What’s New in the 1H 2021 SAP SuccessFactors Performance Management Release

As of April 9, 2021, SAP has released their documentation for the H1 2021 release. 

Preview release will be April 16 and production will be released May 21st.  You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here

For tips on how to manage a release, check out our blog here

For your convenience, we’ve summarized the highlights of what’s new for 2021 Performance Management below.

The updates for Performance Management are primarily targeted for 360 Reviews so we will start with those. The PM form updates will be discussed after these features have been reviewed. Calibration updates can be found in our separate blog here.

What’s New for 360 Forms – Fiori Version

Here are the 10 universal updates made for the Fiori version of 360 forms to provide the same features that are available 360 Reviews v11.

Add Approvers in 360 Reviews

Approvers may now be added in the Modify stage.

Development Goal Section Available in 360 Reviews

A development goal section may be added to a 360 Review form template. These enables employees the opportunity to add and edit development goals.

Display a Data Table for a Chart

Within a 360 Executive Review and Detailed 360 Report, a user may select the table icon on a chart to see a data table. This provides text equivalents for non-text content.

Display External Users in Search Results When Adding Participants

It is now possible to add external users as participants without having to disable the system setting Hide External Users from search results.

EZ Rater Available in 360 Reviews

When enabled, the EZ Rater option provides a more condensed list view for rating goal and competencies.

Form History Available in 360 Reviews

Prior performance and 360 forms are now available within a 360 Review. The History button will display options to view either form type if available.

More Form Actions Available in 360 Reviews

With a 360 form, additional action options are now available. Information about the form may be viewed and the form may be deleted.

Print Preview Available in 360 Reviews

When the user clicks the Print button, a popup displays a preview of the form. This provides the user the opportunity to select the entire form or selected sections to print.

Stack Ranker Available in 360 Reviews

Stack Ranker can be enabled which allows side by side ranking of employee competencies. Ratings may be modified and comments added.

Section Descriptions Fully Displayed by Default

Now section descriptions are fully displayed by default and can be collapsed. Clicking Show Less to hide content. Previously sections were collapsed and the user had to click Show More to see the content.

What’s New for PM Forms

There are 5 universal updates for PM forms.

Customized Weighted Rating Supported in Import Overall Scores

Previously it was only possible to import overall scores into the Objective Competency Summary, and Performance Potential Summary, and Summary sections. The new release enables you to update overall scores for the Customized Weighted Rating section.

On the import file, use <PERFORMANCE> rating in the CSV file. The rating field is also used to update the Summary and Performance Potential section overall rating. If there is more than one PERFORMANCE rating, there is a priority for updating. The section order for uploading from high to low is:

  • Customized Weighted Rating
  • Performance Potential Summary
  • Summary

Deep Link to Performance Management Forms

There is now a deeplink available to access a performance form: /sf/openFormByDocId

New OData V2 API Entity FormCustomizedWeightedRatingSection

There is a new OData V2 API Entity: FormCustomizedWeightedRatingSection. It can be used to get the Customized Weighted Rating section details of a performance form in order to update the manual ratings section of the performance form.

Target Population in Role-Based Permissions for Import Overall Scores

This update pertains to the Customized Weighting Rating import that we just covered. Role based permissions may now be used to restrict users to importing scores for only their target population.

Select a role in Manage Permission Roles. Go to Permission>Administrator Permissions>Manage Document and select “Import Overall Scores Only for Target Population” and “Include All Employees” which allows granted users to update manual overall scores for all employees.

Live Profile Section Deleted

A Live Profile section can no longer be added to PM forms. Information in the existing section is no longer available. A link to People Profile can be used on the form instead.

What’s New in Continuous Performance Management (CPM)

There are some new early adapter features for the latest version of Continuous Performance Management (CPM). They are admin opt-in or opt-out features. We won’t cover these here since the latest version is not widely enabled. When the latest version of CPM is enabled, these email reminder notifications will become obsolete: Conduct 1:1 Meeting, Update Status, along with Activity and Achievement reminder notifications.

The latest version will handle notifications differently since multiple roles can be used and meeting channels can be created. Requests and meeting notifications can be created for anyone in the user’s meeting channel.

We have now covered the highlights of the PM related updates for H1 2021. See our blog for Calibration release features.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

What’s New in the 1H 2021 SAP SuccessFactors Career Development Release

Want to learn what is coming soon in SAP SuccessFactors Career Development? The latest updates for H1 2021 have been announced.

As of April 9, 2021, SAP has released their documentation for the H1 2021 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be April 16 and production will be released May 21st.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out our blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2021 Career Development below.

There are five universal updates related to Mentoring and one for Development Goals. Let’s take a look!

Mentoring

The mentoring features are related to the mentor program sign up process and are designed to improve the user experience.

Key Questions Indicated

In the sign up sheet, required entries are noted by a red asterisk. This ensures the mentees complete these fields prior to looking at the recommended mentors. Answering the key questions will improve the recommended mentors match.

Answers to questions will be saved but preferred mentors are not saved.

Save Sign Up Program to Complete Later

There may be times when an employee starts to enroll in a mentoring program but is not ready to commit. Maybe they need to consider their mentoring preferences further or need to check in with their manager first. The employee may start to fill out the sign up form, save it and come back to it later to make any updates prior to signing up.

There will be a “Save for Later” button that will display within the program sign up page.

Once saved, the program will appear on either the Invitations or Open Enrollment tab, whichever is applicable.

The program visible on the tab and can be easily be identified with an icon and “Saved for later” text.

Identify Mentor Requests

While filling out the sign up form, mentors that are selected from the recommended list will display a green check mark on the mentor cards.

Confirm Sign up

A mentee will see a confirmation popup when they are completing a program sign up. This gives the mentee the opportunity to confirm signing up for a mentor program. By clicking the “Complete Signup” button, the mentee is enrolled and mentor requests are submitted.

Your Mentor Requests

The Mentoring Page will contain a new section that tracks any mentor requests that a mentee has made. The “Your Mentor Requests” section allows a mentee to see the status of their mentor requests. Pending requests will appear as well as any declined requests and reasons. This feature is only applicable to open enrollment and unsupervised programs. Supervised programs rely on a matching program instead.

Mentees may also cancel any pending mentor requests.

Admin Opt-Ins for Mentoring

There is one admin opt-in available to for Mentoring.

Qualtrics Surveys for End of Mentoring Relationships

Qualtrics Surveys may now be used with Mentoring. The survey can be used when a mentor program participant opts to end the mentoring relationship. Based on how the program was configured, either the mentor or the mentee may cancel the mentoring relationship. A survey will pop up after a participant ends the mentoring relationship.

An email survey is sent to the other participant in the mentor relationship.

The feedback provided in the survey results are seen by the program owner and may be helpful when designing new mentoring programs.

In order to take advantage of this feature, Manage Qualtrics Integrations from the SAP SuccessFactors Admin Center needs to be set up.

Development Goals

Learning OData V4 Service

There is a new Learning OData V4 service. When using transcript or legacy learning activities, learning activities may be created and updated in mass to be associated with development goals and competencies.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

What’s New in the 1H 2021 SAP SuccessFactors Calibration Release

What’s New in Calibration?

As of April 9, 2021, SAP has released their documentation for the H1 2021 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be April 16 and production will be released May 21st.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out our blog here

For your convenience, we’ve summarized the highlights of the 7 new universal features for 2021 Calibration along with the an admin opt-in. Let’s start with the universal features.

Universal

Distribution Range and Group of Ratings in Guidelines

When defining your Calibration template and Performance was selected as the data source on the Data tab, previously an individual percentage could be set for each rating with one rating in a guideline.

It is now possible to create a distribution range for ratings including a group of ratings in a guideline.

In addition to an individual rating, a group of ratings can be used when creating a guideline. As an added bonus, more operators besides “=” can be used:

  • <
  • <=
  • >
  • >=
  • is between

This allows you to set a distribution range for ratings and also include a group of ratings in a guideline with different operators.

Group Ratings and Distribution Ranges in Bin View

Here is a feature that works with the new distribution ranges and groups of ratings in guidelines. When a guideline includes an individual rating with a distribution range, in Bin View, you can see the number of subjects in a range that can be added or removed from the bin to meet the guidelines. A warning message will display above the bins if a guideline includes a group of ratings.

You may modify the total number of subjects for groups of ratings to meet the guidelines. You may also adjust the number of subjects displayed as a range within a bin.

Dashboard and Executive Review Bar Charts

Working in tandem with the new distribution range and groups of ratings that can be configured in guidelines, there is a new UI for bar charts for the Dashboard view and the Executive Review view. The bar charts identify actual distribution for each rating from the rating scale. Blue and orange bars are used to identify the distribution that matches or does not match the guideline.

Hover over the chart to see target vs. actual distribution if any of these conditions are met:

  • A rating appears more than once in multiple guidelines.
  • Not all ratings are configured in all guidelines.
  • There is more than one rating in a guideline.
  • There is more than “equal” configured in a guideline.

When none of these conditions are met, the bar charts will still display the actual distribution and the guideline.

Filters in Manage Calibration Settings

Within Manage Calibration Settings, the “Search Results Fields” tab has been relabeled as “Search and Filter Fields”.

On this tab, the existing columns has been relabeled:

  • “Include Field” is now “Include Search Results Fields”
  • “Make Default” is now “Default Search Results Fields”

There is a new column, “Filter Fields”, applies to all views of a calibration session and allows you to identify the default filters.

There are also new filter fields: Name, First Name, Middle Name, Last Name, Title, Username, Email, Gender, Level, and Status.

Manager Created Calibration Sessions

It is now easier for a manager to create his team calibration session. Previously a manager could identify the template, session name and number of reporting levels when creating the session. Now the manager has more options. Session co-facilitators may be chosen, the default co-facilitators changed and the direct reports may also be participants rather than just subjects. The default co-facilitators option will only appear if the admin opt-in on Manage Calibration Settings is used. It will be explained in the admin opt-in section at the end of this blog.

Deep Links to Performance Management

Within a calibration session view, it is now possible to use a deep link to view a performance form:

/sf/viewPMFormFromCAL

Also to use a deep link to edit a performance form:

/sf/editPMFormFromCAL

Appending the deep link to the application server address will go to a Performance Management form in calibration views as well.

My Jobs Downloads

Previously Calibration reports could be downloaded from the Scheduled Reports page in Classic View. Reports may now be downloaded from My Jobs page within Report Center. This eliminates the need to switch to Classic View prior to downloading.

A report with multiple files can be downloaded in a compressed .zip file or downloaded individually.

Admin Opt-In

There is one admin opt-in for Calibration which we touched upon when looking at manager created calibration sessions.

Specify Default Facilitators for Manager-Initiated Calibration Sessions

A manager initiated calibration session can now have default facilitators. To set this up, a user who has access to Manage Calibration Settings would go to the Global tab and use the setting: Choose one or more users as default facilitators for a new manager calibration session to identify active users to default as facilitators.

This can be useful to specify an HR manager to act as a co-facilitator in order to access a manager initiated session.

