Understand Oracle Talent Review Meeting Process
We have already configured our Talent Review Template here » Learn to Configure Oracle Fusion Talent Review Template (dashboards) now we will see how it works.
Below is the general flow explained of a talent review meeting, we will go through it one by one from step 1 to step 9 (Step 1 covered here). Just have a look of this process to make yourself familiar what are you going to experience today in this article.
HR Specialist Activities in Talent Meeting (Step2)
Generally HR Specialist creates a Talent Review meeting using Talent Review Template we configured earlier. There are other several parties involved in this whole talent review meeting process, which we will know slowly as we progress further.
As an HR Specialist navigate to My Client Group » Talent Review to create a meeting. You will be on Talent Review Meetings page. On this page you will see all other meetings created earlier. To create a new meeting click on + Add button.
On Create Talent Review Meeting page enter following details under Meeting info
- Talent Review Meeting : Periodic Review Meeting – iavinash.com
- Template Name : AP Talent Assessment Template (which we created earlier)
- Meeting Date : One week ahead from today’s date
- Data Submission Deadline : 5 days ahead from today’s date
- Meeting Status : Not Started
- Facilitators : Your Name (You can also add more than one facilitator )
- Meeting Purpose : Actual purpose of the meeting.
- Business Leader : Generally we add head of the organization. If you have any doubt you can continue with your own name.
Click on the Continue button and you will see Review Content section.
On this screen under Select Ratings for Reviewer you will see all rating models we attached in our Talent Review Template. Keep them all selected. You can also select Prior Rating Start Date and Prior Rating End Date and Data Validity Guideline. For this practice you can leave them blank (You can read more about them here » Oracle Fusion Talent Review Meeting Interview Questions With Answers). Click on Continue button again.
You are in Review Participants section
On this scree you will notice that the person you selected earlier as Business Leader is already appearing here. Before we proceed further in this section, I need to give some lecture so that you are well aware of different kinds of participants in a talent review meeting.
Business Leader
The business leader is the top manager of the organization under review. The organization of the selected business leader appears automatically and can’t be changed. If you see the above screenshot where we selected Avinash Patel as business leader, his organization Human Resources is appearing automatically below his name. The business leader is automatically added as a meeting participant as shown below in the image.
Facilitators
Facilitators are the HR specialists who conduct and manage the meeting. By default the person creating the meeting is added as a facilitator. But you can select and add other facilitators. Only facilitators can conduct the meeting. It’s a good idea to select more than one in case one isn’t available. All facilitators can update meeting information and the data under review.
Reviewers
Reviewers are managers who would be reviewing their employees. Only reviewers have access to change/update workers rating prior to meeting. They are the one who prepare review content (we will know shortly what this is). If they want, they can grant access to other managers also. (Step 3 in our flow diagram)
Participants
Participants are also generally managers only but they are not directly involved in updating rating and in preparing review content prior to meeting. Their job begins on the meeting day only, when they give their opinion about workers, which may influence others (facilitators) to change workers rating.
Okay, we have had enough lecture, let’s resume our setup. On Review Participants section, click on the Search for people field and search for a manager (for this example its David Smith remember this name) and select him. You will notice that participation type of this employee is set to Reviewer.
Now click back to field Search for people again and search for one more manager but change the participation type to Participant from Reviewer we have selected Jaione Brown (just remember this name too)
Once again click on that field and search for any person who is not manager. We have selected Robin Roberts (Remember this name). You will notice that participation type of this employee is already set to Participants. This is because Robin Roberts is not a manager.
Optionally you can also enter meeting instruction. Just remember to enter meaningful instruction as this will appear in notification/email when these participants will receive notification and email.
Click on Continue button and you will on Population Selection section.
Click on the Employees to Include filed and select Find by Criteria from the list and then click on the Show Filter link.
Here you will see different criteria to select review population. Here basically we select workers whose rating to be reviewed and updated. For this exercise we will include every one reporting to David Smith (our reviewer)
You will find all employees reporting to David Smith. Select all of them and add to review population by clicking on button Add to Review Population.
You will get confirmation dialogue box that reads “The people you selected were added to the review population. Anyone who was already in the review population wasn’t added again.” So far so good!!
Click on OK button to acknowledge the confirmation.
Click on Continue button again. You are at Review Population section. Here you will see all workers added for review meeting (excluding Reviewer, Participants, Facilitators and Business Leader)
Verify the list and if you are okay, just click on Submit Button.
If you have only one facilitator for this meeting you will get a waring message that reads “This meeting has only one facilitator. If that facilitator isn’t available, then no one can access the meeting. Do you want to continue? (HRR-3225070)”. Click on Yes button to acknowledge this.
You will get another confirmation message, click on OK.
Your job as an HR specialist is over by creating meeting. However, you are a facilitator too, so there are more jobs to complete. We will let you know what those are. But for now, let’s think as a reviewer’s point of view.
Reviewer’s activity in Talent Meeting (Step 3, 4 & 5)
As soon as HR specialist creates a meeting all participants (excluding Review population) receives notification (obviously they will receive notification only if it is enabled, to enable notification you can search for the task Manage Talent Notifications and then click on the Talent Review tab)
Now login as Reviewer (David Smith) and see what he can do.
