The 360 Multi-Rater module is a review system that allows you to obtain feedback from multiple sources called: employees, direct reports, managers, peers and project team members. These sources may be supervisory, subordinate or lateral. The feedback is used to inform behavioural changes, employment and succession decisions and to facilitate performance improvement.
This full-circle review system is effective in effecting behavioural and/or development change as it is more difficult to discount the viewpoints of multiple sources. Moreover, the feedback can be anonymous, as opposed to face-to-face, so that multi-raters are more comfortable providing reviews.
Some employee benefits (at all levels) of implementing a 360-degree review system are to:
become more self-aware as there is greater understanding of how behaviours are perceived by others in comparison to personal perceptions.
identify and build upon strengths and improve weaknesses.
focus on learning and development and take ownership for self-development.
receive feedback in a positive, open-minded and non-aggressive manner.
obtain feedback about senior executives’ performance – as this might be the only forum on which to do so.
Before implementing the HRplus 360 Multi-Rater Module, it’s important to prepare key data points for a smooth and efficient review process. An HRplus implementation consultant will guide you with questionnaires and templates to capture the necessary information during setup:
Reporting Relationships: Ensure all reporting relationships are correctly set up to support workflows like leave approvals, performance reviews, and organizational chart generation.
Competency Framework: Define the competencies for evaluation, create competency levels, and link them to the company. At least one default competency should be selected for grouping 360 questions.
Rating Scales: Establish a consistent rating scale with descriptive categories (e.g., "Almost Never," "Often") mapped to point values. Set up overall rating bands for final qualitative ratings.
360 Questions: Develop questions aligned with competencies, choosing the appropriate question types (e.g., rating scales, open-ended), and assign them to relevant reviewer groups (e.g., peers, managers).
Teams and Member Groups: Define participating teams and member groups (e.g., self, peers, managers) and assign employees accordingly to ensure everyone understands their role in the review process.
HR Events: Set up HR events to manage the 360 process, including event details, responsible administrators, and status notifications for participants.
With the support of an HRplus implementation consultant and the provided tools, your organization will be well-prepared to streamline the setup and ensure a seamless and effective 360 Multi-Rater process.
Steps | Description | |
Step 1 | Set Up Reporting Relationships | |
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant)>>[Select Company]>>[Select Employee]>>Edit Position Supervisor | ||
Reporting Relationships |
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Step 2 | Setup Competency Framework | |
Personnel>>Setup>>Organisation>>Qualifications-Related- Codes>>Competencies>>Competencies | ||
Steps | Description | |
Competencies |
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Step 3 | Setup 360 Multi Rater Parameters | |
Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup | ||
360 Ratings |
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360 Overall Ratings |
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360 Questions |
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360 Options |
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Step 4 | Setup Multi-Rater Teams | |
Talent Management>>360 Multi-Rater>>360 Multi-Rate Setup>>Teams>>[New Member Group] | ||
Member Groups |
Step 4.1: Member Groups | |
Steps | Description | |
Non-Cross Functional teams |
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Cross Functional Teams |
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Step 5 | Select Questions | |
Questions |
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Step 6 | Select Employees | |
Employees |
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Step 7 | Set Up HR Events | |
Talent Management>>HR Events>>Manage Events>>Events | ||
Set up the 360 Multi- Rater Event |
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Steps | Description | |
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Step 8 | Conduct the 360 Reviews | |
Home>>My HR Tasks>>360 Reviews | ||
Rate Employees |
Step 8: | |
Step 9 | View the 360 Summary | |
HR: Talent Management>>HR Events>>Manage Events>>Events>>[Select Event]>>[+]>>360 Review Talent Management>>360 Multi-Rater>>360 Multi-Rater Summary>>[Select Company]>>[+]>>Summary Employee: Home>>My Performance>>My 360 Reviews Managers: User Self Service>>Manager>>Talent>>360 Multi-Rater (for Direct reports) User Self Service>>Manager>>Talent>>Team Members Review (for Cross Functional Team members) | ||
Steps | Description |
Team Leaders (cross-functional teams): User Self Service>>Team Leader>>360 Multi-Rater |
360 Multi-Rater: A performance evaluation process where feedback is collected from multiple sources, including peers, supervisors, subordinates, and sometimes external parties like customers or clients.
