Managing participants in an assessment cycle
Use this to control who is in an assessment cycle and who reviews them: add a department or branch, add or remove someone, change a reviewer, include new hires, or work out why an employee is missing. It also covers Refresh assignments, what happens to answers when someone leaves a cycle, and importing historical results.
Where: Performance › Team performance › Assessments › a cycle's … menu › Edit › Cycle Assignment and Reviewer
You need: Manage Cycles or Admin, or to be the person who created the cycle
Before You Start
You do not add employees one by one. A cycle takes everyone who matches its groups, and KAMI keeps the list up to date. To include or leave out one person, change the groups, or the person's profile.
How to choose who takes part
- Open the cycle with Edit.
- Under Cycle Assignment, choose a Profile Type: Employment Type, Department, Position, Branch, Profile Groups, Subsidiary or Cost Center.
- Select the first group. Select Add Selection for each further group. Profile Groups allows one group only.
- To remove a group, select the cross beside it.
- Select Save.
Everyone who is active and matches any of the groups is included. One cycle uses one profile type. To combine, say, a department and a branch, put the people in a profile group and use that.
How to set or change reviewers
- Open the cycle with Edit.
- Under Reviewer, either turn on Use Direct Manager, or turn it off and search for each reviewer in Assign reviewers.
- To remove a reviewer, select the cross beside their name.
- Select Save.
With Use Direct Manager, each employee is reviewed by the manager on their profile. With assigned reviewers, every person listed reviews every employee in the cycle. Only people with the Reviewer right can be picked. Nobody reviews themselves.
How to bring the list up to date
- On Performance › Team performance › Assessments, open the cycle's … menu.
- Select Refresh assignments.
You see "Assessments Refreshed". Open cycles usually update on their own, so use this after changes KAMI does not track, listed below.
How to import historical results
- Open the cycle's … menu and select Import.
- Choose Historical Results, pick Self Assessment or Manager Review, and select Export Results Grid.
- In the file, fill in one answer per question for each employee. Leave the employee columns and headings as they are.
- Select Continue, upload the file and select Validate File, then Import Results.
Each answer is the number of the option as it is listed on the question, not a score: 1 is the first and best option, 2 the second, and so on. For a Multiple Choice question, separate the numbers with commas. The import recalculates the scores of everyone in the file, but does not change their status.
When the list changes on its own
| Change | What KAMI does |
|---|---|
| An employee joins, or changes department, position, branch, subsidiary, employment type or profile group | Open cycles using that group update straight away. |
| An employee's manager changes | Open Use Direct Manager cycles update, and the new manager becomes the reviewer. |
| An employee is deactivated, or reactivated | Open cycles update. Inactive employees are removed. |
| A cycle uses Minimum worked days | Checked every day. Each employee is added on the day they reach that many days since their hire date. |
| You save the cycle | The whole list is worked out again. |
Cost centre changes and anything on a Closed cycle are not tracked. Use Refresh assignments, or reopen the cycle, which refreshes it.
Who is left out
| Who | Why |
|---|---|
| Inactive employees | Only active employees take part. |
| Employees with no manager on their profile | In Use Direct Manager cycles there is nobody to review them. |
| Employees with no hire date | In cycles due Days After Enrollment, or with Minimum worked days above 0. |
| Employees already past Minimum worked days when the cycle starts | The setting adds people on the day they reach it. Use 0 for a review of everyone. |
| Everyone | When Profile Type is None, or no group is selected. |
What Happens Next
- Someone added is emailed within the hour while the cycle is open, once only, even if they are removed and added back.
- Someone removed drops out of the lists. Their answers and scores are kept. If they come back into the cycle, their assessment returns as it was.
- A reviewer removed has their review set aside, answers kept. A new reviewer starts with a blank review.
- People who join late have the same due date as everyone else, unless the cycle is due Days After Enrollment.
- Everyone in the cycle appears in its list view under Team performance › Assessments, for admins. That is the quickest way to check the list.
Tips
- Save the cycle as Closed first and check its list view before you open it. Nobody is notified until it is open.
- Use profile groups for unusual mixes, such as a project team spread across departments.
- Keep the reviewer list short. Every assigned reviewer reviews every employee, so five reviewers means five reviews per person.
- For one-off cases, make a second cycle rather than bending the groups of the main one.
- Refresh after a reorganisation that you made in bulk, then check the count on the list before you chase anyone.
Troubleshooting / FAQ
Q: The cycle says "No employees found". Check the profile type and groups, that reviewers are set or Use Direct Manager is on, and that Minimum worked days is 0 unless you want a milestone review.
Q: A cost centre cycle with assigned reviewers has nobody in it. Use Use Direct Manager, or put the people in a profile group and select that instead.
Q: A new hire isn't in the probation review. They are added on the day they reach Minimum worked days, and only if their profile has a hire date and they match the groups.
Q: I removed someone by mistake. Have their answers gone? No. Add their group back and their assessment returns with its answers.
Q: The import says "Employee is not part of this cycle." That employee is not in the cycle's list. Check their groups, or remove their row from the file.