As year-end approaches, it is common for many companies to take a second look at their employee performance and goal setting processes. In the past few weeks, I’ve been helping multiple companies revamp their employee performance processes. While some are just tweaking current forms and processes, others are considering including a new and often enlightening process – 360 evaluations.
What is a 360 evaluation?
The idea behind a 360 evaluation is to get a picture of how others view your performance from all angles. This means that in addition to getting feedback from your manager (top down), you also get feedback from your own direct reports (bottom-up), peers (side), and even external sources (vendors, business partners, customers, etc.).
Why do companies implement 360 evaluations?
Receiving feedback from a variety of sources helps create a more complete picture of how an employee is performing and/or perceived to be performing from different angles. 360 evaluations can help uncover trends and gaps in these different angles. For example, a manager may consider an employee a top performer, but when feedback is asked from peers or external sources on an anonymous basis, the employee might get different feedback (“He’s always on top of his own tasks, but sometimes at the expense of the team as a whole when we need his support”). Similarly, an employee may not be considered a top performer by a manager, but feedback from others could reveal a lot of solid performance feedback into which the manager never previously had sight (E.g. “She’s been so helpful in getting my career on the right path and helping me with work tasks at the expense of her own!”). Allowing this feedback to come to light can help employees and managers work to truly improve employee performance. We’ll take a look in a moment at how SAP SuccessFactors 360 evaluations aid in attaining this kind of feedback.
Walk-through of a 360 form in SAP SuccessFactors
360 forms are launched just like performance forms are. However, it is important to note that 360 forms use a separate screen for launching (don’t worry, this screen pretty much works the same as the other launch forms screen you are used to. After picking a target population, the admin can launch just like a normal performance form.
360 forms will also show up in the performance inbox like other performance forms, but with a different icon. It is important to recognize that 360 forms use a template type than regular performance forms and get treated slightly differently in these respects.
Once the first person in the route map gets the form (in this case the employee), they need to choose who will be involved in the evaluation. The system can be configured to default in people for categories like direct reports, manager, and peers.
Users also have the option to add external participants as shown below by simply providing a first name, last name, and email and then choosing in what category the person should be included.
Once the user is finished adding participants, there is usually an approval step prior to the evaluations being sent out. Evaluations can be designed using sections similar to those you are used to seeing in a standard performance review form. There are sections for objectives, competencies, as well as an introduction and a section for the subject’s information. Unlike regular performance forms that can be configured heavily on the online editor in “Manage Templates”, 360 forms can only be fully setup by partners or SAP (though much of the config is done in the online editor).
For internal participants, the evaluation is sent to the user’s performance inbox like the typical performance reviews where they can then open the form as shown below.
In the case of external participants, after approval of the evaluators, an email is sent with a link that allows external users to access the form. This can be a security consideration for some organizations since the link is only as secure as the receiving email system.
After all evaluations have been completed, the form is put in the completed status and the employee / manger / etc can view the results depending on permission settings. You can see an example completed performance form below.
One key advantage of the 360 form in SuccessFactors over the typical annual performance review is that the 360 feedback comments and ratings can be made anonymous. Obviously the user would know who their manager is, or they might be able to derive who the other evaluators are based on category if there are only one or two – so the forms allow you to configure minimum counts in each category as well as rollups to combine categories to help keep anonymity. The user can click on the link for each reviewer to see the details of each review and create an HTML or PDF printout of the details as shown below.
The form also has a nice detailed report showing the combined feedback comments and overall ratings by category. This can help the employee and manager understand where any gaps between self and manager evaluation ratings may exist along with other types of ratings from other categories. For examplem we can see below there is a large gap between the manager’s perception and the employee and other’s perception of “Prioritizing and Organizing Work”. Perhaps the manager is getting too much priority and the employee needs to focus on the work the team as a whole needs completed!
After this quick walkthrough, hopefully you can now see the advantage of 360 forms as an insightful tool to get employee performance feedback from a variety of sources and understand what a typical end-to-end 360 process looks like.
Do you need help implementing or changing your 360 form or other performance and goals processes? Contact us at firstname.lastname@example.org.
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.
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.
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.
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.
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:
Unsupported Goal Plan Field Types
Additionally, there are some goal plan field types that are not supported:
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.
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:
Quick Actions. For frequent or quick actions.
For You Today. Dynamically generated user content. Displays any recently added goals and CPM activities.
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.
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.
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.
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.
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.
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.
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.
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.
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 radarchart 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.
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.
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.
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.
“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.
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.
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.
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.
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.
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.
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.
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 email@example.com to see how we can help!