The Workflow tab controls the evaluation workflow that your Performance Review will follow, including:
Steps that are included in the workflow
Permissions each reviewer group has
Due dates that display for various steps
From filling out your Prep Worksheet, you should already have identified elements for this tab such as who your reviewer groups are going to be, how many levels of review you’ll need, and if your associates will be doing a self review. So now you just need to set up Cognition with all that you’ve planned!
The steps that you decide need to be on the workflow will show on the timeline of the Performance Review. There are two different timelines: One that displays for the associate when they are looking at the Performance Review screen (insert screenshot), and one that shows for Management (insert screenshot).
Let’s walk through each of the sections on this tab and their corresponding settings.
Associate Self Review
These settings determine which fields are shown and are required for the associate to fill out during their self-evaluation. If you do not need to enable the Associate Self Review, uncheck this and continue on to the next section!
Field Name | Description |
|---|---|
Enable Associate Self Review | When checked, the associate will be required to do a self-evaluation. Unchecking will remove the self-evaluation step. |
Overall Rating [Hidden/Manual/Calculated] | This determines if the associate is required to give themselves an overall rating on their performance. There are 3 options for this setting:
|
Accomplishments Field [Hidden/Optional/Required] | Add an open text field for the associate to describe their accomplishments. If required, the associate will not be able to submit without filling this field out. |
Opportunities Field [Hidden/Optional/Required] | Add an open text field for the associate to describe their opportunities. If required, the associate will not be able to submit without filling this field out. |
Focus Next Year Field [Hidden/Optional/Required] | Add an open text field for the associate to describe their focus for the next year. If required, the associate will not be able to submit without filling this field out. |
Comments Field [Hidden/Optional/Required] | This displays a comments field in the overall evaluation section for the associate to provide comments on their overall performance. /wiki/spaces/CKB/pages/673939466 |
Associate Self Review Label Settings
These settings control the labels that will appear for the associate review step when viewed in reports and on the review timelines.
Field Name | Description |
|---|---|
Ready Status Label | Controls the status label for when the evaluation is ready to be reviewed by the associate. This will default to “Ready for the Associate to Review”. |
In Progress Status Label | Controls the status label for when the associate has started their self-evaluation but not yet finished. This will default to “Associate Review In Progress”. |
Associate Timeline Label | This label will show in the associate’s timeline underneath the marker for their step. This will default to “Self Review”. |
Management Timeline Label | This label will show in the management timeline underneath the marker for the associate’s step. This will default to “Associate Review”. |
Due Date | This will show underneath the step in both the associate and management timeline. |
Management Review Settings
These settings determine which fields are shown and are required for management to fill out when they evaluate the associate.
Note: These settings will apply to any management role (Level 1, Level 2, etc.) that is given the ability to edit the review. If a role does not have the ability to edit or evaluate an associate, they will not have to fill these fields out.
Field | Description |
|---|---|
Overall Rating [Hidden/Manual/Calculated] | This determines if management is required to give the associate an overall rating on their performance. There are 3 options for this setting:
|
Accomplishments Field [Hidden/Optional/Required] | Add an open text field for the reviewer to describe the associate’s accomplishments. If required, the reviewer will not be able to submit without filling this field out. |
Opportunities Field [Hidden/Optional/Required] | Add an open text field for the reviewer to describe the associate’s opportunities. If required, the reviewer will not be able to submit without filling this field out. |
Focus Next Year Field [Hidden/Optional/Required] | Add an open text field for the reviewer to describe the associate’s focus for the next year. If required, the reviewer will not be able to submit without filling this field out. |
Comments Field [Hidden/Optional/Required] | This displays a comments field in the overall evaluation section for the reviewer to provide comments on the associate’s overall performance. /wiki/spaces/CKB/pages/673939466 |
Associate Timeline Label | This label shows on the Associate’s timeline and encompasses all management steps (Level 1, Level 2, Compensation, etc.). This will default to “In Review” but should be changed to “Manager Review”. |
If you have the Progressive Development feature enabled in Cognition, you can show an associate’s Progressive Development records at the top of their performance review. Managers can reference these records to help inform their evaluation. These will not be visible to the associate during their self review or during the review meeting.
