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Help Contents
Contents

Setting Up Overall Options

Selecting Competency Library Version

Updating Organization Name and Logo

Changing Terminology

Limiting Review Form Selection

Creating Custom Forms

Starting a Custom Form

Designing Performance Review Sections

Competencies Section

Rating Descriptions and Ranges

Designing Performance Review Heading

Weighting

Forms Management

Saving or Deleting Custom Forms

Printing Blank Form


Selecting Competency Library Version

Form Designer provides two libraries of Intelli-Text (the system-generated text that supports a rating) for the competencies. The Intelli-Text from one of these libraries is used to write the contents of a performance review. While the factors and coaching ideas for the competencies are identical in both libraries, the Intelli-Text is different.

NOTE: Unless you have used a previous version of Performance Now, it is suggested that you use Competency Library Version 1. After one performance management cycle, you can change to Competency Library Version 2 to refresh the Intelli-Text language for employees who are performing the same duties as in earlier reviews.

Once a review has been started using one library version, it will always use that library version, no matter which library you subsequently choose as the default.

Instructions:

1. 	Select the Setup menu and click Competency Library Version to open the Performance Now Competency Library dialog box.

2. 	Select the version you wish to use, and click OK.


Updating Organization Name and Logo

The organization name you entered during installation is automatically added to the top of all performance review forms. However, in Form Designer, you can change the organization name, as well as place a logo on all reviews you subsequently create. The logo will appear above the organization name, so, if your organization name is already part of the logo, you can choose to exclude the organization name from its usual location.

WARNING: If you change the logo, the new logo will appear in all new or previously saved performance reviews - using both predesigned and custom forms. If you change the organization name, it will appear only in those reviews you create after you make the change.

Instructions:

1.	If it is open, close Performance Appraiser. Changes to the organization name will take effect only after you reopen it.

2.	Select the Setup menu and click Organization Name & Logo to open its dialog box.

3.	Enter the new name (up to 50 characters).

4.	Select the alignment (Left, Center, or Right) for where you want the organization name placed on the review form.

5.	To add the organization's logo, enter a path to the bitmap file, (or click [image] to locate the correct BMP file and click OK).

6.	Select the alignment (Left, Center, or Right) for the logo.

7.	If the logo does not include the organization's name, and you want the default organization name to print separately on reviews, select Display and print organization name on review form.


Changing Terminology

Some of the terms throughout the Performance Appraiser and Performance Manager modules that refer to components of a performance management system can be customized to better reflect your organization's standard terms. The terms that can be changed are:

•	competencies

•	current goals

•	development plans

•	future goals

•	goals

The changed terms will appear in all areas of the program modules where the old terms would have appeared. Where possible, the full term will be used, however, the abbreviation you designate may appear in more constricted spaces, such as on small buttons.

NOTE: Changes in terminology affect Performance Manager and Performance Appraiser organization-wide, except online Help and Advice. However, terminology changes are not reflected in review forms. Be sure to change all the section names in your custom review forms to reflect the changes.

Instructions:

1. 	If they are open, close Performance Appraiser and Performance Manager. The following changes will take effect only after you reopen them.

2. 	Select the Setup menu and click Customize Terminology to open its dialog box.

3. 	Click the Term to change selection arrow, and select the terminology you wish to change.

4. 	Enter the Singular and Plural terms as you want them to appear (up to 30 characters). Do not enter a capital letter at the beginning of a term, because that will be done automatically wherever it is necessary. However, for terms that should always begin with a capital letter, such as your organization name, capitalize it.

5. 	If the plural term is more than 10 characters enter an abbreviation (of up to 10 characters).

6. 	Select the article (a or an) that should precede the new singular term in sentences.

7. 	If you change your mind, click Reset to Default.

8. 	Click Apply to complete the change. The dialog box remains open so you can change more terms if desired.

9. 	Click OK to complete the change(s) to terminology and close the dialog box.


Limiting Review Form Selection

When employees are added to Performance Now, and their employee information is entered, they must be assigned to a specific review form. With a goal of using the same review forms throughout your organization, you can choose to limit the forms that are available for selection by reviewers.

For instance, and particularly if you have changed terminology, you may wish to deselect all of the predesigned review forms and make available only the custom review forms you created in Form Designer. Reviewers will then be able to choose only from your customized list when selecting a review form for an employee.

Instructions:

1. 	Select the Setup menu and click Review Form Availability to open its dialog box.

2. 	All the forms that are available for reviewer selection are prechecked.

3. 	Click the checkboxes for the forms you do not want to appear on the list (make sure the [image] s disappear).

4. 	Click OK.


Starting a Custom Form

If the seven predesigned forms provided by Performance Now do not meet your organization's needs, you may create custom forms from scratch, or base custom forms on the predesigned forms. As many custom forms can be designed as are needed.

To view the competencies and factors included in the predesigned forms, click here [image].

WARNING: Changes made to a custom form that has been used to write reviews will apply only to the reviews written after the change, not reviews already completed and saved. However, it is strongly recommended that you not change a form already used by reviewers.
If a reopened review was only partially completed prior to the change, the change could conflict with work already done. Therefore, it is recommended you create a new form and, using the mass update function, change the review form for all employees assigned to the original form (for more information, see "Update Information for Multiple Employees" in the Performance Now Enterprise Edition Release 4 user manual).

Instructions:

1. 	If you chose Start with a new form, the Form Designer Sections folder displays Available Sections that you can use for your custom form.

2. 	If you chose Use an existing form, the Form Selection dialog box opens. Select the existing form you wish to use and click OK. The sections that are already on that form display in the Selected Sections list.

3. 	If you would rather start with a new form, click [image] to clear the selected fields.

4. 	To change from a new form to an existing form, or to a different existing form, click [image] and make your selection.


Designing Performance Review Sections

When you design the Performance Review sections, you can choose which sections to include and rename them, change section order, add user-defined sections, add explanatory text to a section or competency heading, customize placement of coaching ideas, and customize the goal categories.

