360_Multi-Rater pages 16-33
How to Set Up Reporting Relationships
Navigation: Employees>> Payroll Positions>> All Positions Filled and Vacant >> Edit Supervisor Position
Linked modules where it is used on HRplus:
1. Personnel - Required for the workflow to be enabled for HR transactions. Also required for the employee to appear on the organisation chart.
2. Leave - Required to setup leave workflow if roles are not being used
3. ESS/MSS - Required for workflow for leave and other approvals
4. Goals, Appraisals and 360 Multi-Rater - Required for a manager to setup goals for their subordinates and also needed for generating appraisals and 360 review forms.
5. Training - Required for a manager to request training for one of their direct reports.
Reporting Relationships
Reporting relationships refers to an organisational or chart in which every employee is placed somewhere on this chart. The employees report to the employee who is listed above them on the organisational chart.
In HRPLUS, reporting relationships are setup by positions and by employee, where the direct and secondary supervisor is identified for each position. This allows for the seamless management of the positions regardless of the person who is currently occupying that position.
The supervisors (both Direct and Secondary) identified in these linked relationships are permitted to view employees' personnel data in Manager Self Serve (MSS) module as well as their Leave Requests and Appraisals.
Note that the Organisational Chart is different from the Position Chart which shows the positions charted based on their placement within the hierarchical structure of the entities in the company without consideration for any reporting structure.
The reporting relationship is critical in the following scenarios:
1. If manager is to approve direct reports' leave request in HRplus Leave Module
2. If managers must complete direct reports' performance review in the HRplus Appraisals and 360 Multi-Rater Modules.
3. If manager must approve direct reports' training requests in the HRplus Training Module
4. If manager is responsible for setting up direct reports' targets/goals for their direct reports
5. For the employee to appear on the HRplus generated Organization Chart
Edit Position Supervisor
Click on the Edit Position Supervisor button to enter the Position’s Supervisor details.
If you are in a Multi - Company Environment, You can Select the company you are working with to get the employees in that company.
However, if you don't have Company Access (How to set up Company Access) to a particular Company, Division or Department you will not see any information showing up.
Select Position Supervisor details
Select the Position Number (Pno) of the Supervisor from the list within the drop-box.
Select the Supervisor Type, Direct or Secondary Supervisor, from the drop-box.
Click on the Submit button to save.
If a record was saved in error, simply check the Delete box and Submit.
How to Create Competencies to Group the 360 Questions
Navigation: Personnel>>Setup>>Organisation>>Qualifications-Related Codes>>Competencies>>Competencies
360 Competency Name
Competencies are used to group 360-degree feedback questions to ensure a comprehensive evaluation of key performance areas. By categorizing questions under specific competencies such as communication, teamwork, problem-solving, and customer service, feedback can be systematically collected and analyzed.
This approach highlights strengths and areas for development, providing a clear, focused understanding of an employee's performance and guiding targeted improvement efforts.
How does it work?
Competency basic data must first be set up before linking them to jobs:
1.Enter a New Competencies with associated details.
2.Create Competency Levels where up to six levels can be defined.
3.Link the Competencies to your company.
4.Setup user defined Competency Standards and associated Points.
If no Competency Type grouping is used for 360 questions, you must create one to group all questions, as this field is mandatory when setting up the questions.
Step 1: Enter a New Competency Record
Step 2: Enter the Competency Details
Competency Code/Name: Enter the user-defined code and name for a competency.
Competency Type: There are five default types available for selection and these cannot be changed by the user. Select the Core Competency Type that best summarizes the capabilities defined in the competency description. The default types are:
•Functional Skills
•Operating Skills
•Personal Attributes
•Relationship Skills
•Strategic Skills
Details: Enter the description of your competency which would apply across a range of jobs in your organization. Alternatively, if the competency is specific to one job, then provide the definition relative to that specific role.
Use in 360 Review: Select to flag Competencies to use in 360 Questions.
N.B. At least one default competency must be selected to group the 360 Multi-Rater questions.
Step 3: Enter the Competency Details by Level
Step 4: Link the Competency to a Company
Personnel>>Setup>>Organisation>>Qualifications-Related Codes>>Competencies>>Link Competencies to Company
Competencies must be linked to the company and Use in 360 Review must be flagged.
How to Set Up Ratings for the 360 Review
Navigation: Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup>>360 Ratings
360 Ratings
The 360-rating scale uses descriptive categories to evaluate an employee's performance, mapped to specific point values (hidden during the rating process). These categories help the raters to provide clear, qualitative feedback when providing feedback.
Setup the 360 Rating Scale
Company: Select your company from the drop-down list.
Rating Standards: For each company, enter a maximum of five (5) rating descriptions and corresponding Points.
