Feedback Exchange FY’16 - SuccessFactors · PDF fileFeedback Exchange is a Performance Review process that involves a formal discussion about an employee [s ... If you're an individual

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Feedback Exchange FY’16 (Annual Reviewer Calibration) – Delivery &

Enabling User Manual

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HCL Technologies Ltd.-Confidential

Annual Reviewer Assessment– User Manual

Version No. Date Prepared by / Modified by

1 03/06/2016 Shikha Agnihotri & Ritesh Seth

Revision History

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Legal Disclaimer:

This Program First/iSuccess initiative from HCL (‘Company’) consisting of Performance management, career

management, rewards management, talent management and learning management,

1. May not address every question or every possible circumstance with respect to every employee

situation

2. Should be always read in conjunction with applicable laws of the jurisdiction, and the respective

employment contract (and other applicable employment policies and procedures) pursuant to which

an employee has been hired. In case of any conflict between this document on one side and any

applicable laws of the jurisdiction or employment contract on the other side, the applicable laws of

the jurisdiction or the applicable employment contract, will prevail. Provided that to the extent there

are no such conflicts, Program First/ iSuccess will apply to every employee working for HCL.

3. Nothing in this Program First/iSuccess is designed to interfere with, restrain, or prevent an employee

from exercising statutory rights, wages, hours of work, collective bargaining or other terms and

conditions of employment, which are protected under law. HCL employees have the right to engage

in or refrain from such activities.

4. In the process of implementation of Program First/iSuccess, Company may receive different types of

information about the employee, including: 1) the information the employee chooses to share (such

as locational preference, target roles, etc.); 2) Information others share about the employee (peers ,

managers and others); and 3) Other information the Company receives about the employee

(including additional related data or metadata) such as when the employee looks at another

employee timeline, post a referral or otherwise interact with the Program First/iSuccess platform.

Personal information of any employee that HCL obtains or receives during this process will be held

and used in accordance with applicable data privacy laws and HCL’s policy in this regard. It will be

treated confidentially and shared internally with a limited number of people who have a need to

know or who are responsible for dealing with its implementation. This may, in some cases, include

persons in other countries (including India) where HCL does business or have a back office presence.

The Company will store such information/data for as long as the employee is employed with HCL

and/ or the Company reasonably requires access to such information.

5. Notwithstanding anything contained herein, the Company is authorized to share the aforementioned

data/information, in case the Company receives any specific direction/s for sharing any data or

information regarding an employee from any governmental or judicial or quasi-judicial authority etc.

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Feedback Exchange (Annual Reviewer Calibration)

User Manual

Feedback Exchange……………………....................................................................................................5

To Do Tile………………………………..…...................................................................................................5

Where do I start? ............................................................................................................................5

Action Items- Reviewer View...........................................................................................................6

Action items………………………………………..........................................................................................12 Annual Reviewer Assessment…………………………………………………………………………………………………….30

SSD & Support…………………………..……………………………………………………………………………………………….36

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Feedback Exchange

Feedback Exchange is a Performance Review process that involves a formal discussion about an employee’s development and performance. It involves reviewing what has been achieved and what could have been done better to achieve the goals set in the last review period.

The Home page provides users immediate visibility into the review process, what is required, and when is it

required.

To Do Tile:

The “To Do” tile calls out the actionable items in the process, the current review status, and allows

managers to easily drill down to access the details of each review. Tasks related to performance steps are

listed as “To Do” items on the Home page and become active links to the form. This tile would also

represent all the cases that have already been completed and all cases that would be coming in future.

Path (iSuccess Login): MyHCL >> HR Studio >> Perform >> iSuccess >> Home Page >> To Do

Fig1. “To Do” Tile

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Where Do I Start?

Goals will populate from the Appraisee’s Expectation Exchange Worksheet onto the Appraisee’s Feedback

Exchange review form.

Step 1: Login to iSuccess and access the Feedback Exchange (by choosing “Feedback Exchange” from the

“Home” drop down at the top left corner).

