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UKG Performance Review Wizard Configuration Guide

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The Performance Management Profile Wizard requires the HR sub-system and can be enabled in Company Setup. It guides users through creating performance profiles using pre-configured elements like competencies, goals, ratings, and workflows. The wizard supports setting weights, ratings, visibility, workflows, review periods, and additional features such as peer feedback and electronic signatures. Profiles can be applied to scheduled reviews, with security and grading options configurable. Once complete, profiles are assigned to employees.

Enable the Wizard

Create and Assign a Competency Profile

Create a New Profile

Adding a New Performance Review Profile with the Wizard

Performance Review Profile Tabs

Add Basic Settings

Enable Features

How to use the Ratings and Weights Table

Configure Ratings

Add Instructions and Printing Options

Set Visibility

Define Review Period

Finish the Profile

Assign the Performance Review Profile to an Employee

Additional Resources

Please note: The components must be created first before creating the Profile. See the UKG Performance Review Compotent Configuration guide for more information.
 

Enable the Wizard

1. Enable the Profile Wizard: Enabling the wizard allows you to build profiles using the guided setup.
  • Go to Settings > Global Setup > Company Setup > HR tab.
  • Enable the setting: Use New Performance Review Profile Wizard.
  • Navigate to HR Setup > Performance Review > Performance Review Wizard.
Please note: Switching back and forth between the legacy method and the wizard method can produce errors or unreliable results.

Create and Assign a Competency Profile

1. Configure a Competency Profile: Competency profiles are a grouping of competencies (must be pre-configured) and are used in employee performance evaluations.
  • Go to Menu > Settings > Profiles/Policies > Competency.
  • Select New Competency Profile. Enter a Name and an optional Description for the profile.
  • Under the Competencies section, select Add Group and enter a name for the group in the blank field.
  • Select the checkboxes to Enable Rating, Enable Entry Comments, or Enable General Comments if they apply to the competencies.
  • Click Add Competency, check the boxes next to the applicable competencies, and click Select.
  • Select Save.

 

2. Assign a Competency Profile to an Employee: Once a competency profile has been created, it can be assigned to an employee so it can be pulled into a performance review.
  • Go to Menu > Team > My Team > Employee Information.
  • Select the Employee Information icon next to the applicable employee.
  • From the Employee Profile page, navigate to the Main tab and select Profiles.
  • At the Competency field, select the Browse icon.
  • Select a Competency Profile and click Save.

 

Create a New Profile

Adding a New Performance Review Profile with the Wizard

After navigating to the Performance Review Wizard, you will see the report page under Settings > HR Setup > Performance Review > Performance Review Wizard. Here, you can view, manage, and create new profiles.

  • Edit icon: Allows you to view the performance review profile in wizard form.
  • Delete icon: Allows you to delete the profile.
  • Clone icon: Allows you to copy a profile and then edit it accordingly.

Use the Add New button to create a new profile via the wizard. 

Performance Review Profile Tabs

On the first page, you will see options across the top, some of which won't be active until the profile is saved. At a minimum, you must provide a Name and a Review Reason before you can save the profile. If you have enabled workflows for performance reviews, you must also provide the workflow prior to saving.

In the side panel is a progress status bar showing the percentage complete. Below the status bar are all the elements that make up the profile. You can select any of these elements to jump to that section once the profile is saved.

Save: Saves the current page. Stays on the current page.

Save & Continue: Saves the current page and moves to the next page.

Apply profile to scheduled reviews: Not available until the entire profile is completed. Allows you to apply this profile to already scheduled reviews. This will be discussed in more detail at the end of this section.

Profile Active: Not available until the entire profile is completed. Allows you to deactivate the profile until it's ready to be used.

Add Basic Settings

Basic settings establish the foundation of the profile, including workflows and reasons.

Review name and reason

  • Name of review: Enter the name of your review profile, i.e., Yearly Performance Review for Salaried Employees, etc.
  • Description of review: Enter an optional description of your review profile.
  • Review reason: Select a review reason from the drop-down. Reasons are defined under HR Setup > Performance Review > Reasons. If you don't have these reasons set up, navigate to the setup page and create these reasons, then return to the profile to complete the setup.
  • Parent and sub-profile relationship
    • This is a parent profile: The wizard will default to this setting and indicate this is the main profile.
    • This is a sub-profile: If you have a system where you will create main profiles and sub-profiles based off the main, and the profile being created will be a child of the parent profile, check this option.
      Please Note: The Info icon states: You can link sub-profiles to one or more existing parent profiles.
  • Select a Performance review workflow if workflows are enabled at your company.
  • Start workflow automatically and bypass initiating a performance review: When checked, it will automatically start the workflow and bypass the initiated review date.

  • Click Save & Continue.

Enable Features

This section allows you to enable the elements to be used in your profile.
  • Enable the features you want to include by activating the toggles near the top of the table. Options include Ratings, Weights, Specific Comments, and General Comments. As you enable features, those elements will become active in the table, which means you can select to include those features in the competencies and goals.

