Step 1: Setting up the Performance Agreement: The Performance Administrator Role

Inspire's Performance module contains powerful features to help users stay on track. The Performance Administrator is responsible for the initial set-up and customization of these features to support the company's overall objectives. 

This article explains the available options and provides step-by-step instructions for setting up or editing the Performance Agreement features.  Once the options available in the Performance Agreement have been selected, Performance Administrators can move on to customizing the Performance Cycle.

Before configuring a new instance, it is a good idea to become familiar with the Performance Module as a whole. The following video provides a simple overview:

Note: Information on assigning Administrator roles, including the Performance Administrator role, can be found here

The Performance Agreement structure created by the Performance Administrator is used in each Performance Cycle, and displays to end users when they are viewing and completing their Performance Agreement. Once these elements are initially set up, Performance Administrators can edit Performance Agreement structure for future Performance Cycles. 

Accessing Agreement Setup in Administrator Settings

All of the Performance Administrator abilities described in this article are controlled using the Management Administration page under Agreement Setup. To access this page, follow the steps below. 

1. Click the Module moduleButton menu in the navigation bar at the top of the page, and select Administration.
AdminMOdule

Note: The Administration module will only appear for those users who have been assigned Administrator privileges. 

2. The Inspire Management Administration page will display.  The left-hand navigation pane displays available settings. The options will differ for each Inspire Administrator type. This article will only discuss the Agreement Setup.

pmAdminSettings

3. Under the PM Admin heading, click Agreement Setup. All the elements of Performance Agreement Setup will display here.

AgreementSetup

How to Create the Questionnaire 

The Questionnaire is an opportunity to gain insight into employee’s thoughts about their passions, skills, weaknesses, and other professional areas not directly related to objectives. By answering a set of questions, supervisors are able to learn additional information about their team members. Performance Administrators can create the series of questions that will display to end users when they are completing their Performance Agreement.

To set up the Performance Agreement Questionnaire, follow the steps below. To set up Performance Agreement Guidelines, skip to the next section.

1. Navigate to Agreement Setup in Management Administration.

2. Click Manage Questionnaire.

3. Click the +Add button to add a new question.

addQuestion

4. Enter the following information:

  • Title: Enter a brief Title capturing the category of the Question.
  • Question: Enter the question that will display to end users when they are completing the Questionnaire portion of their Performance Agreement.
  • Required Checkbox: When the question is marked as required, it will automatically display in the Questionnaire for all future Performance Cycles. If not marked as required, the question will not automatically be added to the Performance Agreement Questionnaire for all future Performance Cycles, but the Performance Administrator can add it when they are creating a new Performance Cycle.
  • Image: A random image from the Company Gallery will be assigned to the Question, but a Performance Administrator can change the Image by clicking it, and selecting another one from the Inspire Gallery.

newQuestion

5. Repeat Step 3 and Step 4 until all desired questions are added.

Note: To Reorder the Questions, select the Reorder reorderIcon icon and drag the Question to the desired position. To Delete a Question, click the Delete deleteIcon icon. 

Click the Save SaveButton button after any changes are made.

6. Click the Save SaveButton button at the top of the page. The Questionnaire is saved and a preview displays when creating a new Performance Cycle, and is able to be completed by all users when completing their Performance Agreements. 

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How to Create Guidelines

Supervisors use the Guidelines section of the Performance Agreement to outline expectations during the Performance Cycle. Performance Administrators can add multiple Guidelines fields which will help supervisors discuss performance standards, accountability, resources and feedback expectations with their direct reports. During a Performance Cycle, only supervisors provide input in the Guidelines section. 

To set up Performance Agreement Guidelines, follow the steps below. To set up Performance Agreement Grading Scales, skip to the next section.

1. Navigate to Agreement Setup in Management Administration.

2. Select Manage Guidelines.

3. Click the + Add button to add a new Guideline.

newGuideline

4. Enter the following information:

  • Title: Enter the Guideline title.
  • Guideline: Enter the full Guideline. Provide supervisors with prompting statements or questions to help them complete the Guidelines section of the Performance Agreement.
  • Image: A random image from the Company Gallery will be assigned to the Guideline, but a Performance Administrator can change the Image by clicking it, and selecting another one from the Inspire Gallery.

5. Repeat Step 3 and Step 4 until all desired Guidelines are entered.

Note: To Reorder the Guidelines, select the Reorder reorderIcon icon and drag the Guideline to the desired position. To Delete a Guideline, click the Delete deleteIcon icon.

Click the Save SaveButton button at the top of the page after any changes are made. 

6. Click the Save SaveButton  button at the top of the page. The Guidelines are saved and a preview displays when creating a new Performance Cycle, and is able to be completed by all supervisors when completing their Performance Agreements. 

