A common use case for reviews in PerformYard is to conduct 360 reviews, where multiple folks (both within and outside of your organization) can provide feedback to give you a robust and well-rounded picture of an employee. 360 reviews have some more specific set-up options that are usually used in PerformYard, so this article describes specifically the steps to assign and receive 360 feedback.
Step 1: Set up your form(s)
A 360 review process in PerformYard begins with setting up the appropriate forms. This could be a single form that everyone who provides feedback will use or it could be multiple forms depending on the relationship of the respondent to the employee (e.g. one form for direct reports, another form for peers and another for external reviewers).
Some customers also create a 360 Feedback Providers form where they elicit from the employee being reviewed their suggestions for who should participate in the review. This can be as basic as a one-question form or include multiple areas for responses to get providers in different roles or with different relationships to the employee.
*Note: Any forms that have goal discussion or goal creation are not recommended for 360 reviews because the potential reviewer will likely not have access to the employee's goals.
Step 2: Build your 360 review template
To conduct multiple 360 reviews, you'll create a review template that can be assigned more than once or used in a review cycle. You'll want to include every form that you want completed as part of the review, so if you have multiple forms for different respondents, you'll have those in the template.
For each form, you'll want to set the required parameters for assignment - specifically who completes, who signs off, the timeframe and the visibility. For those forms where you are going to assign who does them outside of the employee or manager, you'll select Other Employee. If you have a form that's intended to be used externally, you can also set that one as External Reviewer.
Keep in mind that you want to be sure of your visibility settings by default. If a form is checked as visible to the employee, then the subject of the review will be able to view the responses without any filter or anonymity. For that reason, most users do not check that box such that feedback received can be reviewed by either the manager or an admin - providing a "filter" of sorts on the feedback received.
Step 3: Assign your 360 template / Assign review forms to the feedback providers
You have two options to get a 360 review started - either assigning a review to a single employee or kicking off a review cycle where you'll be running the reviews for multiple employees at once. This will get the 360 process started. In either case, you'll need to assign those forms that had "other employee" or "external reviewer" in the template, since those will appear as unassigned forms. That said, you can leave the form to be "awaiting assignment" as long as necessary. If launching a review cycle, you can see which reviews contain unassigned forms in the review cycle's progress page.
In a larger cycle, you can filter reviews by those that contain unassigned forms with the filter button.
If you're using a Feedback Providers form, you'll wait for that to be done before starting to assign forms. To assign forms, click Open Review then Edit on the form with an unassigned author. Delete "Unassigned" and replace with the employee who will author the form.
To duplicate one form for multiple authors, select Copy on the appropriate form, enter each additional author, and select Create a new form for each author. This will add a separate form for each author completing a peer review for this subject.
You can also add additional forms to the template manually, the Options in the upper right of the review contains your means to add these forms.
Adding forms is done on a form-by-form basis (if your template has different forms for different feedback providers). Keep in mind to select the appropriate person to sign off and set the visibility of the form to the employee being reviewed, along with the correct due dates for authors and signers.
You'll also add the external forms one-by-one so that you can customize the messaging provided to each of those individuals.
Step 4: Collect and review feedback
As 360 forms are submitted, the employee assigned to sign off in the template and form assignments will be prompted to read/sign off on the forms. As a manager or administrator, you can also review each of the forms as they get signed off (if you weren't doing the signing).
There are also two helpful ways to view all of the answers that are being provided using the Options shown above. The first is the View All Answers report, which will give you an on-screen view of responses, grouped by respondent.
The second is the Download CSV option, which will export all of the answers to a spreadsheet. The CSV will allow you to build your own charts or other formats using the answers in the reviews.
If you've done a review cycle, you can also get the visualizations available to any review cycle using the data from 360 reviews. This is especially helpful to compare 360 feedback among a group of employees.