When creating a session, the New Session dialog window will display the default facilitators but can be edited by the manager.

We have now reviewed what is coming soon for Calibration.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

SAP SuccessFactors Job Profile Builder Talent Management Integration

SAP SuccessFactors Job Profile Builder (JPB) is a tool used to create and maintain job profiles associated to job roles. Job profile content can be used when creating job requisitions but it can be used for much more. JPB is integrated with many HCM modules and the key that ties all of these modules to Job Profile Builder is job roles.

The job profile components can be used in many modules. These components are useful in many areas of SuccessFactors including:

  • Performance Management
  • Career Development
  • Succession
  • Employee Profile

First, let’s look at a job profile. Job Profiles are tied to job roles within a job family. The profile can include education, skills and competencies to associate with a job role. This information can get pulled into a req and the position associated with a job will inherit its properties.

An example of a job profile is shown below.

Job Profile

Competencies are a very critical component of a job role. The competencies are selected from a competency library, most notably the SuccessFactors 2.1 Competency Library. Once the job roles are created, competencies are selected to map to roles. Positions associated with a job will then have these competences that can included as requirements on a job req or a way for an employee to track progress on goals.

As you see below, for a role, a competency library is selected and then competencies can be added.

Mapping Competencies to a Job Role

Job codes, skills, competencies and talent pools can be mapped to a job role. Job codes associated with the roles will inherit the skills and competencies. An example is shown below.

The job role below has a job code, 8 competencies, 4 skills and a talent pool mapped to it.

Job Role with Mappings

This means that all positions associated with a job code will then have the associate skills and competencies.

Performance Management
Any job related competencies can be included on performance form template. This allows an employee to be rated on their job specific competencies.

When a form is generated, all competencies associated with the employee’s role will be pulled in when a performance form is generated.

Role Competencies on PM Form

Development Goal Plans

Development goals can have have competencies added. This is especially useful when using Career Worksheet which we will look at next,

Competencies on Development Goal

Career Worksheet
The Career Worksheet is a component of Career Development and is used by an employee to discover development opportunities based on roles that may wish to grow in to. The Career Worksheet is also dependent on job roles and their job role definitions, mapped competencies and expected competency proficiency ratings.

Job profiles will appear throughout the career worksheet, when browsing roles, viewing suggested roles, viewing career paths to name a few.

The employee selects future or targeted roles to view along with the job role’s associated competencies. The worksheet identifies competency gaps which highlight development areas that the employee needs to work on.   The worksheet also illustrates how ready an employee is for the targeted role based on their competency proficiency. The worksheet may also be used to view career paths and suggested future roles.

Competency mappings to roles are the sole source of competencies listed on the career worksheet. Only ratings from completed forms are displayed in the career worksheet.

A job role will require a number of competencies and each competency should have an expected proficiency level rating. An employee’s readiness for the role depends on whether the employee’s proficiency rating for the competencies meets the expected ratings.

The system uses the Career Worksheet readiness cal­culation to compute a competency match score which compares the em­ployee’s competency rating with the ex­pected rating for the role.

An employee can browse career paths and suggested roles from their Career Worksheet. Employees can proactively prepare for that next step. By discovering the competencies and skills needed to exceed in a job role, the employee can create development goals that align with a targeted role. This gives employees a sense of empowerment to develop skills, behaviors and competencies to prepare for future roles.

Suggested Roles

Suggested roles can be based on career paths or through an algorithm based on a set of criteria. The suggested roles can be a combination of competencies, targeted roles, career path and roles selected by peer. Clicking within any role will will display the job profile, Selecting a role will add it to the employee’s career worksheet in order gauge their readiness for the role.

Suggested Roles

Clicking the plus sign will add the role the employee’s career worksheet.

The employee can view job roles based on job family. Selecting any will add the role to career worksheet.

View

Career Path

Once a target role is selected, the career path for the role can be viewed. This gives the employee a chance to see the job role progression. Job profiles for the roles in the path may be viewed as well.

On the Career Worksheet, the job profile of a targeted role may be viewed.

Career Path for Target Role

All of the job roles that have been configured for a career path will display. The targeted role will be highlighted. Clicking on the information icon give the employee a view of the job profile which can be used to help them decide if that is a job they may like to grow into.

Job Profile

Role Readiness Form

The Role Readiness form is launched from the Career Worksheet by the employee and is used to rate how proficient they are in the competencies needed for any future roles that they selected.   The form is used to help employees plan their career development and identify areas of  development needed for the future roles. 

Role Readiness Form

Readiness Meter

Once the form has been completed, the readiness meter on the career worksheet will show how ready the employee is for the targeted role.

Readiness Meter

Gap Graphs

There is a gap graph for each competency comparing the last competency rating of record for the employee with the expected rating for that role. All job roles mapped to a competency will be included.  The graph shows the actual competency rating from the latest rating form against the expected rating for the competency.

For any large gaps for the competencies, the employee may decide to add a development goal to help them become more proficient. This will add the development goal to their development plan. The development goal will also show the linked competencies.

Succession

Job roles can be tied to talent pools. When a talent pool is mapped to a job role, all positions tied to the job code will then become members of the talent pool. Talent pools associated with a position display in the position card when accessed from the Succession Org Chart or Position Tile view.

An employee’s talent card will also show the talent pools their position is associated with as seen below.

Talent Pool on Talent Card

The Position card will also show talent pool successors.

Position and role information may be viewed as well. Within the Succession Org Chart, when viewing a position, the associated job role details may be viewed. Clicking ‘View Role Details’ will open the job profile associated with the role.

Role Details

Employee Profile

The skill profile is linked to JPB.

Employees can add skills whick can be used for employee development and succession planning,

Skill Profile

Conclusion

I hope you can see that Job Profile Builder can be used beyond Recruitment. The job profiles created can be extremely useful in developing the people within your organization and not just for finding new talent.

SAP SuccessFactors Calibration Part III – Create Calibration Sessions

In the previous two calibration related blogs, we learned how to configure the Calibration module in Provisioning, and we reviewed how to set up role-based permission, created a calibration template and defined the calibration settings.

Here we will explore the various ways to create a calibration session.  We will see how an admin may create one or more calibration sessions using the “Manage Calibration Sessions” tool.  We will also learn how an admin may create multiple sessions using the “Mass Create Calibration Sessions” tool. We will also review the methods a manager may use to create their own calibration session.

What is a Calibration Session?

Before we begin, let’s have a quick refresher. A calibration session is a forum where managers convene to discuss the performance of their employees to achieve agreement on fair, objective performance ratings. The session is used to compare performance ratings for those being calibrated, make changes to ratings, add comments, and review the outcomes of a given calibration cycle.

Manage Calibration Sessions

We will begin by looking at the options found within “Manage Calibration Sessions”. This role-based permission is granted to the admin role and to any role that will be responsible for creating or editing calibration sessions. An example of the overview screen is shown below.  Here new calibration sessions may be created, and existing sessions may be edited, cloned, deleted, or exported.

Manage Calibration Session Overview

For existing sessions, the name of each session displays with its associated calibration template, the session status, the number of subjects and participants and name of the facilitator. The session statuses include the following:

  • Set up – session has been created and validated but it has not been activated yet.
  • In Progress – session is activated, session is open and not finalized yet.
  • Approving  – phase between In Progress and Approved. Finalize button has been clicked but finalization has not completed yet.
  • Approved  – session is finalized, ratings are approved and session is complete.
  • Deactivated – an In Progress session that has been stopped.  Deactivating a session allows for changes to be made.  Sessions must be reactivated to return to In Progress status.  

It may be helpful to understand what validating and activating mean as well. After a session is created, it must be validated. The validation process checks to make sure subjects have performance forms and the forms are in the calibration step. If validation is successful, the session may be activated. Activating a session makes it ready for the facilitators, owners and participants to access the session to begin the calibration process.

There are also export, filter and search options. One or multiple sessions may be exported to an Excel workbook. There is a record for each subject which contains basic information about the session. The filter option is helpful to find a specific session when an organization has a large number of calibration sessions. Sessions can be filtered by name, status, facilitator or number of subjects or participants. There is also a search option, the admin can quickly find a session by typing a part of a calibration session name in the search box.

Create a Calibration Session

During the session creation process, you will identify the time-frame the session is applicable to and identify the calibration template being used.  You will also designate users to:

  • Run the session (Facilitator)
  • Act as back-up (Co-facilitator)
  • Own the session (Owner)
  • Provide input  (Participant)
  • Be calibrated (Subject)
  • Have access to all session data for a calibration template (Executive Reviewer)

The creation process involves three tabs:   Basic Info, People and Validation.

A new session may be created by clicking on the Create New button or cloning an existing session.  Cloning a session will create a copy of an existing session that you may use as a starting point to rename and make updates to.

Basic Info Tab

The Basic Info tab is shown in the example below.

Create Calibration Session – Basic Info

The Basic Info tab is used to name the session, identify the calibration template to associate the session with and to select the session owners and facilitators. Required fields are the session name, associated calibration template, and session owner(s).   

A session owner would be a manager with more than two levels reporting to them. A session may have multiple owners. The default setting is Select subjects and participants automatically according to the owners.”  When designating an owner, the direct reports of the owner automatically become the participants of the calibration session. Additionally, the direct reports to the participants become the subjects of the calibration session.

This setting will add the participants and subjects to the People list in the second tab.  Participants would be all users one level down from the owner. Subjects would include all users two levels down from the owner. 

The admin’s username defaults as the facilitator but this may be changed.  A second name added becomes the co-facilitator although a co-facilitator is not required.

It is possible to upload one attachment which would be visible in the calibration session.  Rating descriptions or distribution guidelines are examples of attachments that could be used.  

Planned activation date is the date that the session is activated and ready for use.  Session date is the start date of the calibration session and location is the where the session will take place.  These three fields are optional.  Save the tab with your entries and then go to the People tab.

People Tab

The People tab is used to add or edit participants and subjects for the session.  The People tab is divided into three sections: User Search, Search Results and Session Members as seen in the example below.  If the “Select subjects and participants automatically according to the owners” option was checked on the Basic Info tab, the session members will be populated in the far-right panel as seen in the example below.

People Tab

However, any of these names may be removed or additional ones added.  To add additional session subjects or participants, you may find names using a search by filter, group or org chart.

Search by Filter is the default search. The standard filters are Division, Department, Location, Name, Username and Job Code. The custom calibration filters added to the data model will be available as filter fields as well.   The search results display in the middle section of the tab.

Any employee that displays in the search results can be added as a participant of the session. The role-based permission for the user that is creating the session may only add subjects that are in the role’s target population. An example of the People tab is shown below.

Based on the selections that had been made on the Search Results Fields tab on “Manage Calibration Settings”, the search results section may have additional display fields available by clicking on the wheel icon.  The fields selected will then display as additional columns. Any of the default return fields may be deselected as well.

Display Options

Select a user in the search results section and click the “Actions” dropdown listing to add the name to the participants or subjects. This will populate the session members list in the far-right panel of the tab. An example is shown below.

