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How to capture Manager History in Performance Forms without Employee Central?

geenaouellette
Explorer
0 Kudos
249

We use the "Manager Role" for our Performance Forms Route Map. Is there a best practice or solve for the following scenario?
A manager writes a performance review during the Manager Review step of a Performance Form, but is then terminated before the form gets to Signature stage. The form has been routed to another manager to complete the process including signature, but the form has updated to this new manager's name throughout the form: how can we show the name of the previous (terminated) manager as the person who filled out the ratings?

Route Map:

geenaouellette_0-1718819965957.png

Advanced Settings related to document transfer:

geenaouellette_1-1718820123435.png

Settings related to Rating field:

geenaouellette_2-1718820151649.png

 

Any advice or tips would be appreciated!
Geena

JulieMcSwain
Active Participant
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Hi @geenaouellette, It has been my experience that the old manager's comments are noted with that manager's name on the performance form. The new manager would be noted in the signature section. The audit trail for the form will show the old and new manager as the form was automatically transferred to the new manager. I processed this scenario in my test site, and I see what you are referring to now. The rating is showing as being entered by the new manager even though it was entered by the old manager. The comments are working as expected and are showing as being by the old manager. This must be a defect or something. I was not aware of this and could not find a KB. Have you opened a Support ticket?
geenaouellette
Explorer
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Hi @JulieMcSwain, I hadn't opened a support ticket yet in case there was an easy setting I was missing, but based on your suggestion I'm opening one now! Thank you for taking the time to recreate the scenario in your test environment and confirming that it's not just me that's experiencing this haha!
geenaouellette
Explorer
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Hi @MridulSharmaSF, I was looking to see the name of the previous manager that actually filled out the ratings. In the following screenshot, the "Ratings by [Name]" updates to the new manager's name, even though they were not the account that put in the ratings:

Accepted Solutions (1)

Accepted Solutions (1)

geenaouellette
Explorer
0 Kudos

I've opened a support ticket and had a discussion with one of the SF Performance & Goals experts, unfortunately it is not a defect but just the way the system works. The following is a summary in the ticket of the issue and explanation, in case anyone else has the same question:

The scenario at issue:
A performance form has a goal section configured to Include the ability to rate - Everyone shares one rating box for each item and Except the employee who has a self-assessment rating box.
The manager has write permission for the official rating (Item Rating)
The employee has write permission for the unofficial rating (Unofficial User Rating)
Manager A enters ratings for the goals during the evaluation step
There is a manager change late in the review cycle and the form is routed to the new manager, Manager B
When Manager B opens the form, the ratings entered by Manager A are shown, there is no indication that the ratings were not entered by Manager B

  • For the purpose of this discussion, item ratings are ratings for individual items in a ratable section. Items are goals in a Goal section or competencies in a Competency section.
  • Ratable sections have official ratings (Item Rating) and unofficial ratings (Unofficial User Rating or Subject Rating). 
  • Each item has 1 item rating, it is linked to the item not the user who entered the rating. The item rating is not owned by a user or role, it it the rating of record in the system. 
  • Each item can have multiple unofficial ratings, unofficial ratings are linked to a specific user. Unofficial ratings are owned by the user who enters the rating, a user cannot change the unofficial rating of another user. 
  • Which ratings are available will depend on the rating option and form permissions. 
    • Rating Option 0: Everyone has access to the official rating, it is the only rating available. 
    • Rating Option 1: Everyone has access to the official rating. Additionally, the employee can enter an unofficial rating
    • Rating Option 2: Everyone has access to the official rating. Everyone can also enter their individual unofficial ratings
    • Rating Option 3: Only the direct manager (EM) can access the official rating. Only the employee can access the unofficial rating. No other users/roles have access to a rating field but can see the employee and manager's ratings in the Ratings from Other's tab. 

So in this scenario, it isn't that the ratings now belong to Manager B, it is that the form is showing the official rating of record for those goals. Manager B just sees them because they are now the manager. The "Rating by Meghan..." label is showing because the section is configured to use the EZ-Rater UI.

  • Implementing and Managing Performance Management>Enabling Form Features>EZ Rater
    • When EZ Rater is enabled, the rating labels of official rating (item-rating) are defined differently for the form and the PDF and print version.
      • For the form, the label is defined by FB_UI_SPEED_RATER_OFFICIAL_RATING (for the employee view), split_rating_title_format_no_colon (for the manager view), and TEXT_BY_USER in the language package.
        • It's shown as Rating by {manager name} for managers and Official Rating for employees and other users.

 

I've submitted an enhancement ticket to see if we can at least report on "Last modified by" for the Official Rating and would appreciate any votes if you think this would be helpful to you: https://influence.sap.com/sap/ino/#/idea/325427 

Thank you to everyone!
Geena

Answers (1)

Answers (1)

MridulSharmaSF
Contributor
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Are you referring to show old Manager name in Route Map or want to find who was the old Manager?

Thanks

Mridul

geenaouellette
Explorer
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Hi @MridulSharmaSF, I was looking to see the name of the previous manager that actually filled out the ratings. In the form, the "Ratings by [Name]" updates to the new manager's name, even though they were not the account that put in the ratings (was trying to put in a screenshot but this comment box won't let me)..