Path (iSuccess Login): MyHCL >> HR Studio >> PERFORM >> iSuccess Feedback Exchange

Fig2. Path (iSuccess)

Step 2: My Forms

This Section provides you information regarding the current Assessment process going on provides

information such as Form Title; Employee; Step; Date assigned; Step Due Date; Form Start Date; Form Date

end; Form Due Date; Last modified; Sent From; Action.

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Fig3. My Forms

Notice the heading of the Feedback Exchange Form for Eg: “2015-16 Annual Feedback Exchange Form for

XYZ”.

Form Tile: Every form is provided with the header in Feedback Exchange, is a short descriptor that enables

employees to understand the form details. This header also known as “Form Tile” is visible in the

Performance Inbox and on the open form. Examples:

2015-16 Annual Feedback Exchange Form

2015-16 Annual Sales Feedback Exchange Form

Fig4. Form Tile

Employee: This section provides information about the Employee for whom the Assessment Process has

been initiated. A quick card will be available which will quickly navigate you to various other modules with

Information such as employee’s reporting manager; Direct Subordinates; Team size; Org chart.

Fig5. Employee

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Step: This section displays the current step of the form as per the workflow. For Eg: Annual Appraisee

Assessment; Annual Appraiser Assessment; Annual Reviewer Assessment etc.

Fig6. Step

Date Assigned: This section displays the date the form was sent to Appraisee’s Inbox.

Fig7. Date Assigned

Currently With: This section displays the name of the stakeholder with whom form is currently pending.

Fig8. Currently with

Step Due Date: This section displays the information regarding the date by which the current step must be

completed.

Fig9. Step Due Date

Form Start Date: This section displays the information regarding the date on which form was initiated.

Fig10. Form Start Date

Form End Date/Form Due Date: This section displays the information regarding the date on which form

must be submitted.

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Fig11. Form End Date/ Form Due Date

Last modified: This section displays information regarding the date of the most recent change made to the

form.

Fig12. Last Modified

Sent From: This section displays the name of the stakeholder from where the form has been sent.

Fig13. Sent From

Action: This Action Item helps you provide the overall information about the current Feedback Exchange

From. This section display information related to all the step owners as per the route map. For example

Appraiser would be mapped against Annual Appraiser Assessment.

**Click to open a separate window that displays more details and the routing history of the form.

Fig14. Action

There are various sections in “My Forms” such as all forms; In Progress; Completed; Form Status

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Add to Outlook:

This Action Item helps in creating a meeting request your Manager and it also integrate the same with the

Outlook. As soon as you click the below display Action Item in the screenshot, it will automatically create a

meeting appointment with the existing Feedback Form with your Manager.

**Click to create a meeting invite with the existing Feedback Form with your Manager.

Fig15. Add To Outlook

All Forms: This section displays all the assessment forms for an employee irrespective of the review period.

The All Forms page displays all of your current and archived forms. By default, the forms are listed in the

order in which they were due, from oldest to most recent.

Fig16. All Forms

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You can view no of records as per you convenience by using “Items per Page” dropdown. You can view

maximum 250 and minimum 10 records at one point of time on one page.

In Progress: In Progress forms are forms that are currently being used in a review period. Generally, during

a review period, forms move from person to person based on the route map sequence. There are two

different “In Progress” views: Inbox and En Route

Fig17. In Progress

Inbox: The Inbox stores all the forms that you'll be working on. The forms will remain in this folder

until you send it to someone else. When you're finished with the form and send it to the next

stakeholder on the routing sequence, the form automatically moves out of the Inbox and moves into

the En Route folder.

When it is your turn to receive a form, you'll get the form in your Inbox. Forms in your Inbox are

waiting for action from you. This section displays forms where the Appraisee/Appraiser/Reviewer

needs to take the action.

En-Route: The En Route folder stores copies of all the forms you've worked on and sent to other

stakeholders. A copy of each of these sent forms is automatically added to the En Route folder. The

forms remain in the En Route folder until the review period is completed. This makes it easy for you

to track the progress of any form because you can always see who currently has the form. The forms

are in read-only format so you can no longer make changes to them, and you can't see any changes

made by the person who currently has the form. Once the review period is complete, the forms are

automatically moved out of the En Route folder and into the Completed folder.

