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Contents
1. additional X days after the original due return date You can also change the date Note this will become the default for all appraisals at the point where you send the e mails this function can be switched off or on for a single appraisal When set Q displays on Overview gt gt My Appraisals Screen gt gt Send e mails gt gt Done page 9 of 17 copyright www reactive360 com Section 3 Monitoring Feedback gt gt Home gt gt CJ Feedback Find the appraisal you want to investigate and click ap From here you can see the status of the feedback Ei Completed pm E Not complete gt gt e Chase people send people a reminder e mail to people with outstanding questionnaires gt gt lRe open a questionnaire to allow additional information to be added by the respondent gt gt R cose a questionnaire includes whatever data has been added if partially complete and or prevents reminder e mails going to the person Generating the Report gt gt W Home gt gt CJ Feedback Find the appraisal gt gt Generate Report OR Find the appraisal you want to investigate before generating and click gt If there is sufficient feedback gt gt Generate Report page 10 of 17 copyright www reactive360 com Section 4 Downloading the Report gt gt Home gt gt Reports When the report is Generating it will be shown in Pending As soon as the report is Ready it will m2. gt gt LE colleagues The colleague area of the site allows you to add people to help with Local administration of the process or Complete and manage their own appraisal When you Add a colleague they have Limited access to the system so can only e Set up and manage an Appraisal e Monitor Feedback e Generate the Report They can NOT e Access your account e Buy Credits e Create Templates Therefore when you add a colleague you will need to assign them a Template and allocate them Credits gt gt Aroa Colleague gt gt Enter the details gt gt Create Colleague gt gt Allocate a Template Drag from left to right gt gt Up date Access gt gt Allocate Credits Use the slider bar or the gt gt Up Date Allocation The colleague will be sent an e mail with log in details and YOUR name as a contact if they need help page 13 of 17 copyright www reactive360 com Section 7 Other Features Import contact information Take care with this feature Designed to enable the quick import of all the contact information for your appraisals gt gt CH Home gt gt S Appraisals gt gt Emor Nominations To correctly import the nominations the data MUST be formatted correctly You can import from an excel spreadsheet by selecting the cells for the import copy and then paste into the Data box on the Import Nominations screen adi Select De select if you have a header row 2 Select the Template the
3. gt gt R Edit the text of a question or change it from scored to a free text comment question gt gt XK Delete a question gt gt Ei Edit the title of a group of questions gt gt E Delete a group of questions gt gt plaa a new group to allow you to add more questions gt gt mm ada a new question to a group Drag and drop questions between groups e Indicates a Free Text Comment box IMPORTANT These should be the last questions in a group gt gt X close and Save Changes Important Note When you change the questionnaire sequence the report layout does not change This is to allow you to have a different questionnaire and report sequence To check the final report layout go to Templates and click the Preview icon to download a sample based on your design To check the questionnaire sequence click Questionnaire Preview page 5 of 17 copyright www reactive360 com Edit the report gt gt T Edit the report layout From the Report Editor you can gt gt p Add Editable page Allows you to insert a page and add text to it e g an Objective setting page gt gt R Edit the text or change the image on the cover page gt gt X Delete the page completely gt gt Shows when a Page can NOT be deleted chart page gt gt A Allows you to edit the chart description Drag and drop the pages to re order them gt gt xX ciose designer Important Note When you c
4. gt Click the Image to Use it Repeat for the other Image if required Select Questionnaire and Report Theme Step 4 The colour themes appear on the Questionnaire and the Report gt gt Scroll through the options gt gt Click the preferred option to select it Outgoing e mails Step 5 To Edit the content of the standard e mail gt gt Edit e mail gt gt Edit the text in the boxes gt gt Save and Return Leo gt gt Create and Continue Using Step 2 then select your New Theme from the list to use it Using Step 3 Choose the questionnaire and report layout The manual shows you how to create a new Questionnaire gt gt Create a new questionnaire gt gt Sample Questionnaires gt gt Select a Type gt gt Select a Role gt gt Preview gt gt Close If the sample is OK as a Starting Point Note if you select starting from a Blank the questionnaire will need to be edited LE gt gt Save a Copy gt gt Enter a New Name gt gt Save You now have 3 choices Return to creating your Template Edit the questionnaire or Edit the report layout The next two pages of the manual illustrate Edit this questionnaire and Edit the report for your questionnaire gt gt A Return to Creating your Template gt gt Select your questionnaire from the list gt gt m Save This Template page 4 of 17 copyright www reactive360 com Edit the questionnaire gt gt Ei Edit this Questionnaire From the Questionnaire Editor you can