Additional Information:

Modifying Sections

Coaching Idea Placement

Explanatory Text for Sections

Goal Categories


Modifying Sections

If you are starting a new form, you will need to add the sections that you want to appear on the review form. If you are using a predesigned form as a base, you may still want to add or rearrange sections. You can also enter a substitute name for any of the sections.

Instructions:

1.	Click the Sections tab. If you are using an existing form as a base, click the blank location in the Selected Sections list where you want the new section to appear, or click the existing field above which you want the new section to appear.

2.	Double-click a section in the Available Sections list to copy it to the specified location in the Selected Sections list.

3.	If you are designing a new form, double-click fields in the Available Sections list to copy them to the Selected Sections list in the order you want them to appear on the form.

4.	Click in the Substitute Section Names area to the right of the name of a section you want to change, and enter the new name (up to 20 characters).

5.	To return to the original name, highlight the substitute section name and press [image].

6.	To remove a section, select the section in the Selected Sections list and click [image].

7.	To move a section, drag it to the section above which you want it to appear.


Coaching Idea Placement

In Performance Appraiser, a manager can use system-provided coaching ideas to write the Development Plans section, which is designed to help an employee improve or strengthen performance.

In Form Designer, you can choose to group the coaching ideas in the Development Plans section under two subheadings, Strengths to Build On and Areas to Work On. The text of these subheadings can also be customized.

You can also choose to group the coaching ideas separately under the specific performance competencies to which they relate. They will also appear here under the above (or customized) subheadings.

Instructions:

1.	Click the Sections tab.

2.	Click the Customize Coaching Idea Placement button to open its dialog box.

3.	Choose the manner in which you want the coaching ideas to be placed on the form.

4.	If you chose to group them in two subsections in the Development Plans section or under each competency, you can enter custom headings for the subsections if you wish (up to 100 characters).


Explanatory Text for Sections

Explanatory text can be added to any section. This text will appear on the printed review form immediately following the section heading. The Employee Acknowledgment section is the only section with prewritten explanatory text. However, you can edit this text or add explanatory text to any other section.

Instructions:

1. 	Click the Sections tab.

2. 	Select the section in the Selected Sections list to which you want to add explanatory text.

3. 	Click Add Explanatory Text to open the Explanatory Text for Section dialog box.

4. 	Enter the text you wish to add and click OK. A [image] icon appears beside the section name to indicate that explanatory text is attached to that section.


Goal Categories

If you wish to relate your employees' goals to the organization's overall mission or goals, you can create a list of goal categories.

When setting goals in Performance Appraiser or Performance Manager, users can always choose to enter their own goal categories. However, creating custom goal categories helps maintain consistency throughout an organization by allowing users to associate an individual goal with one of the listed goal categories. The selected goal category will then appear on the printed review form for that goal.

Instructions:

1.	Click the Sections tab.

2.	Make sure a Goals section is in the Selected Sections list.

3.	Click Edit Goal Categories to open its dialog box.

4.	Click Add Category to open its dialog box.

5.	Enter a goal category (of up to 50 characters), and press [image] or click OK. Repeat to add more categories.

6.	To change an entered goal category, select it and click Edit Category. Make the changes and click OK.

7.	To remove an entered goal category, select it and click Delete Category. When asked if you're sure, click Yes.


Competencies Section

In the Competencies section, you choose the competencies you wish to be evaluated on the review form. You can also rename and change the order of competencies, enter explanatory text, and choose whether or not to display related performance factors with each competency.

If you want to require that reviewers must rate all the competencies on the form, you should also weight the competencies. Then select the option to not allow reviewers to change the competency weights.

NOTE: If you don't see a competency that meets your needs, KnowledgePoint provides Intelli-Text Designer, an optional module that helps you create custom competencies, factors, Intelli-Text, and Coaching Ideas that meet your organization's specific needs. These competencies are added to custom review forms using Form Designer. For more information about Intelli-Text Designer, call KnowledgePoint at (800)-727-1133.

Additional Information:

Choosing Competencies

Explanatory Text for Competencies

Printing Factors


Choosing Competencies

You can use the seven Performance Now predesigned review forms, and the competencies within them, as the basis for custom forms you design to fit the needs of your particular organization.

To view the competencies within the predesigned forms, click here

The competencies delivered in Performance Now Enterprise Edition Release 4 are assigned the type STD. Other types that could appear on this list are CUST (for competencies created using Intelli-Text Designer), or designations for KnowledgePoint's special industry-specific competencies (such as GOV for Government).

Instructions:

1.	Click the Competencies tab.

2.	To see which factors are within each competency, press [image] to access Advice, then click Explanations of Each Competency in the first paragraph.

3.	If you are using an existing form as a base, click the blank location (or above the existing competency) in the Selected Competencies list where you want the new competency to appear, then double-click a competency in the Available Competencies list.

4.	If you are designing a new form, double-click the competencies in the Available Competencies list in the order you want them to appear on the form.

5.	To rename a competency, click in the Substitute Names list to the right of the name of the competency you want to change, and enter the new name (up to 30 characters).

6.	To change a competency name to a suggested substitute, click Suggested Substitute Competency Names to view a list of possible other names for a competency. Select a suggested name and click OK.

7.	To return to the original name, highlight the substitute competency name and press [image].

8.	To remove a competency, select the competency in the Selected Competencies list and click [image], or click and hold on an unwanted competency and drag it out of the list.

9.	To move a competency, drag it to the competency above which you want it to appear, or remove the competency, then add it back into a new location.


Explanatory Text for Competencies

As with the sections, you can add explanatory text that will appear on the printed review form immediately after a competency name.

Some organizations use this feature to further define the performance competency. For example, an organization could choose to add explanatory text to the Job Knowledge competency that states: Knowledge and understanding of all phases of job and related functions are critical to satisfactory performance.

Instructions:

1. 	Click the Competencies tab.

2. 	Select the competency in the Selected Competencies list to which you want to add explanatory text.

3. 	Click Add Explanatory Text to open the Explanatory Text for Competency dialog box.

4. 	Enter the text you wish to add.

5. 	Click OK. A [image] icon appears beside the competency name to indicate that there is explanatory text attached to that competency.