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Adding Performance Cycle Grading Scales

Performance Cycle Grading scales can be added to the Values, Competencies and Objectives sections of the Performance Agreement. Grading Scales are customized by the Performance Administrator to meet the needs for performance evaluation at the end of each Performance Cycle.

To set up Performance Cycle Grading Scales, follow the steps below. To set up Performance Agreement Competencies, skip to the next section

1. Navigate to Agreement Setup in Management Administration.

2. Click Manage Grading Scales.

3. Click the +Add button to create a new Grading Scale.

addGradingScale

4. Enter the following information:

  • Grade Scale Title: Enter the name of the Grading Scale.
  • Grades: Two blank Grade fields display automatically. Click the +Add Grade addGradeButtonbutton to add more than two Grades. Each Grade has the following options:
    • Title: Enter the name of the Grade. (Examples? A, No Example Provided, etc.). The Grade Title is required.
    • Score: Enter a numerical value that will be assigned to the Grade. The Grade Score is required.
    • Description: Enter a description of the Grade. Describe what merits receiving the Grade, so end users can make informed decisions when evaluating performance at the end of the Performance Cycle. 
    • Color: Click the color selector drop down. Select a color to represent the Grade. This will display for users on their Appraisal.
    • Comments: If the Grade requires a comment, click the Comments checkbox. This will require users to provide reasoning when selecting the Grade at the end of the Performance Cycle. 
    • Grades: If you would like the Grade to be added to an employee's GPA, click the Grades checkbox. The GPA displays on a user's Appraisal. 

gradingScale

5. Repeat Step 3 and Step 4 until all desired Grades are added to the new Grading Scale.

Note: To Delete a Grade, click the Delete deleteIcon icon. To Reorder grades, select the Reorder reorderIcon icon and drag the Grade to the desired position.

6. Click the Save SaveButton button to save the new Grading Scale. Once saved, the Grading Scale can be assigned to the Competencies, Values, and Objectives portions of the Performance Agreement.

Note: To edit a saved Grading Scale, click the Edit editGradeScale icon for the Grading Scale on the Manage Grading Scales page. To Delete a Grading Scale, click the Delete deleteIcon icon for the Grading Scale on the Manage Grading Scales page.

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How to Create Competencies

Competencies are used to evaluate an employee's overall performance. Competencies are used to evaluate an employee's performance beyond their Objective accomplishments. Performance Administrators can construct Competencies to evaluate skills, self improvement, technical abilities, and role related performance during a Performance Cycle. 

To set up Performance Cycle Competencies, follow the steps below. To set up Performance Cycle Values, skip to the next section.

1. Navigate to Agreement Setup in Management Administration.

2. Click Manage Competencies.

3. Click the +Add button to add a New Competency.

addCompetency

4. Enter the following information:

  • Title: Enter the Competency Title.
  • Competency: Enter a description of the Competency. The description should provide users with information and examples of what would merit a good grade for the Competency.
  • Supervisors Only: Click the Supervisors Only check box if only Supervisors will be evaluated. A Supervisor Competency evaluates a supervisor's performance in their supervisor role.
  • Image: A random image from the Company Gallery will be assigned to the Guideline, but a Performance Administrator can change the Image by clicking it, and selecting another one from the Inspire Gallery.

newCompetency

5. Repeat Step 3 and Step 4 until all desired Competencies are added.

Note: To Reorder the Competencies, select the Reorder reorderIcon icon and drag the Competency to the desired position. To Delete a Competency, click the Delete deleteIcon icon. 

Click the Save SaveButton button after any changes are made.

6. Click the Grading Scale drop down menu gradeScaleDropDown and assign the Grading Scale you would like to use. If the Grade Scale hasn't been created yet, create a new Grading Scale.

7. Click the Save SaveButton  button at the top of the page when you are finished adding Competencies. The Competencies are saved and a preview displays when creating a new Performance Cycle, and are able to be evaluated by users when completing their Performance Appraisals. 

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How to Create Company Values

Part of the Performance Agreement is evaluating Values. Performance Administrators can add Values to the Performance Agreement for employees to assess if they have embodied the Value during the Performance Cycle. Performance Administrators can assign a specific Grading Scale that asks employees to reflect on the Performance Cycle and discuss an example of how they manifested a Company Value.

To create Company Values, follow the steps below. To Manage Objectives in the Performance Agreement, skip to the next section.

1. Navigate to Agreement Setup in Management Administration.

2. Click Manage Values.

3. Click the +Add button to add a new Company Value.

addPerformanceValue

4. Enter the following information:

  • Title: Enter the Value Title.
  • Value: Enter a description of the Value. The description should provide information so employees understand what it means to embody the Value. 
  • Image: A random image from the Company Gallery will be assigned to the Guideline, but a Performance Administrator can change the Image by clicking it, and selecting another one from the Inspire Gallery.

