Create a review that is triggered by a milestone (anniversary or off cycle)

Admin > Performance

You can create a review cycle that is triggered by a milestone, such as hire date or promotion date. This type of review is called and anniversary or an off cycle review.

Tip: To assign an off cycle review to employees manually, see Assign an Off-Cycle review to employees manually.

  1. Click New Review Cycle.
  2. Provide a meaningful name.
  3. From the Type list, select Anniversary. See About the performance review cycle types.
  4. In the Description field, enter any relevant instructions or text that review owners need to follow. This field is editable even when the review cycle is in Active state. Any changes made to this field appears on the Review details page.

    Review Instructions

  5. Optionally, select the following check boxes:
    Field Description
    Synchronize held skill level with review rating Select this check box to update the proficiency level for skills based on the results associated with the review. Upon completion of a review, the skill proficiency level of the reviewee is updated with the assessed level from the review.
    Notes:
    • The configuration of the business rule "Always consider latest assessment as current held level" (in Foundation > Skills) applies and no rounding occurs.
    • The configuration of the business rule "Synchronizes the held level of skill with review rating" (in Foundation > Skills) applies.
    • The configured weightings per assessment method apply. See Set up assessment methods for skills.

      For example, if the Performance Review weight is 100 and the rest are 0, and the Held Skill Level is 4/5, then the calculation is: held level = (4*100)/4 = 4

      The default calculation is: held level = (weight self assessment*learner rating + weight manager assessment*manager rating + weight learning*learning level) / (weight self assessment + weight manager assessment + weight learning)
    Only an administrator can cancel reviews Select this check box to disallow Review Owners from canceling reviews and only allow Performance Administrators to cancel. If the Performance Administrator is the subject of the review, they can't cancel the review.
    Create a To-Do List based on this review Select this check box to enable the To-Do list. When you select this check box, you must also select the System To-Do List Template.
    Only an administrator can change review owner Select this check box to only allow Administrators to change the Review Owner and disallow others from changing the Review Owner. By default, it is disabled and both an Administrator and Review Owner can change the Review Owner.
    Reviewee can see approval comments Select this check box to allow Reviewees to see approval comments on the review overview page as well as in the PDF-report of the review. By default, approval comments are only visible to the Review Owner and other people in the approval chain and displayed on the review overview page as well as in the PDF-report of the review.
    Management chain can see review content throughout cycle Select this check box to enable Direct Managers, Alternate Managers, 2nd-level Managers, 3rd-level Managers and above to see the ratings and comments entered by the Reviewee when the Reviewee has submitted their review. If this option is disabled, people in the management chain will be able to see the ratings and comments entered by the Reviewee, but only once the review is in the Approval status and beyond.
  6. In the Review Trigger After field, enter the number of days after which the review should be triggered and select either Joining Date (also known as hire date) or Job Starting Date.
  7. Configure the steps for the review cycle by specifying a fixed date or the number of days for the due date for each of the following. These due dates will trigger notification emails.

    • Activation – Set the due date for when the Review Owner needs to activate the review so that all the reviewers can start participating in the review process. If you do not include this step, the review is activated automatically after employees are assigned the review.

    • [Review] Owner Submission – Set the due date for when the Review Owner needs to submit the review to the next level.

    • Approval – Set the due date for when the reviews need to be approved.

    • Release – Set the due date for when the reviews need to be released to the reviewees.

    • Finalization – Set the due date for when all the reviews need to be finalized by the reviewees. You also can set the following:

      Show date and comment:
      • If selected, shows the date and comment when finalizing a review. (This option is the default.)
      • If cleared, hides the date and comment when finalizing a review.
      Mandatory date and comment:
      • If cleared, does not enforce mandatory entry for the date and comment when finalizing a review. (This is the default.)
      • If selected, enforces mandatory entry for the date and comment when finalizing a review.

        Comments and date are mandatory

      Note: The number of milestones visible during the review are not directly proportional to the steps selected. For example, if there are no approvers set in the Approval Chain, there will not be a milestone visible. For example, if Enforce Review Sequence is selected, and there are two reviewers, then there will be two milestones for this step.

