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Unified Performance Cycle EAP


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

Unified Performance Cycle

As an admin, you can create and launch a single performance review cycle with Peer & Upward Feedback, with the option for Peer Nominations to allow employees to nominate who will give them feedback, and Manager Reviews.  

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:

  • The communicated closure date is not a hard deadline. Managers can continue to request feedback, and employees can continue to complete feedback past this date.
  • Upward feedback question sets are delivered to the direct reports or any indirect 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. 

Peer nominations

Optional for Peer & Upward feedback, you can allow employees to 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. 
  • We recommend scheduling the nominations to occur prior to kicking off the subsequent steps of requesting feedback.
  • Peers can nominate past the communicated closure date.

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. Similar to peer nominations and peer & upward feedback, the communicated closure date is not a hard deadline. Manager reviews can still continue after the communicated closure date. 

What's not currently included in the Early Access Program release 

  • Slack notifications
  • The ability to share peer & upward feedback with the reviewee
  • Self-review unit

Note: Any existing draft cycles for Performance will be lost if you opt into the Early Access Program.

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. 
  • The peer feedback template is used if the manager wants to get feedback on how their direct reports are doing as an individual contributor outside of managing people. The upward feedback template is used if the manager wants to get feedback on how their direct reports are doing as a manager. 
  • Admins can always edit the questions, but only while the cycle is in draft state or scheduled. Questions can no longer be edited once the unit goes live. 
  • 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 shareable

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 shareable for the manager review unit.

UPC_preview.png

Step 5: Add employees

Choose which users to include in the cycle. 

UPC_add_employees.png

 

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

    schedule_perf.png

We recommend scheduling these events in a sequence to create a streamlined and intuitive process for participants, as visualized below. Sequenced scheduling reduces process anxiety and creates clear timeline expectations. Nominations have been submitted when managers go to request feedback, and all requests have been submitted when reviewers are first requested to provide feedback.

upc_sequence.png

TIP: Send your managers and employees to this article that covers their performance review experience.

How to manage a cycle

As an admin or HR business partner, you have access to in-app dashboards for peer & upward feedback and manager reviews, as well as exports of all nominations, feedback, and manager review data. From the in-app dashboards you're able to:

  • Track progress of feedback requested by managers and feedback completed by reviewers
  • View the number of nominations submitted and received by each employee, as well as how many requests have been both requested about and from that individual

Screen_Shot_2020-11-22_at_8.02.03_PM.png

  • Easily sort columns to understand how nominations and feedback requests are distributed across your employee population
  • Identify who hasn't yet submitted nominations, requested or completed feedback in order to follow up with them or their manager as they cycle progresses

Screen_Shot_2020-11-22_at_8.04.27_PM.png

  • Search for individual employees to dig into their feedback requests, withdraw any pending requests, or request feedback on behalf of their manager. When you request peer or upward feedback on behalf of the manager, the Requested by field as seen by the reviewer will display the current manager’s name.

image__10_.png

How to enable sharing

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

mceclip0.png

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

Admin Settings 

Admins have the ability to create and manage the configurable details of the unified performance cycle at all stages of the cycle. The following configurations are possible when cycles are in draft, scheduled, live, and closed states: 

Draft 

  • Edit cycle
  • Duplicate cycle
  • Delete cycle

Scheduled

  • Download CSV
  • Edit name
  • Edit questions
  • Edit sharing
  • Manage users
  • Edit schedule
  • Duplicate cycle
  • Delete cycle

Live (in session) 

  • Download CSV
  • Edit name
  • View questions
  • Manage sharing
  • Manage users
  • Edit schedule (communicated closure dates)
  • Duplicate cycle
  • Close cycle
  • Delete cycle 

Closed Cycles

  • Download CSV
  • Edit name
  • View questions
  • Manage sharing
  • Duplicate cycle
  • Reopen cycle
  • Delete cycle

Notifications

What's the notification?

Who receives it?

When

Task List

Email 

Participants nominate peers

employees included in cycle

launch date + time scheduled in cycle

🔔

📨

Managers select peer reviewers 

managers of employees in cycle

launch date + time scheduled in cycle

🔔

📨 

Reminder for manager to select peer reviewers 

managers of employees in cycle

7 and 1 day prior to close date

 

📨  

Reviewers complete feedback requested of them 

selected reviewers

launch date + time scheduled in cycle 

🔔

📨 

Reminder for reviewers to complete feedback requested of them 

selected reviewers

7 and 1 day prior to close date 

 

📨 

Managers review direct reports 

managers of employees in cycle

launch date + time scheduled in cycle 

🔔

📨 

Reminder for manager to review direct reports 

managers of employees in cycle 

7, 3, 2, 1 day prior to close date 

 

📨 

Reviewers have completed feedback requested of them 

managers of employees in cycle 

batched email delivered following morning, real-time app notification  

 

📨 


Nominate Peers

Employees receive a notification to nominate peers for feedback. 

Screen_Shot_2020-10-27_at_7.33.28_AM.png

Request Feedback

Managers receive a notification to select reviewers for their direct reports. 

image__6_.png

Managers receive a reminder to select reviewers for their direct reports. 

Screen_Shot_2020-10-27_at_7.33.42_AM.png

Complete Feedback

Reviewers receive a notification to complete feedback.Screen_Shot_2020-10-27_at_7.34.04_AM.png

Reviewers receive a reminder to complete feedback.

Screen_Shot_2020-10-27_at_7.34.18_AM.png

Managers receive a notification that feedback was provided about their direct reports. 

Screen_Shot_2020-10-27_at_7.34.32_AM.png

Complete Manager Review

Managers receive a notification to complete the manager review for their direct reports. 

Screen_Shot_2020-10-27_at_7.34.42_AM.png

Screen_Shot_2020-10-27_at_7.35.14_AM.png

Managers receive a reminder to complete the manager review for their direct reports.
Screen_Shot_2020-10-27_at_7.34.57_AM.pngScreen_Shot_2020-10-27_at_7.35.28_AM.png

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.

Resources

Send your managers and employees to our Unified Performance Cycle Guide for Managers and Employees article.

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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