To add Progressive Development records, take note of these additional settings:
Field | Description |
|---|---|
Progressive Development Categories | Determines which Progressive Development categories appear to management. |
Progressive Development Records | This date range determines the Progressive Development records that will show. A record must have occurred during this date range and be completed. Records that are still in progress will not show. |
Progressive Development Instructions | These instructions will appear above the Progressive Development section. Include any directions on how you want management to review these records. |
Level 1 Review
The Level 1 review is the review completed by the Direct Supervisor of the associate. These settings control what the Level 1 reviewer will have to fill out as part of their assessment as well as what options they will have available during their assessment.
Field | Description |
|---|---|
Enable Level 1 Review | Enables Level 1 Review as a part of the workflow. If Unchecked, this will remove the Level 1 Review step from the workflow. |
Reviewer Label | This label is used by the system to name this group. It will default to “Supervisor”. |
Ready Status Label | This is the status that is used when the evaluation is ready for the Level 1 Reviewer. It will default to “Ready for Supervisor Review”. |
In Progress Status Label | This is the status that is used when the Level 1 Reviewer has started but not yet finished their evaluation. It will default to “Supervisor Review In Progress”. |
Show Progressive Development | If you have the Progressive Development feature enabled within Cognition, this setting determines whether the Progressive Development Record section shows to this reviewer group. |
Allow Finalize while in Associate Statuses | Checking this will allow management to finalize their evaluation before the associate has finished with their evaluation. This means that the associate will be locked out of their evaluation. Keeping it unchecked will ensure that associate finishes their self-evaluation and Level 1 must wait before they can submit their evaluation. |
Management Timeline Label | This label shows on the Management timeline underneath the Level 1 step. It will default to “Supervisor Review”. |
Due Date | This will show in underneath the step in the Management timeline. |
Reviewer | For the Level 1 Review, this will always be the associate’s direct supervisor. |
Level 2 Review
The Level 2 review is the review completed by the pyramid supervisor (Level 1’s supervisor) of the associate. It could also be a reviewer group that you have defined using a position. These settings control what the Level 2 reviewer or group will have to fill out as part of their assessment as well as what options they will have available during their assessment.
Field | Description |
|---|---|
Enable Level 2 Review | Enables Level 2 Review as a part of the workflow. If Unchecked, this will remove the Level 2 Review step from the workflow. |
Reviewer Label | This label is used by the system to name this group. It will default to “Level 2 Reviewer”. |
Review Status Label | This is the status for when the evaluation is in the hands of the Level 2 Reviewer. It will default to “In Level 2 Review”. |
Show Progressive Development | If you have the Progressive Development feature enabled within Cognition, this setting determines whether the Progressive Development Record section shows to this reviewer group. |
Send Back to Associate | Determines whether this reviewer group can send the review back to the associate to request updates. This would allow the Level 2 Reviewer to request updates directly from the associate on their self-evaluation. |
Send Back to Level 1 | Determines whether this reviewer group can send the review back to Level 1 to request updates. |
Edit Review | Determines whether this reviewer group can remove Level 1’s review and/or leave their own evaluation. This determines whether this reviewer group can edit the assessment. Note: Editing an assessment would override and remove previous ratings and comments and allow Level 2 to replace them with their own ratings and comments. |
Comments Field [Hidden/Optional/Required] | This displays a comments field in the overall evaluation section for the reviewer to provide a comment for the associate. |
Management Timeline Label | This label shows on the Management timeline underneath the Level 2 step. It will default to “Level 2 Review”. |
Due Date | This will show in underneath the step in the Management timeline. |
Reviewer | This determines who the Level 2 Reviewers are. You can either specify Level 2 Supervisor or a custom reviewer group by using a Position. |
Level 3 Review
The Level 3 review is the review completed by the pyramid supervisor (Level 1’s supervisor) of the associate. It could also be a reviewer group that you have defined using a position. These settings control what the Level 3 reviewer or group will have to fill out as part of their assessment as well as what options they will have available during their assessment.
