Programs Overview

The Programs feature is designed to help you plan, automate and report on the key performance management activities in your organization. By setting up programs, notifications will be sent to the appropriate people at the appropriate time to create objectives, complete 1-on-1s, or send feedback surveys. Programs can also be setup to recur regularly, making it the foundation of an effective continuous performance management program.

Programs navigation

To get started, click on the "Programs" navigation option, located in the left navigation.

Programs Home Page

Once on the Programs home page, a new program can be created by clicking one of the options on the left side. There are a number of programs that can be created, each will allow you to setup notifications for participants to complete the specified activity at the specified time. Details of each activity can be found in the sections below.

As programs are created, they will be populated in a chronological list on the right side of the Programs home page, under "scheduled programs", grouped by calendar quarter. Each program will specify the due date to the left of the program, a repeating indicator if it is a repeating program, and the current status of the program.

Clicking on the title of a program will take you to that program's detail page, where you can see the details of the program, as well as reporting for who has and has not completed the program.

Program status

All programs will have a current status. The status is a quick visual indicator of what is happening with that program.

Draft

Programs with the "Draft" status have not been fully created. Notifications will not be sent to participants. To make a draft program active, select the program name from the list of programs, and finalize the program creation form.

Upcoming

Programs with the "Upcoming" status are scheduled, but not yet started (based on either the start date or first notification date, depending on the program type). These programs will send notifications to participants on the first scheduled notification date.

In flight

Programs with the "In flight" status are active and participants can start completing the activities. These programs will send notifications to participants that have not yet satisfied the criteria of the program.

Completed

Programs with the "Completed" status have past the deadline date of the program. These programs will generally not send further notifications to participants, unless notifications are scheduled to be sent after the deadline date.

Suspended

Programs with the "Suspended" status are in a disabled state and will not send notifications to participants on the specified dates. Suspended programs can be re-enabled, and notifications will be sent on the next specified notification date. If a suspended program has a notification scheduled for same day it gets enabled, the notifications will likely have already been skipped, and they will not be sent to participants.

Suspending or enabling a program

To suspend or enable a program, click into the detail view of the program, click the "Actions" button in the upper-right corner, and select either "Suspend program" or "Enable program".

Draft programs

When a new program is created, all updates will be auto-saved to ensure no data is lost due to unexpected page navigation, or loss of internet.

When a program is auto-saved in an incomplete state, it is marked as a "draft", and can be found at the top of the Programs home page in a section called "My draft programs".

You will only see the drafts that you have created on the Programs home page, however you can share the direct URL to a draft program with others, if you would like to have someone else review or edit the program.

Program types

  • Create Objectives program: reminds participants to create their objectives by a specified date

  • Schedule 1-on-1s program: nudges team members complete 1-on-1s with their managers during a specified timeframe

  • Request feedback for others program (360s): reminds managers to send a feedback survey to gather feedback about a specified team member(s)

  • Request feedback program: ensures that team members request feedback during a specified timeframe

  • Custom program: a generic notification program for any other activity you’d like to remind participants about

Detailed information for each program follows below.

Creating a objectives program

The Create Objectives program is designed to remind participants to create their objectives by a specified date. Setting up a repeating objectives program will help facilitate a continuous process, where the appropriate team members are notified consistently each cycle, without admins needing to remember to send out emails prior to the objective setting due dates.

From the Programs overview page select the "Create objectives" option from the "Create new program" list.

Program Name

The Program name field allows you to identify the specific program from other programs, as well as communicate to participants what they are expected to do. Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.

Tip: Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.

Objective type to the objective creation page, and the specified objective type pre-selected.

Choose which type of objective the participants of this program are expected to create. When participants follow the links from the notifications, they will be brought to the objective creation page, and the specified objective type pre-selected.

Note: If a participant manually creates an objective that uses a different objective type, it will not satisfy the requirements of this program.

Dates

Objective length

Choose how long the created objective is supposed to be valid for. If different departments or groups in your organization have different objective durations, it's advised to setup different programs for those groups.

Objectives programs can specify objective lengths of:

· Months

· Weeks

Objectives must be created by

Specify the date on which participants are expected to have their objectives created by.

Program recurrence objective length is quarterly, the program will repeat every 3 months. If the objective length is annual, the program will repeat every 12 months.

This field allows you to select if the program is a one-time program, or a repeating program.

For the create objectives program, the objective length field will determine the time between each repetition. For example, if the objective length is quarterly, the program will repeat every 3 months. If the objective length is annual, the program will repeat every 12 months.

When setting up a repeating program, you will generally have options for selecting when the due date will occur in each repeating instance of the program. Think about this carefully, as the day of the week or the date of the month may change from month to month.

Note: It is possible to change the create by date for future instances of programs manually, to make sure that each repetition is set for the proper dates.