Printing Factors

You may wish to show the rated factors that relate to each performance competency on the printed review. If you do this, and you've also selected to show rating descriptions and/or rating numbers on the review, those ratings will also be shown next to the factors under each competency.

If you do not select to show factors, the competency would appear on the review as follows:

Planning & Organization	Needs improvement
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.

With performance factors added, it would appear:

Planning & Organization	Needs improvement
Prioritizes and plans work activities	Needs improvement
Uses time efficiently	Meets job requirements
Plans for additional resources	Unsatisfactory
Integrates changes smoothly	Needs improvement
Sets goals and objectives	Meets job requirements
Works in an organized manner	Needs improvement
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.

Instructions:

1. 	Click the Competencies tab.

2. 	Click Include performance factors on review form to select it.


Rating Descriptions and Ranges

Performance Appraiser uses the ratings for individual current goals and competencies to calculate ratings for the Current Goals and Performance Competencies sections, as well as for an overall Summary section. By using the options on the Ratings tab, you can customize these rating levels and decide how ratings appear on the completed review form. You can also choose to not print ratings at all.

Additional Information:

Selecting Number of Rating Levels

Selecting Rating Order

Changing Rating Numbers

Changing Rating Level Descriptions

Modifying Average Rating Ranges

Including or Excluding Rating Descriptions and Calculations

Turning Off Numbers on Rating Matrix


Selecting Number of Rating Levels

The most frequently used number of rating levels for performance reviews is five. However, if you prefer to use a different number of levels, you can design forms that include from two to six rating levels. The rating descriptions and ranges will automatically adjust to your choice.

If you change the number of rating levels from the default (five) to six levels, you will need to create Intelli-Text (system-generated language) for the sixth level using the optional Intelli-Text Designer module. To move Intelli-Text from one level to another, you will also need to use Intelli-Text Designer.

If you change the number of rating levels to two, three, or four levels, Performance Now automatically maps the Intelli-Text to each of those levels.

To view the Intelli-Text that will be assigned to each level after changing the number of rating levels, click here [image].

Instructions:

1. 	Click the Ratings tab.

2. 	In the Number of rating levels entry box, select the number of rating levels you wish to use by clicking the up or down arrow.

3. 	The Rating Descriptions and Average Rating Ranges automatically change to match the number of levels.

NOTE: If you select six rating levels, there will be no description for level six. Because the fifth level is already superlative, you will need to enter your own description and, perhaps, enter or choose different descriptions for the other levels.


Selecting Rating Order

You can choose which rating numbers will be highest and lowest. For instance, in a five-level configuration, you may wish to keep the lowest rating as the lowest number - level 1 low and level 5 high. Or you can select the reverse and make the lower number (level 1) the highest rating level.

NOTE: If you reverse the rating levels, carefully review the Average Rating Ranges to make sure they are appropriate.

Instructions:

1. 	Click the Ratings tab.

2. 	To reverse the rating levels, select Low rating is highest number.

3. 	To set the rating levels back to the default, select Low rating is lowest number.


Changing Rating Numbers

You have the option of changing the numerical rating value to match your organization's needs. However, be sure that you also modify the Average Rating Ranges to coincide with the revised rating numbers.

For example, on a three-level rating scale, an organization may wish to keep the value of 1 for the lowest rating and increment the next levels to 5 and 10.

Instructions:

1. 	Select a number in the Rating boxes.

2. 	Enter the new number. It must be a whole number from 1-999.


Changing Rating Level Descriptions

You can change the rating description text that is assigned to each rating level, either by entering custom text, or selecting from the provided lists of alternate descriptions.

Instructions:

1. 	Click the Ratings tab.

2. 	Click the selection arrow to the right of the rating description you want to change to open a list of suggested descriptions from which to select.

3. 	You can also click the description you want to change to highlight the text, then enter custom text.


Modifying Average Rating Ranges

The average rating range determines which level applies for a rating that falls within that range.

You can modify the breakpoints for each rating level to meet your organization's needs or to coincide with any changes made to the rating-level numbers.

NOTE: All rating range numbers must include two decimals and be consecutive between rating levels. For instance, if the beginning number of the top level range is 445.00, the ending number of the next lower level must be 444.99 (not 444.00). If you leave a gap between any numbers, you will not be allowed to save the form until you have corrected it.

Instructions:

1. 	Click the Ratings tab.

2. 	Under Average Rating Ranges, double-click a number you wish to change, then enter the new number. It must be a number from 1.00 to 999.00 and include two decimal places.

3. 	Change the other ranges to coincide.

4. 	To return to the default ranges, click Reset Default Rating Levels.


Including or Excluding Rating Descriptions and Calculations

Performance Appraiser uses the rating for each factor within a competency to calculate the performance competency rating. It also uses the ratings for all performance competencies and goals to calculate ratings for the overall Performance Competencies, Current Goals, and Summary sections. You can select whether you want to show on the printed review form:

 Rating descriptions only

 Numeric ratings only

 Both the rating descriptions and the numeric ratings

 No ratings at all

NOTE: If you choose to include performance factors on the review form, the option you select here will also apply to the factors.

Instructions:

1. 	Click the Ratings tab.

2. 	Under Show on reviews, make sure Rating descriptions displays an "X" in its checkbox.

3. 	Click Numeric ratings (make sure an "X" appears in the checkbox).

4. 	Deselect both checkboxes to have no ratings appear on the review.

5. 	Deselect either checkbox to have only rating descriptions or numeric ratings appear on the review.


Turning Off Numbers on Rating Matrix

Some organizations prefer to not show any references to numbers, even on the rating screens within Performance Appraiser. Use this option to exclude all references to the rating level numbers on the goals and competency rating dialog boxes in Performance Appraiser.

Instructions:

1. 	Click the Ratings tab.

2. 	Under Show on dialog boxes click Numeric Ratings to deselect it.


Designing Performance Review Heading

The Review Heading section always appears beneath the review title at the top of the review form. It is intended to include information about the employee (such as name, user ID, and department) and about the reviewer.

For good documentation reasons, it is suggested that you include at least the job title, the reviewer name, the reviewer's job title, and the review period dates.

If you are using an existing form as a base for a custom form, the Review Heading fields will already be selected. However, you can still delete, rename, and change the order of these fields.