Add Subjects or Participants

The session member panel displays the owners, participants and subjects. You may select one, many or all to names to remove from the session. An example is shown below.

Owners, Participants and Subjects

There is also a Send E-mail button on the People tab. Clicking this button will display a screen to create an e-mail.  The owners and participant names default into the “send to” address but the entries may be modified. There is also a subject and message area.

Validation Tab

After entering the session info on the Basic Info tab, selecting who will be part of the calibration session on the People tab and saving the session, the session must be validated.  This takes place on the third tab called Validation. This step must be completed in order to make the session ready for calibration.

On the Validation tab, the system completes a series of checks that includes verifying that every subject has a performance form and that each form is in the calibration step. Any errors are displayed and must be resolved before activating the session. Warning messages will not prevent validation. If validation fails because forms have not been routed to the calibration step yet, there will be a button that displays to move the forms to the calibration step. Once the forms have been routed and there are no other issues, “Validation finished.  No problems found.” message will display and the Activate button will be active as seen in the example below.

Validation Tab

Activating a session makes it available for the calibration session to begin. After clicking the Activate button, a confirmation popup displays to verify activation.  Once activated, an e-mail may be sent to the facilitator, owner and session participants.  The recipients, the pre-populated e-mail subject and message may be modified prior to sending.  The session status is now “In Progress”. The session is now available to all of the participants for review.  The facilitator would be able to start the calibration session as well.

This method of creating and activating calibration sessions is manageable when there are only a small number of sessions to create.  We will look at another tool that the admin may use to create, validate and activate calibration sessions in bulk.

Mass Create Calibration Sessions

There is a function that enables the admin to create multiple calibration sessions at once.  In addition, these multiple sessions may be validated and activated in mass.  The “Mass Create Calibration Sessions” tool is used. Using this feature assumes that the calibration settings have already been configured and the calibration template created. An example is shown below.

Mass Create Calibration Sessions

There are four steps to perform on this screen:  validate the import file, create sessions, validate sessions and activate sessions. The admin will receive an email after each step with with any errors or warnings. If there are any errors, they must be corrected before moving on the next step.

Step 1: Validate Import File

To start, the calibration file template must be downloaded. The template provides the file layout used to create the calibration sessions. Click “file template” seen in the introductory text at the top of the screen and open the CSV file. An example of the file is shown below.

Template to Upload Sessions

The file columns represent the same fields that are used when creating a calibration session manually via Manage Calibration Session. Create a row on the file for each calibration session that you wish to create. Similar to creating the calibration session manually, the same fields are required: session name, the calibration template associated with the session, and the session owner.

There are some fields that are worth mentioning.

If the Facilitator field is left blank, the system defaults the facilitator to the person who uploaded the file. If you wish to list a facilitator and co-facilitator, list each username in the same row separated by the bar delimiter “|”. 

The Session Owner field contains the username of the session owner.  If there are multiple owners, list each in the same cell separated by the bar delimiter.

If populating the date fields, the date format is based on the localized format of the user uploading the file. The file needs to use CVS format when uploading.

There is a checkbox option, “Select subjects and participants automatically according to the owners.” This is the same option available when creating a session manually. By enabling this option, all of the managers reporting to the owner identified on the file become participants in the session. Individual contributors reporting to the participants become the subjects. Enabling this option eliminates the need to individually identify the participants and subjects to include in a session.  Therefore, no entries are added in the participants and subjects columns.

The file may also contain rows for sessions that are not based on the owner’s org hierarchy. In this case, the participants and subjects must be entered on the file in the appropriate columns.

For each session, enter all of the participants in one cell separated by the bar delimiter. Similarly, enter all of the subjects in one cell separated by the bar delimiter. Continue to add rows to the file for each unique calibration session you wish to create. You may create sessions that use different calibration templates. An example of a file to load is shown below.

Sample Import File

Once the file is populated and saved, it must be uploaded and validated. The file needs to use CSV format when uploading. The validation checks for formatting issues or missing fields. An example of importing the file is shown below.

Import Mass Create Sessions File

After the file is validated, the admin will receive an e-mail with the status of the import.  For issues, the e-mail will contain validation errors. If there were any errors, the file must be corrected, saved, uploaded and validated again.

Step 2: Create Sessions

Once the file is validated successfully, the sessions may be created. The admin will need to return to the Mass Create Calibration Sessions tool to create the sessions. Make sure the file name is listed and click on the step 2 button, Create Sessions. The admin will receive an e-mail upon completion. If there are no errors, the sessions have been created and the status of each calibration session is now “Setup”. In the e-mail, the session ID for each session is listed and will need to be referenced when validating the sessions in step 3. An example is shown below.

Mass Create Job Status E-mail

If there are errors, make the corrections, save the file and repeat the step until it is successful.

Step 3: Validation Sessions

The admin will need to return to the Mass Create Calibration Sessions tool to validate the sessions. Make sure the file name is listed along with the session IDs from the e-mail from step 2. Click on the step 3 button, Validate Sessions. An example is shown below.

Validate Mass Sessions

The validation that occurs after the sessions are created checks the permissions, ensures that the subjects have forms, the forms are at the calibration step, and there are no inactive users. The admin will receive an e-mail with the status of the sessions.  If there are no errors, the session is ready to be activated. Only Setup or Deactivated status sessions may be validated.

Step 4: Activate Sessions

The admin will need to return to the Mass Create Calibration Sessions tool to activate the sessions. Make sure the file name is listed and click on the step 4 button, Activate Sessions. The admin will receive an email that shows if activation was successful. If so, the status for the sessions is “In Progress” and calibration sessions may begin.

Mass Delete Calibration Sessions

In a situation where calibration sessions need to be recreated, the existing sessions must first be deleted.  It is possible to delete the sessions in bulk. Facilitators and co-facilitators may delete sessions as long as these calibration roles have the delete permissions.  The permissions to delete In Progress sessions and Approved sessions was set on the Permissions tab in Manage Calibration Settings. Multiple sessions may be deleted at once by using the path Home menu and selecting Calibration.  All the sessions that the facilitator has permission will display. An example is shown below.

Delete Sessions

To mass delete sessions, the facilitator may select any or all sessions and click the trash can icon on the top right side of the screen.  Any sessions that cannot be deleted due to permissions will be listed in the confirmation popup. Any of the other sessions may be deleted, upon confirmation, the sessions are deleted and removed from the session list.

The facilitator may also use Manage Calibration Sessions to delete multiple sessions as shown below. However, each session must be selected and deleted individually. Sessions in any status may be deleted.

Delete Session using Manage Calibration Sessions

Manager Create Session

There is an option to permit managers to create calibration sessions for their own teams. “Enable Manager Calibration Session” would have to be enabled on the Global Settings tab of “Manage Calibration Settings” in order for this to work.

The manager would navigate to the Calibration page from the home menu.  As seen in the example below, the manager would see a “Create New” button to start a session directly on the Calibration sessions screen. 

Manager Create Session from Calibration

The manager would have to select the calibration template that is linked to the performance form to be calibrated, name the session and identify the number of levels to include. If the user is a high level manger, he will be prompted on how many levels to include in the session. For a manager with direct reports only, the only level option will be “Direct Reports“. An example is shown below.

Create Session

In order for a session to be created, all of the subjects must have the performance form associated with calibration template launched and each form must be in the calibration step. Otherwise an error message will popup. Using this method relies upon an admin creating the forms associated with the calibration template and routed the forms to the calibration step if necessary. If the forms are created and in the calibration step, the manager will go directly into the calibration session.

The manager will also have the ability to delete their session by going back to the Sessions tab in Calibration.

Manger Create from Team Overview

There is an additional feature that permits managers to create calibration sessions in the Team Overview page of Performance Management.  This feature only permits sessions to be created for a manager’s direct reports.

The following are required to use this feature:

  • Enable Team Overview Access Permission” is enabled in “Performance Management Feature Settings”.
  • Manager role has permission for Team Overview Access.
  • “Launch Calibration From PMv12 Team Overview” is enabled on the Global Settings tab of “Manage Calibration Settings”.
  • Manager Template” tab of “Manage Calibration Settings” identified the calibration template to use in PMv12 Team Overview page.
  • PM form being calibrated is associated with the calibration template in the Data tab of “Manage Calibration Templates”.

Performance forms have to be in the calibration step which is identical to the process for a manager creating a session directly in “Calibration”.  The manager would go to Performance>Team Overview.  The Calibration button will appear on the top right side of the screen as shown in the example below.

Create Calibration Sessions via Team Overview

Clicking the “Calibration” button  will open the calibration session. If forms are not yet in the calibration step, an error message will display. The manager would need to go back into the performance forms to complete the review step and submit them before the calibration session may be created. This could also be accomplished in Team Overview.

Wrap Up

We have now seen the methods to create and delete calibration sessions by both an admin and a manager.   In the next blog in the Calibration series, we will walk through the steps of a calibration session.  

H2 2020 SAP SuccessFactors Release Latest Goal Management Features and Integration

SAP SuccessFactors H2 2020 release updates finds us with several admin-opt “latest” versions including Home page, Goal Management and Continuous Performance Management (CPM). Here we will focus on the latest version of Goal Management and discuss how it fits into the new home page and how it integrates with CPM. See my earlier blog post for more information on performance management updates and my blog post for what’s new in CPM.

There is a new admin opt-in for the latest version of Goal Management. The latest version of Goal Management provides users with a streamlined view of goals to make it easier to access and manage. Performance Goals and Development Goals are now housed within Goal Management and have improved integration with CPM. Access to Goal Management contains both plans with a tab for each as seen in the example below.

New Goal Management View with Both Goal Plans

For managers, the new look is especially helpful. It is easy to navigate to direct report’s plans or any other users in their target population. They can swap between between their reports and within the two plans. An example the manager’s goal plan view is seen below.

Manager View of Goal Plans

Latest Goal Plan Features

The latest version of Goal Management still allows for the following existing functionality:

  • Creation of personal goals.
  • Development goals can have competencies and learning activities added.
  • Receipt of goal notifications.
  • Edit, view, and delete all goals except group goals v1.
  • Access to other’s goal plans with proper role-based permission.
  • Existing integration with other modules.

New functionality includes:

  • Personal goals not yet at the completed stage and approaching or past due date can appear on the latest home page.
  • Linked achievements for the latest version of CPM may be created and viewed here rather than having to go out of the goal plan and navigating to CPM.
  • Activities can be added directly to goals and linked activities may also display. An example of activities tied to a goal is shown below.
Add Activity to Goal

However, only the latest version of Goal Management may be used with the latest version of CPM.

Latest Goal Management Limitations

Since this is a new version for Goal Management, there is some goal plan functionality not yet available including:

  • Mass import of goals.
  • Ability to cascade and assign goals.
  • Use of Group and Team Goals.
  • Changing goal plan states within goal plan.
  • Use of metric lookup tables.
  • Use of Coaching Advisor for development goals.
  • Assigning custom learning activities to development goals.
  • OData APIs.
  • Some mobile features which will be identified shortly.