As a manager navigate to My Team » Talent Review. You will see all meetings you been part of. Search for the meeting we just created and then click on that three dots. You will see following four options
- Prepare Review Content (Step 4 in our flow diagram)
- Grant Access
- View Notes
- View Tasks
Click on Prepare Review Content. On this screen you will see meeting information at the top and if you scroll below you will also see all the employees who are part of Review Population and reporting to you. You will also see workers existing profile ratings.
Now against one employee click on three dots and select Potential Assessment option as shown below.
This Potential Assessment option will work only if we have selected/included this in our Talent Review Template as mentioned in this article Learn to Configure Oracle Fusion Talent Review Template (dashboards) and potential assessment is configured as mentioned in this article How to Configure Potential Assessment for Talent Review Meeting
When you click on Potential Assessment, you will have to go through series of questions, just answer one by one and at the end when you will click on Continue you will see the Potential rating. We did this for Jaione Brown and Assessment score was 30 and Potential Rating was Median Potential as shown below.
Click on Save and Close button and this rating will reflect on the Prepare Review Content page. You can repeat this activity for employees one by one. Remember if you do not update any rating and complete potential assessment system will consider existing (current) rating and same will be visible on the dashboard.
To update other ratings such as Performance, Risk of Loss, Impact of Loss you can click on the Edit button and change directly. Once you are done, click on the Submit button. When you click on submit button updated ratings are directly updated on employees profile, but if you just save and do not submit these new ratings will be only visible on the dashboard and will be reflected on employees profile only after completing the talent review meeting.
For this practice we are clicking on Submit button. (This is step 5 in our flow diagram)
Remember, Robin Robert and Jaione Brown were also added as participants for this meeting. If you login through their account, you will not see anything like what David Smith is seeing, because they were added as participants and not reviewers.
Activities performed by Facilitators (Step 6, 7, 8 & 9)
Here jobs of a reviewer is done. Assume we are on the meeting day. Now HR Specialist (Actually the facilitator) has to kick off the meeting. In our case HR Specialist and Facilitator are same so let’s login back as Facilitator.
Navigate to My Client Group » Talent Review and search for the meeting created earlier. Click on the three dots and select Edit option as shown below.
Under the Meeting Info section change the status from Not Started to In Progress. Once the status is changed to In Progress reviewers cannot do any further changes on employee’s record.
Click on Submit button. Ignore any warning messages.
Now click on the three dots again and select Conduct Meeting. You will see your dashboard. Excited Right!!
Now in reality facilitator will project his Laptop screen on a big projector/monitor where everyone else (Reviewer, Participants, Business Leader) is sitting (except review population). One by one they will discuss about each worker (review population). Here participants can see rating given to employee by reviewers, now they will reach to some conclusion whether to change/update the rating of a worker or not.
Please note when I say rating, it is all types of rating that are part of Talent Review Template and not just performance rating.
Talent Meeting Dashboard will look like this.
Here you have various things to explore. Take your time and play around.
- You ca see default display is Performance VS Potential, because this is how we configured our template. You can change it to Talent Score just see the difference. (Number 1 as shown in the image above)
- If you are not seeing any employees or the employees you expect are not appearing on dashboard then they maybe in holding area. Any employee who doesn’t have performance and potential rating will be placed in holding area as system will not know where to put them on the dashboard. To see the holding area click on Holding Area icon. (Number 2 as shown in the image above)
- Click on the View Prior Rating button to see workers prior ratings (Number 3 as shown in the image above)
- You can click on the Display button to see more details about employees such as Risk of Loss, Gender, Job, Location etc. (Number 4 as shown in the image above)
- You can also click on the View Table button to change the layout. You can click back on the View Graph button to come back to Box Chart view. (Number 5 as shown in the image above)
- Click your cursor on any worker then click on the action button. You will see option to Add Task, Note, Development Goals and Performance Goals.
- If you have too many workers on the dashboard you can click on the filter button to reduce it. (Number 7 as shown in the image above)
- You can move a worker from one box to another jut by dragging and dropping. Let’s move one employee from one box to another. One done just hover over your cursor over that employee. You will notice the prior and current change in rating. You can see in the screenshot below how Robin Robert was moved from Inconsistent Talent box to Raising Talent box.
- There are several other thing that you can try your own.
Once everybody is done discussing about all review population, Facilitator will click on Submit button. (Just click on Submit button). Once Submit button is clicked you will get warning message that no further change is possible. Acknowledge that and click on Yes. You will get another confirmation, click on OK.
Once this is done, meeting status will be changed to Completed automatically and all ratings will be reflected on workers profile with source value as meeting name. Let’s validate it for user Robin Roberts.
To verify it go to Robin Roberts spotlight and click on the Talent Rating option as shown below.
Hope you have liked the article
If you have any question related to this article please post them in our partner platform hcmfolks.com. And if you are preparing for interview dont forget to read this » Oracle Fusion Talent Review Meeting Interview Questions With Answers