Completed: This section displays the following options i.e. “Create a New Folder” & “Un-Filed”. The

Completed page uses folders to help you organize your forms.

https://performancemanager4.successfactors.com/doc/roboHelp/07a-Working_With_Completed_Forms/ph_about_complforms123.htm

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Fig18. Completed

Create a New Folder/Un-filed: All Completed forms are initially stored in the default Un-Filed main

folder. When you create new folders of your own, you can move them out of the Un-Filed folder,

but you can never delete this default folder.

Form Status: The Form Status pages allow you to track the progress of forms as they make their way

through the established workflow sequence. If you're an appraiser, you'll see the status of the forms for

yourself, your entire team, meaning your direct reports and their direct reports.

Fig19. Form Status

You can track forms from two different views: Individual and Aggregate.

Individual: Shows what step in the workflow sequence each individual form is currently in.

Aggregate: Shows the total number of forms that are in each step in the workflow sequence. Forms include a workflow sequence that outlines all the steps the form must go through in order to complete the review process. The Form Status report allows you to track the how many forms are currently in a particular step in the workflow sequence.

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If you're a manager, you'll see the status for your entire team, meaning your direct reports, and their direct reports. If you're an individual contributor, you'll see the status of your own forms.

Determining which forms to display:

The Search area at the top of the Form Status page allows you to choose which forms you want to display

on the page. You can search for forms by process or by form name (Such as 2014-15 Performance

Assessment etc).

To search by process:

1. In the Process Type field, select the process you want to use. For example, Annual Review.

2. In the Date Range field, do one of the following:

To choose a general date, select the All Time Periods option, then select Current Period or Previous Period.

To choose a specific date range, select the blank date fields option. In the first date field, enter or select from the calendar, the start date of the review period. In the second date field, enter or select from the calendar, the end date of the review period.

3. Click Search. The page expands and lists all matching forms.

Form status:

The Form Status page displays each form in a separate section. Each section is a separate report. If you're

reporting on more than one form, each form section will be listed one after the other down the page. The

data in each form section applies only to the form named on the form section header.

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1. Name of the form being reported on. In the above screenshot, the form name is displayed

as 2014-2015 Feedback Exchange Form.

2. The Employee column displays the names of the people who are using the form.

If you're an individual contributor, you'll only see one name: yours.

If you're a manager, your name is listed first, followed by all of your direct reports. If

your direct reports have direct reports of their own, you can drill down to see their

team statuses.

The person whose team you're currently viewing.

In the example graphic, you're seeing the form status for Barbara A. Director's immediate-level team.

Shows that this person has additional direct reports of their own. Click the icon to drill down to that person's team to see form status at that level.

In the example graphic, both Fiona Mgr. Ford and Eric D. Manager have direct reports.

3. People: This column shows the number of people being reported on in each row.

If you're an individual contributor, this column will always display a 1. If you have direct reports, this column will reflect the number of direct reports on your team.

# Of Forms: This column shows the total number of forms being reported on in each row.

4. Each of these rows corresponds to a listed name and shows the percentage of forms that

are in each workflow sequence stage.

The top two rows display the due dates and names of the stages.

Names such as Mid-year Appraisee Assessment, Annual Appraisee Assessment etc

with their corresponding due dates listed above them.

The following rows display progress bars that show the percentage of forms in the

specified stage.

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The progress bars are color-coded to visually show completion thresholds. The colors

are intended to draw your attention to areas you might want to monitor.

Green Shows that an acceptable number of forms have completed this stage.

Yellow Shows that a fair number of forms have completed this stage.

Red Shows that an undesirably low number of forms have completed this stage.

5. Direct Reportees: The Direct Reports row shows the total number of immediate-level direct

reports being reported on and the number of forms used by the immediate-level direct

reports. And of these forms, the percentage of forms in each stage.

6. Team Total: The Team Total row shows the total number of people in the manager's entire

team (meaning the manager's immediate-level direct reports, and their direct reports), and

the number of forms used by the team. And of these forms, the percentage of forms in each

stage.

Step 3: Annual Performance Assessment Form:

Get familiar with the flow of this page

Fig20. 2015-16 Annual Feedback Exchange Form

Back to Inbox: This feature will route you back to “All Forms” section.