PerformanceValue

5. Repeat Step 3 and Step 4 until all desired Company Values are added.

Note: To Delete a Value, click the Delete deleteIcon icon. To Reorder values, select the Reorder reorderIcon icon and drag the Value to the desired position.

Click the Save SaveButton button at the top of the page after any changes are made. 

6. To assign a Grading Scale to the Performance Agreement Values, click the Grade Scale drop down gradeScaleDropDown menu at the top of the page and select the desired Grading Scale. If the Grade Scale hasn't been created yet, create a new Grading Scale.

7. Click the Save SaveButton  button at the top of the page when you are finished adding Company Values. The Company Values are saved and a preview displays when creating a new Performance Cycle, and are able to be evaluated by users when completing their Performance Appraisals. 

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Managing Objectives in the Performance Agreement

Performance Cycles are primarily centered around Objectives. When setting up the Performance Agreement, the Performance Administrator will assign a Grading Scale and decide if the SMART Objective checklist is required. 

To set a Grading Scale and set Smart Objective requirement, follow the steps below. To set up the Performance Agreement Structure, skip to the next section.

1. Navigate to Agreement Setup in Management Administration.

2. Click Manage Objectives

3. Click the Grade Scale Drop Down Menu gradeScaleDropDown, and choose the Grading Scale you would like to assign. If the Grade Scale hasn't been created yet, create a new Grading Scale.

4. Check the Require SMART Objective Checklist Completion SMARTchecklist checkbox if you would like users to complete the SMART Objective Checklist before adding an Objective to their Performance Agreement.

5. Click the Save SaveButton button at the top of the page. Once saved, Objectives will be graded by the selected Grading Scale in all future Performance Cycles, and the SMART Objective Checklist preference will persist in all future Performance Cycles.

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Setting the Performance Agreement Structure

Once the Performance Administrator has created all the elements of the Performance Agreement, they can organize the flow of the Performance Agreement that will display to the end users.

Additionally, the Performance Administrator can enable auto-updating managers for employees who have a managerial change during a Performance Cycle.

To set up the Performance Agreement Structure, follow the steps below. To set up Performance Cycle Notifications, skip to the next section.

Organizing Performance Agreement Structure

1. Navigate to Agreement Setup in Management Administration.

2. Open Setup.

3. Select the Reorder reorderIcon icon for a section of the Performance Agreement, and drag to the desired place. 

Note: The Toggle setupToggle button enables or disables sections of the Performance Agreement.

4. Change the title of the Performance Agreement section by clicking in the Title field and typing your preferred title.

5. Once you have finished organizing the Performance Agreement sections, click the Save SaveButton button at the top of the page. This determines the order of the Performance Agreement tabs will display to users, and if you have changed any names of Performance Agreement sections, the changes will display to users. 

Enabling Automatic Updates for Manager Changes

1. Navigate to Agreement Setup in Management Administration.

2. Open Setup.

3. Click the Enable toggle-switch button.

4. Set a number of days before the Performance Cycle ends for the automatic updating of managers to stop, or keep the default of 30 days.

AgreementSetupAutoUpdateManagers

5. Click the Save SaveButton button at the top of the page. 

Note: Automatic updating can be turned off at any time by clicking the toggle-switch button to disabled. When turned off, Performance Administrators must manually update cycle managers.

 

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Performance Cycle Notifications Options for Performance Administrators

Performance Cycle Notifications are already added in Inspire. Performance Administrators are able to make Performance Cycle Notifications mandatory to users, or allow users to opt out of receiving Performance Cycle Notifications when setting their preference on their Profile page. Performance Administrators can also Enable or Disable Performance Cycle Notifications for all users.

To make a Performance Cycle Notification mandatory, follow the steps below. To Enable or Disable a Performance Cycle Notification, skip ahead.

1. Navigate to Agreement Setup in Management Administration.

2. Click Notifications to open the Notifications page.

3. Scroll to the Notification to be edited.

4. To mark mandatory, click the Mandatory Checkbox and the checkbox will display blue with a white check mark. To make optional, click the Mandatory Checkbox and the checkbox will display white with no check mark.

mandatoryCheck

5. Click the Save button at the top of the page to save changes to Performance Notifications.

saveNotifications

To Enable or Disable a Performance Cycle Notification, follow the steps below.

1. Navigate to Agreement Setup in Management Administration.

2. Click Notifications to open the Notifications page.

3. Scroll to the Notification to be edited.

4. To Enable the Notification, flip the Enable Toggle so it displays blue. To Disable the Notification, flip the Enable Toggle to white.

enableToggle

5. Click the Save button at the top of the page to save any changes to Performance Notifications.

saveNotifications

After setting up your Performance Agreement, the next step is Adding a Performance Cycle