Additional Information:

Choosing Performance Review Heading Fields

Review Title

Removing/Moving Review Heading Fields


Choosing Performance Review Heading Fields

You must list the Review Heading fields in the order in which you want them to appear on the review form.

If you wish to rename any field so it will appear on your form with a different name, you may enter a substitute name. The substitute name will appear on the review form and also as the name of the field on the Employee Information and Review Information dialog boxes (for employees assigned that form).

Instructions:

1. 	Click the Review Heading tab.

2. 	If you are using an existing form as the base, click the blank location in the Selected Fields list where you want the new field to appear, or click an existing field in the Selected Fields list above which you want the new field to appear.

3. 	Double-click an available field to copy it to the specified space.

4. 	If you are designing a new form, double-click the Available Fields in the order you want them to appear in the Review heading. The fields appear in the Selected Fields list.

5. 	Click in the Substitute Field Names list to the right of the name of any field (or user-defined field) you want to change and enter the new name (up to 20 characters).

6. 	To return to the original name, highlight the substitute name and press [image].


Review Title

Beneath your organization name on review forms is the default review title, Performance Review. You may change the review title to another term (such as Employee Appraisal).

Instructions:

1.	Click the Review Heading tab.

2.	Highlight the contents of the Review title field.

3.	Type the new title (up to 60 characters).


Removing/Moving Review Heading Fields

You can reorder or remove Review Heading fields.

Instructions:

1. 	Click the Review Heading tab.

2. 	To remove a field, select the field in the Selected Fields list and click [image] or click and hold on the unwanted field, and drag it out of the list.

3. 	To move a field, click and hold on the field, then drag it to the field above which you want it to appear.


Weighting

Certain performance areas may be more important than others. Weighting allows you to have Performance Appraiser automatically calculate ratings that are impacted by the weights that are assigned.

If you select to include weighting, users will also have the option of printing the weighting calculation details when they print final reviews. Weighting also gives you options to require reviewers to rate all competencies, to rate at least one goal, or to rate both competencies and goals.

To view an example of weighting goals using percentage weights, click here [image].

Additional Information:

Weighting Sections

Weighting Competencies and Goals


Weighting Sections

If the form has a Current Goals section and a Performance Competencies section, Performance Now will automatically assign each section an equal weight of 50%. You can change these weights in Form Designer and/or allow managers to change them in Performance Appraiser while they are writing a review.

You may decide that, while you want to have managers set and evaluate goals, you do not want to have the goal ratings included in the overall summary rating. In this case, you could change the Performance Competencies section weight to 100% and the Current Goals section weight to 0%.

To view an example of section weighting, click here

Instructions:

1. 	Make sure the Current Goals section is in your form, then click the Weighting tab.

2. 	In the Section Weights list (lower right), double-click the Performance Competencies weight and enter a new percentage.

3. 	Press [image] to automatically calculate a corresponding weight for the Current Goals section that brings the total to 100%.

4. 	To allow the reviewer to change weights assigned to each section while working on a review in Performance Appraiser, make sure the Allow reviewer to adjust section weights checkbox under Weighting Options is selected.


Weighting Competencies and Goals

You can choose to weight individual goals and competencies, or to weight one or the other, as percentages or relative numbers.

Because goals are employee-specific, if you select to use goal weighting, reviewers will be able to set and adjust all goal weights in Performance Appraiser.

If you select to use competency weighting, Form Designer automatically assigns equal weights to all competencies, which you can change for that form. You can also choose to allow managers to adjust the competency weights in Performance Appraiser while they are writing reviews.

For percentage weighting, the sum of the weighting for all competencies must equal 100%. Number weighting allows you to enter whole numbers from 1 to 999.

Instructions:

1. 	Click the Weighting tab.

2. 	Select either Use goal weighting or Use competency weighting or both.

3. 	Under Weight Type for Competencies & Goals, select Percentage or Number.

4. 	If you chose to weight competencies and selected Percentage, you can enter new percentages in the competency weights list (the total must equal 100%).

5. 	If you selected Number, you can enter numbers in the list (the total is not significant).

6. 	If you chose to weight competencies, and want the reviewer to be able to change the weights while a review is in progress, make sure Allow reviewer to adjust competency weights is selected.


Saving or Deleting Custom Forms

To protect the integrity of the Performance Now predesigned forms, Form Designer does not allow you to save a modified predesigned form under its original name.

Also, you cannot delete a predesigned form from Form Designer. However, you can prevent predesigned forms from appearing on the Review Form list in Performance Appraiser.

You will need to save your custom form under a name that is different than any of the existing forms' names. Choose a name that is self-explanatory to describe the new form, such as Nonexempt.

NOTE: When you first save a form, warning messages may appear that inform you the form cannot be saved because of missing data or inconsistent conditions. If this should happen, correct the problem and save the form again.

If you wish to delete a form while you are still designing it, simply exit and choose not to save. You can also delete a designed form at any time after it has been saved.

Instructions:

1. 	Click [image] to open the Save As dialog box.

2. 	Enter the custom form's name.

3. 	To make the custom form available for use in Performance Now, make sure Make form available in Performance Now is selected.

4. 	Click OK.

5. 	If you make further changes, click [image], which appears on the toolbar only after a form has been initially saved.

6. 	To delete a form, open the review form you want to delete.

7. 	Click [image] or select the File menu and click Delete.

8. 	When you're asked if you're sure, click Yes.


Printing Blank Form

In order to check its design, you may wish to print a sample of the review form you have created. You may also want to print blank forms to give to others for input.

NOTE: You cannot print a blank customized review form until after you have saved the customized form.

Instructions:

1.	Select the File menu and click Print Blank Form to open its dialog box.

2.	The printed blank form will include performance factors and a legend of the average rating ranges. If you do not want to print the factors and the legend, deselect Print performance factors on the form.

3.	If you do not want to print boxes for the rating levels of each factor, deselect Print rating boxes for self reviews.

4.	Click an output destination.

5.	If you selected Printer and click Print, the form prints immediately.

6.	If you selected Disk, insert a disk into the floppy drive (if you don't wish to save to your hard disk or a network file), and click Print. In the Save Blank Form dialog box, enter the file name and select the correct drive, then click OK.