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Action Items- Reviewer View

In order to explore more details on each Action Items, Employee needs to click on each action item to drill-

down for more details.

Profile View: This section provides information about the Employee for whom the Assessment Process has

been initiated. A quick card will be available which will quickly navigate you to various other modules with

Information such as employee’s reporting manager; Direct Subordinates; Team size; Org chart.

Fig21. Profile View

Incomplete Items: This feature highlights the incomplete section in the Appraisal form which require

current stakeholders action.

Fig22. Incomplete Items

Out of: This feature ranks the employee rating in comparison with the other team members for whom appraisal has been initiated.

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Fig23. Out of

Gap Analysis: Gap Analysis feature displays the deviation of scoring by appraiser and appraisee against each goal.

Fig24. Gap Analysis

Supporting: Any Additional document such as client appreciation etc can be attached directly for Appraiser/Reviewer Reference. The feedback that is returned through “Ask for Feedback” populates the “Supporting Information” pod in the performance form.

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Fig25. Supporting Document

Team Overview: Team Overview provides a dashboard with team progress on all performance forms.

Fig26. Team Overview

1. The “Ask for Feedback” function allows Appraiser/Reviewer to loop in person other than Additional

Appraiser to provide comments on performance.

2. Detailed view of your team for whom appraisal has been triggered.

3. It displays stage wise movement of the Performance Review form and details the role of the

stakeholder. If an individual clicks on the information icon over a stage, it will display information

regarding these steps. You will be able to see the timelines with respect to each stage on the route

map.

4. Rating of employee and score against the goal will be visible in each stage.

5. “Go to form” option directly open with the form of the Appraisee

Ask for Feedback: The “Ask for Feedback” function allows Appraiser/Reviewer to loop in person other than Additional Appraiser to provide comments on performance. The feedback that is returned through “Ask for Feedback” populates the “Supporting Information” pod in the performance form.

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Procedure to “Ask for Feedback”: In order to seek feedback form “Ask for feedback” option in Feedback Exchange follow the below mention steps:

Step 1: Under Team Overview, Click on “Ask Feedback” available against each stakeholder for whom Appraisal form has been triggered. An Email box will appear.

Enter the desired stakeholders email id/Name within HCL. You can add as many stakeholders you want by using this option. After selecting, click on “Send email” option002E

The feedback that is returned through “Ask for Feedback” populates in the “Supporting Information” pod aswell as it will be available “Team Overview” in the Appraisal form.

Fig27. Ask for feedback

In order to explore more details on each Action Items, Employee needs to hovers over a step with their

mouse, an arrow displays on the right-hand side to drill-down for more details.

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Fig28. Action Items

Various Action items such as View Full Form, View Form by Section, and View Form by Item, Spell Check,

Legal Scan, Print Preview, and Print to HTML or PDF, Save, Info, Add to Outlook can be used as per the

employee’s convenience.

Spell Check: This Action Item helps you to do Spell Check of review Form. Spell Check checks the spelling of

words in a text document. Textual spelling errors can be easily corrected by using spell check.

Fig29. Spell Check

Legal Scan: This Action Item helps you to do Legal Scan of review Form. The Legal Scan checks for

potentially improper or discriminatory language in comment sections of forms. Legal Scan works much like

a spell-checker. Legal Scan automatically reviews the selected text and displays any words that are

potentially improper and suggests changes.

http://www.webopedia.com/TERM/T/text.html

http://www.webopedia.com/TERM/D/document.html

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Fig30. Legal Scan

Info about the Form: This Action Item helps you to provide the overall information about the Feedback

Exchange From. This section display information related to the step owners as per the route map. For

example Appraiser would be mapped against Annual Appraiser Assessment.

Fig31. Info about the Form

Add to Outlook: This Action Item helps in creating a meeting request your Manager and it also integrate the

same with the Outlook. As soon as you click the below display Action Item in the screenshot, it will

automatically create a meeting appointment with the existing Feedback Form with your Manager.

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Fig32. Add to Outlook

Performance Form History: This Action Item helps you to view and search for previous Performance forms.

You can view the previous performance forms period wise.

Fig33. Performance Form History

Print: This Action Item helps you to print the review form; this can be used while having discussions with

your Appraisers/Reviewers.

