You are here: Modules > Administration > Workflow Administration > Configuration > Form Templates > Define Template Wizard

Define Template

This wizard defines the performance review form template. The template consists of a number of sections (with the exception of the form header), and the user can setup the appearance for each section of the Performance Review document.

Prerequisites

Rules and Guidelines

  • Information is retained when using the Back button on any of the windows within the workflow.
  • Subsequent maintenance of each screen within this template can be accessed through individual Navigator items.

Select Start Wizard to begin.

Field Information

ClosedSelection

Performance Review Template Creation Wizard

This wizard will help you configure the Performance Review Screens (Templates).

Start by entering the name of your new template. If you wish to import details from an existing template, simply select a template from the drop down, otherwise leave it blank.

The following areas of the Performance Review can be configured as required:

 

  • Instructions displayed to Employee and Manager
  • Setup performance criteria
  • Employee Comments and overall rating

 

Click the Next button to setup the general appearance of your review template.

 

ClosedHeader

This section determines the general appearance and configuration of the Performance Review form. The tick boxes determine the visibility of instructions on the screen.

ClosedTemplate ID*

This field displays the template name.

ClosedDocument Status*

A status for each template created is assigned. Newly created templates may be flagged as 'Inactive' until such time that they are applicable.

Options Description
A The 'Active' option means that the template is available for selection in the Initiate Process step.
I The 'Inactive' option means that the template will not be available for selection in the Initiate Process step.

 

ClosedTitle*

Enter the title of the form/template that describes the template (e.g. Quarterly Performance Review for Sales Department, etc.).

ClosedPurpose of Form

Enter details on what the form is used for and possibly the process used.

ClosedExample:

Probation review process for store staff at 4, 8, and 12 weeks after employment.

  • The form is automatically created using a scheduled task and managers will receive the form via a My To Do List entry.

 

ClosedWorkflow

Select from the dropdown the workflow process to be used for this form.

  • Workflows defined in this area can be used by more than one form template.
  • Only those Performance Review Workflows that are enabled (on the Performance Review Workflow window) will be available for selection.
  • If during the Initiate step, the system determines that the workflow is no longer enabled, the process is terminated.

 

ClosedRecord Results

This field specifies if the results will be recorded in the system or not.

Options Description
Y This option means that performance data recorded on the Performance Review screen will be used in future rewards and recognition function.
After the last manual workflow step the final result will be inserted into the Performance Review screen as part of the Archive process.
N This option means that performance data recorded in the Performance Review screen will not be used in a future rewards and recognition function.

 

ClosedCompletion Deadlines

The automated reminders are set in this field, which will enable for a prompt to be sent to the employee if the stage is not completed by the set target date.

ClosedTarget Completion Relative Days

A number of days for each of the listed targets is entered in this field. This is then used as a basis for determining the target date that is to appear in the form header and whether the process step has met the target date and if issuing reminders are required. Any of the targets can be left blank, as they will be deemed as no target exists.

Options Value Description
Employee Update Target - Period Start 10

The employee must complete the First Phase of the workflow within 10 day after workflow is initiated (e.g., if the workflow was initiated on 25/3/11, employee must complete this step before the 4/4/11).

  • If the task is not completed within the set time, it is escalated to the Administrator.
  • If left blank, no target date exists.
Employee Input Target - Period End 5

The employee must complete the Input of tasks/Items in the Update Agree Assessment step of the workflow (ESS) within 5 days of the previous due date (e.g., this task must be completed before the 9/4/11 regardless of when the employee completed the previous task).

  • If the task is not completed within the set time, it is escalated to the Administrator.
  • If left blank, no target date exists.
Reviewer Review Target - Period End 15

The reviewer must complete the Employee Ratings , Agree Assessment, and Comments sections within 15 days of the previous due date (e.g., this task must be completed before the 24/4/11, regardless of when the employee completed the previous task).

  • If the task is not completed within the set time, it is escalated to the Administrator.
  • If left blank, no target date exists.
Employee Feedback Target - Period End 5

The employee must complete the Feedback task (ESS) within 5 days of the previous due date (e.g., this task must be completed before the 29/4/11, regardless of when the reviewer completed the previous task).

  • If the task is not completed within the set time, it is escalated to the Administrator.
  • If left blank, no target date exists.

ClosedExamples:
  1. Employee Update must be completed by 4/4/11 (i.e.,10 days after the start date).
  2. Employee Input Target must be completed by 9/4/11 (i.e., 5 days after the previous completion date of the 4/4/11).
  3. Reviewer Review Target must be completed by 24/4/11 (i.e., 15 days after the previous completion date of the 9/4/11).
  4. Employee Feedback Target must be completed by 29/4/11 (i.e., 5 days after the previous completion date of 24/4/11).