7.	If you selected Screen, click Print. The Print Preview window opens. Preview the material and click Print to print it directly, or click Close if you don't wish to print at this time.


You value attainment of goals slightly higher than the performance competencies, so you assign the Current Goals section a weight of 60% and the Performance Competencies section a weight of 40%. Assuming the calculated rating for the Current Goals section is 2.40 and for the Performance Competencies section is 3.20, the overall rating calculation in the Summary section would be:

The weighted overall average rating for the Summary section is 2.72 - the sum of each section's weighted rating.


The following chart will help you understand which Intelli-Text will be assigned to each level. This chart assumes that the highest number is the highest level of performance. If you choose to reverse the rating levels, making the lowest number the highest level of performance, reverse the chart.


With four goals to rate in the Current Goals section, the user enters percentage weights of 40%, 30%, 20%, and 10% for goals A through D, respectively. The goal assigned 10% has one-fourth the weight of the goal rated 40%. The weighted average rating for the Goals section is calculated as follows:

The weighted average rating for the Current Goals section is 2.80 - the sum of each goal's weighted rating.


Form Designer Choices Dialog Box

Performance Now provides seven predesigned performance review forms that let users immediately use Performance Now without setting up customized forms. These predesigned forms cannot be modified. However, you can base custom forms on the predesigned forms, or create custom forms from scratch.

Instructions:

1. 	This dialog box gives you the option to start with a new form or use an existing one.

2. 	Make your selection and click OK.


Explanatory Text for Section Dialog Box

Use this dialog box to add explanatory text to a section. Explanatory text can be added to any section, and will appear on the printed review form immediately following the selected section's heading.

Instructions:

1. 	Enter the text you wish to add.

2. 	Click OK.


Explanatory Text for Competency Dialog Box

Use this dialog box to add explanatory text to a competency. Explanatory text can be added to any competency. This text will appear on the printed review form immediately following the selected competency's heading.

Instructions:

1. 	Enter the text you wish to add.

2. 	Click OK.


Save As Dialog Box

Use this dialog box to rename and save a custom form that has been based on an existing review form.

To protect you from losing the supplied forms, Form Designer does not allow you to save a modified form under the existing review form names of Administrative, Managerial, Operations/Production, Sales, Service, Team, or Technical/Professional.

Instructions:

1. 	Enter your new name for the review form (Maximum 30 characters.)

2. 	To add it to the review forms available for use in Performance Appraiser, click Make Form Available in Performance Now (make sure an "X" appears in the checkbox).

3. 	Click OK.


Review Form Availability in Performance Now Dialog Box

When employees are added to Performance Now, and their employee information is entered, they must be assigned to a specific review form. With a goal of using the same review forms throughout your organization, you can choose to limit the forms that are available for selection by reviewers.

For instance, and particularly if you have changed terminology, you may wish to deselect all of the predesigned review forms and make available only the custom review forms you created in Form Designer. Reviewers will then be able to choose only from your customized list when selecting a review form for an employee.

Use this dialog box to define the list of review forms from which reviewers may choose.

Instructions:

1. 	All the forms, both existing and custom, that are available for reviewer selection in Performance Appraiser are already checked.

2. 	Click the checkboxes for the forms you do not want to appear on the list (make sure the [image] s disappear).

3. 	Click OK.


Intelli-Text Designer

The Intelli-Text Designer module, used in conjunction with Performance Now Enterprise Edition, helps you create custom performance competencies, factors, Intelli-Text, and Coaching Ideas that meet your organization's specific needs. These competencies are added to custom review forms using Form Designer. For more information about Intelli-Text Designer, call KnowledgePoint at (800)-727-1133.


Sections Folder

Use this folder to customize the sections of the review. After you select the sections you want to be included in the form, they will appear on the custom form in the same order as in the Selected Sections list.

If you are starting a new form, you will need to add the sections that you want to appear on the review form. If you are using a predesigned form as a base, you may still want to add or rearrange sections. You can also enter a substitute name for any of the sections.

From this folder, you can also access related features by clicking the following buttons:

•	Customize Coaching Idea Placement

•	Add Explanatory Text

•	Edit Goal Categories.

Instructions:

1.	If you are using an existing form as a base, click the blank location in the Selected Sections list where you want the new section to appear, or click the existing field above which you want the new section to appear.

2.	Double-click a section in the Available Sections list to copy it to the specified location in the Selected Sections list.

3.	If you are designing a new form, double-click fields in the Available Sections list to copy them to the Selected Sections list in the order you want them to appear on the form. Or select each field and click [image].

4.	To move a section, drag it to the section above which you want it to appear.

5.	To remove a section, select the section in the Selected Sections list and click [image].

6.	Click in the Substitute Section Names area to the right of the name of a section you want to change, and enter the new name (up to 20 characters).

7.	To return to the original name, highlight the substitute section name and press [image].


Competencies Folder

Use this folder to customize the performance competencies. After you select the competencies for the form, they appear on the custom form in the same order as in the Selected Competencies list.

If you are modifying an existing form, the competencies for that form are listed in the Selected Competencies area. If you are starting with a blank form, no competencies are listed as selected.

NOTE: While there is no limit to the number of competencies you can add to any one review form, most experts suggest limiting the number to no more than 10 or 12.

If you wish to rename a competency, you may enter a substitute name, or select one from a list of suggested names.

The competencies delivered in Performance Now Enterprise Edition Release 4 are assigned the type STD. Other types that could appear on this list are CUST (for competencies created using Intelli-Text Designer), or designations  for KnowledgePoint's special industry-specific competencies (such as GOV for Government).

From this folder, you can also add explanatory text, that will print on the review form immediately following the competency heading.

Instructions:

1.	If you are using an existing form as a base, click the blank location (or above the existing competency) in the Selected Competencies list where you want the new competency to appear, then double-click a competency in the Available Competencies list.

2.	If you are designing a new form, double-click the competencies in the Available Competencies list in the order you want them to appear on the form.

