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Creating and Managing Review Cycles
Creating and Managing Review Cycles

Learn how to creating and manage review cycles in the Appraisals module

StaffAny avatar
Written by StaffAny
Updated over a month ago

Contents of this article are applicable to the following users

Tier: NA

Product: EngageAny

Platform: Web

Access Level: Owner, Manager

The Appraisals module allows you to create, manage and keep track of all your review cycles on EngageAny. Say no more to physical paper reviews, being in the dark on who have yet ot submit their reviews. Gain visibility and clarity on the progress of your review cycles!

Note: We currently only support Self and Downward Reviews at the moment.

View our appraisal walkthrough video for a brief overview of the feature:

This article will guide you through the process of creating new review cycles, managing review cycles and learning the different roles and responsibilities in a review cycle.

This guide will cover the following:


Viewing Templates

Note: We currently only have default templates for both Employees and Supervisors/Managers that has been vetted and suitable for F&B industry.

1) To view the templates, go to “Appraisals”.

2) Select “Templates” tab.

3) Select the template that you want to view.


Creating New Review Cycles

To create a new review cycle,

1) Go to Engage > Appraisals.

2) Select the ‘Review Cycle’ tab.

3) Select ‘Create New Cycle’.

4) Select the review types that you want to conduct in this cycle

Here are some explanations of how the various review types work.

Review Type

Explanation

Self Review

  • Reviewees will review themselves in the cycle.

  • Final score can only be taken from self review

Downward Review

  • There are assigned reviewers to review the reviewees in the cycle

  • Final score can only be taken from downward review

Both Self + Downward Reviews

  • Reviewees will review themselves in the cycle first

  • After that, the assigned reviewers will review the reviewees

  • You can choose if the final score should be taken from either the self or downward review

If your company practices evaluating individual KPIs/goals for each staff, select the “Include Goals & Custom Score Weights” option. When enabled, personal goals set in My Team will be added for evaluation in the review cycle. Assigned reviewers will set custom score weights for goals and the added review template for each reviewee.

Note: Supervisor cannot be reviewers when this option is selected

Goals must be added for the relevant reviewees BEFORE creating the review cycle. Learn more about how to create goals here.

5) Fill up the general information of the review cycle. Once done, select “Next”.

Here are some explanations of the different information required.

Input

Explanation

Suggestions

Cycle Collaborator(s)

Add additional users to oversee the review cycle.

Cycle collaborators can:

  • Track review cycle progress for all reviewees

  • View all reviewees’ results

  • End review cycle

Cycle Name

This is what the review cycle will be called.

  • 2022 Mid Year Performance Review

  • 2022 End Year Performance Review

Description

A short explanation on what is the purpose of the cycle.

  • This is the end of the year performance review where a downward review is to be conducted by the managers.

Start Date

The starting date that the review cycle will commence.

Template to Use

The template to be used for the review cycle.

6) Select the reviewees that will be participating in the review cycle by selecting the checkboxes. Once done, select “Next”.

Note: If the Cycle Admin is an Owner, staff from all access levels will be displayed in the list of Reviewees. If the Cycle Admin is a Manager, only Supervisors and Employees will be displayed in the list of Reviewees.

7) Assign a reviewer to each reviewee by selecting “Change Reviewer”.

Note: The Cycle Admin will be the default reviewer for all reviewees. Currently, you can only assign 1 Reviewer to each Reviewee.

In the “Change Reviewer” popup, simply select the new reviewer that you wish to assign to the reviewee. Once done, select “Next”.

8) Lastly, the Cycle Summary will display a summary of the cycle and the list of reviewees and reviewers that are participating in the cycle. Select “Publish” to publish the cycle.

9) The review cycle will be published and displayed under the “Review Cycle” tab.


Viewing and Managing Review Cycles

In a review cycle, there are multiple roles with different responsibilities and actions that they can perform.

Viewing Review Cycle

If you do not have a review cycle, you can learn how to create one here (Link to “Creating New Review Cycle” article)

To view review cycles,

1) Go to Engage > Appraisals.

2) Select ‘Review Cycle’.

Different Roles, Responsibilities and Actions

Below are the different roles and their responsibilities in a review cycle:

Role

Responsibilities

Cycle Admin

The user who creates the cycle will be the Cycle Admin. They are responsible for overseeing and managing the review cycles

Cycle Collaborator

Additional users can be added during cycle creation to help oversee and manage the review cycles

Cycle Admin

Responsible for overseeing and managing the review cycles

The table below explains the different actions that each role in the review cycle can take.