 

ClosedDisplay this information on Performance Review Wizards

Items selected in this section will appear on the Details section for each step of the workflow.

 

ClosedInstructions

This section allows for the instructional text that appears at the start of the form for each of the employee and reviewer roles associated with the form at each step in the process to be defined.

ClosedUpdate Step

Employee

When the tick box is selected, the text entered in this section is displayed when the employee views the form during the update step of the workflow.

Reviewer

When the tick box is selected, the text entered in this section is displayed to the reviewer during the Input step of the workflow.

  • Text entered into this field does not currently appear on any windows or processes.

 

ClosedInput Step

Employee

When the tick box is selected, the text entered in this section is displayed to the employee during the Review step of the workflow.

Reviewer

When the tick box is selected, the text entered in this section is displayed to the reviewer during the Input step of the workflow.

  • Text entered into this field does not currently appear on any windows or processes.

 

ClosedReview Step

Employee

When the tick box is selected, the text entered in this section is displayed to the employee during the Review step of the workflow

  • Text enter into this field does not currently appear on any windows or process.

Reviewer

When the tick box is selected, the text entered in this section is displayed to the reviewer during the Review step of the workflow.

ClosedFeedback Step

Employee

When the tick box is selected, the text entered in this section is displayed to the employee during the Feedback step of the workflow.

Reviewer

When the tick box is selected, the text entered in this section is displayed to the reviewer during the Feedback step of the workflow.

 

Select Next>.

 

 

ClosedAgreed Assessment

This section allows you to customise the appearance of the Performance Review screens. To enable the sections, select the appropriate tick box. The titles in the grey boxes can be modified and will be displayed on the respective screens.

ClosedEnable Agreed Assessment Section

When selected, it will enable the Agreed Assessment section of the Performance Review. Otherwise, no information will be required from the employee.

ClosedCustomise the appearance of the criteria table

When selected, any of the following labels will appear on the Assessment section of the Performance Review Form.

  • Performance Criteria Title*
  • Measurement Title*
  • Display Description Column
  • Display Completion Date
  • Display Measurement Attribute
  • Display Weightages

 

ClosedCustomise the appearance of the Assessment section

This allows you to customise what items you want to appear in Assessment section.

Just tick the items or select the dropdown for the default selection.

  • Select Rating Model
  • Use Weightings to Calculate Ratings
  • Enable Self Evaluation
  • Display Employee Comment
  • Enable Evaluation by Reviewer
  • Display Comments by Reviewer
  • Display Comments on Section (Employee)
  • Display Comments on Section (Reviewer)

 

 

Select Next>.

 

 

ClosedRatings

This section allows you to customise the appearance of the Rate and Comment section.

Options Values
Enable Rating and Comments Section  
Select Rating Model*
Calculate Section Weighted Rating
Capture Employee Rating  
Capture Employee Comment  
Employee Section Summary  
Capture Reviewer Rating  
Capture Reviewer Comment  
Reviewer Section Summary

 

 

Select Next>.

 

 

ClosedComments

This section allows you customise the appearance of the Comments Only section.

ClosedUse Comment Only Section

Tick this button to enable this section in the Performance Review process.

ClosedCapture Employee Only Comments

Tick this button to enable employee's comments in the Performance Review process.

ClosedCapture Reviewer Comments

Tick this button to enable the manager's comments in the Performance Review process.

 

Select Next>>

 

 

ClosedSummary

This section allows you to customise the appearance of the Summary section.

Reviewer Input

ClosedProvide instructions to viewers

Tick this button if instructions will be displayed for the Manager in the Performance Review document. A default instruction is provided in this field. You may enter additional instructions if desired.

ClosedAllow viewer to enter overall rating

Tick this button in order for an overall rating to be provided for the employee. Select a Rating Model from the drop-down.

ClosedDisplay reviewer's comment on overall performance

Tick this button for the manager's comments regarding the employee's overall performance to be displayed in the Performance Review document.

 

Employee Input

ClosedDisplay employee's comment on overall performance

Tick this button to display the employee's comments regarding his/her overall rating that was specified by the manager/reviewer.

 

Signatures

ClosedDisplay employee signature area on review document

Tick this button for a section to be provided for the employee's signature.

ClosedDisplay reviewer signature area on review document

Tick this button for a section to be provided for the manager's signature.

 

Select Finish >>.