360 Questions: Predefined questions used in the 360 Multi-Rater process to evaluate various competencies and performance areas.
A
Appraisee: The individual whose performance is being evaluated in the performance management process. This could refer to an employee, team member, or anyone under review.
Appraisal Period: The timeframe during which the employee's performance is being evaluated. C
Competency Type: Categories of skills or qualities that are evaluated in the 360 Multi-Rater process.
Cross-Functional Teams: Teams comprising members from different departments or functional areas within an organization, formed to collaborate on projects requiring diverse expertise.
Customers Rate Employee: A feedback process where customers provide input on the performance of an employee who serves them directly.
D
Direct Reports Rate Manager: A feedback process where employees who report directly to a manager provide feedback on the manager's performance and leadership skills.
F
Feedback: Information provided by reviewers about an employee’s performance, which is used for performance evaluation and development.
M
Manager Rates Direct Reports: A feedback process where a manager evaluates the performance and contributions of their direct reports.
Member Group: A defined group of individuals within an organization, such as a team or department, who share common responsibilities in the 360-review process.
N
Non-Cross Functional Teams: Teams composed of members from the same department or functional area, focusing on tasks specific to their expertise.
O
Overall Rating: The final, summarized rating that represents an aggregate of all feedback received during the 360-review process.
P
Peers Rate Each Other: A feedback process where colleagues at the same hierarchical level evaluate each other's performance and contributions.
Project Team Rates Each Other: In project-based settings, team members provide feedback on each other's contributions to the project's success.
Performance Period: The specific timeframe for which an employee's performance is being assessed. R
Reviewer: An individual who provides feedback, assessments, and ratings about the performance of others in the evaluation process.
Rating Scale: The system used to quantify the feedback, often involving descriptive categories such as "Always", "Sometimes" etc.
S
Self-Rating: A component of the performance evaluation where the individual assesses their own performance, skills, and contributions.
T
Team: A group of employees organized to provide and receive feedback within the 360-review process, either cross-functional or non-cross functional.
Step 1 - HR sets up the 360 Parameters and ALL Questions.
Step 2 - Managers setup teams, member groups, 360 forms and links employees to member groups. Step 3- HR creates the Event Name (optional)
Step 4 - HR Initiates the 360 Multi-Rater Event for Teams OR Each Manager Initiates the event for their Team(s).
Step 5 - 360 forms for the respective Team can be reviewed by either Managers or HR for completeness. The forms are then sent to employees to start the Review Process.
Step 6 - Employees conduct the 360 Multi-Rater Review. Step 7 - Employees complete the Multi-Rater Review.
Step 8 - The Summary Report becomes available for viewing.
Team Creation and 360 Appraisal Initiation Process
The setup tasks for creating teams, linking member groups, selecting questions for the 360 form, and assigning employees to each group must be completed by the department manager via the Manager Self Serve module. Once the manager completes these tasks, HR will have visibility of all created teams.
By default, managers have access to these features, as configured in the system settings. If managers are not permitted to create teams, member groups, and setup tasks, the configuration should be flagged to hide the feature. When hidden, managers will not see the "Multi-Rater Teams" tab. This can be adjusted in System Configuration under Feature Management with the option "Hide Teams from Manager Self- Service."
Next, HR or each Manager has the responsibility for initiating the 360-appraisal event, depending on company policy.
Step 9 - The 360 Review Period is closed.
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:
Departmental Teams (Non-Cross-Functional): Comprised of members from the same department, focusing on specific departmental objectives and feedback.
Cross-Functional Teams: 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?
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.
Teams can be duplicated so that they can be linked to multiple events.