People

Objective owners

The participants of the create objectives program are the people that are expected to create objectives that follow the requirements specified in the program details section.

It is possible to select individuals, departments, locations (if enabled), or a variety of smart group options, such as "Managers", "Admins", or "Department leads" (more on this below).

For cascading objectives, remember to choose only the people that are expected to create the specified objective type. For example, for organizational objectives, the only participant may be the CEO, if that is the only person expected to own the organizational objectives.

For department level objectives, we created a special grouping called "Department leads". This grouping includes all individuals that have been marked as department leaders.

For personal objectives, it is likely easiest to select the "Everyone" group, then exclude any people that are not expected to create personal objectives.

Exclude people or departments

To exclude People or Departments

To make sure only the necessary people are chosen as participants of a program, it is possible to select individuals or groups of people to exclude from the program.See the “Notifications” section below for more on customizing notification content and schedule.

Notifications

See the “Notifications” section below for more on customizing notification content and schedule.

Creating a 1-on-1 program

The 1-on-1s program is designed to ensure that team members complete 1-on-1s with their managers during a specified timeframe., select the "Schedule a 1-on-1" option from the "Create new program" list.

From the home page of the Programs feature, select the "Schedule a 1-on-1" option from the "Create new program" list.

Program name

Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.

The Program name field allows you to identify the specific program from other programs, as well as communicate to participants what they are expected to do.

Tip: Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.with the appropriate template pre-selected, making the creation process much easier.

1-on-1 template

This section allows you to choose which template is expected to be used. When an individual follows the link in a program notification, they will be taken to the creation page with the appropriate template pre-selected, making the creation process much easier.

It is also possible to choose if the selected template is required or suggested. If the template is required, then only 1-on-1s that are completed with the specified template will satisfy the program. If the template is suggested, the template will be pre-populated when an individual goes to the creation page through the notification link, but the program will still be satisfied if it is completed using a different template.

1-on-1s applying to the specific program can be tracked. Any 1-on-1 that is completed between the start and end dates that matches the specified program requirements, will satisfy the program. If a 1-on-1 is completed that meets all of the program requirements, but is not completed between the start and the end dates, it will not count as satisfying the program.

Dates

1-on-1 programs have a start and an end date so that which 1-on-1s applying to the specific program can be tracked. Any 1-on-1 that is completed between the start and end dates that matches the specified program requirements, will satisfy the program. If a 1-on-1 is completed that meets all of the program requirements, but is not completed between the start and the end dates, it will not count as satisfying the program.

Program repeat

This field allows you to select if the program is a one-time program, or a repeating program.

When creating a repeating program, specific options for selecting when the due date will occur in each repeating instance of the program will appear based on the deadline date chosen. Think about this carefully, as the day of the week or the date of the month may change from month to month.

Note: It is possible to change the create by date for future instances of programs manually, to make sure that each repetition is set for the proper dates.

People

1-on-1 participants

The participants of the 1-on-1 program are the people that are expected to complete a 1- on-1 with their manager.

It is possible to select individuals, departments, locations (if enabled), or a variety of smart group options, such as "Managers", "Admins", or "Everyone".

Note: For team members selected in the participants list that do not have a manager assigned, they will not be included in the 1-on-1 program, since it is required to complete the 1-on-1 with the individual's assigned manager. Once a manager is assigned, they will become a program participant and start receiving notifications.

Exclude people or departments

To make sure only the necessary people are chosen as participants of a program, it is possible to select individuals or groups of people to exclude from the program.

Tip: For 1-on-1 programs, if using the "Everyone" group, consider excluding specific people that may not do regular 1-on-1s like the rest of the team, such as the CEO or other executives.

Notifications

See the “Notifications” section below for more on customizing notification content and schedule.

Creating a Feedback for Others (360) Program

The request feedback for others program is designed to ensure that managers send a feedback survey to gather feedback about a specified team member(s). This feedback type is well suited for 180 or 360 degree feedback.

Go to Programs and select the "Request feedback for others" option from the "Create new program" list.

Program Name

The Program name field allows you to identify the specific program from other programs, as well as communicate to participants what they are expected to do.

Tip: Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.

Feedback Template

This section allows you to choose which template should be used. When an individual follows the link in a program notification, they will be taken to the creation page with the appropriate template pre-selected, making the creation process much easier.

It is also possible to choose if the selected template is required or suggested. If the template is required, then only feedback completed with the specified template will satisfy the program. If the template is suggested, the template will be pre-populated when an individual goes to the creation page through the notification link, but the program will still be satisfied if it is completed using a different template.

Any feedback request initiated between the start and end dates that matches the specified program requirements will satisfy the program. If a feedback request is not initiated between the start and the end dates, it will not count as satisfying the program.