Attributes that may be Configured

Listed below are the the goal plan XML attributes that may be configured in the latest Goal Management:

  • max-goals
  • max-weight
  • max-weight-per-obj
  • min-goals
  • min-weight
  • min-weight-per-obj
  • new-obj-share-status-public
  • show-total-goalscore

Unsupported Goal Plan Field Types

Additionally, there are some goal plan field types that are not supported:

  • Bool
  • Checkbox
  • Comment
  • Link
  • Table
  • Text when used for achievement text, actual achievement text, object plan field 1, go to url

Changes to Goal Plan Fields with Latest Version of Goal Management

  • Name field is required with a maximum length of 500 characters.
  • Description and metric fields have a maximum 1000 character limit.
  • State. For use on the latest version of the home page, set the final enum value of the state field to “complete” in order to trigger the change of the goal state which enables incomplete goals to appear on the latest home page.
  • When using weight, if min-weight-per-obj and max-weight-per-obj attribute values are not met, goal creation is not possible.
  • For development goals, competencies can only be used in conjunction with Job Profile Builder.
  • Cannot select a single competency to link to a development goal in the UI.

You may convert existing goal plan templates but the goal plan field types that are not supported will not appear in converted goal plans.

After the upgrade, goal plan templates will need to be converted. Convert a template only once and and one at a time. Only convert the goal plans in use. Goal plans not converted will be read-only. Once converted, the goal plan templates may be used in the latest version of Goal Management.

Mobile Apps Limitations

There are some limitations using the latest version of Goal Management in mobile apps. For Performance and Development goals:

  • Cannot delete a goal from the goal card.
  • Cannot enter a negative number in the number field type.
  • Cannot revert back to the legacy view to see unsupported fields.

For Development goals:

  • Unable to search for a specific competency.
  • Unable to display the number of competencies on the goal card.
  • Unable to add competencies by library or category.
  • No integration with Learning.

Latest Goal Plan on latest Home Page

The latest Goal Management may be used in the latest version of the home page. There is a new admin opt-in for the redesigned home page. It is available for early adopters in both Preview and Production. Any existing legacy home page custom tiles or permissions are not impacted by the new page. An example of the new Home page is shown below.

Latest Home Page

The view is less cluttered with customized user and organization content. Tiles are replaced with cards and are system generated and more interactive. The page is divided into three sections:

  1. Quick Actions. For frequent or quick actions.
  2. For You Today. Dynamically generated user content. Displays any recently added goals and CPM activities.
  3. Organization Updates. Contains custom organization content.

The new Home page shows content from Goal Management, Continuous Performance Management, and Continuous Feedback. On the latest home page, you can view personal goals when the state of these goals is not yet complete and these goals are approaching their due dates or already overdue.

The latest version of the home page handles only personal goals in the following manner:

  • Updates of goals on the home page appear on for those manually created, modified or deleted.
  • Goals from an import are not reflected on the home page.
  • Performance goals appear based on status, if not yet complete and 15 days before due date.
  • Development goals appear based on status, if not yet complete and 30 days before due date.
  • Overdue Performance and Development goals will display.
Goals in “For You Today” section

Performance and development goals disappear from the new home page when:

  • Goals are completed.
  • Goals are deleted.
  • Goal due dates are past the due dates configured on the goal plan template.

To-do items list can be opened and acted upon in a side panel on any page. You can take action on each to-do directly from the side panel.Overdue to-do items are indicated in red.

Is the upgrade right for you?

After upgrading to the latest version of Goal Management, you cannot reverse the update, so be sure to fully understand what features you will be gaining and losing. It is wise to fully test in a preview instance before committing to an upgrade to production.

Because there are some substantial limitations to the latest version, it may be premature to upgrade but it is at least worthwhile to anticipate how Goal Management is changing and to gain an better understanding of how modules continue to be more tightly integrated with each release.

Do you need help with your H2 2020 release? Download our support services brochure or email us at info@worklogix.com to see how we can help!

H2 2020 SAP SuccessFactors Performance Management Release Updates

What’s New

There are new universal and admin opt-in features in the H2 2020 Performance Management release along with a large number of universal features. We will start with what’s new. There are two admin opt-in updates and two universal 360 related updates.

New Admin Opt-ins

There are two new admin opt-ins available and we will look at them both.

Latest Version of Goal Management

The latest version of Goal Management provides users with an upgraded user interface with a comprehensive view of goals and development goals. This streamlined tool also enables access to the latest version of Continuous Performance Management (CPM) to create and view linked activities.

A notable change is combining performance goals and development goals within the navigation menu. Development goals now appear as a tab within Goal Management. An example is shown below.

Development Plan Tab

For both plans, the view is cleaner and more visually appealing. Goals are more prominently displayed and may be viewed by status as well. You can see what the new goal plan looks like below.

Linked achievements for the latest version of Continuous Performance Management (CPM) may be viewed here rather than having to go out of the goal plan and navigating to CPM. Activities can be added directly to goals and linked activities may also display. An example of activities tied to a goal is shown below.

Linked Goal Activities

For managers, the new look is especially helpful. It is easy to navigate to direct report’s plans or any other users in their target population. An example the manager’s goal plan view is seen below.

Manager View of Goal Plans

Job Profile Builder Support for Writing Assistant and Coaching Advisor

The other new admin opt-in feature pertains to competencies when Job Profile Builder (JPB) is used. Previously, to use Writing Assistant and Coaching Advisor for competencies in a performance form, the Teasers and Tunings were added to a competency library via an import file in Provisioning.

Now this task may be accomplished in the UI with the tool “Manage Writing Assistant and Coaching Advisor“. This update fills a gap between JPB and Job Description Manager. Within this tool, a competency library overview page will display. After selecting the library and finding the competency to update, teasers and tunings can be added to the performance details. An example is shown below.

Adding Teasers when JPB is Enabled

This new feature enables users without Provisioning access to create and modify the writing assistant and coaching advice content.

New Universal Updates

There are two new universal updates for H2 2020 both for 360 Reviews.

Advanced Search of Universal People Search Available in 360 Reviews – SAP Fiori Version

Advanced Search of Universal People Search is now available for 360 reviews. When searching for employees, when the “Find Employee” dialog box appears, there will be advanced search options. This search can be used in the “Add Participants” dialog box, in the “Send a Copy” dialog box and in the “360 Executive Review” page. The updated search screen is displayed below.

Advanced Search of Universal People Search

Detailed 360 Report in 360 Reviews – SAP Fiori Version

There is a revised version of the Detailed 360 Report. It has cleaner and easier to read layout. An example is shown below.

Detailed 360 Report

The settings are now housed at the top of the report and fonts are bigger and brighter for the gap values. Comments are more visible and appear beside ratings.

There is a radar chart to display competencies and ratings on the Graphical Summary tab. The print set up dialog box now offers an option to print specific views.

Admin Opt-in Updates

There are three admin opt-in updates available: New Competency Picker in Forms, Qualtrics Surveys for Steps in Performance Reviews and Customized Labels for Calculated Rating and Manual Rating in Customized Weighted Rating Section. Since there are sever

New Competency Picker in Forms

This opt-in is available when Job Profile Builder (JPB) is enabled and is used when adding competencies to a performance form. The new competency picker is used on PM forms to find competencies to add. Competencies can be found using a hierarchy structure and a search option. Competences can be selected by competency library or job roles and using keywords search. An example is shown below.

Add Competencies

Qualtrics Surveys for Steps in Performance Reviews

If you are using Qualtrics surveys in your performance process, the current version only allows the survey to appear after the employee signature step. In the new version, you may select which steps and for which roles the survey should display. The survey can be used for single role, iterative, and collaboration steps.

Customized Labels for Calculated Rating and Manual Rating in Customized Weighted Rating Section

The labels for the calculated rating and the manual rating in the Customized Weighted Rating section can now be customized using an XML file. In the previous version, the labels for the calculated rating and the manual rating were hardcoded as Calculated Form Rating and Overall Form Rating.

Universal Updates

There are several universal updates for Performance Management. Many revolve around the Customized Weighted Rating Section of a performance form. We will look at these but first we will look at the other universal updates.

Message to Remind Users Before Removing Signers

In a performance form that allows for a signer to be removed, there is now a reminder in the Remove Signer confirmation pop-up. The message is to remind users that by removing a singer, the form automatically routes to the next step. If that is not the user’s intent, they need to add a new signer before removing the current signer. An example of the new reminder is shown below.

Message Added to Remove Signer

New Feedback Data in Goal Plans

Feedback from Continuous Performance Management (CPM) is now available to display in performance and development goals plans. The CPM achievements column for a goal currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column, clicking on the count will now display the feedback topic title along the topic title and three sets of questions/answers from the Achievements tab.

New Feedback Data in Performance Management Forms

The CPM achievements column in the performance and development goal sections of a PM form currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column for a goal, clicking on the count will now display the feedback topic title along with the three related feedback question/answers.

If any achievements or feedback is deleted in CPM, the data is also deleted from PM forms, including completed forms.

You can check out my blog on the H2 2020 CPM Release Updates to see what else is new.

The remaining universal updates that we will discuss pertain to a very specific summary section of a performance form: Customized Weighted Rating.

Removal of Enable Customized Rating Calculation from Form Template Settings

Enable Customized Rating Calculation” no longer appears in Form Template Settings as seen in the example below.

Current Method to Enable Customized Rating Calculation

Enable Customized Rating Calculation” was a prerequisite to enable the calculation.

In the new version, simply adding the Customized Weighted Rating section to a form template acts as the prerequisite to enable the calculation of the overall customized weighted rating.

Enable Customized Weighted Rating

The business rules that trigger the calculation must also be configured.

Rating Scale for Customized Weighted Rating Section

In the previous version, the rating scale for the Customized Weighted Rating section used the same rating scale as the other rating section. In the new version, the Customized Weighted Rating section has its own rating scale.

“Unrated” and “Too New to Rate” in Previous Ratings of Customized Weighted Rating Section

In the previous version, “Unrated” and “Too New to Rate” were not in the Previous Ratings table of the Customized Weighted Rating section of a PM form and just displayed as 0. In the new version, “Unrated” and “Too New to Rate” are displayed in the Previous Ratings table of the Customized Weighted Rating section and both are ignored in the calculation of the overall customized weighted rating.

Allow Override of Unrated Manual Rating for Customized Weighted Rating Section

In the Customized Weighted Rating section of a form template, there is now the option to override the unrated manual rating. The option, Allow Override of Unrated Manual Rating has been added so this summary section can work like the others as seen in the example below.

Allow Override Unrated

In the previous version, the unrated manual rating displayed as Unrated. In the new version, the unrated manual rating can be overridden by the calculated rating.

Too New to Rate in Customized Weighted Rating Section

Like the other summary sections, there is now the option to provide a label to explain why an employee is not rated. An example using the current summary section is displayed below.

Unable to Rate Label

The summary section example above shows the Unable to Rate field will be available as an option in the Customized Weighted Rating section of a form template.