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Fig34. Print

Save: This Action Item helps you to save the form.

Fig35. Save

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Form Sections

Each form contains sections that display information about the review process and specific input fields that

need to be filled by the stakeholders.

Fig37. Form Section

Route Map:

The Route Map specifies stage wise movement of the Performance Review form and details the role

of the stakeholder. If an individual clicks on the information icon over a stage, it will display

information regarding these steps. You will be able to see the timelines with respect to each stage

on the route map.

Fig38. Route Map

Instruction for Annual Assessment: This Section provides you information regarding the current

Assessment process.

User Manuals and FAQs links are available in this section for your reference.

Fig39. Instruction for Annual Assessment

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**Please follow the below mention path to change/Correct the Appraiser mapping. Reviewer mapping

will get updated basis the Appraiser’s Appraiser available in the system.

MyHCL >> ESS >> My Information- Employment >> Appraiser

Fig40. Appraiser Mapping

Employee Information: This section displays information about your Personal Details such as First

Name; Last Name; Designation; Location; Band; Job etc. Information related to your Appraiser,

Reviewer and L4 Head will also be visible here.

Fig41. Employee Information

Employee Information: Quick Links- This Section displays quick links to Appraisee’s Employee

Profile portlets such as “Progression within HCL”, “Special Assignment”, “Ideapreneurship” etc.

You can directly update the information in any of these portlets through the available links in the

Appraisal Form. As an Appraiser/Reviewer you can update and view the information present in the

portlets.

Once you click on any Quick Links, It will display a quick glance of the information already present in

the portlets. Please note that only few links are editable. You can add/delete any information

available in the portlets. For instance data in “Progression within HCL” displays information

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regarding your last promotion action. This section is non editable as the data directly flows from

SAP.

Fig42. Employee Information- Quick Links

Goal Assessment: This section is to evaluate achievement against Goals. Each goal must be self-

scored and sum of weights in this section should be 100%.

This section displays information related to your Goals such as Goal Name, Goal Category, Goal

Description, Work Area Level, Work Area Code, Target, Status, Start Date, Due Date etc.

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There are Action Buttons through which you can choose the display of the Goal Assessment Section.

You will be able to view all the details regarding each goal in one go by using “Goal Detail” option

such as Goal metric; Work Area Level; % complete; Comments etc.

Fig43. Goal Assessment

Successor Identification: This section is identifying and nominating successor candidates for most-

critical roles. This is Mandatory for E4+ employees. Please mention the Name and Ecode within your

team or any other peer who can be a possible successor.

Fig44. Successor Identification

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Annual Reviewer Assessment

In this stage Reviewer provides his assessment on the achievements of the Employee.

Fig45. Route Map

During the launch of Annual Assessment Form Goals populates from the Employee’s Expectation Exchange Goalsheet onto the Employee’s Feedback Exchange review form. Reviewer is able to view Goals flowing from the "Expectations Exchange".

Appraiser/Reviewer Mapping:

**For Non Apps & SI the Appraiser mapped would be RM (Reporting Manager) & Reviewer would

be Appraiser’s Appraiser.

**For APPS & SI the Appraiser mapped would be PRM (Project Reporting Manager) & Reviewer

would be Appraiser’s Appraiser.

Goal Assessment:

Reviewer is able to only view and not edit the Appraisee Scores, Appraiser Scores, Appraisee Comments and Appraiser Comments against each Goal.

Reviewer is able to view "Appraisee’s/Additional Appraiser/Appraiser’s Feedback" Comments by using “Less/More rating from others” option.

Fig46. Goal Assessment

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Annual Promotion Recommendation:

Reviewer can overwrites the Promotion Recommendation given by the Appraiser and can provides Reviewer Justification in “Annual Promotion Recommendation” section. Reviewer is able to view and not edit the Appraiser Justification comments in this section.

Additionally Leveraging check is also available for Appraiser/Reviewer reference.

Fig47. Annual Promotion Recommendation

Successor Identification: Reviewer is able to the view the successor name nominated by the Appraisee in the Successor Identification section. Information displays the Name and Ecode of the nominated Successors.

