As a Manager, how do I Set Up the 360 Multi-Rater Event and send to Employees?
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360 Multi-Rater HR Event
Once the teams have been created with questions and employees selected, the HR Event to control and manage the 360 reviews can be set up.
The 360 Multi-Rater HR event is an automated process typically managed by HR, though it can also be initiated by managers. HR can pre-define parameters such as the Appraisal and Performance Period dates, so when a manager initiates the event for their respective teams, these parameters are already set and will automatically populate.
When creating an event, a team must be selected, and HR can link the HR Team to the initial event. Managers must then initiate their own event and can select the predefined event description and parameters, and link their team(s). Alternatively, the Manager can enter their own event description and link their team.
When the event is set up and the record saved, the system does the following:
- Creates all the relevant 360 employee reviews and places it in the "For Review" screen.
- Displays the records according to their Event Status based on the colour-coded legend e.g. all records that are Normal (The event is ongoing and progressing as scheduled) will be shown in purple.
- The Manager who created the team can review the 360 Appraisal Form for each member group before sending it to employees. Since the form is identical for all employees within a member group, only one record needs to be verified per group.
- Forms can then be sent to all employees in the team, member group or to selected employees.
How does it work?
Step 1. Create the HR Event for Non-Cross-Functional Teams
Company: Select the Company for which the 360 event is being set up.
Event Type: Select 360 Multi-Rater.
Event Status: select a status from the list. Note that Normal refers to events that have been started and are in progress – Started comes before Normal. HR has the responsibility of changing the status of an event.
Event Name: The specific name of the appraisal or review, including reference to the team's name.
Appraisal Start Date: The date when the appraisal process begins, marking the start of the period during which employees and reviewers can start to complete their 360 reviews.
Appraisal End Date: The date when the appraisal process concludes, indicating the deadline by which all 360 reviews must be completed.
Performance Start Date: The date when the period being appraised begins.
Performance End Date: The date when the period being appraised ends.
Initiated By: Select whether the event is being initiated by HR Admin or the Manager.
Responsible: Select who is responsible for completing the 360 reviews - Employee.
Approaching Due Date: The event is nearing its deadline.
Archived: The event has been completed and stored for historical reference.
Canceled: The event has been terminated before completion.
Completed: The event has been fully carried out and finished.
Normal: The event is ongoing and progressing as scheduled.
Not Started: The event has not yet begun.
Post Due Date: The event has passed its deadline without completion.
Started: The event has been initiated and is in progress.
OR Create the HR Event Cross-Functional Teams
360 Multi-Rater Team Views
Team Name: select the team for which you wish to create the event.
Team Applied To: select either All Employees or Employee to indicate if the event is to be applied to All employees or specific employees. If the latter is selected, then select the employee(s) to which the event applies.
Check the following self-explanatory options to indicate if the summary reviews are visible to the applicable groups. If an option is NOT checked, then the system will not display the summary reports:
✓ Employees can see their own reviews.
✓ Managers can see the reviews of their employees.
✓ Team Leader can see the reviews/Member Type: the system will display this option ONLY for cross-functional teams. Once checked, the Member Group options will be displayed for selection. Select the appropriate options.
Note the following:
- Employee reviews are ANONYMOUS by default. In the summary reports, the system will ONLY display the reviewees’ scores - no names will be displayed.
- HR can see all employee summary reviews.
- Once enabled, Managers can see the reviews of their direct reports.
- Once enabled, Team Leaders can view the reviews of their team members.
Step 2. The Manager Reviews the Records Created in Review Screen
Step 3. Review the 360 Forms Before Sending to Employees
At this stage, edits can be made to the form if necessary. Questions can be added or removed, and employees can also be adjusted within the member groups by adding or removing them.
Step 4. Send out the 360 Review Form to Employees
When the event is set up and the record saved, the system does the following:
- Moves all the relevant 360 records to the Active view.
- Displays the records according to their Event Status based on the colour-coded legend e.g. all records that are Normal (The event is ongoing and progressing as scheduled) will be shown in purple.
- Sends reminders to the employee’s Inbox re the status of the 360 Multi-Rater HR Event.
- Creates the appropriate records so that employees, on login, can perform the 360 reviews:
- Employee Self-Review - (Home>>My Performance>>My 360 Review).
- Employee Review of others - (Home>>My HR Tasks>>360 Reviews).
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