Actions

Explanation

Role

Change Reviewer

Change who needs to write the review for the reviewee

  • Cycle Admins

  • Cycle Collaborators

View Review

View the results of the submitted review

  • Cycle Admins

  • Cycle Collaborators

  • Reviewer (Only reviewees that they are assigned to)

Write Review

Write a review for the specific reviewee

  • Reviewers (Only reviewees that they are assigned to)

Print (As PDF)

Print or download the review results.

  • Cycle Admins

  • Cycle Collaborators

  • Reviewer (Only reviewees that they are assigned to)

End Cycle

End the review cycle. No more reviews can be submitted.

  • Cycle Admins

  • Cycle Collaborators

Delete Cycle

Delete the review cycle.

  • Cycle Admins

  • Cycle Collaborators

Duplicate Cycle

Duplicate the selected cycle.

  • Cycle Admins

  • Reviewer

  • Non Cycle Admins

  • Non Reviewers

Cycle Statuses

Here you can view all the review cycles that are Scheduled, Ongoing or Ended. Click on the review cycle to view its progress.

Cycle Status

Explanation

Scheduled

The review cycle has been published but has not started yet as the start date is in the future.

Ongoing

The review cycle has been published and is currently active. Reviewers can complete and submit their reviews they are assigned to complete.

Ended

The review cycle has ended and inactive. Reviewers cannot complete and submit their reviews.

Review Statuses

Review Status

Explanation

Pending Weights Setup

If goals are added into the review cycle, reviewers need to set custom score weights for each staff. Learn more here.

Awaiting Self / Downward Review

Pending action on the reviewee or reviewer to submit the review

Self /Downward Review Submitted

A review has been submitted by the reviewee or reviewer.

Published Results

Reviewee can access the review results. Learn how to publish results here.

The image below shows the Review Cycle Progress. Here you can view the reviewees, reviewers and the review status.

Changing Reviewers

Reviewers can only be changed before downward review is submitted.

1) To change reviewers in the review cycle, select “Change Reviewer”.

Note: Only Cycle Admins and Cycle Collaborators can change reviewers.

2) Select the new reviewer.

3) Select “Save”.

Viewing Review Results

To view review results after they have been submitted,

1) Select “View Review” to view the results.

The review results will be shown as follows:

Here is the breakdown of each part of the review result:

1) General information of the Reviewee

The top card shows the general information of the reviewee. It includes the name, roles that the reviewee holds, sections that the reviewee is assigned to, the reviewer who submitted this review and the completion date of this review.

2) Final Score and Score Breakdown

This card shows the final score that the reviewee has attained as well as the score breakdown of each category of questions.

Note: The total score is calculated by adding up all the scores of each category.

3) View Review Breakdown

When there are multiple review types in a cycle, you can view the breakdown of the results from each review type.

4) Instructions and Questionnaire

At the top, the cycle instructions are displayed. It explains the rating scale that is used in the questionnaire. Below the instructions lies the questionnaire itself.

Note: Once the questionnaires has been submitted, the reviewers is unable to make changes to the submission.

Duplicating Existing Review Cycles

To duplicate an existing review cycle, click “Duplicate” on the review cycle that you wish to duplicate.

Note: All the settings and configurations of the review cycle being duplicated will be applied to the duplicated cycle.

Deleting Review Cycles

To delete an existing review cycle, click “Delete” on the review cycle that you wish to delete.

Note: Only Cycle Admins can delete the review cycle that they are managing.

The warning below will be shown, informing you that any reviews submitted in the review cycle will be lost upon deleting the cycle. Confirm this action by selecting “Confirm”.


Sharing Review Results

Once the final review has been completed, cycle admins and reviewers can choose to share the review results to the reviewees. There are 2 ways to do this

Publish Results

When results are published, reviewees can access it via the mobile app. You can choose to publish results individually for each staff, or mass publish.

Note: This is only available for cycles with downward / self + downward reviews

Once the results are published, reviewees will be notified on the mobile app to check their review results. The status will also be updated to “Published Results”.

Note: When using mass publish and there are missing reviews, the following modal will appear to confirm if you want to continue to publish to the rest of the staff with completed reviews. You can always individually publish results for those who had missing reviews later

If you want to hide the results from the reviewees after publishing, you can unpublish the results at any time.

These are the actions allowed for each role:

Cycle Admins

Cycle Collaborators

Reviewers

Publish results individually

Publish All Results

Unpublish results individually

Print/Download as PDF

To print or download the results as PDF, simply click on “Print”.

You will be redirected to the following page where you can either print the results or save the results as PDF and share it to the reviewee.


Exporting Final Scores

To export the final scores to prepare internal reports or calculate bonus, you can:

  1. Click on “Export” button on the top right corner

  2. This is how the exported csv will look like:

Note: Only downward review results will be exported

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