Conducting a Review Process
DevelopNow Portal > Team Development
Description
As a team leader, I want to be able to schedule and conduct a review process to a team member.
Applicable User Roles
List of roles that have access or can use this feature.
Team Leader
CPD Admin
Assigning Review Processes
To create a review process: Review Process Creation
As a CPD admin or Team leader, you have the ability to assign a Review Process to others. Team Leaders can only assign Review Processes to members of their own teams, while CPD admins can assign a Review Process to anyone.
CPD Portal > Team Development > Burger Menu > Schedule Review
Clicking on the schedule review button will open a dialog. In this dialog, you must select the review process workflow you want to assign and the start date for the process.
After the Review Process has been assigned, it will be listed in the Upcoming Reviews table for the Team Member.
- Delete Bin Icon - Delete the review process. This will also delete any submissions submitted, but will not remove any Skill score approvals or any assigned learning done during the process.
- Blue Arrow Icon - Open the Review Process workflow, allowing you to see all current submissions and also progress or revert the current Review Process steps.
- Purple Pencil Icon - Update the Reviewer assigned to the Review Process.
Review Form Submission
After a Reviewee has submitted a form response, it can be viewed from the Review Process workflow dialog. If the Form step was configured to not require a review, then the Review Process will automatically progress to the next stage.
When a Form step requires review, the Team leader has the option to skip the submission and proceed to the next Step, Reject the submission which means the team member must make a new submission, or Progress the submission which marks the step as complete and moves the Review Process onto the next step.
Review Meeting
When the review process step is a Meeting, the meeting must first be scheduled by the Reviewer. While any Team Leader or CPD Admin can schedule the review meeting, only the Reviewer assigned to the review process can join.
To set the Review Meeting schedule, click the “Manage Meeting“ on the Review Process Workflow screen. This will open the Manage Review Meeting dialog, which lets you set the length of the meeting and when the meeting is scheduled to start.
To cancel an already scheduled meeting, click on the Manage Meeting button on the review process step to open the Manage Review Meeting dialog. It will now have a Cancel Review button, which will cancel the scheduled meeting. If you want to update the meeting instead, change either of the meeting details then click on Set Review.
As the reviewer, you can then join the meeting from the Review Meeting step by clicking the Join Meeting button. The button will only appear 10 minutes before the scheduled start time.
Review Meeting Lobby
After clicking Join Meeting, you will land on the Review Meeting Lobby. The Review Meeting lobby provides options to the participant before joining the meeting.
The participant can change the video and audio sources in the Settings tab, as well as edit their video camera background by uploading their own background image or blur their background in the Background tab.
All options available in the lobby can also be configured during the meeting.
Review Meeting Screen
When the team member joins the review meeting session, a pop-up will be displayed prompting the reviewer to admit team member. Select “START MEETING” to allow the team member to join and start the review meeting. This will also start the meeting timer.
The Reviewer has the option to record the review meeting so that it can be viewed later. To record an review meeting, click the record button to the left of the microphone icon.
Recording can be stopped by clicking the record button a second time, and this will automatically save the recording. Multiple recordings can be made from one review meeting by clicking the record button again to start another recording.
Forms
All forms completed as part of the Review Process will be visible in the Review Meeting. Each form will have its own section to expand. Form submissions cannot be edited from the Review Meeting.
Skills
Any Skill Score requests still pending will be visible in the Skills section. If a reason has been given for the Skill Score request, this can be displayed by expanding the Skill Score request element.
Learning
There are three elements related to learning on the Review Meeting screen -
- Learning - Completed: Shows any learning which has been completed since the last review meeting or since joining the team, whichever event was most recent.
- Learning - In Progress: Shows all courses on the users learning queue that is either in progress or pending. This list can be filtered by due date or Learning Queue. If you wish to change the due date of a course in this list, select the course via the checkbox, then use the Re-assign option in the Actions dropdown to set a new due date. This will also move the course to the New Assignments section.
- Learning - New Assignments: Shows all courses that have been selected to be assigned during the review meeting. You can add courses to this section via the Add Learning + button or re-assigning courses from the In Progress section. Once you are happy with the list of courses, you must click Approve Learning to confirm your choice and update the users Learning Queue.
Notes
The Reviewer has the ability to create notes in real time during the Review Meeting . By default, the notes will not be visible to the reviewee, only to the Reviewer during the meeting and Team Leaders and CPD Admins on the workflow steps. If you wish to let the reviewee view the note, then click Visible to Reviewee checkbox in the meeting to make it appear in real time.
As a Team Leader or CPD Admin, you can also change the visibility of the note after the meeting by viewing the Review Meeting step. All notes created during the meeting will appear here, and to hide/unhide the note click on the checkbox to change the status. You can also delete a note in both the meeting and in the Review Meeting step by clicking the Bin icon.
Progress Scores
All Review meetings have a Progress Score section. This is currently on a 1-4 scale, and like notes its visibility can be toggled via a checkbox. Score can be made visible to the team member when reviewer ticks the Allow reviewee to view Progress Score? checkbox. The Overall Score element will only be available if Require Final Review is set to true during Review Process Creation
Like Notes, you can also change the visibility of both scores in the Review Meeting workflow step after the meeting has concluded.
Completing Review Meeting
After the Reviewer leaves the meeting by clicking END MEETING button on the Review Meeting screen, scores and notes (if set) will be saved and will be displayed on the expanded Review Meeting Step.
Any Recording(s) created will also be visible on the Review Meeting step; if there are multiple recordings, a drop-down allows for selection.
The MANAGE UPLOADS button will open up a pop-up window which allows you to either upload a video file against the meeeting, or download any of the videos already linked to the Review Meeting step.
Assign Learning
When Assigned Learning has been included as a Review Process, the Reviewer can select and assign Courses or Training Paths by clicking the green Assign Learning button in the Review Meeting step. This will open up a pop-up where you will be able to select the content as well as the Learning Queue it is placed in, and Due Date as well. Please refer to the ‘Assign Learning to Others’ and 'Assign Learning to Yourself' for other ways to assign learning.
Other ways to Assign Learning
• How to assign learning to others
• How to assign learning to yourself
Skill Approval
When a Review Process is on the “Skill Review” step, the Reviewer can see all the Skills Score requests created by the team member.
The Reviewer can Approve and Reject the Skills added by the Reviewee. If the Reviwee has included any reasons for the Skill Score changes, these can be seen by expanding the Skills Score change request on the Review Process step. Skills ratings are on a scale of 1 to 10.