Calculated Rating from Customized Weighted Rating Section in Ad Hoc Reports

If you are using the calculated rating in the Customized Weighted Rating section of a form template, ad hoc reports use the unadjusted calculated rating from the performance template summary section instead. An example of creating an ad hoc and selecting rating columns is shown below.

Unadjusted Calculated Overall Performance Rating

In the new release, when creating an ad hoc report, when this same field is selected, the Unadjusted Calculated Overall Performance Rating from the Customized Weighted Rating section is used. This means reporting will accurately reflect the ratings in the performance forms. This is especially important when the template has both the Summary section and the Customized Weighted Rating section. The calculated rating from the Customized Weighted Rating section overrides the unadjusted calculated rating from the Summary section.

Customized Weighted Rating Section and Ratings Displayed in En Route Folder

In the prior version, when a form with the Customized Weighted Rating section was in the En Route folder, this section’s ratings were not in sync with the in-progress form. In the new version, the Customized Weighted Rating section section of a form will display in the En Route folder and will be synced with the in-progress form. The Previous Ratings table of the section will contain the ratings from the previous steps for the login role and by other roles.

Calculated Rating from Customized Weighted Rating Section in Bin View

There is a another feature available when a calibration template is based on a performance form template that contains a Customized Weighted Rating section. Currently, when the data source for a calibration template is a performance form template with this summary section, either the manual or the calculated rating can be calibrated.  However, the calculated rating cannot be displayed in the Bin view of a calibration session.

With the latest release, the calculated rating from the Customized Weighted Rating section may display in the Bin view if this calculated rating comes form a PM form and the “Show calculated rating in addition to manual rating (only applicable to Bin view)” setting is enabled. An example is displayed below.

Calculated Rating Option for Bin View

Label for Rating Scale Scores in Previous Ratings of Customized Weighted Rating Section

In order to get a clear picture of what the numeric rating means, labels are now visible. In the previous version, the ratings in the Previous Ratings table in the Customized Weighted Rating section were displayed only as numeric values.

An example is shown below.

Numeric Rating in Prior Version

In the new version, the ratings in the Previous Ratings table of the Customized Weighted Rating section are displayed as numeric values with corresponding text labels. If rating numeric values are mapped to labels in the manual rating scale, the label display next to the rating’s numeric value. If no labels were mapped, the rating will continue to just display its numeric value.

And example is shown below.

Customized Rating Section with Rating Labels

There is a checkbox in the form template for this section: “Hide numeric rating values (only show text labels)” similar to other summary sections.

If a rating’s numeric value is mapped to a certain label for the manual rating’s rating scale scores, the corresponding label can be displayed next to the rating’s numeric value in the Previous Ratings table. Otherwise, the rating is displayed as its numeric value.

There is an added checkbox for this form section in ” Manage Templates“. There is the option to hide numeric rating values and only show text labels.

Customized Weighted Rating Section in Print and Save as PDF

In prior versions, the section calculated rating details were not displayed in the printed or saved performance form. Now the calculated rating details of the Customized Weighted Rating section of a performance form will be included in the printed or PDF version of the form.

To Learn More

All in all, there are over 20 items being changed or enhanced in this release for Performance Management and we didn’t cover every detail here.  For more information, check out the What’s New Viewer here.

Do you need help managing your SuccessFactors Release cycles?  Email info@worklogix.com to see how we can help!

H2 2020 SAP SucessFactors Calibration Release Updates

As of October 9, 2020, SAP has released their documentation for the H2 2020 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be October 16 and production will be released November 20th.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out or blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2020 within Calibration below!

With the H2 2020 release, there are additional features introduced for the latest version of Calibration. There are new universal and admin opt-in features along with five universal updates. We will review the updates starting with what’s new.

New Admin Opt-in Features

There are three admin opt-in features that provide additional access to employee information to make better decisions when calibrating ratings along with some enhanced admin functionality.

Access to Comments from Other Calibration Sessions

Currently within a calibration session, reviewers have access to subject’s comments on the session detail page. Based on the calibration role permissions, the reviewers may add, edit, delete or view comments. An example of the current functionality is shown below.

Current Subject Comment

With the new release, it is possible to reference comments from prior sessions.  Seeing comments from prior sessions gives the session reviewers a more complete picture of subjects in order to make more objectively.

This option is set in the Advanced tab of “Manage Calibration Templates” as seen in the example below. Enabling “Roll up comments from the other sessions based on the same template” will give calibration reviewers access to comments from prior sessions.

Roll up Comments Setting

As seen in the example below, when adding or viewing subject comments during a session, the comment dialog box will now contain two tabs: “From This Session” and “From Other Sessions“. Comments for the current session may be added, edited, deleted or viewed. Other session comments are view only.

.

Prior Sessions Comments

However, comments from prior sessions will only display in the new tab if the other sessions use the same calibration template.

Replace Facilitator that becomes Inactive

There is a new setting that will be available in “Manage Calibration Settings”. Enabling “Choose a user to replace a calibration session’s only facilitator who has been inactive” will allow a new facilitator to replace the sole facilitator of a session who becomes inactive. Once a replacement facilitator is identified and the inactive user is purged, the facilitator is automatically replaced for the session.

Omit “Too New to Rate” from Rating Options using Employee Profile

On the Global Settings tab within “Manage Calibration Settings“, there is a new option that may be enabled. “Remove ‘Too New to Rate’ from rating options for the rating types from People Profile data” will omit “Too New to Rate” as an rating option when selecting Employee Profile as the data source for ratings. This will be apparent on the Data tab within “Manage Calibration Templates” when Employee Profile is selected as the data source for ratings to be calibrated. With this setting, “Too New to Rate” will not be displayed as a rating option.

New Admin Opt-in Feature

Odata API for Session Comments

A new OData API entity called “CalibrationSubjectComment”  is now available so comments are exposed for interfacing. A query can be used to get a single comment made for a calibration subject using comment ID or to get all comments made in a calibration session. An example of the URI for getting all session comments is shown below.

https://<API-Server>/odata/v2/CalibrationSubjectComment?$format=json

Universal Update Features

We will now review the four universal features found in the latest release.

Access to Subject Comments

Currently, there is a comments column in the List View of a calibration session as seen below. If a comments icon appears for a subject, the reviewer would click on the icon and would be able to see existing comments. If the session reviewer also has “Write” permission, they could also add a comment. The vertical dots menu for each subject would be used to get to the link to add a comment as shown below.

Current Comment Column in List View

The comments column appears in the Subjects List for Executive Review as seen below.

Current Comment Column in Subjects List View

In both views, the column would contain a comment icon if there was a comment for the subject.

In the latest release, it will be easier to view and add comments. The comments column which houses a comment bubble will no longer be used in the List view of a calibration session or in the Subjects List within Executive Review. An example of the new comment feature is shown below.

New Comments

In the new release, the comment icon will appear with the subject name along with the comment count regardless of a user having any comments.  If comments exist for a subject there will be a number count next to the icon.  To add or view a comment, click the comment icon.

The Calibration History block on People Profile will display the comment icon with the comment count for each subject as well.

Autocomplete Search of Universal People Search

The Calibration module has adopted autocomplete search. This allows the admin in the “Manage Calibration Sessions” page and calibration users in the session list page and session details page to use the autocomplete search of the Universal People Search.

The current calibration sessions list page search options are seen below.

Current Calibration Session List Search Options

With the new release, there will be an “Add People” icon which enables the autocomplete search of Universal People Search. An example is shown below.

Search Options

Start typing to search for a name in the module search box. The system predicts names you are searching for.  All matches will display as separate entries to choose from.

Enhanced Experience using Matrix Grid Views

The current matrix grid view within a calibration session is shown below. To see the talent card of a subject in a zoomed out cell, the “more” icon for a subject would need to be clicked and then “Open Talent Card” selected.

Current Zoomed Out Matrix Grid View

Available in full-screen and normal modes in the new release, the cards will be visible in zoomed out cells. There will be a scroll bar when a cell is too small to see all of the people cards. This feature makes it easier to compare subjects in zoomed in and out cells. An example of the new functionality is shown below.

New Zoomed Out Matrix View

Select Permission Model Obsolete

Within provisioning, in the “Enable Calibration” section of Company Settings, the option to select the permission model will no longer exist. 

Current Permission Model Options

Now that all customers are using role-based permissions, the default permission model option is no longer viable so this selection will no longer appear.

Calculated Rating from Customized Weighted Rating Section in Bin View

There is a another feature available when a calibration template is based on a performance form template that contains a Customized Weighted Rating section. Currently, when the data source for a calibration template is a performance form template with this summary section, either the manual or the calculated rating can be calibrated.  However, the calculated rating cannot be displayed in the Bin view of a calibration session.

With the latest release, the calculated rating from the Customized Weighted Rating section may display in the Bin view if this calculated rating comes form a PM form and the “Show calculated rating in addition to manual rating (only applicable to Bin view)” setting is enabled. An example is displayed below.

Show Calculated Rating in Bin View

Wrap Up

The latest release improves managing calibration sessions for the admin and improves the calibration reviewer experience.

Do you need help managing your SuccessFactors Release cycles?  Email info@worklogix.com to see how we can help!

H2 2020 SAP SuccessFactors Continuous Performance Management Release Updates

As of October 9, 2020, SAP has released their documentation for the H2 2020 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be October 16 and production will be released November 20th.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out or blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2020 within Continuous Performance Management below!

The latest version of Continuous Performance Management (CPM) was restricted in the H1 2020 release and now will be generally available. The H2 2020 release builds on the redesign of the user interface for CPM that began this year.

There are four new admin opt-ins, two universal updates and one admin opt-in update available when using the latest version of CPM. We will start by reviewing what’s new.

New Admin Opt-ins

Latest Version of Continuous Performance Management using Upgrade Center

The upgrade to the latest version of CPM must be done as an admin opt-in using Upgrade Center. There are some features are automatically applied when upgrading:

  • Activities View- which uses a Kanban board for activity management.
  • Meeting View – to manage conversations.
  • Achievements View – with a new layout that shows activities linked to achievements.
  • Ability to link activities to development goals as well performance goals.
  • Activities must be used to create achievements.

When upgrading to the latest version, all current CPM users are impacted. It is worth noting if you are contemplating the move to the latest version of CPM, once the latest version is enabled, you can’t go back.

Once the upgrade to the latest version of CPM is completed, there are some additional admin opt-in features that may be enabled.

  • Discussion Topics” replaces “Other Topics“. Any existing content within “Other Topics” gets converted to “Discussion Topics“.
  • There is also a new feature called “Meeting Notes“.
  • Multiple roles is a new permission based feature which allows users to have 1:1 meetings with anyone in their organization.
  • Enable Activity-Feedback Linking ” to link activities and activities tagged as achievements to feedback.
  • Use of the latest version of Continuous Feedback.
  • Disable Deleting Feedback” is a carryover from the prior version that is now available in the latest release which prevents a user from deleting any existing feedback.

