Creating a 360 Feedback review

To create a 360 Feedback review, select the program to which you want to add the review on the Employee programs screen and complete the following steps.

Editing 360 feedback review details

To view or edit the 360 Feedback reviews associated with a program, select the program on the Employee Programs screen. The Employee programs screen opens showing associated reviews. Select the 360 Feedback tab at the top of the screen.

See Configuring Cycles and Importing and exporting options for details about the available settings and the options menu located in the top right corner of the page.

Select a review to view details for it in the details pane on the right side of the screen.

To edit the name, description, and cycles for an existing 360 Feedback review, click the details pane menu in the top right corner and select Edit 360 Review Details. You also see a Deactivate option for reviews with Active statuses. When you are done editing the review, click Continue.

To configure details for the review, including schedule, enrollment, as well as report and rater information, in the review editor, click Manage in the bottom right corner of the details pane. See below for details about those sections.

Schedule

Schedule one or more Waves for when the 360 Feedback review will run. Enter a name for the Wave in the Wave Name field. Turn on the relevant phases for the Wave using the toggles. Then enter Start Date, Start Time, End Date, and End Time for each phase.

Click Download wave configuration to download 360 Feedback review configurations by wave.

At the bottom of the phase options, turn Schedule Release of Report on and enter Date, Time, and to whom the report should be released. To add an additional participant, click Add Participant.

After setting up the first Wave, you can add another schedule as many times as needed.

Waves will be used to populate the choices that the admin, manager and/or employee can make for which schedule in which they want to enroll throughout the Cycle. For example, say a Manager Effectiveness Survey is run four times a year, in Q1, Q2, Q3, and Q4. Employees and/or managers can enroll in any of these four times at any point in the year as long as that time has not passed.

There are four phases and one set of dates on the Schedule for 360s, as follows:

1. Enrollment Phase (optional).

2. Rater Selection Phase (optional).

3. Rater Approval Phase (optional).

4. 360 Feedback Phase (required).

   Note: Survey records are generated at the start of the 360 Feedback Phase. The records are not accessible prior to that.

5. Schedule Release of Report (optional).

   Note: This phase is optional; however, reports will always be generated even if this is turned off. For example, if this is turned off, reports will be generated as soon as the Feedback Phase ends. The generation of reports cannot be disabled.)

Phases 1-4 can occur at the same time. If the phases are occurring at the same time, the processes that happen during each phase based on permissions can occur in parallel or on an iterative basis. For example, say a manager has two direct reports. Direct report 1 self enrolls, manager approves, and direct report 1 selects 3 raters for approval. The manager approves all 3 raters for direct report 1. Two weeks later, while direct report 1 is already receiving feedback from the 3 raters, direct report 2 is enrolled by the manager. Direct report 1 adds another 5 raters to be approved. Direct report 2 also begins adding raters.

The phase bounds apply only to what employees and managers can do based on their permissions. Admins can take any action at any time as long as they are populating enough information (enrollment, raters) to get employees through the process.

Admins can enroll and select raters via CSV during any phase up until the 360 Feedback phase is closed. If an admin enrolls a participant and/or raters while 360 Feedback is still open, the admin enrollments will add to the list that is already there.

Enrollment

Add or upload a list of employees who will participate in this Wave. The file must include employee usernames and, optionally, Wave names. Leaving Wave names out of the file allows employee to go through self enrollment, while assigning Waves forces employees to participate in specific Waves.

Click Sample Participant File to download and view the accepted structure of a file. See Manual Imports for details on uploading files and viewing upload history.

Any changes, such as adding or deleting of participants, or changing Wave schedules, are immediately applied if the 360 Feedback review is active.

Admins can set permissions for who can enroll employees in the Permission to Enroll Employees section of the page (located in the right-hand pane). By default, Employees and Managers are set to ON. Admins can change the permissions at any time. Changing the permissions does not affect past actions (for example, if an employee is self enrolled and then an admin changes permissions so that employees cannot self enroll).

