differ from default roles.

• Create Reviews for All Employees

Allows the user access to create reviews for any employee in the system. • Edit Review Comments

Allows the user to edit comments left by others on a review. • Sign-off on All Reviews

Users with this permission are required to sign-off on all employee reviews when the eSignatures option is active and the option to require HR eSignatures is also active.

• Finalize Reviews

Allows the user to finalize any incomplete review. • Finalize/Unfinalize/Delete Reviews

Allows the user to unfinalize or permanently delete any completed review or survey.

• Change Reviewer on Reviews

Allows the user to change the reviewer on any performance review. • Completed Review Email Notification

Users with this permission are sent email notifications upon completion of all reviews.

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Manage Employee Roles

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Update a Role You may rename any of the roles and update their permissions:

• Click Update and make your changes

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Reference Library

Documentation System documentation is available:

• Navigate to Administration / Reference Library

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Review Process

Manage Employees

Navigation The reviewsnap system is employee-centric. All goals, reviews, feedback

and other relevant performance information are tied directly to an employee record.

• Navigate to Review Process / Manage Employees

Add Individual

Employee Each employee that will be reviewed and anyone who will be responsible for conducting reviews and/or surveys must exist in the system.

• Click Add Individual Employee to manually add a new record.

• Fill in all pertinent employee information.

o Username (Required)

Used by the employee to log into the system and must be unique. o Password / Confirm Password

If you don’t enter a password the system will auto-generate one. o Email (Required)

Used by the system to send any automated notifications your organization may be using.

Note: If an employee does not have a valid email address, you may

add a fictitious address to fulfill the system requirement. We recommend something like user1@yourcompanyname.com. o Send email to user with login information

Check this box to automatically notify the user of log information when the record is saved.

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Manage Employees

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Add Individual Employee,

(continued)

o First Name (Required) o Last Name (Required) o Employee ID (Optional)

An optional employee identification field. o Department (Optional)

Must already exist in the system to be included in the drop-down list. o Job Title (Optional)

Must already exist in the system to be included in the drop-down list. o Signature Image (Optional)

Upload JPEG images of employees’ signatures.

o Salary (Optional – only visible with the Compensation module) o Wage Type (Required – only visible with the Compensation module) o If Hourly, Hours Per Week (Optional – only visible with the

Compensation module) o Location (Optional) o Hire Date (Required)

o Use Anniversary Review Periods (Optional)

Use this field to designate that Anniversary Review Periods should be used for this user when Custom Review Periods have been chosen overall.

o Probation End Date (Optional)

If you would like to include a probationary review period for a user, enter the end date of the probationary review period.

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Manage Employees

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Add Individual Employee,

(continued)

o Manager(s) (Optional)

This field establishes the hierarchical reporting relationship for

performance appraisals. It is optional. However, each employee must have a manager in order to be reviewed.

Click Add a Manager to search for and assign a manager.

o User Roles (Optional)

Use these checkboxes to assign the role the employee will play as a user of the reviewsnap™ system. This associates the permissions assigned to that role to the employee.

Note: It is a best practice to design your roles such that it is only

necessary to assign one role to each employee.

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Manage Employees

, Continued

Import

Employees Another option for adding employees to the system is to use the employee import feature.

• Click Import Employees to access the zip file that contains the instructions and file template

• Enter your employee data and save the csv file

Note: Do not add, delete, or reorder the columns.

• Return to the reviewsnap™ system and click the Browse button to locate your file

• Click Upload and an onscreen message will provide import results.

Note: Contact your account manager if you need help addressing import

errors.

Import

Signatures reviewto be used during the performance review signature step. snap™ makes it possible to batch upload employee signature images

• Images must be saved as JPEG (*.jpg) files and the maximum image width should be no greater than 250 pixels for optimum placement • Name each signature file using the e-mail address of the user

• Compress the images files into a ZIP file that you will use in the upload process

• Return to the system and click Import Signatures

• Click the Browse button to locate your ZIP file

• Click Upload and an onscreen message will provide import results

Note: Contact your account manager if you need help addressing import

errors.

