The Power of Admin - Q&A

Question

Answer

I deleted a user from the system who had left the business, but I need to produce their historical data as part of an ongoing HR process. Can you retrieve it for me?

No, once a user is deleted from our system the history of that user is irretrievable. We are bound by GDPR and are unable to retrieve it for you. It’s important to recognise the difference between ‘disabling’ and ‘deleting’ a user. Click HERE for further information.

Yesterday I manually added a manager for one of our employees, but today the manager isn’t there!

The manager that has been added for the user has probably been removed because a data feed or csv user upload has overwritten the user/manager relationship you’ve added. Use the manager ‘lock’ feature – click HERE for further information.

We use different terminology for our performance process – objectives instead of objectives, viewpoints instead of feedback, colleagues instead of employees – how do I reflect that?

You can change many aspects of the default system terminology or naming of features within the ‘Languages & System Terminology’ admin page. Click HERE for further information.

We have a strategic objective specific to our Sales Teams and it is not relevant for all. Can I accommodate that?

Yes, you can create an Organisational objective/goal and choose to restrict visibility of it to a specific Organisational unit (or Organisational units). Click HERE for further information.

We want to enable Organisational objectives so that everyone aligns their Performance Objectives to these objectives. However, there might be some instances where a Performance Objective is of a more standalone nature and doesn’t necessarily tie-in with one of these company objectives. How can we reflect that?

You can achieve this by adding an Organisational objective and calling it something to suit this type of ad hoc, non-specific Performance Objective. This might be ‘N/A’ or ‘Other’ or ‘Project Specific Objective’ for example.

What happens if I delete an Organisational objective?

If you delete an Organisational objective, any performance objectives previously aligned to that Organisational objective will remain. Any performance objectives created after the deletion of that objective will need to be aligned to existing or new Organisational objectives.

It's our company policy for all employees to have 2 mandatory performance objectives. Is there a way of creating those without asking every employee to add them individually?

There are a number of ways you can do this:

1) Use the CSV upload feature (bear in mind you can only add one deliverable per objective).

2) Use the Objectives Library (this is a good way to illustrate what a quality objective should look like).

3) Use the Manager Adds Team-wide objective in conjunction with the Objectives Library.

Can we link our LMS to Performance & Talent? Many Personal Development Objectives are based on specific learning pathways in our Learning Management System.

No, you can’t integrate your  Learning Management System with Performance & Talent, but you can reflect learning pathways by creating named Learning Activities in the Personal Development Objective Options section. You can also add a link to your  Learning Management System under ‘Custom Text below Proposed Learning Activity’ in ‘Languages & System Terminology’ page.

We use an internal rating system to classify how successfully (or otherwise) our employees track and manage their objectives. Your default options don’t work for us. Can we change them?

Yes, you can change the default settings by clicking ‘Change’ next to Objectives and Deliverables status options and adding/deleting/editing the status options. Please bear in mind that any changes will affect historical as well as future objectives and deliverables.

We have many inter-departmental projects taking place in our business and we’re looking to use collaborative objectives. Does the objective appear on every participant’s objectives page?

No, collaborators are added at the ‘Deliverable’ level within an objective. The objective has one owner (the person who created it) and if an individual is collaborating on any of the deliverables within the objective, it will appear under the ‘Collaborative Objectives’ tab on that individual’s objectives page. Click HERE for further information.

We get a lot of push-back from our managers, especially those with large teams, saying they just don’t have time to have monthly check-in conversations.  They do, however, have frequent, short, ad-hoc conversations with their team members. How can we accommodate and report on these meetings/chats?

You could create a custom conversation which can be used to capture these ad-hoc meetings/chats. We suggest calling them ‘Power Conversation’ for example. These can then be reported on using the ‘Conversations Comments and Actions’ Report.

We want to have a specific ‘Return to Work’ conversation, which includes completion of a Return to Work form. What’s the best way to do that?

You can add a custom conversation called ‘Return to Work’, adding guidance notes and a link out to your Absence Policy documents and/or the Return to Work form within the guidance notes section.

During the conversation the manager/employee can download the RTW form for completion, uploading a link to the completed form in the Meeting Notes section of the Conversation page. (You must have the toggle switched to ‘Yes’ to allow attachment of files from Microsoft OneDrive – this is under the Integrations section of the admin page – click HERE for further information).

Can you give positive and constructive at the same time?

Yes, you can change the configuration of the giving feedback page under the Feedback section of the Admin page. Click HERE for further information.

We allow anonymous feedback. but are concerned in case we have some people who may use this to deliver unhelpful, negative or inappropriate comments and we wouldn’t know who had sent it. Can you advise?

Administrators can see whether feedback has been given anonymously, and by whom, using the Feedback Comments Reports.

We want to make it as easy as possible for people to give feedback, however, sometimes they just don’t know how to get started. Is there anything you can suggest?

We would advise that you update the ‘feedback banner’ in the Languages and System Terminology section. The banner can be updated to link out to any useful resources, such as our “Giving Effective Feedback” help article. This can also be useful if you are using a feedback behavioural model, as you can link out directly to resources around this.

We can’t seem to get people into the habit of requesting feedback. Do you have any advice?

One way to make it easier to ask for feedback is by creating a feedback template. This is done in the language and system terminology section. This will then be available for users to select and edit when requesting feedback. Another option is the ‘My Feedback Link’ function. This allows users to share a unique link efficiently enabling direct feedback to them from others. This link can also be shared in other ways, such as in an email signature or within a presentation.

Can we customise the system at all?

