This article covers in detail how to use the 360° review product. The product is still in beta, and further development depends on customer interest.

1. Quick overview of 360° review stages in HCM Deck

2. Permissions

3. People involved in the process

4. Instructions for review administrators 

5. Instructions for participants 

6. Instructions for reviewers 

7. Instructions for approvers

8. Notifications 

 

Quick overview of 360° review stages in HCM Deck

Before the review starts:

1. Make sure that the skill assigned to participants are correct

2. Add permissions for review administrators

3. Create a new review (review admins) 

The review starts:

4. Write self-reviews and nominate reviewers (participants)

5. Complete review forms (reviewers)

6. Monitor the process (review admins)

The review ends:

7. Hold the final review meeting with participants (approvers and participants)

8. Finalize the results (approvers)

Permissions

• To create, manage, and monitor reviews, the user needs the “360° review - manage” permission assigned.
• To participate in a review, review others, and approve reviews, users don't need any permissions. 

We’re planning on adding an object role permission, so the review admin only has access to a specific group of users

Who’s a part of this process? 

Participant — a person who is being reviewed. When a review administrator creates a review, they decide who the participants should be. Participants are responsible for things like writing a self-review and nominating reviewers.

Reviewer — a person who is responsible for writing reviews about participants. Reviewers do not have to be participants themselves (but they often are). They can be nominated by the participants or selected by review administrators. 

Approver — a person responsible for finalizing the review results for a participant. By default, the approver is the participant’s direct manager. The approver for a specific participant can be changed by the review administrator. Approvers are by default nominated to write a review about the participant. 

Review administrator –– people who are able to create and edit review processes and monitor their progress. To manage review processes in HCM Deck that person needs to have the system role permission: “360° reviews - manage” assigned. 

One person can play different roles during one review process, for example a manager can be a participant, a reviewer, and an approver. 

Instructions for review administrators 

Create a review

1. Go to Employee feedback > Manage > 360° review. 

2. Click Create review.

3. Enter the review name and optionally provide a description. The description will be visible to everyone involved in the review: review admins, participants, reviewers. 

4. Click on Add participants and select people and/or groups from the list. If you add groups, remember that forms will only be created for people who are in it at the time of creating the review, NOT on the start date. To update the participants once the review has been created, you simply need to go to review details and add the group again.

5. Click Add to confirm your choice. Edit the choice if needed. Move to the next step by clicking Next.

6. Enter the form introduction (there is a default message you can use as well). Participants will see it when they open the self-review form, and reviewers will see it when they open the review form for a participant. 

7. Add open-ended questions (optionally). Provide a version of the same question for participants and reviews separately. This is needed, so the questions have correct grammatical form. Compare: What’s your biggest strength? (version for the participants) vs. What’s the participant’s biggest strength (version for the reviewers). Skill questions are generated automatically based on the skills assigned to the participant's profile. Click Next to move to the last step.

8. Set the review start date and end date.

   • Start date - participants can write self-reviews and nominate reviewers, reviewers can write reviews once nominated

   • End date - participants and reviewers can no longer write reviews; participants and approvers can see answers from all reviews (we’re planning on adding anonymity to review settings;); approvers can approve the final results.

9. Set the notification reminder. Select how many days before the review ends the participants and reviewers should be reminded that they have review forms to complete.

10. Click on Create review to submit. 

Edit review configuration

Add participants

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to edit. 
3. Click Add participants. 
4. Select people or groups from the list.
5. Click on Add to confirm. 

Change approver 

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to edit. 
3. Find the participant you want to edit the approver for on the list and click on the three dots at the right-hand of the screen. 
4. Select Change approver
5. Select the person from the list.
6. Click on Add. 

Change reviewers

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to edit. 
3. Find the participant you want to edit the reviewers for on the list and click on the three dots at the right-hand of the screen. 
4. Select Change reviewers
5. Delete reviewers using the trash icon.
6. To add reviewers, click on Add reviewers, select people from the list and click Add.
7. Click on Save changes to finalize. 

Monitor progress & view reports

For now, we offer basic reporting features: monitoring progress of a review for a specific participant and viewing results. Additionally, after the review ends, administrators can view skill levels using the Competence profiles view. 

View review status for a participant

You can check the status of the review for specific participants. To do it, follow these steps:

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to view. 
3. To check progress for a specific participant, check the Review status column. Possible statuses:
1. Not started - review hasn’t started yet
2. In progress - review has started and hasn’t ended yet
3. Approved - review has been approved
4. Awaiting - error status 

View form statuses for a participant

You can also see if reviewers have already provided feedback for a specific participant. To do it, follow these steps:

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to view. 
3. Find the participant you want to see the progress for and click on Check progress. 
4. You’ll see a list of all reviewers with their form status.
1. Completed - form submitted
2. Not completed - form hasn’t been submitted
3. Not started - review hasn’t started yet. 