View Deactivated Users

To view a list of inactive users: • Click View Deactivated Users

• The option to reactivate an employee is available here as well

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Manage Employees

, Continued

Create or Complete a Review

To create and complete a review: • Navigate to Manage Employees

• Select an employee and click Create or Complete a Review

• Select an available review period then click Continue

• Select a review template then click Continue

• Confirm employee, review period, and template information then click Continue

• Provide competency ratings and comments as required then click Next

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Manage Employees

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Create or Complete a Review,

(continued)

• Provide goal ratings and comments as required then click Next

• [Optional Step] Set goals for the upcoming review period then click Next

• Review development plan progress then click Next

• [Optional Step] Set development goals for the upcoming review period then click Next

• [Optional Step] Provide summary comments as required then click Next • [Optional Step] Mark the review ready for signatures

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Manage Employees

, Continued

Create or Complete a Review,

(continued)

• [Optional Step] Select additional manager(s) to require signature(s) then click Submit.

Note: If multiple managers are selected you may be given the

opportunity to select the appropriate manager sign-off order. • [Optional Step] Click Signatures

Note: Signature order is determined by the system administrator and

enforced by the system.

• [Optional Step] Type the signature then click Sign

• Click Back to Manage Reviews • Click Finalize

Note: Finalizing can only happen once all signatures are complete.

• Finalize the review

Note: Finalizing can only happen once all signatures are complete. The

system administrator may choose to automatically finalize reviews once all signatures are submitted. If that is the case, managers will not have to manually finalize the review.

Note: At any step during the process, the review may be saved and accessed

at another time for completion.

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Manage Employees

, Continued

Change

Reviewer Administrators may have permission to change reviewers

Navigate to Manage Employees

• Select an employee and click Create or Complete a Review

• Select an alternate reviewer from the drop-down list • Click Change

Reroute Review Administrators may have permission to send a review back to an employee

• Navigate to Manage Employees

• Select an employee and click Create or Complete a Review

• Click Back to Employee

View Completed Reviews

To view completed self-reviews and/or manager reviews: • Navigate to Manage Employees

• Select an employee and click View Completed Reviews

• Click View to open a copy of a completed review for viewing, saving and/or printing

• Click Reviewers to see a list of people who contributed to the review • Click Comments to view or print any comments that were added during

the signature stage

• Click Allow Employee to View to make a copy of the signed and finalized review available to the employee

• Click Unfinalize to make a review editable again

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Manage Employees

, Continued

View Completed Reviews,

(continued)

• Click Delete to remove the review from the system

Note: Deleted reviews cannot be restored without assistance from

reviewsnap™ and there is a cost associated with doing so.

Manage Business and Development Goals

To manage an employee’s goal plan: • Navigate to Manage Employees

• Select an employee and click Manage Business and Development Goals

• Select the appropriate review period

Note: “Lock All Current Goals” will disable the employee’s ability to

update their own goals.

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Manage Employees

, Continued

Manage Business and Development Goals,

(continued)

• Add business goals and/or update existing goal details

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Goal to save the entry and remain in this screen to enter another

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Manage Employees

, Continued

Manage Business and Development Goals,

(continued)

• Add development goals and/or update existing goal details

Note: Learning activities will automatically be filtered based on the

competency groups that are selected.

o Click Update to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Update and Add New Goal to save the entry and remain in this screen to enter another

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Manage Employees

, Continued

Manage 360 Degree Surveys

To kick-off a 360 Degree Survey on your employee: • Navigate to Manage Employees

• Select an employee and click Manage 360 Degree Surveys

• Click Create 360 Degree Survey • Complete the survey details

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Manage Employees

, Continued

Manage 360 Degree Surveys,

(continued)

• Click Add Raters

• Click Find

• Select a rater type and click Assign for each individual that should be included in the 360 degree survey

Note: External raters (e.g. clients) may also be added.

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Manage Employees

, Continued

Manage 360 Degree Surveys,

(continued)

• You may add more raters, delete raters, and send reminders at any point until the survey is finalized

• Once a rater has finalized their individual input, you may view their survey by clicking View

Note: Only the survey administrator (the person who assigned the

survey) may see the individual rater input.

• To close the survey, click Finalize

To view the survey summary for a completed 360 degree survey for your employee:

• Click View Summary to open a copy of a completed survey for viewing, saving and/or printing

Note: Survey summaries are anonymous consolidations of all rater input.

• Click Allow Employee to View if you would like the subject of the survey to be able to view/save/print the survey summary.