5. Home gt gt Ga Templates gt i Questionnaires and Reports gt gt Create New Questionnaire gt gt Blank Questionnaire Adding additional people after the appraisal is launched gt gt CA Home gt gt A Appraisals gt gt Click to Manage Add People gt gt Copying a Template and using it for a different client gt gt CA Home gt gt E Templates gt E Copy Template gt gt Eait Preview your Template as a sample report gt gt Al Home gt gt tee Templates gt gt Z Preview Adding Company Logos and Images to the image library gt gt H Home gt gt nET Templates KO Images Manage Add gt gt Add A Person page 16 of 17 copyright www reactive360 com Re send an e mail gt gt M Home gt gt Appraisals gt gt Click to Manage Add People gt gt Click to Send or Fix the e mails gt gt Re send Re open a questionnaire to allow further editing or when saved in error gt gt M Home gt gt GJ Feedback gt gt a Information gt gt F Re open Other things that can be fixed done supplied by the reactive team e mail us with your request Re open a report after generation Import a high volume of names and contact information to set up multiple appraisals Tidy up your account after testing Review and advise on your template and questionnaire Import a questionnaire design Customise the process on your behalf Help with the administration Provide adv
6. for this appraisal Fa You can Preview how the report will look using Dummy Data You can Preview just the questionnaire that will be used 2 Enter the details of the person being appraised the person receiving the finished report gt gt f continue gt gt Fe aad the details of the people who will be contributing to the appraisal gt gt SG ha New Person add as many people as you need typically about 8 gt gt Save gt gt Done gt gt EA fFinish and return to My Appraisals page 8 of 17 copyright www reactive360 com Sending the questionnaires gt gt H Home gt gt Apraisals gt gt Click here to send the e mails On the next screen you can add additional people or gt gt Click Here to Send Select a Return Date the return date tells people who receive the e mail when the completed questionnaire is required Click for More settings Allows you to set Auto Remind Allows you to switch on off the automatic reminders function that will send an e mail to nominated people X days before the due return date You can also change the date Note this will become the default for all appraisals at the point where you send the e mails this function can be switched off or on for a single appraisal When set displays on Overview gt gt My Appraisals Screen Auto Chase Allows you to switch on off the automatic chase function that will send an e mail to nominated people giving them an
7. Page then to My Account then to My Details changed your password and then gone back to the Home Page About this manual There are two ways to operate the system from the Home Page where most actions are explained or using the Icons on each page This manual uses the Icons and not the home page What do we mean Follow these steps gt gt H Home On the home page you could click Step 1 to create a Template or click the Templates Icon a Icon at the top of the screen We will be using the Icons rather than the Home page Steps page 2 of 17 copyright www reactive360 com Key Parts of the Process Templates A Template needs to be created before you create any appraisals It is the Template design that enables you to customise the look and feel of the whole process to mirror your company or your clients company When you have designed your Template you can assign appraisals to it In this way all the appraisals assigned will have the same look and feel and use the same questionnaire and report design When designing a Template you can Give the Template a name Choose the colours that will appear on the report and the on line questionnaire Edit the text of the e mail that is sent to the people involved in the process Select or design a questionnaire choose questions add your own and change the scoring scale and Design the report layout where you can add your own pages move the pages around and delet
