Default Review(s) Not Displaying

(EXAMPLE)

No review data should be lost, and the required ‘fix’ is an easy one to implement.  

Let me explain the required ’fix’ first.    

In the Administration > Core Tables > Review Type module, please change the ‘Grace Period’ to 180 days for Competency, Business Objective and Personal Development Objective Work Plan reviews.  

Based on the Organization's  fiscal year starting in January, with this change every review - regardless of its status (i.e., Not Started/In Progress/Completed) – should now display for staff and managers if they were expected to be completed anytime between January 1st, 2020 and June 30th, 2021.

Example: The organization has set Competency to be 0 for their Review Period, Grace Period and Lock Period. Work Plans are 14 for Review Period, 30 for Grace Period and 15 for the Lock Period.

Here is the explanation of what was happening, starting with Competency Reviews…

When ‘Competency’ reviews are set at ‘0 days’ for the Review Period, Grace Period and Lock Period, the software is expecting these ‘default’ reviews to be completed in the next 365 days. (Note: ‘Default’ reviews are auto-generated by Encompassing Visions for your organization's staff, and don’t actually exist in the  database until they have been started.) If a Competency review has not been started by at least December, 31st it is then assumed obsolete by the software on January 1st and a new Competency review is system generated for the new fiscal year. If it was at least started during the year, it will have a system designated ‘In Progress’ or ‘Completed’ status, and the Supervisor or Employee will still be able to see and complete the review from the ‘Complete Reviews’ table for a period of up to 2 years.

By changing the Grace Period to 180, the software will keep ‘Not Started’ Competency reviews open from January 1st through to June 30th of the following year, enabling individuals to complete the Competency reviews in question.  In our example with an employee from our test database (Cassy Silver) where we were emulating the issue, this is what he/she should now be able to see;

Note: The 2021 default Competency Review will display once the 2020 review has been completed. If it is designated as ‘In Progress’, prior to the Grace Period being changed, you will also see the 2021 review.

‘Business Objectives’ (BO) and ‘Personal Development Objectives’ (PDO) Work Plan reviews operate in the same manner as ‘Competency’ reviews. Changing the ‘Grace Period’ to 180 will populate any reviews not started for the 2020 Fiscal Period.

Now, if an employee still can’t see any Work Plan reviews for 2020, it may be that that they have not yet been approved for review. She or the system Administrator can go into the BO or PDO screens to see their approval status.

Once approved, BO and PDO Work Plans should become reviewable and display on the Competency Review screen for 2020 as shown below.

I have been presenting information about how extending the ‘Grace Period’ to 180 days will address the immediate issue of people not being able to see and complete Competency, BO and PDO Work Plan reviews not started in fiscal 2020. But to give context and understanding to the other system policy controls designed to accommodate any unique configurations potentially required by your organization, here is how ‘Grace Period’ works in conjunction with ‘Review Period’ and ‘Lock Period’;

‘Review Type’ Definitions:

Review Period: This is the number of days allowed for performance reviews to be completed. Used to pre-populate date fields in the software, the selected number will be added to the Review period “End Date” to determine the ‘Due Date’ for reviews.

Grace Period: When completing reviews, the ‘Review Period’ plus the ‘Grace Period’ determines what is system considered as ‘current’ review dates and what default reviews should be included in the ‘Complete Reviews’ table.

Lock Period:  This is the number of days after a review has been ‘Completed’ that it will be locked so no further changes can be made.  Note: If the review is completed before the Due Date, it will remain open until after the Due Date and Lock Period has passed. (The review will not lock until a) the review itself has been completed, b) the review due date has passed, and/or c) the Lock period has been exceeded.)

Additional information for System Administrators

If someone has not started an Employee Review(s) prior to the review period rolling over (i.e., Due Date and Lock Period has passed), an Administration user will be able to create a manual review for the previous review period.  

These, as well as any other reviews started but not completed will remain open for completion for up to 2 years, at which point they will be automatically and permanently locked by the software and display an incomplete status.

Completed and locked reviews can never be re-opened and modified by Employees or Supervisors/Managers for data integrity reasons. If a review that was completed no later than during last years review period requires ‘unlocking’, it can only be done by the Administrator.  

To unlock a Competency Review, go to Employees in the navigation bar, select Employees>single click on the employee’s name with the locked review> View (pulldown arrow)>choose the ‘Employee Reviewers/Reviews option>click the green arrow for ‘Go’>double click on the Competency Review needing to be ‘unlocked’>then make the review Incomplete (i.e., ‘Unlocked’) by removing the completion status on the Edit Review Details screen.  Save, or Cancel.

The Review status can only be changed to incomplete (IN PROGRESS). As the Administrator you will not be able to mark the review Complete. The Reviewer will then be enabled to go back into the Review (one time and one time only) and make any necessary changes to their original review.  When they leave, the status of that review will be automatically reset to ‘Complete’.