3.	To move a competency, drag it to the competency above which you want it to appear, or remove the competency, then add it back into a new location.

4.	To remove a competency, select the competency in the Selected Competencies list and click [image], or click and hold on an unwanted competency and drag it out of the list.

5.	Click in the Substitute Names list to the right of the name of the competency you want to change, and enter the new name (up to 30 characters).

6.	You can also click Suggested Substitute Names to view a list of possible other names for a competency. Select a suggested name and click OK.

7.	To return to the original name, highlight the substitute competency name and press [image].

8.	To print the factors along with each competency on the review form, click Include Performance Factors on review form (make sure an "X" appears in the checkbox).

To view a sample of how the factors will look when included,  click here


Substitute Competency Names Dialog Box

Depending upon how they were designed, some custom competencies may not have any substitute name suggestions.

Instructions:

1. 	Select  one of the suggested substitute names for the competency.

2. 	Click OK.

3. 	The new name appears in the Substitute Names area for the selected competency.


Ratings Folder

Use this folder to change the number of rating levels, rename the rating descriptions, change the average rating ranges, to choose whether or not to print the performance competencies rating descriptions in the reviews, and to choose other options.

Instructions:

1.	To change the number of rating levels, click the up or down arrow in the Number of rating levels entry box to select the number you wish to use. The Rating Descriptions and Average Rating Ranges automatically change to match the number of levels.

2.	To reverse the rating levels, select Low rating is highest number. To set the rating levels back to the default, select Low rating is lowest number.

3.	To change the rating numbers, select a number in the Rating boxes, and enter the new number. It must be a whole number from 1-999.

4.	To change a rating level description, click the selection arrow to the right of the rating description you want to change to open a list of suggested descriptions from which to select. You can also click the description you want to change to highlight the text, then enter custom text.

5.	To change an average rating range, double-click an Average Rating Range number you wish to change, then enter the new number. It must be a number from 1.00 to 999.00 and include two decimal places. Change the other ranges to coincide. To return to the default ranges, click Reset Default Rating Levels.

6.	To print descriptions and numeric ratings on reviews, under Show on reviews, make sure Rating descriptions displays an "X" in its checkbox. Click Numeric ratings (make sure an "X" appears in the checkbox). Deselect both checkboxes to have no ratings appear on the review. Deselect either checkbox to have only rating descriptions or numeric ratings appear on the review.

To view examples of how this might appear, click here

7.	To exclude all references to the rating level numbers on the goals and competency rating dialog boxes in Performance Appraiser, under Show on dialog boxes click Numeric Ratings to deselect it.


Review Heading Folder

Use this folder to customize the information that is printed in the heading of the performance review. All of the employee information fields are listed in the Available Fields area. The Selected Fields area is the place to list the fields you want printed on the review for this custom form. Fields appear on the form in the order they are listed. If you wish to rename any field so it will appear on your form with a different name, you may enter a substitute name.

NOTE: The Employee Name field is required for every form.

Instructions:

1. 	If you are using an existing form as the base, click the blank location in the Selected Fields list where you want the new field to appear, or click an existing field in the Selected Fields list above which you want the new field to appear.

2. 	Double-click an available field to copy it to the specified space.

3. 	If you are designing a new form, double-click the Available Fields in the order you want them to appear in the Review heading. The fields appear in the Selected Fields list.

4. 	To remove a field, select the field in the Selected Fields list and click [image].

5. 	To move a field, click and hold on the field, then drag it to the field above which you want it to appear.

6. 	Click in the Substitute Field Names list to the right of the name of any field (or user-defined field) you want to change and enter the new name (up to 20 characters). To return to the original name, highlight the substitute name and press [image].

7. 	To change the review title from Performance Review to another term (such as Employee Appraisal), highlight the contents of the Review title field, and type the new title (up to 60 characters).


Weighting Folder

Use this dialog box to set up weighting options for sections and competencies and goals.

If the form has a Current Goals section and a Performance Competencies section, each are assigned an equal weight of 50%. You can change these weights, and/or allow managers to change them in Performance Appraiser while they are writing a review.

You can choose to weight individual goals and competencies, or to weight one or the other as percentages or relative numbers.

If you select to use competency weighting, Form Designer automatically assigns equal weights to all competencies, which you can change for that form. You can also choose to allow managers to adjust the competency weights while writing reviews.

NOTE: If many of the options in this dialog box are "dimmed," make sure the Current Goals section is in your form.

Sections

1. 	In the Section Weights list (lower right), double-click the Performance Competencies weight and enter a new percentage. Press [image] to automatically calculate a corresponding weight for the Current Goals section that brings the total to 100%.

2. 	To allow the reviewer to change weights assigned to each section while working on a review in Performance Appraiser, make sure the Allow reviewer to adjust section weights checkbox under Weighting Options is selected.

Competencies and Goals

1. 	Select either Use goal weighting or Use competency weighting or both.

2. 	Under Weight Type for Competencies & Goals, select Percentage or Number.

3. 	If you chose to weight competencies and selected Percentage, you can enter new percentages in the competency weights list (the total must equal 100%). If you selected Number, you can enter numbers in the list (the total is not significant).

4. 	If you chose to weight competencies, and want the reviewer to be able to change the weights while a review is in progress, make sure Allow reviewer to adjust competency weights is selected.


Print Blank Form Dialog Box

In order to check its design, use this dialog box to print a sample of the review form you have created. You may also want to print blank forms to give to others for input.

NOTE: You cannot print a blank customized review form until after you have saved the customized form.

Instructions:

1.	The printed blank form will include performance factors and a legend of the average rating ranges. If you do not want to print the factors and the legend, deselect Print performance factors on the form.

2.	If you do not want to print boxes for the rating levels of each factor, deselect Print rating boxes for self reviews.

3.	Click an output destination.

4.	If you selected Printer and click Print, the form prints immediately.

5.	If you selected Disk, insert a disk into the floppy drive (if you don't wish to save to your hard disk or a network file), and click Print. In the Save Blank Form dialog box, enter the file name and select the correct drive, then click OK.

6.	If you selected Screen, click Print. The Print Preview window opens. Preview the material and click Print to print it directly, or click Close if you don't wish to print at this time.