Several features are no longer available with the latest version of CPM:

  • Achievement Feedback
  • Achievement Linking to Goals
  • Achievement Linking to Development Goals
  • Coaching

Link Activities to Development Goals in Continuous Performance Management

Another new admin opt-in available for CPM is the ability to link an activity to a development goal. In the H1 2020 release of the latest version of CPM, only performance goals could be linked to activities. An example of creating an activity and linking to a development goal is shown below.

Link Activity to Development Goal

Some additional functionality is available as well:

  • In addition to viewing activities by status and by goal, the Activities view will now have a tab for development goals.
  • When viewing an activity in the Activity Details view, the development goal linked to the activity will display.
  • Linked development goals will display in the Meeting view and in the Meeting History page.
  • Linked development goals in the Activities Kanban board may have name and details edited.
  • Goal linkage may be changed in the Activities Details page.
  • Integration with the Career Development Plan and the Development Goals section of a Performance Management form when an activity is tagged as an achievement to a development goal.

Goal Management

If you are using the latest version of Goal Management, Development will no appear in the navigation menu. Instead, performance goals and development goals are housed together within Goals with a tab for each. An example is shown below.

Access to Development Goals via Goals

The integration between Goals and CPM allows users to create and view activities within Goal Management. As it already functions for goals, it will now be possible to create and view activities in the Development Goal view.

Multiple Role Support for Continuous Performance Management

The final new admin opt-in feature allows roles beyond the manager/employee hierarchical relationship to use CPM. Currently CPM is limited to the view between a manager and their direct reports. The new Multiple Roles feature allows a user to invite someone else to share a CPM view which contains access to the Achievement, Activity, and Discussion Topic views.

This feature involves a concept called “Channels”. A user invites another user to a channel which contains the CPM Activity view and a Meeting view. An example is shown below.

CPM Channels

This feature enables users to have ongoing conversations with those they work with but are outside the traditional employee/manager roles. Users can view achievements and drilldown into individual activities. The Multiple Roles option needs to be enabled in CPM configuration view to use this.

Admin Opt-in Updates

Latest Version of Continuous Feedback for Continuous Performance Management

There is an improved process to request and provide feedback when using the latest version of CPM. Continuous Feedback is not housed within CPM but instead is found in the navigation menu. An example is shown below.

Continuous Feedback

There are tabs for feedback received, feedback given, and feedback requests sent. There are also buttons to ask for feedback and to give feedback.

New is the use of a topic and questions when requesting and giving feedback. Feedback is more targeted and based on questions asked of the feedback provider. Users could select from standard provided questions, admin created questions or allows users to write their own questions.

An example is requesting feedback is shown below.

Crafting Feedback Questions

This flexibility enables users to get constructive feedback on specific topics rather than receiving generic feedback.

Feedback details may also be viewed. An example is shown below.

Feedback Details

Filtering of feedback has also been enhanced. Feedback may be filtered by linked activities, shared feedback or feedback by date range. An example is seen below.

Filter Feedback

Universal Updates

There is two universal updates for latest version of CPM that relates to feedback.

CPM Feedback Data in Goal Plans

Feedback from CPM is now available to display in the performance and development goals plans. The CPM achievements column for a goal currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column, clicking on the count will now display the feedback topic title along the topic title and three sets of questions/answers from the Achievements tab.

CPM Feedback Data in Performance Management Forms

The CPM achievements column in the performance and development goal sections of a PM form currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column for a goal, clicking on the count will now display the feedback topic title along with the three related feedback question/answers.

Wrap Up

We have now seen what new features you can look forward to utilizing with the latest version of CPM.

Do you need help managing your SuccessFactors Release cycles?  Email info@worklogix.com or download our support services brochure to see how we can help!

Configuring SAP SuccessFactors Calibration Part II – Instance Set Up

Basic Configuration of Calibration

As we learned in the blog, “Configuring SAP SuccessFactors Calibration Part I – Provisioning“, there are several steps to perform before we are ready to run a calibration session:

  • Enable Calibration in Provisioning
  • Configure Succession Data Model
  • Set role-based permission for Calibration access
  • Configure a data source template and route map
  • Enable calibration related e-mail notifications
  • Configure a calibration template
  • Configure calibration settings
  • Assign users to Executive Review role
  • Configure Calibration History Portlet in People Profile

In the previous blog, we talked about the settings to enable Calibration in Provisioning along with updates to make to the Succession Data Model. We will continue here with the role-based permissions to set up, the features to enable and the calibration configuration to be done in the instance.

Role-based Permissions for Calibration

Role-based permissions will need to be set for Calibration The types of permission needed include:

  1. Administrative – to configure and administer Calibration
  2. End user – to access calibration sessions and the Calibration History Portlet
  3. Reporting – to report on calibration related data

Role-based permissions (RBP) control who a user can see (target population), what features they have access to and what actions they may perform. We will need to set role-based permissions for the admin to configure and manage Calibration, set up e-mail notifications, configure the Calibration History Portlet on People Profile, create Calibration Alerts and create and run calibration activity reports.

You will need to decide which roles will perform calibration related administrative functions. The permissions could be divided between roles such as a system admin and an HR or Calibration admin. A system admin could set up the role-based permissions and configure the calibration settings. An HR/Calibration role could create and manage calibration sessions.

To set up the role-based permissions, choose the admin role that will be used to administer calibration. Within the Administrator Permissions section of the role permissions, find Manage Calibration. The table shown below contains the description of each of the calibration administrative features. Review these features if you think you would like to split the calibration administrative tasks across multiple permission roles.

FeatureDescription
Manage Calibration SessionsUsed to create and manage calibration sessions.
Manage Calibration SettingsTo configure what the roles within a calibration session may do and to identify fields that will appear within an employee search when creating a calibration session.  Also may choose which calibration template a manager may launch from Team Overview in Performance, and to set global settings for all calibration sessions.
Manage Calibration TemplatesTo create templates used for calibration sessions, to identify data source for ratings and define the views of the data and ratings during the sessions.  
Mass Create Calibration SessionsTo create multiple calibration sessions via spreadsheet import.
Manage Permissions for Executive ReviewTo identify the users that may access the Executive Review page for a calibration template.
OData API Calibration ExportTo access the Odata API calibration export.
Settings within Manage Calibration

Ad Hoc Reporting Permissions

The admin and HR manager roles could be granted permission to create and run calibration reports. Instead you may decide to create reports as the admin and then share the reports with HR managers to run for the groups that they support. In that case, grant Create Report access to the admin and Run Reports access to the HR manager. The Reports permissions are found within the User Permissions section of the role permissions.  The three calibration domains should be selected: Calibration, Calibration Activity and Calibration Org Chart Coverage.

End User Permission for Calibration Tab

You may grant the admin, HR manager and manager roles access to Calibration. After selecting the role to update, within the permission role details in the User Permissions section you will see Calibration.  To allow a role access to a calibration session, the Detailed Calibration Permissions and View Calibration Tab permissions should be set. The Detailed Calibration Permissions require a target population and identifies which users may be viewed in session. The View Calibration Tab grants access to the Calibration tab found in the Home menu. The permissions are found below.

User Permissions for Calibration Sessions

There is a caveat to the calibration permissions that we will review when discussing calibration settings. If a user is not assigned to a role with access to the Calibration tab, but is identified as a facilitator, owner or participant of a calibration session, they will have access to the session.  This gives the selected users access to the session through the Calibration tab in the Home menu listing without role-based permission.  Users identified as facilitators of a session will be able to run the session but not create additional sessions.  For any users that need to create sessions, the users should be assigned to a permission group that is tied to a permission role that has permission for “Manage Calibration Sessions”.

Make sure you have a role for all employees that contains General User Permission > Company Info Access and User Search.  Without this permission, a user would not be able to open a calibration session and search for users.

Role-based Permissions for Configuring the Calibration History Portlet on People Profile

If you are using the Calibration History Portlet in People Profile, make sure the admin role can manage employee files in order to configure the portlet. The role-based permission can be found within the role permissions under Administrator Permissions>Manage System Properties.

Role-based Permissions for Viewing Calibration History Portlet on People Profile

The admin, manager and HR manager roles may be granted access to the Calibration History Portlet on People Profile. To do this, open these roles to grant access to the Calibration History Portlet background element found under User Permissions>Employee Data as seen below.

Permission to Access Calibration History Portlet on People Profile

Access to view this portlet is not given to the employee role.

Before we dig in, it may be helpful to understand some calibration concepts.  Calibration can be thought of in terms of templates, views, roles and sessions. Let’s introduce and define them and then we will go into greater detail.

  • Calibration Template – defines the data source for the ratings, the settings, the views, and defines the executive review graphs. A calibration template is referenced by a calibration session which inherits all of the template settings.  
  • Calibration Views – identified in the calibration template and defines the various ways the subjects and their ratings data will display in a calibration session.
  • Calibration Sessions – defines who is being calibrated (subjects) and by whom (participants).  Defines the session owners and facilitators, session date and the calibration template used.
  • Calibration Roles – set in “Manage Calibration Settings” to define what each role can do during a session.

There are a few other features to enabled before we can begin the calibration set up.  We will start with the data source for the ratings being calibrated.  The data that may be used in calibration session is based on the data source defined in the calibration template. In the calibration template, the data sources may come from four sources: Performance Management, Employee Profile, Succession and Compensation. We will focus on the calibration of performance form ratings.

Configuring the Performance Review Template and Route Map

We have to make sure that the performance form template used for calibration has the necessary components. First, a manual rating must be configured in the form template for any of the ratings that you wish to calibrate (overall performance, overall potential, overall objective, or overall competency). Manual ratings are updated in the calibration session and also allow the drag and drop functionality which is an easy method for the facilitator to update ratings. If your performance form template has both calculated and manual ratings, manual ratings take precedent over calculated ratings.

The route map associated with the performance form template will need to have a dedicated step where calibration will occur. However, this step cannot be an iterative or signature step. Ideally the step will immediately follow the step where the manager enters the rating in the summary section. If you are using an existing performance form template with a step that goes to HR for review after the manager does the rating, this can be used for the calibration step and no route map changes will be needed. An example of the route map with a calibration step is shown below.

Route Map with Calibration Step

If your performance form template contains a Customized Weighted Rating summary section, make sure the calibration step occurs after the step where the calculation of the weighted rating is triggered.  

If you have to add a new step to the route map, the performance form template will also need to be updated to create permissions for the new step. Unless you want the role designated for the calibration step (HR manager) to be able to update the form while the forms are in the session, you can make all of the fields and sections “read only” for the HR role in the calibration step. The HR manager would not be able to edit the form from their Performance inbox in this step. Rating updates would be done solely in the calibration session and when finalized would update the performance form.

If you would like the performance form accessed and editable while in a calibration session, the HR role for the step would need “write” permissions for the rating fields. Without this permission, the performance form may still accessed during the calibration session but it will be read only.

If your existing performance form template contains an HR step after the manager assessment step, this can be used as the calibration step, provided it is not an iterative or signature step. Make sure the performance form template has the HR role with the read or write permissions that you wish to allow when accessing the form within Performance.

