Product Guide. EchoSpan, Inc. 360-Degree Feedback. Product Guide

Transcription

1 EchoSpan, Inc. 360-Degree Feedback Product Guide 1

2 Table of Contents Project Setup... 3 Setup Competencies and Items... 3 Define a Rating Scale... 5 Confirm or Edit Rater Relationship Groups... 7 Customize Message Templates... 9 Decide How Raters will be Selected Configure Project Autopilot (optional) Enter Targets and Raters Project Management Track a Target s Rating Process Track a Rater and Self Rater Review Statuses View Overall Project Status Send Individual Review Reminders to Participants Send Summary Reminders to Participants Send Summary Reminders and Self-evaluation Reminders Using the Autopilot Send Automatic Individual Review Reminders to Raters Send Reminders to Auditors to Approve Rater List Report Generation and Distribution Select or Create a Report Template to Use to Generate Your Reports Setup Pooling for Specific Rater Groups on a Report Setup Filtering Rules for Individual PDF Reports Generate Your Targets Reports Distribute Reports Once They are Generated Create a Group Report Export Review Data to Excel

3 Project Setup Setup competencies and Items In this section, you will select or create the items and competencies you want rated in this project. Step 1: 1. Choose the Setup menu option >> Review Items. 2. Select Delete Competency next to the Sample Category placed in your review as an example. 3. Click Ok. Step 2: Add competencies to your project using EchoSpan s competency library or your own custom content. Option 1: Add Competencies from EchoSpan's library. 1. Click the "Competency Library" button at the top of the review items page, then check the box next to the competencies you want to add and click submit. 2. You can click the link at the top of the pop-up to download a copy of the EchoSpan competency library to review in Excel. 3

4 Option 2: Add custom content. 1. Click the "New Competency" option at the top of the Review Items page. 2. Type in your category names, separating each new category by a line break or copy and paste the list of categories in from a word or Excel document. 3. Next, click the "New Item" link next to your category name and type in or copy and paste in your item and edit the item settings as needed. You will also be able to choose the item type, which relationship group the item should be presented to, and whether or not the item is required. 4. You can add multiple items to a category at one time by clicking the "New Item" button at the top of the review items page. The items should be separated by a line-break and can be copied in from a Word or Excel document. Make sure to select the category you want to add them to from the category drop-down box. 5. Optional: Once the items are entered you can click the "Copy to library" option next to the category name to copy that category and its items to your custom library for use in future projects. Step 3: Optional: Add competency descriptions and instructions. 1. Click the properties link next to any competency name. There you will see the editable fields for descriptions and instructions. 4

5 Step 4: Review the order of your review contents and save the item order. 1. Click and drag the item(s) into their new position using the up and down arrow icon. 2. Click Save Item Order at the top of the page. 3. The new order will be reflected on the review response pages as well as standard reports. Define a Rating Scale In order to collect responses for the rated items you defined in Step 1, you need a rating scale. In this step, you will pick one from our library or define your own. 1. Choose the Setup menu option >> Rating Scale. 2. View example rating scales by selecting the link View example scales. 5

6 3. Edit the labels of the rating scale by clicking within the textbox. 4. Add a description of each label in the description textbox next to each label (optional). 5. Add a value to each label starting with 0. Any value of 0 will be omitted from scoring (ex. Not applicable or Not Observed). Ratings should go in order from lowest to highest, with highest being the best. 6. If you need additional rating scale items click Insert new rating scale item. 7. Delete a rating scale item by clicking Delete to the right of the item. (Scale items should NOT be deleted once responses exist.) 6

7 8. You can select how the scale will be displayed by choosing the radio button at the bottom of the pop-up. 9. Click Save & Close. Confirm or Edit Rater Relationship Groups In a 360-degree feedback review, relationship groups are defined as groups you establish to participate in the review process. In this step of the setup process you will enter the relationship groups you want to use, or, confirm use of our default groups. 1. Choose the Setup menu option >> Relationship Groups. 2. By default the tool will save Self as your first relationship group. Now define the remaining relationship groups in your project. 3. Edit the label for each relationship group by selecting the textbox below the Relationship Group heading. 7