Save Blank Form Dialog Box

Use this dialog box to enter the path and filename to which you want to save the TXT or RTF file of the blank review form.

Instructions:

1. 	Enter the name of the file.

2. 	Select the drive that contains the directory to which you want to save the file.

3. 	Select the correct directory on that drive.

4. 	Click the Save File as Type selection arrow, and select the correct type.

5. 	Click OK.


Print Preview Dialog Box

If you choose to print a blank review form to the screen, the Print Preview dialog box opens. Use it to get a better idea of how your choices in the Print Blank Form dialog box affect the appearance of the form.

Instructions:

1. 	Click Next Page and/or Previous Page to move between pages.

2. 	To make the text larger, click Zoom-In.

3. 	To make the text smaller so you can see more of the document, click Zoom-Out.

4. 	Click Close to return to the Print Blank Form dialog box, or click Print to send it to the printer.


Organization Name & Logo Dialog Box

The organization name you entered during installation is automatically added to the top of all performance review forms, but you can change the organization name and place a logo on all reviews you subsequently create. The logo will appear above the organization name. If your organization name is already part of the logo, you can choose to exclude the organization name from its usual location.

WARNING: If you change the logo, the new logo will appear in all new or previously saved performance reviews - using either existing or custom forms. If you change the organization name, it will appear only in those reviews you create after you make the change.

Instructions:

1.	Enter the new name (up to 50 characters).

2.	Select the alignment (Left, Center, or Right) for where you want the organization name placed on the review form.

3.	To add the organization's logo, enter a path to the bitmap file (or click [image] to locate the correct BMP file and click OK).

4.	Select the alignment (Left, Center, or Right) for the logo.

5.	If the logo does not include the organization's name, and you want the default organization name to print separately on reviews, select Display and print organization name on review form.

6.	Click OK.


Select Logo Bitmap File Dialog Box

Use this dialog box to enter a path to the bitmap file containing the organization's logo.

Instructions:

1. 	Select the correct drive.

2. 	Select the folder that contains the bitmap (BMP) file.

3. 	Select the logo's file name and click OK.


Customize Terminology Dialog Box

Some of the terms throughout the Performance Appraiser and Performance Manager modules can be customized to better reflect an organization's standard terms.

When you change these terms, the new text will appear in all areas of the program modules where the old text would have appeared. However, these changes will not be reflected in review forms. Therefore, if you change terminology, it is recommended that you change all your organization's custom forms to reflect the changes.

Where possible, the full term will be used. The abbreviation you designate may appear in more constricted spaces, such as on small buttons.

Instructions:

1. 	Click the Term to change selection arrow, and select the terminology you wish to change.

2. 	Enter the Singular and Plural terms as you want them to appear (up to 30 characters).

3. 	If the plural term is more than 10 characters enter an abbreviation (of up to 10 characters).

4. 	Select the article (a or an) that should precede the new singular term in sentences.

5. 	If you change your mind, click Reset to Default.

6. 	Click Apply to complete the change. The dialog box remains open so you can change more terms if desired.

7. 	Click OK to complete the change(s) to terminology and close the dialog box.


Customize Coaching Idea Placement Dialog Box

In Performance Appraiser, a manager can use system-provided coaching ideas to write the Development Plans section, which is designed to help an employee improve or strengthen performance. In predesigned forms, these ideas will be grouped in the Development Plans section in the order in which they are copied to the review form.

In Form Designer, use this dialog box to group the coaching ideas in the Development Plans section under two subheadings, Strengths to Build On and Areas to Work On. The text of these subheadings can also be customized. Or you can choose to group the coaching ideas separately under the specific performance competencies to which they relate. They will also appear here under the above (or customized) subheadings.

Instructions:

1.	Choose the manner in which you want the coaching ideas to be placed on the form - in a single group or two groups within the Development Plans section, or separately under related competencies.

2.	If you chose to group them in two subsections in the Development Plans section or under each competency, you have the option of entering custom headings for the subsections. Click in a subsection entry box and enter the new heading (up to 100 characters).

3.	Click OK.


Goal Categories for [review form name] Dialog Box

Use this dialog box to create a list of goal categories to relate your employees' goals to the organization's overall mission or goals. Creating custom goal categories helps maintain consistency throughout an organization.

NOTE: If the Edit Goal Categories button is "dimmed," check to make sure that a Goals section is in the Selected Sections list.

Instructions:

1.	Click Add Category to open its dialog box.

2.	Enter a goal category (of up to 50 characters), and press [image] or click OK. Repeat to add more categories.

3.	To change an entered goal category, select it and click Edit Category. Make the changes and click OK.

4.	To remove an entered goal category, select it and click Delete Category. When asked if you're sure, click Yes.

5.	When finished, click Close.


Add Category Dialog Box

Use this dialog box to add a category to the custom category list.

Instructions:

1.	Enter a goal category (of up to 50 characters).

2.	Press [image] or click OK to create the category.

3.	Repeat to add more categories.


Edit Category Dialog Box

Use this dialog box to edit a custom category you have already added.

Instructions:

1.	Edit the goal category (make sure it contains no more than 50 characters).

2.	Press [image] or click OK.

3.	Repeat to edit more categories.


Form Selection Dialog Box

Use this dialog box to open one of the seven existing review forms (or a saved custom form) you wish to use as a basis for a new custom review form.

Instructions:

1. 	Select the form you wish to use.

2. 	Click OK.

3. 	The sections that are already on that form display in the Selected Sections list.


Performance Now Competency Library Dialog Box

Use this dialog box to select one of the two libraries of Intelli-Text for the competencies, that will be used to write the contents of a performance review. The factors and coaching ideas for the competencies are identical in both libraries, but the Intelli-Text is different.

Unless you have used a previous version of Performance Now, it is suggested that you select Competency Library Version 1. After you have used Performance Now for one performance management cycle, you can change to Competency Library Version 2 to refresh the Intelli-Text language for employees who are performing the same duties as in earlier reviews.

Once a review has been started using one library version, it will always use that library version, no matter which library you choose subsequently as the default.