Yes, there are several ways to customise the system:

1. Adding your logo. If you wish to add a logo please send your logo file to cr.clarissa@oneadvanced.com Logo specs: Your logo should be a .JPEG or .PNG file type. The logo should be landscape layout with dimensions not exceeding 120x40mm.

2. Adjusting the navigation button colours. These can be adjusted in the ‘Navigation Options’ to any colour using RGB, HSL or HEX codes.

3. Rebranding the system. If you chose to call your system something other than ‘Performance and Talent’, you can also change the ‘sent from’ email name to reflect this on system emails. This can be done from the Languages and System Terminology page.

We’ve got our own intranet site which hosts our policies, processes and competency frameworks. Is there an easy way to make it easy for people to refer to that from the Performance & Talent system?

Yes, you can add a direct link to an external site that appears at the top of each page. This is configured in the ‘Navigation Options’ section.

We’ve had requests from our Heads of Department that they want to be able to review the performance of their wider teams. Can we allow them to do that?

Yes, there are a few ways senior management can review the performance of their wider team:

1. If reports are enabled via the admin page, senior managers will be able to run and download objective and talent snapshot reports for their wider team.

2. Senior managers can see an overview of their team's performance by clicking on any manager's name within their wider team. This will open a screen that shows how many Current Objectives, Recent Feedback, and Recent Conversations the employees under that manager have had.

3. In the same screen, there is also a ‘summary’ button. Clicking this will enable senior managers to generate a PDF of any user in their wider team. The summary report is a detailed view of the user’s overall performance.

For more information please click HERE

I’ve got a new admin assistant starting. Can I give them limited admin rights so that they don’t have full system admin rights?

Yes, this can be configured from ‘Admin Roles’

You can create a roll with reduced permissions and apply it to the user in question.

Would it be possible to include the date when users were added in the User Login Report? Currently, when reviewing accounts for permanent deletion, we are unable to determine how long users have been in the system.

Although you cannot see the date a user was added to the system, you are able to see their last log in date. If a substantial amount of time has passed and it is in line with your data retention policy, you may choose to remove the user. We will take the ‘User Added Date’ idea away and raise it with our Product team as a future reporting enhancement request.

Who can add the Organisational objectives, is it just admin or can the head of the Organisational unit add an objective for their Organisation?

Only system administrators can create Organisational Objectives. The head of the Organisational unit can request this to be configured by the system admin.

Is there any way to remove the manager lock in bulk for all users as these have been added inconsistently so would be quicker than checking each account separately.

No, the lock function can only be added and removed manually by the system administrator.

Can you set Team personal development objectives?

To upload multiple Personal Development Objectives, system administrators can use the Import from CSV function. Only Performance Objectives can be added by managers at a team level currently. We will take this idea away and raise it with our Product team as an enhancement request.

Can the objective library be made departmental - so managers only see the objectives for their own department and not the whole Organisations? 

To upload multiple Personal Development Objectives, system administrators can use the Import from CSV function. Only Performance Objectives can be added by managers at a team level currently. We will take this idea away and raise it with our Product team as an enhancement request.

Can the objective library be made departmental - so managers only see the objectives for their own department and not the whole Organisations? 

No, currently it is not possible to restrict the Objective Library to certain groups or Organisational units. However this has already been raised with our Product Team for future development.

Regarding the ‘power conversations’ mentioned in the webinar, can employees and managers record these?

Yes, employees and managers can both record this type of conversation.

Is there a way to record conversations between two people that aren't in the same reporting line? We're introducing a mentoring scheme and hoped to be able to use Performance & Talent to record conversations and actions between mentor and mentee. It looks as though conversations can only be between manager and their direct report.

We have captured this enhancement request, and it will be flagged with the product team and prioritised accordingly.

We also collect feedback internally through other systems and would love to import it into P&T, could you add a csv import (or ftp link) option for feedback?

We have captured this enhancement request and it will be flagged and with the product team and prioritised accordingly.

Would it be possible to automatically remove a manager from their team when their account is disabled? This would help us identify users without an active manager more easily, rather than retaining managers who have left.

We have captured this enhancement request and it will be flagged and with the product team and prioritised accordingly.

Currently, do we offer feedback in written format only, or are there alternative options for sharing/ capturing feedback?

We provide a voice note functionality that allows end users to capture feedback via a voice recording.

This is available on either the Standard or Ultimate package and on completion of signed data processing agreement.

Would it be possible to bulk disable accounts based on a future leaving date?

We have captured this enhancement request and it will be flagged and with the product team and prioritised accordingly.

Will there be any future P&T integrations like Microsoft Teams, Co-Pilot etc?

We currently offer a Microsoft Teams integration for Feedback. We are also exploring further AI opportunities to support objectives and other areas of the system.

Is there a report available with the individual Feedback Links? Our IT Dept manages our email signatures, so we'd need to feed them the details.

We have captured this enhancement request and it will be flagged and with the product team and prioritised accordingly.

Where do we send our logo to get it uploaded on our system?

If you wish to add a logo please send your logo file to cr.clarissa@oneadvanced.com Logo specs: Your logo should be a .JPEG or .PNG file type. The logo should be landscape layout with dimensions not exceeding 120x40mm.

How do you locate attachments in the system?

Microsoft OneDrive attachments will remain in the objective update or conversation notes they were attached to.

HelpDocs is a great resource area, can employees access manager areas and managers and employees access administrator areas?

This is an open access system and no information stored here is sensitive. Typically users will navigate to information relevant to them, however they can view all information on HelpDocs.

Would it be possible to have the Actions Report available in Generate summary as well?

Actions related to conversations and objectives are captured in the summary report. Standalone actions are not reportable currently.