8 4. You can add more relationship groups by clicking Insert new relationship group at the top of the page. The maximum number of relationship groups is seven. 5. If you need to delete a relationship group, select Delete to the right of the relationship group. Relationship groups should NOT be deleted if any responses exist within that group. 6. If you are allowing the Targets to select their own Raters, you will need to select the min and max for each relationship group as a guide to your Targets. 7. If you would like the groups to appear in a different order on your PDF reports, select the Reorder Groups link and click and drag the relationship groups into your desired order. 8. In the Advanced setting of each relationship group you can select if the relationship is a manager group. A group should be setup as a manager group if you would like them to be exempt from report filtering, have manager reporting privileges, or if you would like the group to be considered targets managers for list auditing purposes. 8

9 9. Click Save Changes when all edits have been made. Customize Message Templates This step will let you customize the wording of the invitations and reminders sent to your review participants. To ensure delivery, please make sure that the echospan.com domain is white-listed by your administrator or in-house IT department. Confirm/Edit content 1. Go to the menu option >> Edit Templates. 2. Choose your recipient followed by the message you would like to edit. You can edit the wording of the template and/or copy and paste in your own content. 3. You will notice that there are words in double brackets in each template, ex. [[targetname]]. These are merge fields that are going to automatically customize each participant . If you would like to include more custom fields, a list of them can be found by clicking on the red question mark in the top right corner of the editing section. To embed login credentials you will need to provide the URL, username merge field, and the invitation merge field. 4. Once Targets and Raters are added to your project, will be queued for them (by default) using the templates in the system at that time. If you make changes to the 9

10 templates after the participants are added, the system will prompt you to re-queue your messages using the new language. Edit the subject of any 1. Go to the menu option >> Edit Templates and choose the template you want to edit. 2. Type "Subject:" followed by your subject on the first line of the template. Example - Subject: Your Subject Here Decide How Raters Will Be Selected How will Raters (the people that provide feedback) be selected? Step 1 1. Choose the Setup menu option >> Project Settings. 2. Under the Review Features select if you want Admin-select or Self-select next to the Rater Selection. 3. Click Save Changes. 10

11 If you want the Raters to be approved by an auditor you will need to change the Rater selection to Self-select and then follow the steps below. Step 2 1. Choose the Setup menu option >> Project Settings. 2. Under the Review Features select Auditor-approved next to the Rater Approval/Rater List Auditor. 3. Click Save Changes. **For more information on the auditor process and direction on using the advanced settings to confirgure your project please see our product guide titled Target Selection of Raters. 11

12 Configure Project Autopilot (optional) If you'd like the EchoSpan Project Autopilot to manage your project for you, configure dates for events and messages here. Otherwise, you can manually manage each step of the process using the administrative tool. The Autopilot option can be found under the Project menu in a project. This tool can be used to manage your s, reminders, and reporting. The first section, of Settings, allows you to turn ON the Autopilot feature and choose if your s will be released in real time or queued for you to review before they are sent. In the Tools section, you are able to ask the tool to automatically suggest management dates for your project based on a designated start date and desired project length. 12

13 If you know the dates for which you would like each of your events to occur and you do not want the system to suggest them for you, you can manually fill them in and save your settings at the bottom of the page. Please note that the Rater reminders for the Autopilot use the Rater - "Summary Reminder" template, which can be edited by going to the menu option >> Edit Templates. The Auto-pilot runs around 12:05am EST each day, so your events will take place at that time on the date your designate. *** For more detailed information on the operation of each feature in the Project Autopilot tool, please click the "help" icon on the Project Autopilot page in the admin tool. 13

14 Enter Targets and Raters In this step, you'll enter or import the individuals you want to participate in the review process. Add Targets: Option 1: Import Targets from an Excel spreadsheet. 1. Go to the Targets menu option >> Import from Excel. 2. Copy and paste in your Excel data. 3. Select the "next" button and confirm that your import fields are correct. 4. Click "Finish" to import your list. Option 2: Add Targets to a project one at a time. 1. Choose the Targets menu option >> Manage. 2. Select the box labeled "Add a New Target" on the right of the homepage. 14

15 3. Fill in required fields- First Name, Last Name, Address, and select how you want to send the Target s invitation. 4. Click Submit. Add Raters: Option 1: Import Raters from an Excel spreadsheet. 1. Choose the Raters menu option >> Import From Excel. 2. Copy and paste in your Excel data. 3. Select the "next" button and confirm that your import fields are correct. 4. Click "Finish" to import your list. 15