How to use the Ratings and Weights Table

Ratings

  • If you've enabled Ratings with the toggle above the table, the Ratings column checkboxes will become active in the table once you have enabled one of the components, such as Company Competencies, Company Goals, etc.
  • Ratings can be used independently of weights, or used together with weights. For example, if you did not enable Weights, but did enable Ratings, the Weights column will be grayed out, but the Ratings checkbox will be active for the elements you are using (those that have been enabled via their toggle.)

Setting Weights

  • Select the components you wish to include in the profile by activating those toggles. Options include Company Competencies, Job Competencies, Company Goals, Personal Goals, and Shared Goals.
  • Company Competencies + Job Competencies must equal 100% in the Weights column. These two items work together. They do not both have to be activated, but if they are, the weights must total 100%; otherwise, just one of these items must contain 100.00 in the Weights field.
  • Company Goals + Personal Goals + Shared Goals must equal 100% in the Weights column. These three items work together. You can activate one, two, or all three goal categories, and the total weight must equal 100.00. For example, if all three are activated, you could have Company Goals = 50, Personal Goals = 25, and Shared Goals = 25.
Important: Once your weights are entered, you must then decide the weight percentages of Competencies and Goals. The system does not perform this calculation based on the weightings above. You must enter your own values and they must also total 100%. For example, you may have Competencies % set to 40, and Goals % set to 60.
  • Upon saving this page, the system will run a check to ensure all the values in the fields are correctly adding up to 100% as stated above.

Comments Checkboxes

  • If you have enabled Specific Comments and/or General Comments in the toggles above the table, those checkboxes will become active once you activate the various competencies and goals in the table via their individual toggles. You can mix and match which components can have comments entered.
  • On the Visibility tab, you can control who can see these comments. The settings in the table merely activate the feature.

Other features

  • Peer Feedback: If you will be using peer feedback as part of your performance review process, select this setting and then select a Peer Feedback profile in the drop-down. For more information on setting up Peer Feedback, see the UKG Peer Feedback User Guide (Coming Soon!).
  • Electronic Signature: If you will allow employees to sign their performance reviews electronically, select this field.
  • Allow reviewers to reject a review?
    • Allow Rejection: Select if you will allow your reviewers to reject a performance review. If selected, you must also select whether rejections can be made with or without comments in the subsequent drop-down.
      Please note: A 'Reject' action must also be added to the Workflow.
  • Allow HR action?
    • HR Action: Select if you will allow an HR Action to be used in the performance review, which will route the HR Action to various users, creating To Do Items for them. If selected, you must then select the HR Action. 
    • An additional option to control visibility to HR Actions is also available. An Info message states the workflow settings control the sequence in which you allow these to be visible.
    • Finalizer only: Only the person who finalizes the performance review will be able to see the HR Action and any To Do Items. This person must be included in the workflow.
    • Finalizer and Manager: Only the person who finalizes the performance review and the designated manager will be able to see the HR Action and any To Do Items (assuming both are included in the workflow).
    • All except employee: All reviewers and approvers will be able to see the HR Action and any To Do Items, but will be hidden from employees (should they be included in the workflow).

Configure Ratings

On the Ratings page of the wizard, you can view or add the ratings to be used in the profile, set up rounding and grading, and control visibility.
  • General Ratings: In this section, an Info message states: General ratings will apply if you do not have a specific rating scale configured for competencies and goals. This means you don't need to add anything here if you have already applied a rating scale to your competencies and goals.
    • This section has a View all ratings hyperlink. When selected, you will be taken to the Ratings configuration page. Here, you can view, edit, or add ratings.
    • If you do need to add general ratings to the profile, use the +Add option. A pop-up of your configured ratings will display. Select the ones you want and select Apply. If you don't have any ratings configured, use the View all ratings hyperlink, configure your ratings, and return to this page.
  • Rounding Decimals: Ratings totals can be rounded. In this section, you can choose to Round, Round Up, or Round Down. Once you select a rounding method, you can select the decimals, which include 0, 1, and 2 places.
  • Grading: In this section, you will select how the performance review will be graded. Grading is done by pulling the Ratings configuration into the chosen method of final grading.
    • In the Final Grade field, the following options are available:
    • None: Select if a final grade is not applicable.
    • Calculated: The final grade is based on the name of the rating. All ratings are included.
    • Calculated (Numeric): The final grade is based on the Value within the configured Rating. All ratings are included.
    • Selected: The final grade is based on the name of the rating. Only the ratings selected during the review are included.
    • Selected (Numeric): The final grade is based on the Value within the configured Rating. Only the ratings selected during the review are included.
    • Entered: User will manually enter the final grade.
    • In the Grading Method field, the following options are available:
    • Average: The system takes an average of all entered ratings.
    • Total: The system totals all the entered ratings.
    • None: Not using a grading method. Select if ratings do not have values associated with them. When None is selected, the Final Grade option in the Performance Review Profile will also default to None and weights will be disabled. The Final Score and Total Scores section on the Summary tab will be hidden. Similarly, no totals will be shown in the Core Values and Competencies section
    • If the employee can grade themselves, or has a self-review step in the Workflow, select the Allow self-grading option.
  • Who can see ratings?: This allows you to control visibility. The sequence in which you may allow these to be visible to users are in the workflow settings.
 