E-mail Notifications

There are calibration specific e-mails within the “E-Mail Notification Templates Settings” tool that may enabled.  Notifications may be sent at various points in the calibration process so you will need to decide which to turn on.  Four of the Calibration e-mail notifications that may be enabled via Email Notification Templates as shown in the table below.

EmailDescription
Notify Calibration Participants to Submit RatingsNotify manager of upcoming calibration session and remind them to submit ratings so that forms can move to the calibration step.
Notify Calibration Participants of Session FinalizationNotify owners and participants the calibration session has been finalized.  This is a signal that the forms have final ratings and are available.
Notify Calibration Participants of Auto-Routed FormsNotify manager that a form was auto routed by admin or facilitator to get the forms to the calibration step.
Notify Calibration Participants of Session ActivationNotification to participants of upcoming calibration session.
Calibration E-mail Notifications

The additional notification, Notify Calibration Rating Changes during Session Finalization, is enabled within the Advanced tab ofManage Calibration Templates”. 

After Calibration has been enabled in Provisioning and the role-based permissions are granted, the admin will now see the calibration tools in Admin Center as shown below.

Calibration Tools

We will explain more about these tools starting with Manage Calibration Templates.

Manage Calibration Templates 

The Calibration Template defines the review period, data sources, and data views for any calibration sessions that are linked to it. The template is used to identify the data to calibrate and how data is presented.

One calibration template may be used for multiple calibration sessions, providing the data source is the same. Later when creating a calibration session, it has to be associated with a calibration template and will inherit all of settings from the template.

If you are going to be creating additional calibration sessions but need to calibrate ratings from a different performance form template from another data source, a new calibration template would need to be created.

A sample of the Manage Calibration Templates Overview page is shown below:

Manage Calibration Templates

Calibration templates are created, edited and deleted here. We will create a calibration template and review the settings that can be made.

Some columns of note:

  • Data Source for Calibration History Portlet – for each template, the checkmark will display in this column if the Calibration History Portlet is enabled on the Advanced tab.
  • Used in Sessions -a count of the number of calibration sessions using the calibration template.  Clicking the number will display the names of the calibration session associated the template.
  • Used in Talent Profile – displays a green checkmark if the template is a data source for the Talent Profile. Clicking on the green checkmark to disable.

Click on the “Create New” button to set up a new calibration template. We will walk through the tabs that are used to build the template.

Basic Info Tab

The first tab, Basic Info, is used to name the template and define its review period. Both entries are required. A sample of the tab is shown below.

Basic Info Tab

You will be unable to move to the next if these entries are not made.

Data Tab  

The Data tab is used to identify the data sources to calibrate.  Ratings to be calibrated may come from many sources: Performance, Compensation, and Employee Profile. Additionally talent flags may be calibrated. Although we are focusing on performance review ratings as our source, let’s look briefly at all the options. An example of the tab is shown below.

Data Tab

Once a data source selected, its section will expand in order to make additional selections.

Performance

Here the performance form template that will be the source of the ratings to calibrate should be selected. The associated route map will populate and the route map step where calibration should take place needs to be identified. Based on the performance form template selected, the rating types to calibrate will differ. Select which rating(s) should be calibrated.

Calculated and manual override ratings may be calibrated. If manual ratings are used in the performance form template, these ratings populate the calibration session. If the form template contains calculated ratings, the ratings need to be mapped to values from the rating scale.

In the example shown, performance was selected as the data source. The performance form template has an overall form rating and an overall potential rating. You may select either or both.

Performance Rating Source

Guidelines may be used to enforce alignment to the recommended ratings distribution. Based on the performance template rating scale, a percentage is set for each score. Guidelines can be optional or enforced.

Compensation

Compensation may be calibrated for an employee’s compensation ratios. Any of the standard planning fields can be selected as can either the final range penetration or final compa-ratio benchmark.

Select the compensation template and the route map step where data can be used.  Like the performance form template, the Compensation template must have a single user or collaborative modify step. The template’s planning components and range groups display.  An example is shown below.

Compensation Data Source

The available planning components and range groups available for selection will vary based on the template but can include salary, bonus and stock elements. Once the elements are selected, the number of range groups (two to five) are set along with the percentages or amounts used for employee placement. Variable pay cannot be calibrated.

Employee Profile

Ratings in Employee Profile are based on elements that are configured in your data model. Possible ratings include overall objective rating, overall competency rating, overall potential rating, overall form rating, and two custom ratings. The calibration session will use ratings stored in Employee Profile that are effective during the review period defined on the Basic Info tab. An example is shown below.

Employee Profile as Data Source

Once the rating type is selected, rating guidelines may be set. Although decimal ratings are supported, they must be mapped to whole numbers. Rating changes made during the calibration session won’t display in Employee Profile until the calibration session is finalized unless the template is configured to display in-progress ratings.

Succession

If the standard talent flags, Risk of Loss, Impact of Loss and Reason for Leaving are defined in the data model, they may be included in a calibration session. Often these flags are used to plot on a 9-box. An example is shown below.

Talent Flags as Data Source

Selection of a flag allows distribution guidelines to be set.

Others

The final option on the Data tab is “Others”.  Additional informational sources can be selected as reference within a calibration session. Options include to a subject’s development plan, learning activities, quick card, succession matrix report icons and CPM achievements. An example is shown below. These cannot be calibrated.

Data Available to View

Views Tab  

Based on the data sources and rating elements selected on the Data tab, multiple views of the calibration data may be created which allows different ways of looking at the employees during the calibration session. Multiple views of the data may be configured and each offers some different features. The view types are Dashboard, List View, Bin View, Matrix Grid, and Executive Review

Dashboard

The Dashboard view provides summarized data in a chart format.  An example is shown below.

Enable Dashboard View

When enabled, the Dashboard view is the first view that is seen when opening a calibration session. Any view, except for the list view, may be summarized into a chart.

List View

The calibration data displays in a table-like format. There is a row for each subject being calibrated.  You may update ratings, see ratings from other views, add comments, have access to employee data, compare subjects and mark subjects as discussed.

List View Options

There are checkboxes to enable in the List View:

  • Enable List View.  When enabled, the calibration session will display the List View.  It is recommended to enable this option.
  • Show Rating of Data Element in List View.   When enabled, the rating elements selected to  calibrate on the Data tab will display as columns in the List View.   For example, on the Data tab, if the selected performance form template has an overall rating, an overall competency rating and an overall goal rating to be calibrated, you will see a column for each rating type in the list view. It is recommended to enable this option.
  • Show Grid Cell Label in List View.   When enabled, all of the matrix view ratings will display as columns on the list view tab.  For example, if you create a matrix view for “Overall Goal Rating vs Overall Competency Rating”, you will see a column on the list view that shows where in the matrix the subject’s rating lies.

Select any additional fields to displays as columns in the List view. These are the standard user fields configured in the data model including the 15 custom fields .An example is shown below.

Display Fields

Bin View

The Bin view groups employees in buckets based on one rating element that is being calibrated. Select the rating element to be used as the “X” axis.  The rating elements to choose from are based on the data source(s) selected on the Data tab. Click on the “Add View” tab to create another calibration view. Additional Bin views may be created for any other single rating element.  An example is shown below.

Bin View Set Up

After providing a name for the view and identifying the calibration rating element to be used, there are some additional settings that may be enabled:

  • Show calculated rating in addition to manual rating (only applicable to Bin view).  When enabled, the view shows the calculated rating in addition to the manual rating. 
  • Enable Drag and Drop.  This option is available for manual performance form template ratings and Employee Profile ratings. You cannot drag and drop a calculated form rating. If there are only calculated ratings selected, the drag and drop option is disabled. Drag and drop is not available for compensation elements either.
  • Enforce comments on rating change.  Whenever a rating is changed in this view, a popup will display and a comment will need to be written to justify the change.
  • Show an extra column for bin view.   An additional rating column may be selected to display for a bin view.

If you choose an element for the “Y” axis as well, this is no longer a Bin view, it becomes a grid (matrix) view instead.

Matrix View

A matrix view plots two different rating sources against one another for a matrix placement of subjects. This is sometimes referred to as a “9-box”.  Like the bin view, drag and drop may be enabled as well as enforcing comments when a rating is changed. You may create multiple views varying the rating sources.

As soon as you select ratings for the “X” and “Y” axes, the screen expands and there are additional selections to make. An example is shown below.

Matrix View Set Up

Define the matrix grid cell labels and choose the pre-set colors. You may choose the pre-set colors based on the default colors set in your Succession settings. There is an option to add notes for each cell. These “inline” notes can be used to provide information for the calibration participants to get a better understanding of what each cell represents.  The intent is to help avoid unintentional bias.  An example of a matrix grid with colors, labels and inline notes is shown below.

Configured Matrix View

If you are going to use the same color codes as the matrix grid report in Succession, currently the background color of the placements in Matrix Grid view on Calibration sessions will show paler tones.

Advanced Tab 

The Advanced tab is used to enable some features that will apply to all calibration sessions associated with the calibration template. There are four sections in this tab where you will make selections to enable for your template.  An example is shown below.

Advanced Options

General Options  

General Options define some of the functionality within a calibration session. See the table below for the options that may be enabled.

General Options

There are two additional general options. Rules and thresholds. The Rules option will not appear unless business rules have been created to trigger calibration alerts. Here any calibration related business rules may be applied to the template. Business rules define scenarios that may cause bias. 

A threshold may be set to identify the number of subjects’ forms that will cause a background process when force routing and auto routing during finalization occurs. It is recommended to specify a number no larger than 50.  A threshold may also be set for the number of subjects that appear per page of a session. Filters must be used to view subjects above the maximum set.

Restrict Calibration Role Access by Target Population

Calibration sessions allow facilitators, owners, participants, and executive reviewers access to view information for all subjects being calibrated. Access for any selected calibration role may be limited to only subjects in their target population.

Comment on Change of Ratings

This option is used to identify the field required to enter when changing a rating.  During a calibration session, a popup with display and the user will be required to enter any of these options:

  • Authorized By – the name of the user who approved the rating change.
  • Reason Code – a dropdown list of reasons for the rating change.  A reason code picklist must be identified to use this option.
  • Comment – when a rating is changed within a calibration session, a comment must be entered. The character limit for the comment field is 4000 characters.

When “authorized by” or “reason code” is selected, either would be required entries with a comment optional.


Calibration History Portlet

If you have added the Calibration History Portlet background element to the data mode and granted permission to view this portlet, here you will select the rating types to display along with any matrix views. The options that you see listed are based on the performance form template that is the data source for the ratings. 

Options for Calibration History Portlet

Now that we have seen the Advanced Settings tab, let’s look at the Executive Review tab.

Executive Review Tab

This tab will only be visible if Executive Review was enabled. It can be enabled in Provisioning to make it available when creating the calibration template.  It may also be enabled in “Manage Calibration Settings”.

Executive Review provides aggregated graphs and session details for the template. This view provides a roll-up of calibration activity across all calibration sessions associated with the template. Executive Review provides aggregated graphs and session details across all calibration sessions associated with the template.   An example of the tab is shown below.

