360 Degree Feedback System -Manual

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360 DEGREE FEEDBACKSYSTEM

USER MANUAL

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Table of Contents

About 360 Degree Feedback Manual

Scope of the User Manual

...................................................3

Intent of conducting 360 Degree Feedback

Process................................3

Advantages of 360 Degree Feedback

System...........................................3

1. Process

Summary.........................................................................................

.4

2. Key

Definitions.......................................................................

......................4

3. Number of

Evaluators........................................................................

...........5

4. Forms for

transactions.....................................................................

.............6

5. Evaluation Request Form for Evaluatee and process

steps...7

6. Evaluation Request

Approval...................................................................11

7. Competency Feedback

Form.......................................................................16

8. Owner Evaluation Request

Form...............................................................22

9. Feedback Owner Summary

Form...............................................................23

10. Feedback Self Summary

Form....................................................................28

11. Feedback Summary

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Form.............................................................................2

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Scope of the User Manual :

Intended to guide the users through the various screens and whereverrequired explain the actual steps involved in the 360 degree feedbackprocess.

Intent of conducting 360 degree feedback process:

Intent is purely developmental both for the Evaluatee and for theOrganization and hence should be truly worth everybodys time.

Advantages of 360 Degree Feedback System:

- Creates an atmosphere of constructive dialogue.

- Ratings come from a variety of sources and levels.

- Increases team performance and employee empowerment.

- Supervisors may be surprised that counselors, peers, juniors have a

different view of the employee than they do.- When one gets similar results from several people, it is hard to say there

was just one bad apple.

- More credible because it is unbiased and anonymous.

Since honest feedback requires anonymity, we have ensured our 360 degreefeedback process is completely anonymous to all employees.

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1. Process Summary:

Feedback 360 in Navigator allows an employee to get feedback fromsubordinates, peers and seniors. The Evaluatee will choose his/ her evaluators.

The same will be approved by the Reporting Head. The Reporting Head willensure the sample is large and diverse. The entire process is anonymous evenfor the Reporting Head. Once the feedback process is completed, only theReporting Head can view the consolidated feedback received for his/her team.

The Evaluatee can only view the feedback received from all his/her Evaluatorswithout the mention of any details of the Evaluators.

2. Key Definitions:

360 degree feedback : A means of gathering specific evaluative informationfrom a group of people above, below and on the same organizational level whoare knowledgeable enough to rate an individuals performance.

Peer: Any feedback participant who is in the same grade of the evaluatee.(Colleague).

Upward: Any feedback participant who is junior with respect to theevaluatees grade or reports to the evaluatee (Subordinate).

Downward: Any feedback participant who is senior with respect to theevaluatees grade (Senior). Pease note that one of the feedbackparticipants in the downward category will be the EvaluateesReporting Head by default.

Evaluatee-The employee who would request for feedback from peers,upwards and downwards.

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Evaluator- Any peer, upward or downward selected by the Evaluatee alongwith his/her reporting head.

Recommended Best Practices:

- Evaluators should focus on actual behaviors and performance of theEvaluatee instead of their subjective preferences.

- Please choose N/O meaning Not Observed from the rating scale if youare not confident of answering a particular question.

- Wherever possible write a comment or a bullet point summary which theEvaluatee can use for reference.

- Please be specific while giving feedback.

3. Number of Evaluators

A minimum of 6 and a maximum of 15 Evaluators to be chosen to givefeedback.

Total Evaluators: Please note, the total evaluators for an Evaluatee cannot beless than 18.

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4. Forms for transactions:-

Forms for the Evaluatee:

1. Evaluation Request

2. Competency Feedback3. Feedback Self Summary

Forms for the Reporting Head of the Evaluatee:

1. Evaluation Request2. Competency Feedback3. Owner Evaluation Request4. Feedback Owner Summary5. Feedback Summary

Form for the Peers (Colleagues), Upwards (Juniors) and Downwards (Seniors) ofthe Evaluatee:

1. Competency Feedback

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5. Steps for the process:

Evaluation Request Form (For Evaluatee) - This form will facilitate theevaluatee to choose Evaluators to provide feedback for him/her. He/She willchoose from Peers (Colleagues), Upwards (Subordinates) and Downwards(Seniors). Once the request is initiated, it would go for approval to theReporting Head. On approval of the Evaluators selected in the EvaluationRequest form, it will be available for Evaluators to give feedback about theEvaluatee.

Steps:-

5.1 Point to 360 Feedback System in Menu, select Evaluation Request under 360Feedback Forms. (Please note: - Reporting Head will be seen as Downward (Senior)by default)

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5.2 Click on Feedback template 2012

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5.3Evaluatee needs to identify and choose Evaluators to give feedback forhim/her.