Examples include:
1. Almost Never: The employee rarely demonstrates this behavior or skill (1 point).
2. Some of the time: The employee occasionally demonstrates this behavior or skill (2 points).
3. Often: The employee frequently demonstrates this behavior or skill (3 points).
4. Almost Always: The employee consistently demonstrates this behavior or skill (4 points)
Points: The corresponding point value for a Rating Standard.
Click the Submit button to save the record.
How to Set Up 360 Overall Ratings
Navigation: Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup>> 360 Overall Ratings
360 Overall Ratings
The Overall Rating Bands, as set up in Multi-Rater Appraisals, provide a framework for assigning qualitative final ratings (e.g., Unacceptable, Needs Improvement) after compiling all ratings from different member groups. These rating bands are predetermined ranges used to evaluate an employee's performance consistently and are visible on the employee's summary report.
Commonly, organizations use a five-point rating scale, but variations like three-point or ten-point scales also exist. The Overall Rating Scale used should match the scale set in the Appraisal Rating, for consistency.
The purpose of rating bands is to ensure a clear and consistent method for evaluating and communicating performance levels to employees after integrating feedback from various sources.
360 Overall Ratings
Company: Select the Company for which you are setting up the rating scale.
Rating Standards and Band: Enter the Rating Standard Description. Next, define the numerical rating band as outlined below.
Step 1:
• Start by entering the lowest rating standard, E.g. Unsatisfactory. When entered, the lower rating band number will be auto-populated as 0. Next enter the upper limit for that rating band, e.g. 1.99.
• Note that you must enter this number to two (2) decimal places.
• Save the record. (See the example in the screen shot above).
Step 2:
•Enter the next rating standard, e.g. Improvement Needed. When entered, the lower rating band number will be auto-populated as the next number in sequence AFTER the highest band width that has already been defined. E.g. Improvement Needed - Lower band number appears as 2. Next enter the upper limit for that rating band, e.g. 2.99.
•Save the record. (See the example in the screen shot above).
Step 3:
• Repeat step 2 and continue to define the numerical rating bands from lowest to highest (e.g. 1-10) until completed.
N.B. A company can have an unlimited number of rating bands but the MAXIMUM band must be the maximum number of defined rating points as setup in the 360 Ratings tab.
How to Set Up 360 Questions
Navigation: Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup>>360 Questions
360 Questions
360-Degree feedback questions are designed to gather comprehensive feedback from various perspectives, including self-assessment, peer and team reviews, manager evaluations, and customer feedback.
360 Questions
Company: Select your company from the drop-down list.
Competency Name: Select the name of the specific competency being evaluated (e.g., Communication, Leadership, Teamwork).
360 Questions: Enter the questions designed to assess the chosen competency. These questions will be used to gather feedback from different member groups.
Question Type: Specify the format of the question, such as rating scale or open-ended.
Member Groups: Select one or multiple member groups (e.g., peers, direct reports, managers) who will participate in the review. The selected member groups will determine which questions can be applied to each group when creating the 360 forms.
Click the diskette icon or the Submit button to save the record.
How to Set Up 360 Options
Navigation: Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup>>360 Options
360 Options
360 Options allow you to configure features to be visible or hidden, or to include or exclude certain elements for specific screens within the module.
360 Options
Company: Select the Company for which you are setting up the rating scale.
Hide Rating Points: determines if employees can view the Point value when rating an employee.
Average Score Without Self Rating: The employee's self-rating is not included in the average score calculation.
What are Teams in the context of a 360 Multi-Rater review?
In a 360 multi-rater review, teams refer to groups of employees who are organized to provide and receive feedback within the review process. These teams can be structured in various ways to ensure comprehensive and balanced evaluations. The main types of teams include:
1. Departmental Teams (Non-Cross-Functional): Comprised of members from the same department, focusing on specific departmental objectives and feedback.
2. Cross-Functional Teams:
Include members from different departments, providing a broader perspective and more diverse feedback on performance.
Include members from different departments, providing a broader perspective and more diverse feedback on performance.
Teams are linked to one or more member groups, which define the specific responsibilities of each team member in the review process. For example:
•Peer Group: Members rate each other.
•Direct Report Group: Employees rate their manager.
•Manager Group: Managers rate their direct reports.
The structure and composition of these teams ensure that feedback is gathered from various perspectives, promoting a well-rounded assessment of an employee's performance.
How does it work?
1.Teams and their associated member groups are created by Managers from the Manager Self Service module. By Default, these teams are then visible to HR personnel via the 360 Multi-Rater>>360 Multi-Rater Setup>>Teams.
2.Teams can be duplicated so that they can be linked to multiple events.
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