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Settings: Performance Reviews

  • Updated

Considerations and Tips

  • Setting up your Metrics and KPIs before creating the Performance Review Form is best practice.
  • Emails will be sent automatically to users in certain conditions;
    • When a Performance Review becomes active (is assigned);
    • When a Performance Review is created and is immediately active; and
    • When feedback is completed by either the Reviewee or Reviewer, progressing the review to the next stage of the process.
  • To publish your review, you must have at least one question for the Reviewee and for the Reviewer sections.
  • Once you have created a Review, Metric, or KPI, it cannot be deleted. 

 

Manager Permissions

Located in the User’s account under “Personal Details & Account” > “Account Permissions”, there are two permissions that can be enabled for a Manager account.

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  • The ability to MAINTAIN Performance Reviews, such as the ability to be a Reviewer and to Schedule Performance Reviews for a Trainee; and
  • The ability to CONFIGURE Performance Reviews settings, allowing the manager to create, configure, and modify the base review forms, questions, KPIs, and Metrics.

These will need to be set up for the individual Manager who needs to perform these tasks, as they will be unable to do so otherwise.

 

Performance Review Setting Types

Begin by navigating to the Performance Reviews option in the Settings for the LMS.

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This will show you three different options. 

Screenshot of the three different options on the Review Settings page: Review Type, Metrics, and KPIs.

Review Types - Creating your Performance Review

This is where you can construct the Performance Review forms.

Best Practice: Set up your Metric Questions and KPIs prior to creating the Review Form.

Note: Review Types can be linked to a specific Job Role, so that only Trainees with a particular Job Role can be allocated that particular Review Type when scheduled.

Once you create your review type, you can then begin to edit the questions that the Reviewee and the Reviewer will have to answer. You can include multiple pages of questions, drag and drop to rearrange existing questions within a page as well.

Image showing the start of a demonstration review form, including the section for Reviewee questions and Reviewer questions.

Adding a question can take several different forms, according to your need.

Image showing the eleven general question types to choose from.

Each of the question options allows you to make a few adjustments to that question, such as adding instructions, allowing for decimal places, the character limit of text boxes, or if a rating question should be rated numerically, or with hearts or stars.

Image showing an example of some of the options available when setting up a question, such as if it is a required question, and minimum and maximum character response length.

The choices of question include:

Simple Textbox – Allowing a written response as long as a single line of text;

Image shows the finished view of a Simple Text Box. The Image text reads: Thisis a Simple Text Box Question. Please enter a short answer.

Large Textbox – Allowing a written response with multiple lines of text;

Image shows the finished view of a Large Text Box. The Image text reads: This is a Large Text Box Question. Please enter a longer answer.

Dropdown Menu – Single choice response from a medium to large size pre-defined selection list;

Image shows the finished view of a Drop Down Box with nothing selected. The Image text reads: This is a Drop down Question. Please select a response.

Multiple Choice – Choice of one from a selection of responses from a small to medium size pre-defined list;

Image shows the finished view of a Multiple Choice Box with the written options: One, Two, and Three as examples. The Image text reads: This is a Multipe Choice Question. Please pick one.

Checkboxes - Choice of one or more responses from a pre-defined list;

Image shows the finished view of a Check Box Example, with the written options of one to eight. The Image text reads: This is a Check box Question. Please pick as many as you like.

Number Textbox – Allowing a written response, restricted to numerical characters only;

Image shows the finished view of a Number Text Box. The Image text reads: This is a Number Textbox Question. Please enter a number between 1-100. Decimals are allowed.

Number Slider – Allows being able to pick a numeric value along a line;

Image shows the finished view of a Number Slider Box with values of 0 to 100, the slider is positioned at 50. The Image text reads: This is a Number Slider. Please indicate how you would rate this question.

Numeric Likert – A Likert Scale response allowing the user to rate their opinion against a numeric value;

Image shows the finished view of a Numeric Likert Box, with the scale of one to seven. The Image text reads: This is a Numeric Likert Question. Please indicate how you would rate this question.

Likert – A Likert Scale response allowing the user to indicate the level to which they agree with a given statement;

Image shows the finished view of a Likert Box, with the options: Strongly Disagree, Disagree, Neutral, Agree, and Strongly Agree. The Image text reads: This is a Likert Question. Please indicate how much you agree with the question statement.

Currency Input – Allows a written response, limited to a monetary numeric value; and

Image shows the finished view of a Currency Input Box. The Currency in this example is set to British Pounds, and is blank. The Image text reads: This is a Currency Input. Please indicate how many pounds.

Rating – Allows the user to rate.

Image shows the finished view of a Rating Box, showing five stars. In this example none are selected. The Image text reads: This is a Rating Question. Please rate how you feel about this question.

When you have set up all questions, you can then preview your draft, return to editing, publish the review, and preview a generic version of the .PDF layout or edit the layout, including:

  • Customising the cover page of the document with an uploaded file;
  • Customising the pre-report content with an uploaded file;
  • Including a Watermark;
  • Customising the table colours;
  • Defining the page values; and
  • Customising the post-report content page with an uploaded file.

After publishing your Review, it becomes Version 1. You may edit the review and republish it, which will automatically increment the version number each time.

Previous versions will still be visible under the existing version.

 

Defining Review Metrics

Here you can define the questions that can be measured or reported on. Once defined here, these questions can then be added across any Review Type. A Metric question can be any of the types of questions seen in the Review Type form.

Note: Once created, a Metric Review Question should only have minor alterations, otherwise the context of any historical data for that Metric Question will be altered.

Image shows the list of options available when the Create Metric button is clicked, which includes all of the available question types.

After creating your Metric Question, it will appear in the Review Type form builder as a question type to choose from.

Image shows the question type selection option in the Review Form builder, with a pre-made metric question as an additional question type that can be selected.

Metric Question Title is Review Type Question - Demo - Multi-choice pick one is an example metric question in this image.

 

Setting KPI Questions

This section allows for the creation of Key Performance Indicator questions that can be answered by the Reviewer on the completion of a review, used to assess the overall measure of the Reviewee. These can be added to any Review Type.

KPIs can be either a single line or multiple-choice pick-one input, and require a Unique Identifier.

When you create a KPI there are four components to set up. 

Image of the KPI Set Up options, showing the four fields of Type, Unique Identifier, Label, and Help Text.

Type

Text Input (Single Line)

The input option allows the Reviewer to enter in free-form text of their own. 

Single Choice

Only a single choice can be made from a pre-defined selection of statements, such as defining if a trainee requires improvements, is meeting standards, or is exceeding expectations. 

Unique Identifier

Only lowercase letters, numbers and underscore characters allowed.

Defining a unique identification for this KPI ensures that it can be measurably tracked in the Reporting Summary and differentiated amongst any other KPI. 

Label

This is the visible name of the KPI, which you will see in the Reporting. 

Help Text 

This allows you to provide any further context that may be required when the Reviewer is evaluating the how a trainee is performing against this KPI. 

 

Once the Review has been completed by the Reviewer, it must be marked as complete in the Reviewee Profile. During this final completion stage of the review, the responses to the KPIs will be required and visible. 

Image of both KPI examples side by side in the final Completion Form of the Performance Review. The help text is automatically displayed beneath the entry field for each KPI.

 

Related Articles:

See how Performance Reviews are Assigned and how your managers and trainees will access and use them in Activity: Performance Reviews 

See how you can view reporting information about Reports metrics and KPIs in
Reports: Performance Review Metrics and Reports: Performance Review KPIs.

 

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