Note: Once this button is clicked, the ability for the employee to view the

summary cannot be revoked.

• Click Raters to view individual survey input

Note: Only the survey administrator (the person who assigned the

survey) may see the individual rater input.

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Manage Employees

, Continued

Create/View

Journal Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or update entries that you have previously created on an

employee:

• Navigate to Manage Employees

• Select an employee and click Create/View Journal Entries

• Create, print, and/or filter Journal Entries

Note: The paperclip icon indicates that the entry has an associated

attachment.

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Manage Employees

, Continued

Create/View Journal Entries,

(continued)

• Add new entries and/or update existing entries

o Private entries are only visible to the person who created them. o External documentation, such as prior year performance reviews, can

be linked to the reviewsnap™ system using the Journal Entry functionality. Simply create an entry and browse to where the file is stored.

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A Product of Applied Training Systems, Inc

Manage Employees

, Continued

Manage Review

Periods To manage review periods for individual users:

Select the user and click Manager Review Periods to

• Create or deactivate

Update Employee Information

Keep your employee information up-to-date:

• Select the user and click Update Employee Information to manually update a record

Note: Employee information can also be updated via an import file. See

the Import Employees sub-topic for more information.

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Manage Employees

, Continued

Deactivate

Employee When a user no longer requires access to the system, they can be made inactive.

• Select the user and click Deactivate Employee

Note: Go to View Deactivated Employees to reactivate a user.

Send

Passwords To send login information to a single user or a group of users. Click Send Passwords

• Select the employee(s) and click Send E-mails

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A Product of Applied Training Systems, Inc

Manage Employees

, Continued

Send Review

Notifications To send an email notification to all managers and/or employees that have not started or completed a review for a selected review period:

• Click Send Review Notifications

• Select the review period, type of notification and users to notify

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Compensation Dashboard

Navigation The reviewsnap compensation tracking and management solution provides

you with the tools you need to create a pay-for-performance culture. • Navigate to Review Process / Compensation Dashboard

Company Level

Budget Create budgets at the company level. The department level increases will automatically be totaled to avoid budgets being exceeded.

• Click Company Level Budget

• Select the review period and enter the company-wide budget information

You may budget for one or more of these options:

o Performance Budget = total of all salaries, including increases, at the end of the review period

o Bonus Budget = money allocated for bonuses for the review period o Stock Options Budget = number of options to be awarded for the

review period • Click Update

Note: You must create a company level budget for each review period

before you are able to enter department level information.

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A Product of Applied Training Systems, Inc

Compensation Dashboard

, Continued

Department

Level Budget Create budgets at the department level. Increases will automatically be totaled to avoid budgets being exceeded.

• Click Department Level Budget

• Select the review period

Note: Department level budget information can also be imported using

the template and instructions available by clicking Import Department Budgets.

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Compensation Dashboard

, Continued

Department Level Budget,

(continued)

• Click Add or Update and enter department level budget information

Note: The total of the department level budgets cannot exceed the

company budget.

Manager Level

Budget Create budgets at the manager level. Increases will automatically be totaled to avoid budgets being exceeded.

• Click Manager Level Budget

Note: An individual manager may have a budget in multiple

departments.

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A Product of Applied Training Systems, Inc

Compensation Dashboard

, Continued

Manager Level Budget,

(continued)

• Select the review period, department, and managers

Note: Manager level budget information can also be imported using the

template and instructions available by clicking Import Manager Budgets. • Click Add or Update and enter manager level budget information

Note: The total of the manager level budgets cannot exceed the

department budget.

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Compensation Dashboard

, Continued

Manage Pay

Grades Build an unlimited number of Pay Grades, tie them to job descriptions and create compensation increase matrices for each pay grade.