View results for a specific participant

1. Go to Employee feedback > Manage > 360° review. 
2. Click on the review you want to view. 
3. Find the participant you want to see the progress for and click on Check progress. 
4. Click on View answers. 
5. To see specific answers from all review writers, select the question/skill from the table by clicking on it. 
6. To see the review summary containing the final levels selected by the approver, click on View review summary. 

View updated skills levels

Once a review is approved for a participant, their skills are updated in HCM Deck. Administrators can see the updated levels as well as check if there is still a skill gap in the Employee skills>Profiles view. 

Instructions for participants 

Nominate reviewers

For now, participants can see all users when nominating reviewers. We want to change that, but we’re waiting until a customer says they will buy the 360° review product if participants can only see specific users. We’re also planning on adding a feature that allows the approver to view, edit, and approve the nominated reviewers. 

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Complete self-review list and click on it. 
3. Click on Add reviewers. 
4. Select people from the list.
5. Click Add.

Write self-review 

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Complete self-review list and click on it.
3. Click on Write review. 
4. You’ll see a message from the review admins. Click on Complete review to begin. 
5. Answer the questions. You can move between them using buttons or the list on the left-hand side. 
6. Click on Submit when you’ve answered all the questions.

View answers

When the review ends, you are able to see how your reviewers answered the skill and open-ended questions. To do it:

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Complete self-review list and click on it.
3. Click on View answers 
4. Click on the items on the list to see how reviewers answered the questions. 

These can help you prepare for a final review meeting with the approver. 

View final results 

Once the approver submits the final skill levels, you will be able to see them in the review summary section. To access it, follow these steps:

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Complete self-review list and click on it.
3. Click on View answers 
4. Click on View final results. 

Instructions for reviewers 

Write a review

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Complete peer reviews list.
3. Find the person you want to review on the list and click on Write review. 
4. You’ll see a message from the review admins. Click on Complete review to begin. 
5. Answer the questions. You can move between them using buttons or the list on the left-hand side. 
6. Click on Submit when you’ve answered all the questions.

Instructions for approvers

Approve a review

1. Go to Employee feedback > Complete 360° reviews.
2. Find the review on the Approve reviews list.
3. Find the person you want to review on the list and click on the three dots on the right-hand side.
4. Select View details. 
5. Click on Approve.
6. Select a skill from the list by clicking on it. 
7. Enter the final result for each skill/behavior and click on Approve to confirm.
8. Once you enter the final results for each skill, click on View summary and submit.
9. If everything is correct, click on Save and submit. 

When you submit the review summary, the skill levels assigned to the participant will be updated (unless there was no change in skill levels). Once the results are finalized, the participant will also be able to see them in their review summary.

Notifications 

For participants

When	What	Email	Notification	Links to
Start date	New self-review	Complete self-review You've got a new self-review to complete as a part of the {review_name} review.  [Complete now]	{review_name} needs your self-review.	Self-review view
Selected number of days before the end date	Write a self-review reminder	Don't forget about self-review Don't forget to complete your self-review in the {review_name} review. Deadline is in {days_left} days!  [Complete now]	Don't forget to complete your self-review in the {review_name} review. Deadline is in {days_left} days!	Self-review view
Review approved	Review approved	Review approved Your review ({review_name}) has been approved.  [See more]	Your review ({review_name}) has been approved.	Self-review view

For reviewers

When	What	Email	Notification	Links to
Nominated by the participant	Write peer reviews	Complete employee reviews You've got new employee reviews ({number_of_forms}) to complete in the {review_name} review. [Complete now]	You've got new employee reviews ({number_of_forms}) to complete in the {review_name} review.	Complete reviews view
Selected number of days before the end date	Write review reminder	Don't forget about feedback Don't forget to complete employee feedback in the {review_name} review. Deadline is in {days_left} days! [Complete now]	Don't forget to complete employee feedback in the {review_name} review. Deadline is in {days_left} days!	Complete reviews view

For approvers

When	What	Email	Notification	Links to
Review ends	Approve reviews	Employee reviews to be approved You've got reviews ({number_of_forms}) to approve after the review "{review_name}" is finished. [View reviews to be approved]	You've got employee reviews ({number_of_forms}) to approve after the review "{review_name}" is finished.	Complete reviews view

Soft skills

With the implementation of 360 review, we changed how soft skills are rated. Now, the only way to reate them is by rating the assgined behaviors. The level will be calculated based on the avarage level of the behaviors.

Other info

1. Features we're planning on adding:
   1. Extend the deadline for completing review forms
   2. Changing the form template after review has been created (but before it starts). 
   3. Anonymity
   4. Object role permission
      
2. We’re also adding best practices to the flow. For now, users won’t be able to close them/change the text.