Before you get started, have you read our Overview of the Online Performance Review Module?
Step 1 - Administration - User Access |
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To setup, launch and manage Online Performance Reviews for your organisation, the User will require the relevant User Access Roles Only a user with 'AccountAdmin' or 'Online Performance Review Admin (OPR)' role can set up the Performance Review Administration functionality. Only a user with the 'Bulk Launch Checklists' role will be able to launch the OPR checklists to multiple employees at the same time. Only a user with the 'OPR Notifications' role will receive a notification when an OPR has been completed. If needed, you can read more here: Settings, Roles and Permissions - OPR |
Step 2 - Define the Performance Review Framework |
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Your organisation will need to define the Performance Review framework for each type of job and function. As part of this process, the business will need to identify the relevant Key Result Areas (KRAs) and the appropriate rating scales. KRAs can then be grouped together according to job type. Key Result AreasOPR is pre-populated with a directory of 31+ Key Result Areas and the corresponding Key Performance Indicators that are available to your business to select from as part of defining your performance review framework. - Citation HR Software's Key Result Area Directory Citation HR Software is flexible and allows for you to also design your own KRAs which are unique to your organisation and specific to your various job types. - Key Result Areas and Key Performance Indicators - How to Create Rating ScalesOPR's standard performance rating scale is 1 to 5 where:
Staff performance against KRAs is measured according to this scale. Performance can however also be measured using your business' own rating scales. - Rating Scales: How to Design GroupingsNow that your library of KRAs and the applicable rating scales have been set up in OPR, it is now time to 'group' KRAs together according to job/function type. For example, for the role of a Sales Manager, you will need to group together all the KRAs that are relevant to this specific job type and title that KRA group to be 'Sales Manager'. This KRA group will then be assigned (under Stage 4) to all workers with this job title. As a result, all 'Sales Manager' job types will be measured against the same set of KRAs. KRAs can also be grouped together for a range of other purposes. For example, if your organisation has a set of company values and all workers should be assessed against these values regardless of their job type, you can also assign a 'Company Values KRA group' to all staff to ensure that all members are measured against the same vales. Grouping operates according to a hierarchy structure. Any grouping under a parent group will inherit the the KRA structure that is assigned to that parent group. |
Step 3 - Setting Objective and Development Goals (OPTIONAL) |
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Professional objectives and development needs are identified during a performance review period or at any stage during the worker's life-cycle. Employee objectives can be created and managed in a range of different ways:
- Objectives and Development - How to create and manage Professional objectives are assessable during performance reviews, however, personal objectives are not. If your organisation already has a set of pre-defined and current objectives, these can be imported into Citation HR Software in bulk. |
Step 4 - Applying Multipliers and Weights (OPTIONAL) |
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Multipliers (Weightings) allows organisations to give certain KRAs, KRA Groups or Objectives a higher value, weight or multiplier than other KRA's or Objectives. For example, if 'Attention to Detail' is a KRA that is assessable for all job types however it is crucial to the role of a 'Chief Financial Officer', the use of a Multiplier will place more weight and emphasis on 'Attention to Detail' compared to other roles where it is less important. The Weighted Score is dependent on the Multiplier value. You will need to consider whether your organisation requires the use of any multipliers: |
Step 5 - Assign KRAs and KRA Groups |
| You will now need to assign individual KRAs or Grouped KRAs to all workers. This process can be carefully managed through the assignment on an individual basis or can be assigned in bulk. - Key Results Areas - How to Assign and Manage Individual or KRA Groups - Importer: Online Performance Review (OPR) Details |
Step 6 - Prepare and Launch the OPR Checklist |
PrepareNow that OPR has been set up and is ready for launch, it is now time to start preparing all of the necessary training materials and communicating your organisation's expectations regarding performance reviews. It is recommended that your organisation provides a demonstration of how the system works to assist with engagement and to answer any initial questions. When ready, you can launch the Online Performance Review process across your organisation. For a high level overview of the steps involved please review this article: Online Performance Review Process. LaunchThe Online Performance Review process is activated and launched (either individually or in bulk) through core Citation HR Software via the 'Schedule Performance Review' checklist. - OPR Checklist: Standard vs Flexible - What's the difference You will be prompted to select a "Primary Assessor" for each employee. You will also be promoted to select an "Additional Assessor" if relevant. This step is optional and can easily be skipped if not relevant to your organisation or a specific employee. For more information, please refer to this article: Types of Assessors & Online Performance Reviews.
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Your Online Performance Review Setup and
Launch Process is now complete!
Further Resources |
| Your Managers and Employees will now complete the OPR process |
OPR Training Videos |
Additional Training Materials for eSS Users |
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The following articles may assist when training employees and Assessors on how to complete their OPR assessments:
- Employee: How do I complete my Online Performance Review in eSS? |
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