• Click Manage Pay Grades

• Click Create a Pay Grade

Note: Pay Grade information can also be imported using the template

and instructions available by clicking Import Pay Grades. • Select Job Description or Salary as the basis for the Pay Grade

o Name the Pay Grade and select the job descriptions to which it applies

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A Product of Applied Training Systems, Inc

Compensation Dashboard

, Continued

Manage Pay Grades,

(continued)

o Name the Pay Grade and assign the salary range to which it applies

Click Create to save the entry and exit this screen Click Cancel to exit this screen without saving the entry

Click Create and Add New Pay Grade to save the entry and remain in this screen to enter another

• Save your Pay Grade and then click Levels

• Click Add a Level to add the compensation guidelines

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Compensation Dashboard

, Continued

Manage Pay Grades,

(continued)

• Enter the starting performance rating, ending performance rating and recommended pay increase percentage

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Level to save the entry and remain in this screen to enter another

• The compensation increase matrix should cover the entire range or your performance rating scale without overlapping

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A Product of Applied Training Systems, Inc

Compensation Dashboard

, Continued

Manage

Approvers Put compensation recommendations through an automated approval process rather than dealing with the paperwork.

• Click Manage Approvers

• Click Add or Update to select approver(s) for each department

• Select approver(s) (hold down the ctrl key on your keyboard to select multiple approvers)

Note: The list of potential approvers includes those who are assigned a

role with permission to approve compensation recommendations.

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Compensation Dashboard

, Continued

Compensation Recommenda-tions

• To make a compensation recommendation:

• Select the appropriate review period and complete the increase recommendation details

o Salary Increase

Note: The system recommends an increase based on the overall

performance appraisal rating for the review period. You may accept the system recommendation or change it.

o Bonus and/or Stock Options

o Effective Date

Notes: Click the icon to include notes regarding the recommendations. Click the History link to view historical compensation data for a user.

• Check Submit for Approval

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A Product of Applied Training Systems, Inc

Compensation Dashboard

, Continued

Compensation

Approvals To make compensation decisions:

Select the appropriate review period and review increase information • Select Approve or Decline

Notes: Click the icon to include notes regarding the

recommendations. Click the History link to view historical compensation data for a user.

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Manage eSignatures

Navigation The system enables a paperless review process by allowing eSignatures.

• Navigate to Review Process / Manage eSignatures

Note: If you plan to use eSignatures, be certain to check the appropriate

box(es) in Manage Company Information to require them.

Manage

eSignatures When a review form requires your signature:

To sign reviews one at a time, click Signatures • Type your name and click Sign

• You may have the option to sign off on multiple reviews at the same time. If so, select them and click Sign

Notes:

• If you are using the eSignature function, reviews cannot be finalized until all required signatures are provided.

• Once all eSignatures have been processed, the manager will receive a notification that he/she can now finalize the review.

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A Product of Applied Training Systems, Inc

360 Degree Surveys

Navigation To view 360 Degree Surveys that require your input:

• Navigate to Review Process / 360 Degree Surveys

360 Degree

Surveys To complete 360 Degree Surveys:

Click Start to begin the survey

• Provide competency ratings and comments as required, clicking Next to advance

• [Optional Step] Provide summary comments as required then click Next • Finalize the survey

Note: At any step during the process, the survey may be saved and accessed

at another time for completion.

Import 360

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Create Journal Entries

Navigation reviewsnap provides the ability to informally document positive and

negative performance events using Journal Entries. • Navigate to Review Process / Create Journal Entries

Create Journal

Entries Journal Entries are ad hoc notes that can be made at any time. To create new entries and/or view entries that you have previously created for others in your

organization:

• Navigate to Create Journal Entries

• Select the person for whom you would like to create a Journal Entry

• Create, print, and/or filter Journal Entries

Note: The paperclip icon indicates that the entry has an associated

attachment.

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A Product of Applied Training Systems, Inc

Create Journal Entries

, Continued

Create Journal Entries,

(continued)

• Add new entries and/or update existing entries

o Private entries are only visible to the person who created them. o External documentation, such as prior year performance reviews, can

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Review Setup

Manage Goal Categories

Navigation Goal Categories are optional. When you add Goal Categories, they populate

the category drop-down list that appears when employees/managers create goals in their goal plan.

• Navigate to review setup / manage goal categories

Add a Category To create a goal category:

• Click Add a Category

• Name the category and select a type (Business Goal, Development Goal, or Both)

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Category to save the entry and remain in this screen to enter another

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A Product of Applied Training Systems, Inc

Manage Goal Categories

, Continued

Update a

Category To edit the name or status of a Goal Category:

Click Update

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Manage Cascading Goals

Navigation The Manage Cascading Goals module allows you to add goals that apply to

everyone within the company, a department or a job description all at once. • Navigate to Review Setup / Manage Cascading Goals

Add a Goal To enter a cascading goal:

• Select the review period and expand the goal type

• If department or job description goals are being added, select the department or job description and then click Add a Goal

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A Product of Applied Training Systems, Inc

Manage Cascading Goals

, Continued

Add a Goal,

(continued) • Enter the goal details

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Goal to save the entry and remain in this screen to enter another

Import Goals Goal information can also be imported using the template and instructions

available by clicking Import Goals.