5.3.1 Click on the dotted browse button to select Peers, Upwards andDownwards.5.3.2. Select the checkbox against the names to be chosen as Evaluators.5.3.3 Click on Choose

5.4 After selection of Evaluators, the Evaluation Request Form will look asbelow

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5.5 Click on submit. The status will show as Submitted Successfully

5.6 Process of selecting Evaluators completed by Evaluatee

5.7 To approve an Evaluation Request raised by Evaluatee,Approver ( Reporting Head) logs in to Navigator

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5.8Go to Workflow Forms

5.9Select Forms Pending For Approval

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5.10 Select Evaluation Request

5.11 Select the evaluatees record

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5.12 Once the evaluatees record is selected, the page would look asbelow

5.13 To reject an evaluator, de-select the checkbox against the evaluatorsname.

Clicking Reject All will reject the Evaluation Request as a whole. Inthis case

the evaluatee has to initiate the Evaluation Request afresh.

5.14 To add an evaluator, click on the dotted browse button and choose the

Evaluator by selecting the checkbox against his/her name.

5.15 Final step is to click on Approve button below with remarks.

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5.16 Mail notification will be sent to all the approved Evaluators andevaluatee.

5.17 Once approved, the Evaluators can provide their feedback using theCompetency Feedback form.

Competency Feedback Form: This form is used by Evaluators (Peers,Downward and Upward) for providing feedback about the evaluatee. Theform is visible to employees who have been selected as Evaluators in

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Evaluation Request and has been approved by the Evaluatees Reporting Head.Please note that this is the same form wherein the evaluatee willprovide his/her self-feedback.

5.18 Point to 360 Feedback System menu, select Competency Feedbackunder 360

Feedback forms.

5.19 Click on record of the evaluatee for whom you want to provide feedback

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5.20 Read the instructions in the instructions tab

5.21 Click on feedback tab to provide feedback

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5.22 When providing with feedback, Evaluator is given an option forevaluating the

Evaluatee. The Evaluator can choose to select No if he/she does notdesire to

evaluate the evaluatee. This option is not available in cases of self.

5.23 To proceed with the evaluation, the evaluator should select yes fromthe

dropdown.

5.24The Rating Scale box will pop up when yes is selected. Rating Scale willhave

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the rating description as well. Click [x] button to close the pop upwindow

5.25 Every question henceforth will be answered as per the description in therating

scale.

5.26 Select appropriate feedback for the questions and enter remarksagainst eachof them if required.

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5.27 Apart from selecting feedback options, the Evaluator has given an optionto

attach any additional document, by clicking the browse window button.

5.28 Click Save to save the feedback. The same feedback can be openedlater for any

modifications and then be submitted. When the feedback is saved, it willbe in

pending status.

5.29 Click Submit to submit the feedback and then click Reset to refreshthe form

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5.30 Feedback process by Self, Peers and Upward completed.

Owner Evaluation Request: This form facilitates the Reporting Head toinitiate Evaluation request when the minimum number of Evaluators goesbelow the count that has been set as a pre-requisite. This could be because ofEvaluators choosing the option of unable to evaluate. This form is similar to

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Evaluation Request form. Reporting Head can add Evaluators as per his/herchoice for the Evaluatee.

Feedback Owner Summary: This form facilitates the Reporting Head to viewEvaluation metrics of each of his/her reportee given by the reporteesevaluators. This form is functional only to the Reporting Head. On completionof the process of evaluation by Peers, Downwards and Upwards, the ReportingHead should also provide his/her comments on the strengths, developmentalneeds; goals etc of the Evaluatee and also provide action items in the sameform.

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5.31 Point to 360 Feedback System menu, select Feedback OwnerSummary under 360

feedback Forms.

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5.32 Select Exclusive

5.33 Click on Feedback Template 2012

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5.34 The summary will show the following

5.34.1 Total reportees: Shows the total number of reportees for the feedbackprocess.

5.34.2 Evaluation Status: Shows the status of the evaluation request. Thestatus could be Not Submitted or Approved

5.35 Select or find the reportee whose details need to be viewed and whosefeedback

needs to be given

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5.36 Click the view link to provide comments about the Evaluatee.(Mandatory for Reporting Heads)

5.37 Click on Feedback Details to view complete 360 Feedback of theEvaluatee

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5.38 The Reporting Head provides his/her comments on strengths,developmental needs, goals of the Evaluatee.

5.39 Clicking Save will save the details entered and can be edited andsubmitted at

a later time. But once submitted, cannot be edited.

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5.40 Click Submit to complete the process5.41 Click Close to close the form

Note1: The link of View Feedback Details is available only if one ormore evaluators have completed their Competency Feedback form.Note2: Evaluatee can see his/her self-feedback from the formFeedback Self Summary. Reporting Head can also see the feedbackof his/her reportees from the form Feedback Summary. The detailsof feedback in both these forms will have the same view as thefeedback details shown in slide 5.38

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360 Degree Feedback System -Manual