Add Instructions and Printing Options

These sections allow you to define special instructions and print settings.
  • Enter special instructions for the Employee and the Manager using the text editors.
  • Select your desired printing options, such as printing details or signatures.
  • Enter an optional Signature Message or Additional Signature Label.
 

Set Visibility

This allows you to control who can see the main sections (tabs) of the performance reviews, items within the tabs, and job information.
  • Under the Tabs section, check Hidden From Reviewee or Hidden From Reviewer to hide specific tabs.
  • Select visibility options for items within tabs (e.g., Notes, Base compensation, Summary, Results).
  • Choose who can view the Job description and check the box if the Job title is visible.

Please note: If the Employee is going to Sign the review in the system, the 'Summary visible to' section must be set to 'All.'

Define Review Period

This section contains information on the frequency of the review, a user-defined review timeline, and scheduling of reviews.

How long is your review?

  • Frequency: Select the frequency of this review. Options include.
    • Monthly: Will occur monthly from the origin date.
    • Quarterly: Will occur every 3 months from the origin date.
    • Annual: Will occur once per year from the origin date.
    • Semi-Annual: Will occur every 6 months from the origin date.
    • Custom: Additional fields will open where you will enter your own frequency and a time unit of days, weeks, months, or years.
    • Auto-generate next: Select this option to automatically generate the next review according to your frequency. This prevents you from having to create a new profile for each review cycle.
  • Review timeline: This section gives you a graphical timeline of events for the review. You will enter your review dates in the timeline. Asterisks indicate required dates.
    • Evaluation period starts: Enter the type of date you are using for the start date. The timeline will update depending on the type of date and frequency you have selected. The system will take that information and automatically calculate the end date for the profile. An Evaluation period ends icon/text will be added to the timeline.
      • For example, if you choose Annual/Hired Date, the timeline will update with an Evaluation period ends, showing 1 year after hired date.
    • Most of the dates are based on the Dates widget in employee profiles. If you have Custom Dates defined in that widget, that custom date (1-5) will be used for the timeline. Once the Evaluation period starts date is defined, the remaining dates will open for editing.
      • Hired Date: Defined in the Dates widget of employee profiles.
      • Custom Date 1: Defined in the Dates widget of employee profiles.
      • Custom Date 2: Defined in the Dates widget of employee profiles.
      • Custom Date 3: Defined in the Dates widget of employee profiles.
      • Custom Date 4: Defined in the Dates widget of employee profiles.
      • Custom Date 5: Defined in the Dates widget of employee profiles.
      • Started Date: Defined in the Dates widget of employee profiles.
      • Company Fiscal Date: Defined in the Company Configuration widget in Company Setup.
      • Calendar Day: Choose your own date.
      • Seniority Date: Defined in the Dates widget of employee profiles.
      • Rehired Date: Defined in the Dates widget of employee profiles.
      • Review Date: Defined in the Dates widget of employee profiles.
      • Default Job Change Date: Pulled from the Job Change History widget of employee profiles. Will use the most current date of an employee's job change.
      • Once a date is defined, the system will update the timeline with a Review period start date, which will be calculated to begin -1 day before the evaluation ends. You can manually edit this date.
      • If you are using Peer Feedback and have enabled it for the profile, you will need to enter the Peer Feedback period start date.
  • Do not schedule a review: On or before: Select a date that will not allow someone to schedule a review prior to that date.

Finish the Profile

Once your profile is complete and saved, assign the profile to affected employees.
  • Review the progress status bar in the side panel to ensure the profile is 100% complete.
  • Once the profile is complete, you can opt to apply the finished profile to reviews that are in a 'Scheduled' status. At the top of the profile, select the drop-down for the Apply profile to scheduled reviews button and choose Apply Options To Reviews. A pop-up will display explaining what will happen next.

  • The pop-up will display all of the elements used in the profile and additional information, providing a warning for In-Progress reviews. If you agree and want to replace your scheduled (but maybe not In Progress reviews), select the Replace and apply button. A success message will display informing you that the replacement was done.

 
Please note: Changing the grading method for "in-progress" reviews may result in incorrect reporting.
Troubleshooting
 

Assign the Performance Review Profile to an Employee

Once a Performance Review profile has been created, it can be assigned to an employee so that those review settings can be applied.
  • Go to Menu > Team > My Team > Employee Information.
  • Select the Employee Information icon next to the applicable employee.
  • From the Employee Profile page, navigate to the Main tab and select Profiles.
  • At the Performance Review field, select the Browse icon.
  • Select a Performance Review Profile and click Save.

Please note that profile updates can also be done through a Mass Edit under Settings > Mass Edit > Mass Edit Profiles.

Additional Resources

UKG Performance Review Component Configuration

UKG Workflows

UKG Performance Reviews Admin Guide

UKG Performance Reviews Manager Guide

UKG Performance Development Admin Guide