      Milestones

  8. Set the options for reviewers.
    Field Description
    Enforce Reviewer Sequence If selected, reviewers must complete the review in sequence. The review is available to a reviewer at the next level only after all the reviewers at the current level have submitted their ratings. However, the Review Owner and Performance Administrator have the ability to manually advance the review to the next milestone. See Monitor a review.

    Enforce Reviewer Sequence

    Note: Even if you have set the reviewer sequence as Self followed by Manager followed by 2nd Level Manager, if the employee has completed their self-assessment, and it is the Manager's turn to complete the review, the message still says it is waiting for the Reviewee to submit.
    If cleared, reviewers can complete their review at any time. In addition, the Review Owner can release the review to the Reviewee before all reviews have been completed.
    Note: The reviewer sequence is only enforced during the initial review phase. Once a review is submitted by the Review Owner or Admin, if it's thereafter reopened, it is only reopened for the Review Owner. The Review Owner can decide to reopen the review for other reviewers, in which case they can all update and submit their review simultaneously.
    Enable Reviewer Select each of the reviewers you want to be part of the cycle.
    Self, Manager, 2nd Level Manager, Alternate Manager – Select to have the employee, Manager, 2nd Level Manager, or Alternate (matrix or secondary) Manager write an assessment.
    Note: If you don't select Self, for example, then the employee cannot be a rater or provide a self-assessment in the review.

    Stakeholder – Select to enable reviewees to nominate or request review feedback from others in the organization. For this feature to work, you also have to select the Stakeholder check box on the form.

    Direct Report and Peers – Select to automatically request review feedback from direct reports and peers based on the organization structure. For this feature to work, you also have to select the Direct Report and Peers check boxes on the form.

    Direct Reports and Peers as reviewers
    Note: Only 10 direct reports are added as reviewers (even if there are more than 10 direct reports under a manager). The remaining direct reports could be added manually after the review is created, but they are not added automatically. The same is true if there are more than 10 Peers. Use this feature with this in mind. There is no fixed order to which ones are added.
    Review Owner Identify the Review Owner by selecting either Manager, 2nd Level Manager, or Alternate Manager. Usually, the Review Owner is the Manager.
    Hide Reviewer Info Select to hide the identity of the reviewer.

    For example, here is others will see:

    Hide Reviewer Info - Reviewee view

    Note:
    • The Hide Reviewer Info feature is useful if there is more than one reviewer.
    • Employees can see the reviewers they nominate even if Hide Reviewer Info is enabled.
    • Review Owners and Performance Admins can always see who the reviewers are so that they have the option to delete reviewers who have been added in error or ones they may not approve of.
    • If you don't want an Alternate Manager to be able to see the reviews between the Manager and the Reviewee, then you need to disable the following privilege: System > Manage Security > Security Roles > Internal Manager Basic Privileges > Reviews - Alternate Managers Can View Sensitive Information. Note that reviews where the Alternate Manager is the Review Owner will be visible to the Alternate Manager even if this privilege is disabled.
    Include in Final Rating Select which reviewer's ratings you want to be part of the final rating. You may not want the employee's self rating to be included in the final rating. In addition, you may not want peers or direct reports to be included in the final rating.
    Note: If the review cycle setting for "Include in Final rating" and the review form setting for "Calculation Method" do not match, then the rating calculation is determined by the review form setting.
    Show Results To Select who you want to be able to see the results of the review when the review is finalized. If you select Review Owner Only, then the Reviewee does not see any ratings and comments for that reviewer:

    Show results to Review Owner only

    During the review steps, other reviewers see the ratings and comments.
    Due By Set the due date.
  9. In the Advanced Settings section, you can specify the domain that the review pertains to.
    Note: The custom fields are not relevant for performance reviews.
  10. Click Save & Next to continue.
  11. See the following topics to complete creating the review cycle:
  12. On the Summary tab, click Activate Review Cycle to complete creating the review cycle.