8. User Manual Document Version 3 51 Friday 22 August 2008 User Manual This manual is for people who have access to all the functions in the system Contents Using the manual page 3 Key parts of the process page 4 Section 1 Creating a Template page 5 Section 2 page 8 Adding an Appraisal Section 3 page 10 Monitoring Feedback and Generating the report Section 4 page 11 Downloading the report Section 5 page 12 Archive Managing reports and Templates Section 6 page 13 Adding Colleagues Section 7 page 14 Other Advanced Features 2 p uutmwpgo Section 8 page 16 Top Tips listed and other help offered c 9 D ae 0 3 O Q page 1 of 17 copyright www reactive360 com Using this manual Following the Breadcrumb gt gt To keep the size of this manual small and enable it to be down loaded quickly we have not used screenshots Therefore to use this manual the routes to each of the functions are shown using a breadcrumb trail A breadcrumb trail is the sequence of clicks you follow to navigate through a web site Wherever you see the symbol gt gt it means a click Try this example from wherever you are in the system gt gt H Home gt gt a5 My Account gt gt fen My Details Change your Password Re Type the Password gt gt Update details gt gt Ai Home If that worked OK you should have gone to your Home
9. appraisals will be using When you click Continue the data you have imported will be presented to allow you to check that it is correct Example excel format for the Import The blue shaded area would be the cells imported if the First row contains headers check box is blank First name Surname e mail address Relationship Gender The example above shows 2 appraisals to be imported Note The system recognises S as the start line of the second appraisal Do not leave a blank row between appraisals Always have the appraisee Self S as the first row of the next appraisal Relationships S Self M Manager P Peer D Direct report H Stakeholder C Customer O Other Gender M Male F Female Top Tips Do not use names like John R Smith remove the middle R Stakeholder uses the letter H as the code page 14 of 17 copyright www reactive360 com Section 7 Other Features continued gt gt H Home gt gt Eo My Account gt gt E My Details Auto Send Welcome e mail Allows you to switch off on the sending of the welcome e mail when you add a colleague Auto Complete Contact details Allows you to switch off on the auto complete when you are adding the contact information Auto Remind Allows you to switch off on the automatic reminders function that will send an e mail to nominated people X days before the due return date You can also change the date Note this will become the d
10. e pages that are not appropriate Appraisals An appraisal is the actual set of questionnaires that are sent to people to complete on the person being appraised the appraisee The appraisal process will involve the distribution of the questionnaire to a group of people It is typically sent to themselves self Their manager manager their peers peers and the people that the appraisee manages direct reports Sometimes other people are involved stakeholders and internal or external customers It is normal to send questionnaires to 1 self 1 manager 2 peers 2 direct reports and if other groups are used 2 to each other groups The reason for this is that it protects confidentiality of the peers direct reports as there is no way of knowing who said what The appraisal process will have a deadline and therefore it is possible to select a return date for the questionnaires It is probable that some people will forget to complete the questionnaire so they will need to be chased and sent a reminder Occasionally people will want to re open a questionnaire to edit some of the information after they have saved it Sometimes people will want to be added to the process part way through When adding people to the appraisal it is possible that you incorrectly add an e mail address so there needs to be a way to fix a failed e mail Feedback Feedback is a completed or partially completed questionnaire that will be includ
11. ed in the report When you have sent the questionnaires to all the people involved in the appraisal you can monitor the progress of feedback and if required chase people who have forgotten to respond After the dead line has passed for feedback questionnaires to be completed you can make a decision as to when you generate the report Generating the report is the process where all the feedback for the appraisee is analysed and compiled into a single document the report Reports A completed report once generated is the actual document that will be handed to or discussed with the appraisee The reports when generated appear in the Reports module of the process and from there they can be purchased and down loaded page 3 of 17 copyright www reactive360 com Section 1 Creating a Template gt gt Fi Home gt gt ie Templates ae Create a New Template 1 2 Give your Template a name Choose a colour scheme for the report questionnaire The manual shows how to create a new theme gt gt Create a new Theme Enter a Theme Name Step 1 Enter Organisation Name Step 2 The organisation name will appear on the e mail the Questionnaire and on the completed Report Select Organisation Images Step 3 The images appear on the Questionnaire and on the Report gt gt Select New gt gt Upload Your Own Image gt gt Browse gt gt Select an Image from your PC and choose Open gt gt Upload Now Once up loaded gt