Note: You have the option of importing goals on an individual, department

and job description level. Provide information in only one of the following columns to assign the goal appropriately:

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Manage Development Plans

Navigation The Manage Development Plans module allows you to create learning

activities and link them to competencies for development planning purposes. • Navigate to Review Setup / Manage Development Plans

Manage Goal Competency Groups

Determine which competency groups will be available to assign to development goals. The system can be set to automatically create development goals and make recommendations for learning activities for employees.

• Select the competency groups

• [Optional Step] Enter a percentage of the maximum rating (highest rating in your rating scales ) for each competency group. If an employee is rated lower than that percentage during their review, they will

automatically be assigned a development goal for that competency group when the review is finalized.

Example: If you enter 50% for the Communication competency group

and an employee’s average score on their finalized review is 2.5 or below (on a 5 point rating scale) for the Communication competency group, the employee will automatically be assigned a development goal on their next review period for the Communication competency group.

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A Product of Applied Training Systems, Inc

Manage Development Plans

, Continued

Create a Learning Activity

• Enter the learning activity details o ID: unique identifier for each course

o Type: Instructor-Led Training, Online Training, or Other o Duration: enter a full value such as 4 hours or 2 days o URL: link to online content

o Competency Group: select one or more o Attachment: used to upload content

o Active: activities must be active to be available to users

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add New Activity to save the entry and remain in this screen to enter another

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Manage Development Plans

, Continued

Import/Export Learning Activities

Learning Activity information can be imported using the template and instructions available by clicking Import Learning Activities.

Learning Activity information can also be exported by clicking Export Learning Activities. Modifications can then be made and imported.

Note: If your intention for exporting is to make changes and re-import, DO

NOT modify the learning activity ID (LAID) as this will result in a duplicate activity being created.

Import LMS

Courses reviewcourses. snap™ has partnered with Open Sesame to offer a library of online

• Click Import LMS Courses to view the library and select LMS courses to be made available to your users

Note: Go to Administration / Manage Company Information to purchase

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A Product of Applied Training Systems, Inc

Manage Rating Scales

Navigation Consistent and descriptive Rating Scales are an integral part of the review

process.

• Navigate to Review Setup / Manage Rating Scales

Create a Rating

Scale review snap™ provides five standard five-point Rating Scales.

Click View to preview one of the standard global scales

• The standard global scales cannot be edited

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Manage Rating Scales

, Continued

Create a Rating Scale,

(continued)

• Click Create a Rating Scale to create one from scratch

• Enter the Rating Scale details

o Determine if zero ratings should be part of the scale. Zero ratings are treated as not applicable and are not included in calculations.

o Abbreviations may be used instead of numerical values in the rating scale header on review forms.

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A Product of Applied Training Systems, Inc

Manage Rating Scales

, Continued

Update a

Rating Scale You may choose to duplicate and update a scale rather than starting from scratch.

• Click Duplicate to copy a Rating Scale

• Name the new scale and determine if a zero rating (not included in overall calculations) will be allowed

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Manage Review Periods

Navigation The reviewsnap system allows the administrator to define exactly what

periods of time they wish to use in reviewing employees. • Navigate to Review Setup / Manage Review Periods

Create a

Review Period To create Review Periods:

Select which type of review periods your company uses and click Switch Review Periods:

o If one of the anniversary date review period options is selected, the employee’s hire date will be used to identify their review periods. Anniversary date reviews can be set up as:

Annual Semi-annual Quarterly Monthly

o If “Use custom review dates.” is selected, the system allows you to create review periods in any way you wish to define them.

Notes:

You will want to give this decision a lot of thought prior to initiating your performance reviews. Switching back and forth between anniversary date and custom date as the default review periods is not recommended.

To use a combined approach, select “Use custom review dates.” as the default and then set individual users to “Use Anniversary Review Periods” in Employee Information.