16 Option 2: Raters can also be added to a project one at a time. 1. Choose the Targets menu option >> Manage. 2. Click on the Target's name to proceed to their feedback profile page. 3. On the bottom right of the page you will see the option to "Add a Rater. 4. Fill in the required fields- First Name, Last Name, Address, Relationship, and select how you want to send the Rater s review invitation. 5. Click Submit. 16

17 Project Management Review Status Shows the current status of the Target or Rater in the overall review process. Needs Review - The Rater needs to be reviewed and approved by a designated Auditor or the Project Administrator in order to be allowed to begin the feedback process. Approved - The Rater is approved to start the review process. Declined - The Rater has NOT been approved to participate in the review by the project Administrator or the Auditor. Finished - The Target/Rater has successfully completed the review. In Progress - The Target/Rater is in the process of completing the review. Opted Out - The Rater has decided to opt out of participating in the review. Disabled - The project Administrator has disabled the Rater's access. Track a Target s Rating Progress 1. Log into your account. 2. Choose the Targets menu option >> Manage. 3. To the right of each Target s name you will see each Target s Rating Progress. This shows you how many reviews have been completed for the target vs how many raters were assigned to review the target. Track a Rater and Self-Rater Review Statuses 1. Log into your account. 2. Choose the Raters menu option >> Manage. 3. To the right of each Rater s name you will see their review status. 17

18 View Overall Project Status 1. Log into your account. 2. Open the project. 3. To the right of the Project Dashboard you will see the Project Respondent Status which will give you the overall project status. Send Individual Review Reminders to Targets and Raters 1. Go to the Raters menu option >> Manage. 2. Click the alarm clock icon at the top of the page. 3. Select the Review Reminder in the message type dropdown box. 4. Choose if you want your message sent now or queued for later. 18

19 5. Check the Raters you want to send/queue reminders for. (The system will not let you remind Raters that have completed all of their reviews.) 6. Click the Create Messages button to send/queue the . ***This option allows you to remind Raters and Self Raters (Targets). The templates that are used are the Rater Review Reminder and Target Self Evaluation Reminder. Send Summary Reminders to Raters 1. Go to the menu option >> Summary Reminders 2. Select the Rater Summary Reminder as the type of message you would like to send. 3. Click Queue All Messages to remind all raters in a not-started or in-progress status. Or, select the raters you would like to remind by checking the box next to their name and then click Create SELECTED Messages. **Note that Summary Reminders are intended for non-self raters. If a Target is not providing feedback to other project participants, they will not appear in this view. 19

20 Send Summary Reminders and Self-Evaluation Reminders using the Autopilot. 1. Go to the Phases menu option >> Project Autopilot. 2. Scroll down to the Automated Events section and find the Self-evaluation Reminder and the Summary Reminder 1 and 2 for Raters. 3. Enter dates for the reminders you would like to automate formatted as such MM/DD/YYYY. 4. Scroll back up to the Settings section. 20

21 5. Confirm your handling selection. If set to Queue Messages you will receive an the morning of the event letting you know s have been queued and are in the queue to be sent. If set to Send Messages your messages will be sent on the date you set around 12:05am EST. 6. Turn the Autopilot ON. 7. Scroll to the bottom of the page and click Save Settings. Send Automatic Individual Review Reminders to Raters 1. Go to the Setup menu option >> Advanced Settings. 2. Expand the & Reminders section. 21

22 3. If you add your Targets and Raters the day you launch your project you do not need to change the Assignment Date. However, if Targets/Raters are added prior to the day you launch, you will want to synch all Participants to a project start date which is the day you will actually launch the project. 4. Turn ON each reminder that you would like to use. 5. Scroll to the bottom of the page and click Save Settings. The system will not send reminder s to Participants that have finished their assigned review(s). Send Reminders to Auditors to Approve Rater List 1. Go to the Targets menu option >> Manage Auditors. 2. Then, select the checkbox next to the Managers that need to receive reminders and click Create Messages. 3. Depending on your settings, you may need to go into your menu option >> Queued messages to review prior to sending. 22