Executive Review Options

The Executive Review tab identifies the graphs and data that will appear on the Executive Review page for a calibration session.  All of the graphs or charts created from views of the calibration template can be aggregated. There is also the option to add “sensitive” data points to plot against ratings that have views created:

  • Gender
  • Risk of Loss
  • Impact of Loss
  • Reason for Leaving

If you make any calibration template changes once calibration sessions are created, the changes will take effect the sessions using the template. Now that the calibration template options have been reviewed. Let’s move on to some additional set up that is needed.

Manage Calibration Settings

The settings that will apply to all calibration sessions are identified within Manage Calibration Settings regardless of the calibration template used.  The settings are used by the admin to perform several functions:

  • Select action permissions for calibration session reviewers.
  • Select the calibration template for managers to launch from Team Overview.
  • Select the fields to display after a search while creating a session.
  • Select the tools available for Calibration.

The tool is comprised of four tabs:

  1. Permissions
  2. Manager Template (optional)
  3. Search Results Fields
  4. Global Settings

Permissions Tab

The Permissions tab identifies the actions (Read, Write, Finalize, Export, and Delete) that the various calibration roles may perform for both active and approved sessions. The calibration roles need to be assigned actions for In Progress and Approved calibration sessions. The users selected when a calibration session is created will have access to the session through the Home menu and will see the Calibration tab even if they do not have role-based permission to calibration.

Active sessions are those currently in progress while approved sessions have been finalized. The permissions granted for these roles are only applicable to Calibration.   An example of this tab is shown below:

Calibration Settings – Permissions

The calibration roles that are used within a session are:

  • The Facilitator is usually someone from HR that can be impartial.  The facilitator conducts the calibration session and leads the discussion.  The facilitator typically does the updating of the ratings and finalizes the session.   The facilitator may also create sessions if the RBP role for an HR manager has Manage Calibration Sessions permissions.
  • A Co-facilitator acts a backup to the facilitator.  This role will have the same permissions that the facilitator role has been assigned. Any permissions added or removed for the facilitator role will automatically be updated for the co-facilitator role.  The role is optional, you do not need to identify a co-facilitator.
  • A Calibration Subject is an employee that is being calibrated in the session.
  • A Session Participant is involved in the calibration session to make the rating decisions.  The role is usually assigned to managers of those being calibrated.
  • A Session Owner is a high-level manager who direct reports are participants in the calibration session.  The participants’ direct reports are being calibrated. 
  • An Executive Reviewer is a business or HR executive who needs summarized data across sessions. Users who are assigned this role get direct access to the sessions as well as the Executive Review summary page.  

The individuals who will be in these roles will be identified when creating the sessions. These roles are not related to role-based permissions. These roles are specific to Calibration. The Executive Reviewers are chosen in a separate function.

Action Permissions

Read, Write, Finalize, Export and Delete actions need to be set for each calibration role. The permissions can differ for active sessions and finalized sessions and you must explicitly assign the actions to the roles.  The absence of a permission prevents the role from performing the action.

Anyone assigned to a calibration role with Read permission will have access to the calibration session.  This means that a user without role-based permission for access to Calibration within the Home menu will be able to access the calibration session.

  • Read permission allows the role to see the calibration session but not make any updates to the ratings.
  • Write permission allows ratings to be updated within the session. Write permission is also needed for a role to create comments on an employee in a calibration session.
  • Export permission allows a role to download the session from any of the session views.  The session will download as an Excel file containing a separate tab for each view.
  • Delete permission allows a role to delete a calibration session. Only the facilitator and co-facilitator roles have the option to delete sessions.

Manager Template Tab

The Manager Template tab is used to identify which calibration template should launch for a manager in Team Overview in Performance. An example of the tab is shown below.

Select Manager Template

This tab will not be visible if “Launch Calibration From PMv12 Team Overview” was not enabled in Company Settings in Provisioning. You can also enable the setting on the Global Settings tab that we will review shortly. In order for it take effect, save the settings, go back to the Home page.When you go back into Manage Calibration Settings, the Manager Template tab will be visible.

Remember the calibration template is linked the performance form template that you selected in the Data tab of “Manage Calibration Templates”.  Therefore, when you launch the calibration session, the system will know which performance form template to access. If a calibration template is not selected, the Calibration button will not be enabled on Team Overview.

Search Results Fields Tab

The settings selected on the Search Results Fields tab are used on the People tab of Managing Calibration Sessions which will be discussed in a future blog. This tab is used to identify the fields to display after an employee search when creating a calibration session. Additional fields may added to the view after a search as well. An example of the tab is shown below.

Search Results Fields

The column on the far right, Make Default, is used to select fields that displays for each user in the search results when creating a session.

The “Include Field” column on the Search Results Field tab enables you to choose which additional fields you may add to the view after the search.

Global Settings

The selections made on the Global Settings tab apply to all calibration templates, sessions, and roles. This tab is used to make selections on how calibration will act for your instance. An example of the tab is shown below.

Global Settings

If some of these features are already enabled, that means that were already enabled in Provisioning. These settings will be applied to current and new calibration sessions, and calibration templates.   The description of these settings is shown in the table below.

Global Settings

Configuring Calibration Talent Card

The admin may edit sections of the Calibration Talent Card.  You may add standard sections or create custom sections. An example is shown below.

Update Calibration Talent Card

The Calibration Talent Card may be opened for a subject in a calibration session.

Manage Permissions for Executive Review

After creating a calibration session, you may determine which users should have access to the Executive Review page.  Permission is applicable to all calibration sessions that use a specific calibration template. An example of the tab is shown below.

Assign/Unassign Users to Executive Review Access

Any user selected will have access to data from all sessions tied to a calibration template.  They will get access to all of the sessions in addition to seeing the Executive Review page. They will see aggregated data and detail done to the subject level. Use this screen to remove access for any existing Executive Reviewers as well.

Calibration History Portlet

Any user selected will have access to data from all sessions tied to a calibration template.  They will get access to all of the sessions in addition to seeing the Executive Review page. They will see aggregated data and detail done to the subject level.

Adding Calibration History Portlet to People Profile

If the Calibration History Portlet background element was added to the data model and permission granted to this data for the admin, manager and HR manager roles, the portlet can be added to People Profile. Add the calibration history background element to People Profile using “Configure People Profile”. Typically this block is inserted in a talent portion section that managers have access to.

To select the ratings to appear in the portlet, go back to “Manage Calibration Templates” to find the template that you are going to reference in the portlet.  Go to the Advanced tab to find the Calibration History Portlet section. The rating options that are listed are based on the rating types that were selected on the Data tab and any matrix view results from the Views tabs.  Select the rating types that you wish to display in the portlet. You may include up to five rating types and three matrix views.

Calibration Home Page Tile

There are two standard Home page tiles for Calibration:  Calibration (Manager) and Calibration (Specialist).   The tiles share the same name (“Calibration”), act identically and provide a direct link to the Calibration sessions page. A user would never have both tiles. When enabled, managers will have access to the Calibration (Manager) tile and non-managers will have access to the Calibration (Specialist) tile.

A manager will see the calibration tile in the “My Team” section of their Home page.  Non-managers will see the calibration tile in the “My Specialty” section of their Home page.

To see the tile, permission to the calibration tab and to the Homepage V3 Tile Group Permissions are granted through role-based permissions.  For non-managers without access to the calibration tab, they would only be able to see the calibration tile if they are identified as a participant in a calibration session. 

To verify that the tiles are enabled, go to “Manage Home Page”. If the “Calibration (Manager)” tile is on the “Repository” or “Not Used” tab, click the dropdown arrow in the “Move To” column, select “Default” and save the settings.   An example is shown below.   This will automatically put the tile in the “My Team” section of the Home page.

Calibration Tile to Appear on Home Page

Moving the tile to the default tab will place it in the “My Team” section.  Next, find the  “Calibration (Specialist)” tile.  If the tile is on the “Repository” or “Not Used” tab, click the dropdown arrow in the “Move To” column, select “Default” and save the settings. The tile will appear in the default tab in the “My Specialty” section.  The tiles can also be moved to different sections of the Home page from any of the tabs by using the dropdown listing for “Select Section”. An example is shown below.

Move tile to Different Section of Home Page

Calibration Team Summary Tile

There is a standard summary tile available for managers called “Calibration Team Summary”.  To see this tile, the participant of the session must be the manager of the subjects. The Team Calibration Summary tile will only display if the data source of the session comes from a performance form. This tile may be hidden or displayed.  Also found within “Manage Home Page”, go to “To-Do Settings”. The list of the standard tiles will display as seen below.

Show Team Calibration Summary on Home Page

To hide this tile, move the toggle to “No” for the Team Calibration Summary tile and then save the settings.

Calibration Alerts

If Employee Central, MetaData Framework and Intelligent Services are enabled, Calibration Alerts may be set up. The alerts can be used to point out situations where bias could impact the evaluation of some subjects.  Calibration business rules may be created that trigger an alert in a calibration session when evaluating subjects. The alert would display when saving the session with a list of subjects that triggered the business rules.  The label of the alert message can identify the problem and the alert message can further explain the problem and offer possible solutions.

Typical alerts are:

  • Subject had a leave of absence which may have impacted their performance rating since they did not have a full twelve months of work to evaluate.
  • Subject had a noticeable reduction in their current year performance rating compared to the prior year rating.
  • Subject received very favorable ratings for prior years and has not been promoted.

When creating the business rules, up to three years’ worth of performance ratings may be compared.  This means three performance form templates can be identified when creating the business rules.   The business rules must then be linked to a calibration template.   Within “Manage Calibration Templates”, select the calibration template and on the Advanced tab, select the alert rules to apply.

The alert messages need to be created via Manage Data>Create New. An example is shown below.

Create Calibration Alert

External code, effective status localized header and localized description are required. The message should identify the issue and offer solutions (localized description).

Next, the business rules for the alerts must be configured and the triggers identified. Type and select “Configure Business Rules” in the search bar and click “Create New Rule”. As example is shown below. Up to three performance form templates can be referenced when creating a business rule.  

Create Calibration Alert Business Rule

Create an alert scenario using If/Then logic or True/False. Define how the system would respond if the “THEN” or “ELSE” option is met.  The calibration alert message created in the prior step must be referenced here. An example is shown below.

Tie Alert Message to Business Rule

Once the rules are created, they must be linked to a calibration template.  Go to “Manage Calibration Templates”.  Select the calibration template to add the rules to.  On the Advanced tab, select the alert rules from the Rules dropdown list.   An example is shown below.

Link Alerts to Calibration Template

All sessions linked the calibration template will use the alerts.

Wrap Up

The calibration template identified the data source for the ratings to be calibrated, defined the data views used for the calibration sessions, and enabled some general features. Next we configured the calibration settings.  The settings defined what each calibration participant role could do, determined search results fields and enabled global settings. If managers will be able to launch their own calibration sessions in Team Overview in Performance, we identified the calibration template to be used.  The features and settings are applicable to each calibration template and each calibration session. We also looked at some additional features to configure for Calibration.

Watch for the next blog in the series. We will create a calibration session.