• Click Create a Review Period

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A Product of Applied Training Systems, Inc

Manage Review Periods

, Continued

Create a Review Period,

(continued)

• Enter the Review Period details

Note: You have the option of assigning a custom review period to all

employees or selected employees.

Update a

Review Period To update a Review Period:

Click Update

• Prior to the Review Period being used to assign a performance review, you are able to edit all elements

Note: Once the Review Period has been used to assign a performance

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Manage Review Templates

Navigation The ability to create and customize an unlimited number of form templates is

a powerful feature in the reviewsnap™ system.

• Navigate to Review Setup / Manage Review Templates

Standard Form

Templates reviewsurvey). snap™ provides four standard templates (2 performance review and 2

• Click View to preview one of the standard form templates

Note: The standard form templates cannot be edited directly but they can

be duplicated and then edited.

• Standard form templates can be used out-of-the-box. When a reviewer pulls up an employee to review them, they would select the appropriate review form template. If multiple forms are available, they just need to know which form you want them to use for each employee group.

Overall Form

Settings There are two decisions that will impact all forms:

Performance Review Template Format

• Performance Review Footer

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A Product of Applied Training Systems, Inc

Manage Review Templates

, Continued

Create a

Template To create a form template from scratch:

Click Create a Template

• Enter the form details

o Determine what type of form you are creating Performance, 360, or both

o Name the form

o Type and format any instructional text you would like to include o Set the status

Only Active form templates are available for use. o Competency Rating Scale

Select the rating scale to be used in the competency section of the form.

o Determine the scoring method

As a default, scoring is done by selecting a rating radio button. If you would prefer that your employees/managers type in scores select “Allow fill-in scoring for Competencies”.

o Determine the scoring values

As a default, numeric headers appear above the rating radio buttons. If you would prefer to use the abbreviations provided in your rating scale select “Show Rating Titles instead of Numeric Scores”.

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Manage Review Templates

, Continued

Create a Template,

(continued)

o Filter form availability

The reviewsnap™ system provides organizations the ability to filter form templates by department and/or job description.

o Performance Review Options

Determine which type(s) of reviews the form will be used for (Performance, Self, or both).

Select the rating scale to be used in the goal section of the form. Determine whether competency group weighting will be used. Will goal scores be used in the overall score calculation? If so, determine the weighting of the competencies and goals sections. If the template is review period-specific, select the review period(s) for which it should be made available.

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A Product of Applied Training Systems, Inc

Manage Review Templates

, Continued

Create a Template,

(continued)

o 360 Survey Options

Will raters be asked to provide comments for each competency group or just overall competency comments?

o Select standard competencies

The reviewsnap™ system provides a competency (performance factor) library of more than 350 validated competencies that are divided into 32 competency groups. The competency groups

represent nothing more than a way to categorize the competencies so that they appear on the review form in a way that clearly

communicates to employees/managers what is being measured.

Note: Competencies may be added to the form as ratable or

non-ratable.

o Save the form template

Click Create to save the template and exit this screen Click Cancel to exit this screen without saving the template Click Create and Add Custom Competencies to save the template and move on to the Manage Competency Groups/Competencies screen

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Manage Review Templates

, Continued

Create and Add Custom

Competencies

You have the ability to:

• Add additional predefined competencies from the competency library

• Create a custom competency group

Note: Check “Job Description Competency Group” to cause the system

to automatically populate competencies assigned to job titles. • Add ratable custom competencies

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add Ratable Custom Competency to save the entry and remain in this screen to add another

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A Product of Applied Training Systems, Inc

Manage Review Templates

, Continued

Create and Add Custom

Competencies,

(continued)

• Add non- ratable custom competencies

o Click Create to save the entry and exit this screen o Click Cancel to exit this screen without saving the entry

o Click Create and Add Non-Ratable Custom Competency to save the entry and remain in this screen to add another

Update

Competencies Competencies may be updated until the template is in use.

Click Update Comps to view a list of current competency groups

o Click Update Competencies to view a list of current competencies

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Manage Review Templates

, Continued

Update

Competencies,

(continued)

Add, remove, and/or update competencies as necessary

Note: Pre-defined competencies can be modified to more closely

match your requirements.

o Click Update to view competency group details

Modify the competency group details, including the ability to add competency group weights if you are using this feature

Figure

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References

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Related subjects :