Member Groups
Member Groups specify the responsibilities that employees have in the 360-review process. 360 questions, when created, must be linked to one or more member groups to ensure the relevant questions are available when creating the 360-review form.
All teams must be associated with one or more member groups, and all employees participating in the 360-review process must be assigned to one or more member groups within their respective team. This ensures clear roles and responsibilities in the review process.
The member groups differ for teams that are cross-functional or non-cross-functional and this is outlined in the tables below.
No. | Non-Cross- Functional Member Group | Description |
1 | Self-Rating | employees rate their own performance |
2 | Peers Rate Each Other | members rate each other on various performance areas |
3 | Manager Rates Direct Reports | managers rate their direct reports on overall performance and goal achievement – retrieved from Personnel>>Personnel>>Positions>.Reporting Relationships |
4 | Project Team Rate Each Other | members of a project team, including Team Leader, rate themselves as well as each other |
5 | Direct Reports Rate Manager | employees rate their manager on leadership and management skills – retrieved from Personnel>>Personnel>>Positions>Reporting Relationships |
6 | Customers Rate Employee | Not currently available. Instead, HR rates employees which MUST be visible to both employees and employees’ manager. |
No. | Cross-Functional Member Group | Description |
1 | Self-Rating | employees rate their own performance |
2 | Peers Rate Each Other | members rate each other on various performance areas |
3 | Project Team Rate Each Other | members of a project team, including Team Leader, rate themselves as well as each other |
4 | Team Leader’s Manager Rates Team Leader | team leader’s manager rate team leader (with option to add/delete a manager) – retrieved from Personnel>>Personnel>>Positions>>Reporting Relationships |
No. | Cross-Functional Member Group | Description |
5 | Team Leader’s Direct Reports Rate Team Leader | team leader’s direct reports rate team leader on leadership and management skills (with option to add/delete direct reports) – retrieved from Personnel>>Personnel>>Positions>.Reporting Relationships |
6 | Customers Rate Cross-Functional Team | Not currently available. Instead, HR rates team members which MUST be visible to ALL members of the team, including team leader. |
Creating the 360 Form
There are four essential steps for the Manager when creating a 360 form:
Create Teams: Non-Cross-Functional or Cross-Functional Team.
Add Employees to the Member Groups
Non-Cross-Functional Teams: Managers can only select employees from within their department.
Cross-Functional Teams: HR or managers can add employees from any department within the company.
All steps must be repeated to create forms for Each Member group within a Team.
User Self-Service>>Manager>>Talent>>360 Multi Rater>>Multi-Rater Teams How do I setup a Non-Cross Functional Team?
User Self-Service>>Manager>>Talent>>360 Multi Rater>>Multi-Rater Teams>>[New Member Group] What are member groups?
Add employees from the team who are in this member group. This can be repeated for different Member Groups under this team.
Once the 360 Event has been created and the 360 Appraisal/Review forms have been sent to
employees, no further edits can be made to the questions for any member groups within the team.
Pre-Requisite:
360 Questions must be created in advance. How to create 360 Questions?
Selecting 360 Questions
Select the questions on which the team members will be rated. On initial setup of multi-rater teams, you will be prompted to select the questions and employees which you can do at that time. However, you can also choose to set up all your teams prior to selecting the questions and employees. Selecting questions is the same for both cross-functional and noncross-functional teams. Questions for selection are retrieved from the Questions set up via Talent Management>>360 Multi-Rater>>360 Multi-Rater Setup>>360 Questions.
Please be reminded that Questions are filtered by keywords and only those questions with the required Keywords will be displayed. In the example above, only those questions with the keyword
Self will be displayed.
Changes to Employees in Member Groups can only be made BEFORE the team is linked to an
event !
Select Employees
Insert/edit/delete/view employees who are members of the selected team.
For non-cross-functional teams, the employee list that managers can select from is filtered based on the manager's department.
