Cycle dates, frequency & results
Is there an option to edit the review once it's submitted?
Employees can edit their review up until the Self-Review due date, even if they have already submitted the review prior to the due date. We do allow late submissions for employees, but they can't make edits once submitted if they are late.
Direct managers can edit their Manager Reviews up until the review event is closed by an Admin, meaning they can make edits past the Manager Review due date to account for any adjustments needed as part of a calibration process. Once the review event is closed, all edits are locked down.
What do you suggest for mid-year evaluations? Should the same evaluations be carried out several times on different dates, or should there be more cycles?
For mid-year evaluations, you can add several evaluations events in a single cycle, or create a different cycle for each assessment event - it's up to you. We don't have a recurring option, but it's quick to set up new events with the cadence of your choice. For more information on this process, please read Create your Performance Cycles.
I created a cycle with two different types of reviews over a year (6 months / 12 months), and wonder if there's a way to see the data at 6 months, or can the data only be seen once the cycle is closed?
The data will be visible for both reviews if they do two reviews in the same cycle. Both the employee and manager can access all review forms on the Reviews page, and managers can also see all reviews on the Member profile, under the new Reviews tab.
I added questions to each review for the members and was wondering if there's an easy way to export all the answers per member so I can establish trends? I believe this would help me prioritize and set-up the right trainings for my employees.
The export feature will be coming soon which will allow you to export all review responses for all employees, not just selected participants.
In the analytics tab for HR, cycle owners can see the checkpoint summaries from the managers. Is this also visible to employees?
This summary is not visible to employees.
What happens to Performance Cycle and 1-on-1 notes if an employee switches teams? Are the notes for 1-on-1s now available to the manager owning the review?
1-on-1 notes are always tied to the employees, regardless of the team or the Direct Manager.
Can more than one Direct Manager fill in a Manager review?
No; Direct Managers can assign a review template to themselves or to a different participant (who will also need to be assigned as a Direct Manager) within their organization. Only one Direct Manager can complete a review assigned to them.
Is it possible for the employee to leave comments on the Manager review or accept/acknowledge the Manager's review?
No; a Manager review cannot be accessed by other types of participants in Workleap Officevibe. For more information, please read Performance rights, roles, and visibility.
Notifications
Automatic reminders: Do evaluation and cycle start dates trigger member e-mails?
As far as communications are concerned, we don't send out cycle-related communications at the moment. There are plans to add cycle-related communications in a future iteration for cycle owners - the future aim is to inform cycle owners if we detect problems before the cycle is launched.
However, we do send out communications concerning the evaluations to be carried out by the employee and/or their manager, when the evaluations start.
Can reminders be sent to members who haven't completed their reviews?
Reminders are already being sent to people who have not completed their assessment 3 days before the deadline. If someone hasn't received it, please send a request to our Support team at support@officevibe.com.
To be more precise, Officevibe automatically sends reminders to participants when the assessment is opened, and then three days before the deadline.
- If the self-assessment is late, the manager is informed.
- If the manager's assessment is late, the cycle owner is notified. (This is the notification in the image you sent).
- There's no way for you to send reminders through Officevibe like you can with invitations - you have to reach people on their own outside Officevibe.
Templates
Templates won't be lost if the cycles are over, will they?
The templates won't be lost if the cycles are over. They can be reused at any time.
Direct Manager
If no Direct Manager is defined, how does this affect the process?
A Direct Manager can be defined for a member (for performance management) using the bulk import file (in Parameters), using a defined Property within the provisioning integration, or within the member's Personal parameters.
If no Direct Manager is defined, when an event reaches its start date, the evaluation will only start with currently valid members (i.e. active/inactive members who have a Direct Manager). Members will not be included in the event if they do not have a Direct Manager.
Do you need to be a Team Manager to be assigned as a Direct Manager?
Yes. For more information, please read the article on Direct Manager field.
Is there a way to upload direct managers in bulk?
Yes, this can be completed via the Direct Manager column of the bulk provisioning file, or via the synced properties in the HRIS integration.
End of process / signatures
What is the member acceptance procedure once the manager has completed the evaluation? Is a signature required to confirm that the evaluation has been completed?
We don't currently have an acknowledgement in the application once the review has been completed, but it has been added to our roadmap as an opportunity. Note that you can export the review as a PDF, so you can manage the acknowledgement via the communication channel of your choice outside of Workleap Officevibe.
The self-evaluation test and the manager's evaluation have been completed, and we've realized that the employee doesn't see his manager's evaluation. How can we ensure that the employee has access to his manager's evaluation?
There will soon be a way of exporting a PDF of the manager's appraisal, which can then be forwarded to the employee. For the moment, there are no plans to offer this functionality directly in the application.
There will also be a CSV export for executive managers coming out around the same time. They'll be able to export several assessments at a time, and then in Excel, they'll be able to choose which information to keep, reformatting the export to their liking. With PDF export, there will be no customization of any kind (hiding questions, for example).
Goals & OKRs
Will Objectives/OKRs be included in PM in future?
Objectives/OKRs will be included in Performance Management in the Context panel. Objectives will be visible in the context panel when employees perform self-assessments, and also for managers who assess their direct reports. This includes goal status and progress over the last 12 months (with some additional filters available to filter by status and time range). Note that the context panel will also be available in 1:1 meetings.
Display
Does a team member only have access to his or her self review and from his or her manager’s review?
A Team member can only see their self-review.
This is something we are hoping to improve in the future. It didn’t make it into the launch. We’d like to eventually give our users more control over what can (and can’t) be shared.
As a step towards that, we have an export feature coming up soon. Also, Direct Managers will be able to export and share their reviews. For more information, please read Performance rights, roles, and visibility.
Can we pull a report on how many people completed their reviews?
Yes, you can follow up the progress of reviews in real time. You will see exactly who has submitted their reviews, and if you want to run both self and manager reviews, you will have both statuses available.