23 Report Generation and Distribution Select or Create a Report Template to Use to Generate Your Reports EchoSpan offers a number of Standard Report Templates that you can use to generate your reports. We suggest using these templates as a starting place to decide which components you would like to use in your reports. The Standard Full Report is the most commonly used template. If you would like to create a custom report template you can do so from the Reports menu option >> Edit Report Templates. 1. Click Create a New Template at the top of the page. 2. Title the template and then choose how you would like the template created. 3. Click Submit. 23

24 4. Now you can insert the report sections that you would like to include in your report. To do so, click the Insert a Report Section button at the top of the page. 5. We recommend that you use the Editable report components as they are the most current and flexible. Check the box next to each component you would like to include and then click Add Selected Components. 6. Each editable component has a settings option that allows you to customize the component to your needs. Click Settings next to any component to view the customization options. 24

25 Setup Pooling for Specific Rater Groups on a Report (Optional) Use Rater pooling to combine the scores submitted by Rater groups when too few responses exist in any particular group. Be careful not to create circular references (ex: Peer pools to Subordinate and Subordinate pools to Peer) as these will cancel each other out. Rater pooling must be turned on in the Advanced Settings screen as well. Note that questions directed to a specific Rater group in the Review Items page cannot be pooled with responses from other groups. 7. Choose the Setup menu option >> Advanced Settings. 8. Turn on Rater pooling under the Report Settings section. 9. Choose the Setup menu option >> Relationship Groups. 10. Click the advanced link for a group you want to pool. There you can determine what groups the other will be pooled with depending on how many people respond. 25

26 Setup Filtering Rules for Individual PDF Reports (Optional) Filtering controls the aggressiveness of the minimum response filter in protecting Rater anonymity. There are three settings, listed below. Filters always exclude "Self" and managerial Rater groups. This setting is ignored in reports with rank scores (percentiles and quartiles). 1. Choose the Setup menu option >> Advanced Settings. 2. Select the Reports section. 3. Choose the Minimum Responses Per Rater Group in the dropdown box. 4. Select the Minimum Response Filter Intensity in the dropdown box. 5. Scroll to the bottom of the page and click Save Settings. You may also turn on the filter for each individual report by following the step-by-step instructions below. 1. Choose the Targets menu option >> Manage. 2. Select PDF Report next to the Target s name you want to generate the report for. 3. Choose the number of ratings per non-managerial group that are required to show results for a particular relationship group next to Response Filter. 26

27 4. Click Create Report. Generate Your Targets Reports Option 1: 1. Choose the Targets menu option >> Manage. 2. Click the PDF Report link to the right of the Target's name. 3. Select the template you want to use to generate the report. 4. Click Create Report. The report should take 30 seconds to generate and then you can download it by clicking on the link that appears when the report is ready. Option 2: You can batch your reports to run overnight so you do not have to run them one at a time. 1. Choose the Reports menu option >> Batch PDF Reports. 2. Select the report template you want to use to generate your reports. 27

28 3. Choose the Targets whose reports you want to generate. 4. Click the Batch PDF Report button. The reports will be generated and you will get an when they are ready to download. Distribute Reports Once They Have Been Generated Option 1: Go to the Reports menu option >> Distribute Reports. 1. Select if you want to save the reports to a zip file and download them to your computer or reports to Targets and Managers. 2. If you would like to the reports to the Managers, you need to make sure that your Managers group is identified as a Manager group. (To do this go to the Setup menu option >> Relationship Groups, click the Advanced link next to your Manager group and choose "yes" to the question "Is this a Manager Group?") Option 2: You can turn on the Reporting phase that will allow Managers, if identified as a Manager group, to download their employee's reviews from their dashboards. 1. Choose the Projects menu option >> Phases. 2. Turn the Manager Reporting Phase to ON. * Don't forget, you should generate your Target's reports before you turn on this phase. Create a Group Report 1. Choose the Reports menu option >> Create Group Report. 2. Edit the Report Title. 28

29 3. Select the Targets you want to show in this group report. You can select to include all of your Targets or just a subset of your Targets. 4. Select Create Report to generate the PDF report. Export Review Data to Excel You can export data from any project to Excel by following the instructions below. 1. Choose the Reports menu option >> Export Data Files. 2. Select the radio button next to the information you want to export. You can export information such as status reports, answers to competencies and items, and comments. 3. Files can be downloaded instantly or they will be ed to you. 29