Field | Description |
|---|---|
Enable Level 3 Review | Enables Level 3 Review as a part of the workflow. If unchecked, this will remove the Level 3 Review step from the workflow. |
Reviewer Label | This label is used by the system to name this group. It will default to “Level 3 Reviewer”. |
Review Status Label | This is the status for when the evaluation is in the hands of the Level 3 Reviewer. It will default to “In Level 3 Review”. |
Show Progressive Development | If you have the Progressive Development feature enabled within Cognition, this setting determines whether the Progressive Development Record section shows to this reviewer group. |
Send Back to Associate | Determines whether this reviewer group can send the review back to the associate to request updates. |
Send Back to Level 1 | Determines whether this reviewer group can send the review back to Level 1 to request updates. |
Send Back to Level 2 | Determines whether this reviewer group can send the review back to Level 2 to request updates. |
Edit Review | Determines whether this reviewer group can edit the Supervisor’s review and/or leave their own evaluation. Note: Editing an assessment would override and remove the previous ratings and comments and replace them with their own ratings and comments. |
Comments Field [Hidden/Optional/Required] | This displays a comments field in the overall evaluation section for the reviewer to provide a comment for the associate. |
Management Timeline Label | This label shows on the Management timeline underneath the Level 3 step. It will default to “Level 3 Review”. |
Due Date | This will show in underneath the step in the Management timeline. |
HR Review
The HR review is the review completed by those designated as an HR reviewer. The HR Review step can include additional evaluation data that is uploaded as part of the review process, such as compensation information and scorecard results.
Field | Description |
|---|---|
Enable HR Review | Enables the HR Review step as a part of the workflow. If Unchecked, this will remove the HR Review step from the workflow. Note: If there is no HR Review enabled, unchecking this step will take the Performance Review directly to the Ready for Meeting step. |
Reviewer Label | This label is used by the system to name this group. It will default to “HR Reviewer”. |
Review Status Label | This is the status for when the evaluation is in the hands of the Level 3 Reviewer. It will default to “In HR Review”. |
Show Progressive Development | If you have the Progressive Development feature enabled within Cognition, this setting determines whether the Progressive Development Record section shows to this reviewer group. |
Management Timeline Label | This label shows on the Management timeline underneath the Level 3 step. It will default to “HR Review”. |
Due Date | This will show in underneath the step in the Management timeline. |
Ready for Meeting
Once the Performance Review is set to Ready for Meeting, this means that the Level 1 Reviewer and the associate can now have a meeting to discuss the Performance Review results in detail. Both the Level 1 Reviewer and the associate are required to acknowledge that the meeting occurred as part of this step.
Field | Description |
|---|---|
Management Timeline Label | This label shows on the Management timeline underneath the Performance Meeting step. It will default to “Ready for Meeting”. |
Due Date | This will show in underneath the step in the Management timeline. |
Sign Offs
These settings control the text and acknowledge verbiage that will display to the associate and the Level 1 Reviewer when the acknowledgement is done.
Field | Description |
|---|---|
Associate Timeline Signing Label | This label will show in the associate’s timeline underneath the marker for the sign-off step. This will default to “Sign Offs”. |
Management Timeline Signing Label | This label will show in the management timeline underneath the marker for the sign-off step. This will default to “Sign Offs”. |
Management Sign Off Box Label | This controls the label that appears above the Management Sign off box. It will default to “Supervisor/HR”. |
Due Date | This will show in underneath the step in both the management and the associate timelines. |
Note: Remember to click the Update button after completing your edits to make sure they save.