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Unified Performance Cycle EAP


Please refer to the following documentation for the unified performance cycle early access program:

Overview of what's included 

As an admin, you can create and launch a single performance review cycle with one or more of the following options:

  • Peer nominations
  • Peer & upward feedback
  • Manager reviews

Peer nominations

Employees nominate who will give them feedback. 

How it works: 

  1. Admins set the launch and communicated closure dates for peer nomination timeframe
  2. Employees submit peer nominations. 
  3. Once peer & upward feedback opens, managers can choose to request feedback from the peer nominees selected, other colleagues, or a combination.

A few things to note:

  • Once an employee submits nominations, the selections cannot be edited. 

Peer & upward feedback 

Peers and direct reports give feedback on how an employee is doing and how they can improve.

How it works: 

  1. Admins create question sets, one for peer feedback, and another for upward feedback. The proper question set is automatically delivered to the right reviewer based on the organizational hierarchy. 
  2. Admins set the launch and communicated closure dates for managers selecting reviewers and for employees completing requests.

A few things to note:

  • Upward feedback question sets are only delivered to the direct reports of the employee who feedback is being completed about. 
  • Peer & upward feedback cannot be shared directly with the subject at this time, either by the reviewer, manager, or admin. 

Manager reviews

Managers assess their direct reports, reviewing past performance, and providing suggested areas for future growth. 

How it works: 

  1. Admins create a set of questions for the manager review.
  2. Admins decide which questions can be shared back with direct reports once sharing is enabled. 
  3. Admins set the launch and communicated closure dates for manager reviews. 

What's not included in the EAP release 

  • Slack notifications
  • The ability to edit cycle in scheduled or in session state
  • The ability to duplicate or delete cycles
  • The ability for admins to add or remove peer reviewers on behalf of managers
  • The ability to share peer & upward feedback with the reviewee
  • Self-review unit

Note: Any existing draft cycles will be lost once the customer opts into the EAP

How to launch a cycle 

Step 1: Choose your performance units 

Name the cycle and select what performance units to include, choosing from peer & upward feedback with the option to allow employees to nominate who will give them feedback (or what we call peer nominations), and manager reviews. 

Creating_perf_cycle.png

Step 2: Add questions

What questions do you want to be included in the performance units you selected for your cycle? You'll add all question sets during this step. A few things to note:

  • Peer & upward feedback should have different question sets, one for peer feedback and another for upward feedback. 
  • Admins can always edit the questions, but only while the cycle is in draft state. 
  • Only admins can edit the questions, managers cannot edit questions during any part of the review cycle. 

add_questions.png

Step 3: Select which questions will be sharable

What answers do you want managers to be able to share with their direct reports once they have completed their reviews? Select those questions during this step that will be shared. A few things to note:

  • You will still need to enable sharing, which you can do in the Admin settings once the cycle is in session or has closed.
  • During the EAP, share settings are configurable for Manager reviews, but not for peer & upward feedback. Peer & upward feedback cannot be shared directly with the subject at this time, either by the reviewer, manager, or admin. 
  • Only the admin can select which questions can be shared and enable share settings for the cycle. 

share_perf.png

Step 4: Preview the cycle

Preview your design before selecting which employees to add. At this stage you can review the performance units selected, question sets for each of those performance units, and which questions you selected as sharable for the manager review unit. 

Step 5: Add employees

Choose which users to include in the cycle. 

Step 6: Schedule the cycle

In this final step, select a launch date and a communicated closure date for each of the performance units. 

  1. Employee nominations
  2. Managers select people to ask for feedback
  3. Completion of feedback
  4. Manager reviews

TIP: We recommend scheduling these events in a sequence, as exampled in the visual below.  

upc_sequence.png

How to enable sharing

In order for feedback to be sharable once it's been completed, you'll need to enable sharing in the Admin settings. Once the cycle is in session or closed, you can enable sharing.  Click Manage sharing to see the questions that were previously selected as sharable, and enable sharing for them by clicking Enable sharing. 

Screen_Shot_2020-06-18_at_10.33.29_AM.png

The questions you selected as sharable during the launch design can now be shared by managers and HRBPs. 

Notifications

What's the notification?

Who receives it?

When

Task List

Email 

Launch of peer nominations employees included in cycle launch date + time scheduled in cycle 🔔 📨
Launch of manager reviewer selections managers of employees in cycle launch date + time scheduled in cycle 🔔 📨 
Reminder for manager reviewer selection managers of employees in cycle 7 and 1 day prior to close date   📨  
Launch of peer & upward feedback selected reviewers launch date + time scheduled in cycle  🔔  📨 
Reminder for peer & upward feedback selected reviewers 7 and 1 day prior to close date     📨 
Launch of manager reviews  managers of employees in cycle launch date + time scheduled in cycle  🔔  📨 
Reminder for manager reviews managers of employees in cycle  7, 3, 2, 1 day prior to close date     📨 
Completion of peer & upward feedback  managers of employees in cycle  email delivered following morning, real-time app notification      📨 


Admin Permissions 

Admins have the ability to create and manage the configurable details of the unified performance cycle, detailed below.

TIP: Careful editing should be done while the cycle is in draft state. Some updates can be made at any time, however many become inaccessible once the cycle transitions to scheduled. 

 

Action

Updatable anytime

Updatable only during draft state

Create a cycle x  
Update name of cycle and performance unit selection   x
Update questions   x
Update sharing selections    x
Update cycle schedule   x
Add/remove participants from cycle x  
Close cycle x  
Enable sharing  x  
View manager review data x  
Edit manager reviews x  
View peer & upward feedback  

 

FAQs

 

I created a test draft and had my direct report submit peer nominations. Where do I see these? 

A manager can see the submitted peer nominations from a direct report when they go to review that employee. This can be done once the peer & upward feedback process launches. There is no notification or approval process before then. 

Which question set does a skip-level manager receive, the upward feedback or peer feedback questions? 

They will receive peer feedback. The only instance where someone receives upward feedback is when they are the direct report of the employee who feedback is being completed about.  

How do account admins review who has been nominated? Can account admins add or remove nominations? 

Account admins cannot upload or approve nominations. Peer nominations are an opportunity for employees to have a voice in the review process and ultimately impact who is providing feedback about them. It's up to their manager how to action those nominations, however. For example, their manager can choose to request feedback from those nominated, request feedback from others, or a combination. Admins cannot yet review nominations in a dashboard, though this is coming in general release. 

 

Resources

Deciding which steps to include:

Nomination: Allowing employees to nominate peers to provide feedback increases perceived fairness, and the acceptance of both the process and the feedback. While there have long been questions about if employees simply choose individuals who they know will give positive feedback, this has not been shown to be the case. However, in Culture Amp the nominations are not immediately applied, but rather given as options for the manager to make the final decision.

Peer & Upward Feedback: so the manager has a more complete view of the employee’s performance from the individual’s direct reports and peers. Studies have shown that:

Deciding which questions to share:

Performance reviews should benefit the employee and organization equally with the employee getting useful feedback and the organization receiving information to differentiate performance and make compensation/promotion decisions. The questions that most benefit the employee, like those that focus on accomplishments, opportunity areas, and actions moving forward should be shared with the employee. Questions that are used to calibrate performance internally are often kept private.



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