12. efault for all appraisals at the point where you send the e mails this function can be switched off or on for a single appraisal Auto Chase Allows you to switch off on the automatic chase function that will send an e mail to nominated people giving them an additional X days after the original due return date You can also change the date Note this will become the default for all appraisals at the point where you send the e mails this function can be switched off or on for a single appraisal Appraisals page Sets the number of appraisals to display on the My Appraisals page Display Help If you are familiar with the system and no longer need the help screens to appear they can be switched off For people who have lost the original invitation e mail and the link to provide feedback ral Sometimes people will accidentally delete the original feedback e mail and request another copy Ask people to send an e mail from their pc to remind feedbackarea com The system will automatically send them a new link listing their outstanding feedback page 15 of 17 copyright www reactive360 com Section 8 Top Tips Fixing a bad e mail gt gt A Home gt gt Appraisals gt gt Click to fix gt gt Click to Fix gt gt Fix failed e mail gt gt Send Buying Credits gt gt H Home gt gt Zal My Account gt gt G Purchase Credits Creating a new questionnaire from a Blank gt gt LA
13. hange the report layout the questionnaire sequence does not change This is to allow you to have a different questionnaire and report sequence To check the final report layout go to Templates and click the Preview icon to download a sample based on your design page 6 of 17 copyright www reactive360 com Additional Template Actions From My Templates Editing a Template gt gt Home gt gt Templates gt gt H The Template is Un locked locked being used and can can not be deleted ggdelete the Template Ei Edit the Template Copy the Template E Preview the Report using Dummy Data Managing the Themes colours and images gt gt Home gt gt Templates gt gt amp Organisation Themes E Delete Theme Copy the Theme 1 Theme is Un locked locked being used and can can not be deleted Managing your Questionnaires gt gt Home gt gt Templates gt gt eg Questionnaires and Reports iz Edit the Questionnaire ach Edit The Report Layout E copy the Questionnaire and Report Preview the Questionnaire B Questionnaire and Report Style is Un locked locked being used and can can not be deleted Managing Adding Images WO gt gt Home gt gt Templates gt Up load delete Images from your Image Gallery page 7 of 17 copyright www reactive360 com Section 2 Creating an appraisal gt gt H Home gt gt 5 Appraisals gt gt agjereate a New Appraisal ls Select a Template to use
14. ice on the feedback process for challenging reports Add new scoring scales Help problem solve page 17 of 17 copyright www reactive360 com
15. ove to New Reports gt gt i New Reports gt gt Purchase gt gt Purchase using 1 credit gt gt Done The Report will be moved to the Inbox gt gt Jinbox gt gt G pownioad When you click Download a pdf Adobe version of the complete report will be sent to your PC You can click download as often as you require page 11 of 17 copyright www reactive360 com Section 5 Archive managing reports gt gt Home gt gt arne When the report is Generated and Purchased a copy of the report will appear in Un Sorted in the gt gt MY Archive section The purpose of this section is to allow you to quickly access and organise your reports into historical archives a The number on the un sorted folder will indicate how many reports are stored inside You can gt gt rx a new Folder gt gt Delete a folder providing it is empty When you Open a folder MOVE the contents to another folder gt gt M Move selected reports to another folder If you are a Full account holder you can access the Archive of the people you have created as colleagues Archive managing Templates gt gt Aj Home gt gt Templates When a template is no longer required click the i icon to archive it Archiving a template will prevent colleagues from creating a new appraisal with the template page 12 of 17 copyright www reactive360 com Section 6 Adding Colleagues gt gt W Home
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