For cross-functional teams, the employee list displays employees from all departments within the company for the manager to select. If a manager is creating a cross-functional team, they can include employees from other departments in the member groups to provide a more comprehensive review.
• Select the Company to view its Departments.
Select a Department to view its employees.
Select an Employee. Repeat to enter additional records.
The Team Leader is highlighted for a Cross-Functional Team.
N.B. Employees can be deleted as required.
360 Self Review
On log-on, ALL participating employees will be able to access the employee records that they have to review via the Employee Self Service. Employees can do both self-reviews as well as the reviews of others (Project Team, Peers, Manager Rating of Direct reports, etc.).
Employee Self-Review - (Home (ESS) >>My Performance>>My 360 Review).
Employee Review of others - (Home (ESS) >>My HR Tasks>>360 Reviews).
Employees will receive an email notification advising that the 360 Appraisal Form is available.
Log into the HRplus application. Navigate to HOME>>My Performance>>My 360 Reviews:
Completing the 360 Review Form
Important Dates:
Appraisal Start and End Dates: The period during which the appraisal process is conducted, including the completion and submission of review forms.
Performance Start and End Dates: The timeframe being evaluated in the appraisal, representing the period for which the employee's performance is assessed.
Types of Questions
Rating Questions: Select the description that best represents your assessment. The rating points are visible only if enabled; otherwise, only the description is needed.
Open-Ended Questions: Provide detailed answers in the free text fields.
Steps to Complete the Form
Answer Rating Questions: Choose the appropriate description based on your assessment of the employee.
Answer Open-Ended Questions: Fill out any free text answers thoroughly.
Save Progress: Click "Save" to record your answers and return later if needed.
Submit 360 Report: After answering all questions, click "Submit 360 Report" to finalize your responses.
Note that no edits are allowed after final submission.
360 Self Review
On log-on, ALL participating employees will be able to access the employee records that they have to review via the Employee Self Service. Employees can do both self-reviews as well as the reviews of others (Project Team, Peers, Manager Rating of Direct reports, etc.).
Employee Self-Review - (Home (ESS) >>My Performance>>My 360 Review).
Employee Review of others - (Home (ESS) >>My HR Tasks>>360 Reviews).
There are several steps to conduct a 360 Review of another employee as outlined below.
Employees will receive an email notification advising that the 360 Appraisal Form is available.
Log into the HRplus application. Navigate to HOME>>My HR Tasks>>360 Reviews:
Completing the 360 Review Form
Important Dates:
Appraisal Start and End Dates: The period during which the appraisal process is conducted, including the completion and submission of review forms.
Performance Start and End Dates: The timeframe being evaluated in the appraisal, representing the period for which the employee's performance is assessed.
Rating Questions: Select the description that best represents your assessment. The rating points are visible only if enabled; otherwise, only the description is needed.
Open-Ended Questions: Provide detailed answers in the free text fields.
Answer Rating Questions: Choose the appropriate description based on your assessment of the employee.
Answer Open-Ended Questions: Fill out any free text answers thoroughly.
Save Progress: Click "Save" to record your answers and return later if needed.
Submit 360 Report: After answering all questions, click "Submit 360 Report" to finalize your responses.
Note that no edits are allowed after final submission.
Repeat Steps 1 to 3 to complete 360 reviews for all employees.
Manager View of Employee Summary 360 Review
Managers can access and view the Summary Reviews for employees who report directly to them. This provides a comprehensive overview of the feedback received from all relevant member groups.
The Summary button becomes visible only after all employees in the member groups submit their final reports. At this stage, no further changes can be made, and the summary results are finalized.
Summary Review
Team leaders for cross-functional teams oversee employees from various departments, ensuring all 360 reviews are completed. They manage the feedback process, gather insights, and review the summary report once all member groups have submitted their assessments.
The Summary button appears on an individual employee's record only after all employees in the member groups submit their final reports for that specific employee. At this point, no further changes can be made, and the summary results are finalized.