This article details how to create and configure Performance Review Profiles in UKG, including setting evaluation periods, visibility, anonymity, workflows, and weighting feedback. It covers adding sub-profiles, assigning profiles to employees, and customizing review attributes like ratings, reasons, core values, competencies, and goals. It also explains options for printing, electronic signatures, and managing review effects on employee accounts.
Create the Performance Review Profile
Create and Manage Sub-Profiles
Assign the Performance Review Profile to an Employee
Please note: The components must be created first before creating the Profile. See the UKG Performance Review Compotent Configuration guide for more information.
Create the Performance Review Profile
- Navigate to Settings > HR Setup > Performance Review > Review Profiles.
- Configure the following widgets on the Main Tab to build the profile:
Main Tab
Properties Widget: This widget contains the basic information for the profile.
- Name, Active, Description: Defines the name of the review, whether it is active in the system, and a brief description.
- Evaluation period start date: The initial date from which the performance review should begin, such as Hired Date, Started Date, or Calendar Day.
- Evaluation period end date: The parameters for the evaluation period end date in Days, Weeks, Months, or Years from the start date, which controls the initial scheduled date.
- Frequency: How often the performance review should be initiated, including Monthly, Quarterly, Annual, or Semi-Annual.
- Override review length by: Allows you to override what the system calculates for a review length based on the review setup properties.
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Reason for First Review / Subsequent Reviews: Select the reason for the first and future reviews.
Please note that these are configured under Settings > HR Setup > Performance Review > Reasons. They are a label and do not control the frequency with which the review occurs.
- Do not schedule a review on or before: The date in which the performance review's frequency looks back to create the review.
- Profile inactive date: The date at which the performance review should no longer be processed, initiated, or scheduled.
Options Widget: This widget contains visibility settings and additional review options.
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Visibility: Choose Basic to use visibility settings within the profile and ignore workflow settings, or Advanced to combine profile settings with workflow settings.
- Basic:
- Employees can see results after: Select the workflow step in which visibility settings will be lifted, allowing the employee to see the feedback provided during the review.
- Reviewers and finalizers can see ratings and comments after: Select the workflow step in which visibility settings will be lifted, allowing the Reviewers and Finalizers to see the feedback provided during the review.
- Advanced:
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What's Visible: Allows you to specify who can view Ratings, Entry Comments, Notes (All, Yours, To All Except Employee), Summary Tab, Results, Base Comp, Job Description, and Effects.
Please note: If the employee needs to sign the review in the system, the 'Summary Tab Visible' must be set to 'To All'.
Anonymity: Determines whether comments and ratings can be done anonymously (None, To Reviewed, To Non-Manager, To All Except Finalizer, To All).
Additional Options: Configure settings for Self-Grading, Grade Method (Average, Total, None), Final Grade calculation, Rejection allowances, Bonus Method, Display options for sub-reviews, and whether to Auto Generate the next review.
Please note:
- If the employee is completing a Self Review, the 'Self-Grading' box must be checked.
- If a Review can be rejected, a 'On Rejected' action needs to be added to the Step in the workflow.
- The Bonus method is only for noting in the Performance Review - it will not be applied to their payroll, nor is it a field that shows up on any reports.
Workflow Widget: Specifies the workflow to use for the review process.
- Performance Review Workflow: Select the specific workflow for the profile.
- Allow addition of personal goals after workflow initiates: Allows reviewers and employees to add personal goals during the review cycle.
- Start Workflow Automatically and bypass Initiate Performance Review: Automatically starts the workflow and bypasses the initiate step.
- Number Of Days Before Schedule Date: Allows reviews to be automatically initiated based on an employee's review date, rather than manually initiating the review.
Functionality Widget: Defines the type of feedback that will be included and how that feedback is weighted to determine a final score.
- Enabled: Checkboxes allow you to enable Sub-Profiles, Ratings, Entry Comments, General Comments, and Reasons, which can be further controlled on the Configuration tab.
- Weights: Allows you to enter a specified weight that each of the enabled feedback is worth; the weight in each section must equal 100.
- Competencies & Goals: Enter specified ratings for competencies and enter personal, company, and shared goals, each totaling 100.
Review Effects Widget: Determines what employee account options may be affected based on the review, such as Accruals, Pay Period, Pay Prep, and Schedule.
Please note: with the exception of 'Bonus,' changes made through the 'Effects' widget will be applied to the Employee once the review is Finalized.
Printing Options Widget: Determines what type of information is included on a PDF print-out of the review. To allow for a paperless review process, ensure the Electronic Signature checkbox is enabled on the 'Functionality' widget, and an 'Employee Sign' step is added to the workflow.
If you want to customize the labels for the Instructions, Info, Entry, and Notes tabs (or hide them from either the reviewee or reviewer), add the Tabs Configuration Widget. You can also use this widget to change the order of the tabs.
Configuration Tab
Configure the Configuration Tab to add specific attributes to the review profile:
Please note: The profile must be saved before these settings are activated for use. Each widget in this tab contains a link to define entries without navigating away from the profile. These items are activated by clicking the Add button to add one at a time, or the Add All button to add all configured options.
- Ratings Widget: This option allows you to create different rating options that can then be applied to various fields in a performance review. Click the View Ratings link to view or create ratings. You can define the rating Name, Active status, Display Order, Method (either a set numeric value or a range), Value/Range, Description, and where the rating is Used In
- Reasons Widget: This window allows you to add and define reasons for the review to take place. Select the View Reasons link to view or create reasons. You can specify the reason's Name, Code, and Description.
- Core Values Widget: This window contains the attributes that can be defined and evaluated in performance reviews. You can specify the core value name and a brief description. Note that the weight for all Core Values added must total 100 percent.
- Competencies Widget: Contains attributes that can be defined and assigned to reviews. You can specify the competency name, code, description, and any associated skills. Tip: Only company-wide Competencies appear here; Job-specific Competencies will only appear in the actual Performance Reviews.
- Goals Widget: Allows you to add Company Goals to the Performance Review (see the UKG Performance Development Admin Guide for more information).
Create and Manage Sub-Profiles
- Enable Sub-Profiles: Check the box for Sub-Profiles in the Functionality Widget of your main profile.
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Add a Sub-Profile: On the upper-right, select the button Add Sub-Profile
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Copy Company Goals: Once the sub-profile is created and saved, navigate to the Goals widget of the sub-profile configuration and click Add All Goals From Master Profile to bring over company goals
- Copy Personal Goals: Under Talent > Performance > Performance Reviews, you can use the Copy Personal Goals option to add all Personal Goals from the master review to the sub-profile, once created.
- Sub-Review Display Settings: In the Options Widget of the profile, use the Display Most Recent Sub-Review Ratings/Comments setting to dictate if you want to show ratings only, comments only, both, or leave it blank for sub-reviews.
Assign the Performance Review Profile to an Employee
- 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 Performance Reviews Admin Guide