Fig48. Successor Identification

Annual Potential Rating: Reviewer overwrites the Potential Rating provided by the Appraiser in this section. The scale of the same is “High/Medium/Low”

Fig49. Annual Potential Rating

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Annual Performance Discussion Feedback: Reviewer is able to view the Annual Performance Discussion Feedback and Discussion Feedback comments by Appraisee.

Fig50. Annual Performance Discussion Feedback

Overall Summary: Appraisee/Appraiser/Reviewer will be able to see an Overall Form Score and a Snap shot of all the

Scores against each Goal is available in the "Overall Summary" Section.

Reviewer is able to overwrite the Relative Rating (Final). Reviewer is able to provide "Relative Rating" in form of a drop down with values - "Distinguished Performance, Exceptional Performance, Good Performance, Threshold Performance, and Performance Needs Improvement". This is mandatory.

Fig51. Overall Summary

Annual Overall Comments: Reviewer is able to view and not edit the Appraisee/Appraiser Comments in “Annual Overall Comments” section. Reviewer needs to provide the comments under the “Reviewer comments” section in Annual Overall Comments.

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Fig52. Annual Overall Comments

Annual Confidential Comments: Reviewer is able to view and not edit the Appraiser Confidential Comments in “Annual Confidential Comments” section. Reviewer needs to provide the confidential comments under the “Reviewer comments” section in Annual Confidential Comments.

Fig53. Annual Confidential Comments

Annual Discussion Date and Time:

This section displays the information related to Date and Time set for the Discussion between the Appraisee and the Appraiser for “Annual Discussion”.

It is visible to the Appraisee/Appraiser/Reviewer.

Fig54. Annual Discussion Date and Time

Send to Reviewer Calibration/ Refer back to previous step:

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Button to "Refer Back to previous step" is available i.e. form can be referred back to “Annual Discussion Assessment” stage. Form can be referred back either to the “Appraiser” or to the “Appraisee”. Button to "Send for Reviewer Calibration" is also available.

Fig55. Refer Back to Appraiser/Send for Reviewer Calibration

**An Email is triggered to the stakeholder to whom the form is being sent.

Calibration: In this step, L4 Head conducts relative peer assessment for all Appraisees in their span. Talent Administrator Review: In this step, Talent Administrator ensures all talent decisions are aligned with the organizational guidelines and policies. Completed: In this step, Appraisee can view the overall Feedback from Appraiser and Reviewer as well as the Final Relative Rating.

Access of Appraisal Form in Reviewer Calibration Session

In order to view the Performance Review Form of Appraisees in Reviewer calibration, Click on the righthand

side of the Employee Name (Three options will be available) under “List View” section in reviewer

calibration. Choose the revelant option accordingly.

View 2014-15 Annual Feedback Exchange Form for XYZ

Employee Profile

Comment

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Fig56. Review Form/Employee Profile/ Comment

View 2014-15 Annual Feedback Exchange Form for XYZ:

Performance Review form will open once you click on the “View/Edit 2014-15 Annual Feedback

Exchange Form for XYZ”.

Reviewer will be able to overwrite the “Annual Promotion recommendation” & “Annual

Potential Rating” provided by Appraiser. Reviewer will be able to overwrite the “Annual Overall

Comments” provided by reviewer in the form.

Fig57.Performance Review Form

System Generated Mail Communication

• Reviewer/L4 Calibration: System will trigger a mail to Session Owner and Facilitator once the

Calibration session is initiated centrally.

• Appraisee Submission to Reviewer: System will trigger a mail to Reviewer once the form is

submitted from Appraisee’s end.

• Refer back by Appraiser/Reviewer to Appraisee: System will trigger a mail once the form is referred

back by the respective stakeholders.

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Channels to Reach Support

Smart Service Desk (SSD): We have identified dedicated support on the SSD to respond to queries related to process, access to system and on issues that you may face with respect to the system. Meme: We have a dedicated page for iSuccess on MEME where all the tutorials/Help Documents are available. To access the tutorial page on Meme, please click on http://meme.hcl.com/pages/tutorials/482

Fig58. Channels to Reach Support

http://meme.hcl.com/pages/tutorials/482