In the Approvals section, you can require manager approval for employees who self enroll by selecting the Self-Enrollment requires manager approval checkbox. If you select the Automatically approve outstanding requests when phase ends checkbox, all pending approvals will be automatically moved to the next phase when the existing phase ends. If this checkbox is not selected, employees with pending approvals will not be moved to the next phase.

Types of Unenrollment

DELETE_ELIGIBILITY removes all employee data.

DELETE_ENROLLMENT removes employee from the wave, but not the review. This can leave data behind in the dashboards. For instance, the employee will not show up in the final report, but will still show up in the non-participating filter.

Report criteria

Set the minimum number of raters necessary to make the report available as well as the minimum number of ratings needed for that rater relationship to be shown as its own section on the report.

Select a number in the Anonymity Rules section of the page to set the Minimum Ratings Required For Each Rater Relationship. This minimum rating will apply to all rater relationships. Click the plus-sign icon and select a role from the list to include exceptions. Exceptions will be any rater relationship that is allowed to show on the reports with less than the minimum number required.

Select a number for the Minimum Total Ratings Needed To Make Comments Available to set the minimum number of raters required to show comments. The number you select refers to the total number of completed surveys.

In the To Make Report Available section of the page, select the Require manager rating to make the report available checkbox if a manager rating must exist for the report to be generated for employees. Select the Require employee rating to make the report available checkbox if a self rating must exist for the report to be generated for employees.

If you select a number for Minimum Total Ratings to Make Report Available, employees or anyone else with access can only see the employee report if the minimum number is met. If you do not set a minimum, employees and anyone else with access can see the report when the 360 phase ends or on the report release date.

See Cascading suppression in reports for information about cascading suppression logic, including examples.

Report

Reports containing 360 Feedback review data are generated for all participating employees. You can set up how employee scores are displayed by selecting one of the following options:

• Original Ratings — If selected, all scores will be shown by competency and question.

• Quartiles — If selected, all scores will be converted into percentages and performance will be shown relative to peers in quartiles.

  Important: This feature was built for a specific use case and is not intended for general implementation. Contact your Medallia expert for more information.

• Comments Only — If selected, only open-ended comments will be shown.

Add any additional information in the Notes box.

Rater criteria

Set the minimum or maximum number of raters that participants should select as well as the number of raters participants should select based on their relationships to employees.

Click Add criteria and select an option in Relationship to Employee. Then set minimum and maximum numbers.

In the Permission to Select Raters section, turn permissions for Employee, Managers, and other organizational relationships either on or off. If permission is On, those individuals can select raters when the Rater Selection phase is open.

Set the overall minimum number of raters using the Minimum Total Raters Needed option. If this minimum is not met, employees cannot submit their raters for approval (if needed) or cannot move forward in the process.

Rater selection

Raters are employees who can provide feedback and rate participants using 360 Feedback review forms. Select Import Rater List to import a list. Click Sample Rater List File to download and view the accepted structure of a file. See Manual Imports for details on uploading files and viewing upload history. Raters included in the import list will be the raters for that employee on any Wave (including the current one) in which they are participating. This is additive and does not affect raters not specified in the file. If a rater in not an eligible participant, that rater only sees the Feedback page and the My Team page (if that rater is a manager).

Use the options in the Import Rater Selection menu to give participants and managers permission to select raters during the rater selection phase. Employees and managers are set to On by default. If permissions are set to Off, only admins can set raters.

Review form

Click Edit 360 Form to open the survey editor.

When designing surveys, admins create questions and logic. Questions are shown based on the type of relationship the rater has to the participant. For example, if a participant chooses Peer as the relationship for the rater, the rater will only see questions that are marked as Peer. Admins can add more than one relationship to a question in the logic (for example, Peer and Business Partner).

Survey questions are sent to individuals based on the participant's role. For example, if a participant is a Senior leader, solicited and unsolicited raters receive the questions that are associated with Senior leader.

Competencies

Map questions in reviews to competencies to check employee performances based on those competencies. All questions that are created in the review form will be populated on this screen. The competency choices will come from the competency upload. It is not required to map a question to a competency.

Email notifications

Create emails, using Distributions, that will be sent automatically at the appropriate times during reviews.