NOTE: You may select a different library version only in Form Designer; you cannot do so in Performance Appraiser.

Instructions:

1. 	Select the competency library version you wish to use.

2. 	Click OK.


The optional Intelli-Text Designer module allows you to create custom competencies, factors, Intelli-Text, and coaching ideas to meet your organization's specific needs. For more information, call KnowledgePoint at (800) 727-1133.


You may select a different library version only in Form Designer; you cannot do so in Performance Appraiser.


A copy of the bitmap file will automatically be placed in the Performance Now SHARE directory so that it can be accessed by all users.


For instance, an organization may wish to change all instances of the term Goals to Objectives.


For example, the term Goals will change to Objectives in the Employee List in Performance Manager and on the tabs in the Review Sections dialog box in Performance Appraiser.


There also may be times when you do not want a form to appear on the availability list in Performance Appraiser. For example, you may have saved a form, but are still working on it.


If you base a custom form on an existing form, take into consideration the competencies that are included in that form. If you will be making a considerable number of changes, you may wish to start with a new form, in which you can include any competencies you wish.


You can also select it and click [image], or click and drag the section to the specified location in the Selected Sections list.


Or select each field and click [image].


Be sure to enter a name here for any User-Defined sections or User-Defined Signature/Date sections.


Or click and hold on an unwanted section, then drag it out of the list.


Or remove the section and add it back into the new location.


In predesigned forms, these ideas will be grouped in the Development Plans section in the order in which they are copied to the review form.


For example, you may wish to add explanatory text to the Performance Competencies section that states " These categories are essential for effective job performance."


To quickly view explanatory text, right-click the [image] icon.


For instance, an organization might have several overriding universal values, such as Commitment to Quality or Profitability.


While there is no limit to the number of competencies you can add to any one review form, most experts suggest limiting the number to no more than 10 or 12. If you wish to rename a competency, you may enter a substitute name, or select one from a list of suggested names.


Or click it and click [image]. You can also click and drag the competency to the selected location.


Depending upon how they were designed, some custom competencies may not have any substitute name suggestions.


To quickly view the added explanatory text, right-click the [image] icon.


Even if you have elected to show factors on the printed review, if you do not rate a factor, it will not appear.


The Intelli-Text Designer module, used in conjunction with Performance Now Enterprise Edition, helps you create custom performance competencies, factors, Intelli-Text, and Coaching Ideas that meet your organization's specific needs. These competencies are added to custom review forms using Form Designer. For more information about Intelli-Text Designer, call KnowledgePoint at (800)-727-1133.


Planning & Organization	Needs improvement
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.


Planning & Organization	2.33
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.


Planning & Organization	2.33	Needs improvement
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.


Planning & Organization
Mary plans and organizes her time efficiently. She sets measurable, realistic goals and objectives for herself. However, she would be more effective if she prioritized and planned her work better. Mary often has difficulty integrating changes into existing plans and there would be fewer inefficiencies if her work was better organized. She does not plan adequately for additional resources.


Or select a field and click [image]. You can also click and drag a field from the Available Fields list to the selected location in the Selected Fields list.


Or select each field and click [image].


You can also remove a field, then add it to a new location.


If weighting is not selected, all competencies are given equal weight and all goals are given equal weight.


If you select percentage goal weighting when the Goals section has a weight assigned as part of calculating an overall Summary rating, and you do not allow reviewers to adjust section weights, you will, in effect, require that reviewers rate at least one goal.


You can assign equal competency percentage weights as a method of requiring reviewers to rate all competencies on the form.


There also may be times when you do not want a form to appear on the availability list in Performance Appraiser. For example, you may have saved a form, but are still working on it.


You can also select it and click [image], or click and drag the section to the specified location in the Selected Sections list.


Or remove the section and add it back into the new location.


Be sure to enter text here for any User-Defined sections or User-Defined Signature/Date sections.


Or click and hold on an unwanted section, then drag it out of the list.


To see which factors are within each competency, press [image] to access Advice, then click Explanations of Each Competency in the first paragraph.


Or click it and click [image]. You can also click and drag the competency to the selected location.


Depending upon how they were designed, some custom competencies may not have any substitute name suggestions.


If you select six rating levels, there will be no description for level six. Because the fifth level is already superlative, you will need to enter your own description and, perhaps, enter or choose different descriptions for the other levels. To move Intelli-Text from one level to another, you will also need to use Intelli-Text Designer.


If you reverse the rating levels, carefully review the Average Rating Ranges to make sure they are appropriate.


Be sure that you also modify the Average Rating Ranges to coincide with the revised rating numbers. For example, on a three-level rating scale, an organization may wish to keep the value of 1 for the lowest rating and increment the next levels to 5 and 10.


The average rating range determines which level applies for a rating that falls within that range.
All rating range numbers must include two decimals and be consecutive between rating levels. For instance, if the beginning number of the top level range is 445.00, the ending number of the next lower level must be 444.99 (not 444.00). If you leave a gap between any numbers, you will not be allowed to save the form until you have corrected it.


If you choose to include performance factors on the review form, the option you select here will also apply to the factors.


Or select a field and click [image]. You can also click and drag a field from the Available Fields list to the selected location in the Selected Fields list.


Or select each field and click [image].


Or click and hold on the unwanted field, and drag it out of the list.


You can also remove the field, then add it to a new location.


If weighting is not selected, all competencies are given equal weight and all goals are given equal weight.


If you do not want to have the goal ratings included in the overall summary rating, you can change the Performance Competencies section weight to 100% and the Current Goals section weight to 0%.


Because goals are employee-specific, if you select to use goal weighting, reviewers will be able to set and adjust all goal weights.


A copy of the bitmap file will automatically be placed in the Performance Now SHARE directory so that it can be accessed by all users.


The terms that can be changed are:
-competencies
-current goals
-development plans
-future goals
-goals.


Changes in terminology affect Performance Manager and Performance Appraiser organization-wide, except online Help and Advice.


The optional Intelli-Text Designer module allows you to create custom competencies, factors, Intelli-Text, and coaching ideas to meet your organization's specific needs. For more information, call KnowledgePoint at (800) 727-1133.