When subscribing to the flex Performance Management feature, you can build and operate various evaluation systems beyond just the evaluation system for probationary employees through the Review feature.
Before building the evaluation system for probationary members, you need to decide in which direction the reviews for probationary members will proceed. Usually, reviews are conducted in the order of probationary member's self-review → team (organization) member's peer review → and finally team leader's (primary organization head) downward review.
In flex, this is called configuring a 'sequential review.' Depending on your company's situation, you can conduct only a self-review or only a team leader's downward review!
In this guide, we will walk you through how to conduct a sequential review in the order of self-review → peer review → downward review.
Setting Up Sequential Reviews
Click the left menu [Review] → [Review Management] → [Create Review] and enter a review title.
If you have created a review template, you can load the review template from the [Load Template] list to create a review, or you can create review questions directly on the review creation screen. In this guide, we will load a template provided by flex by default.
For detailed information on creating reviews, please click the guide on the right.
Click the [+] button at the top right of the left [Review Stages] menu, add peer review and downward review stages, and configure review templates or questions appropriate for each review stage.
As shown in the image below, the review stage setup in the order of self - peer - downward review is complete.
For detailed information on default settings per review stage, weight settings, etc., please refer to the guide on the right to configure settings.
Setting Up Reviewees
In review setup step 2, the [Reviewee Setup] stage, click [Add Reviewees] to add reviewees.
When you add reviewees, for self-reviews they are automatically assigned as the reviewee. Click the [Magic Wand] at the top right to add peer and downward review writers (evaluators).
Peer and upward review writers: Members of the reviewee's primary organization
Downward review writers: The organization head of the reviewee's primary organization
In the review [Final Confirmation] stage, set the writing period for each review stage!
If you want the self-review along with peer and downward review writers to write during a common period, you can set the review writing periods to match.
If you want peer and downward review writers to write their reviews while viewing the probationary member's self-review results, please set the writing period and reference material provision settings as shown below so that the downward review can proceed after the self-review writing and submission is complete!
Self-review writing period: 5.19 ~ 5.20
Downward review writing period: 5.23 ~ 5.26
Enable [Previous Round Review Results] within downward review settings: When you create a review with the previous round review results enabled, the downward review writer can write the review while viewing the results of the previous rounds, which are the self-review and peer review.
After creation, since it is difficult to modify review questions for reviews that have been opened to members, please be sure to review the review before [Create Review]. Once you have completed the review, set the results sharing date and click [Create Review] at the top right to create the review.
The results sharing date can be set even after the review has closed, so you can skip this step.
Checking the Review Writer Screen
During the review writing period, review writers (evaluators) can check reviews that need their input in the Home Feed [To Do] tab or left menu [Review] - [My Reviews] - [In-Progress Reviews].
When clicking a review that has been requested for writing, members can check the review questions set by the administrator, enter their answers, and submit the review as shown below.
If the review writing period has not ended, members can modify their answers at any time after submitting the review.
If the review was not submitted but was saved as a draft when the review writing period ended, the draft answers will be submitted.
Writers in review stages where [Reference Materials] are enabled can view the self-review and peer review content from the previous rounds by selecting [Previous Round Review Results] in the [Reference Materials] tab on the right while writing the review.
Viewing and Modifying In-Progress Review Status and Settings
Administrators can view the progress of in-progress reviews by clicking the in-progress reviews tab in the left menu [Review] → [Review Management] → [In-Progress Reviews] tab. Additionally, if modifications to in-progress review settings are needed, click the three dots on the right to modify review settings.
Modify Writing Period: You can modify the review writing period.
Modify Reviewees: You can modify review writers (evaluators) or add reviewees (those being evaluated).
Modify Sharing Targets: You can modify the targets to share review results with.
Modify Other Settings: You can modify reviewer visibility settings, reference material provision settings, and reminder notification settings for incomplete reviewers.
Viewing and Modifying Closed Review Status and Settings
Click a closed review in the left menu [Review] → [Review Management] → [Closed Reviews] tab
Click [Share Results] to select the scheduled sharing date and the targets to share results with.
Without setting a separate scheduled sharing date, you can select a specific review and click [Share] to immediately share only that specific review's results with the result sharing targets.
If you want to retract a peer review result after sharing it with the reviewee, please uncheck the selected peer review checkbox.
Click the three dots button at the top right of a closed review to modify writing period, sharing items, and download review results.
Modify Writing Period: If there are writers (evaluators) who have not finished writing, you can change a closed review back to in-progress or scheduled status by modifying the writing period.
Sharing Item Settings: You can set whether to reveal the writer's identity when sharing review results.
Download Results: You can download review results as an Excel file.
Conducting 1-on-1s Based on Completed Reviews
You can conduct 1-on-1s with members based on completed review content. Click left menu [1-on-1] → [Send 1-on-1]
Enter the 1-on-1 participants, schedule, and invitation message, then click [Send 1-on-1] at the bottom.
You can conduct 1-on-1s while viewing the member's review results in the [Review] tab on the right side of the 1-on-1 screen. However, 1-on-1 content can only be viewed by the 1-on-1 participants, and even a super administrator cannot view the content of a 1-on-1 they did not conduct.