Dates

Feedback programs have a start and end date, so that which feedback applying to the specific program can be tracked. Any feedback request initiated between the start and end dates that matches the specified program requirements will satisfy the program. If a feedback request is not initiated between the start and the end dates, it will not count as satisfying the program.

Program recurrence

This field allows you to select if the program is a one-time program, or a repeating program.

When creating a repeating program, specific options for selecting when the due date will occur in each repeating instance of the program will appear based on the deadline date chosen. Think about this carefully, as the day of the week or the date of the month may change from month to month.

Note: It is possible to change the create by date for future instances of programs manually, to make sure that each repetition is set for the proper dates.

People

Feedback report recipients

The participants of the feedback for others program are the team members that are having the feedback collected for them. In the feedback for others program, the manager of the participants will be responsible for creating the feedback survey and selecting which peers to request feedback from.

It is possible to select individuals, departments, locations (if enabled), or a variety of smart group options, such as "Managers", "Admins", or "Everyone".

Note: For team members selected in the participants list that do not have a manager assigned, they will not be included in the program, since a manager is required to initiate the feedback. Once a manager is assigned, the participant will become an active member of the program and their manager will start receiving notifications to initiate the feedback.

Exclude People or Departments

To make sure only the necessary people are chosen as participants of a program, it is possible to select individuals or groups of people to exclude from the program.

Tip: For feedback for others programs, if using the "Everyone" group, consider excluding specific people that may not be expected to have feedback collected for them, such as the CEO or other executives.

Feedback Report Creators

Currently, the feedback collector field is fixed to "Participant's manager", meaning that the manager of the selected participants will be the one responsible for initiating the feedback.

Notifications

See the “Notifications” section below for more on customizing notification content and schedule.

Creating a request feedback program

The request feedback program is designed to ensure that team members request feedback during a specified timeframe. Generally this program is used to have employees gather feedback for their personal development.

Go to Programs and select the "Request feedback" option from the "Create new program" list.

Program name

The Program name field allows you to identify the specific program from other programs, as well as communicate to participants what they are expected to do.

Tip: Make the program name specific to the action required, but don't use dates in the title if you're planning to make the program repeating.

Feedback Template

This section allows you to choose which template should be used. When an individual follows the link in a program notification, they will be taken to the creation page with the appropriate template pre-selected, making the creation process much easier.

It is also possible to choose if the selected template is required or suggested. If the template is required, then only feedback completed with the specified template will satisfy the program. If the template is suggested, the template will be pre-populated when an individual goes to the creation page through the notification link, but the program will still be satisfied if it is completed using a different template.

Any survey initiated between the start and end dates that matches the specified program requirements will satisfy the program. If a feedback survey is not initiated between the start and the end dates, it will not count as satisfying the program.

Dates

Feedback should be requested between these dates

Feedback programs have a start and end date, so feedback requests applying to the specific program can be tracked. Any survey initiated between the start and end dates that matches the specified program requirements will satisfy the program. If a feedback survey is not initiated between the start and the end dates, it will not count as satisfying the program

Program recurrence

This field allows you to select if the program is a one-time program, or a repeating program. When creating a repeating program, specific options for selecting when the due date will occur in each repeating instance of the program will appear based on the deadline date chosen. Think about this carefully, as the day of the week or the date of the month may change from month to month.

Note: It is possible to change the create by date for future instances of programs manually, to make sure that each repetition is set for the proper dates.

People

Feedback requesters

The participants of the request feedback program are the team members that are expected to request feedback from their peers. It is possible to select individuals, departments, locations (if enabled), or a variety of smart group options, such as "Managers", "Admins", or "Everyone".

Exclude people or departments

To make sure only the necessary people are chosen as participants of a program, it is possible to select individuals or groups of people to exclude from the program.

Tip: For feedback programs, if using the "Everyone" group, consider excluding specific people that may not be expected to gather feedback, such as the CEO or other executives.

Notifications

See the “Notifications” section below for more on customizing notification content and schedule.

Notification Content & Scheduling

Customization options for notification content and the notification schedule are available for all Program types and are the same for each one.

Notification content

The notifications sections allow you to customize the messaging and the notification schedule for when participants will be sent email notifications. A preview of the notifications is available, however the program must contain all required information for the preview to be activated.

Program descriptions

The program description allows you to customize a message that will be included in the notifications to participants.

Program instructions

An optional field called program instructions can be enabled that allows you to specify any special instructions around the process. The program instructions will also be included in the notifications sent to participants.

Notification schedule

The notification schedule allows you to specify when and how many notifications will be sent to participants. Notifications will only be sent to participants that have not taken the specified action that meet the criteria specified in the program details section.

Notifications can be added using the "Add notification" button, or deleted using the trash can icon. Notifications can be set before, on or after the deadline date. When all required fields have been filled in, it is also possible to preview the notifications that will be sent out by clicking the "Preview" button.

Reporting

From the Programs homepage, clicking on the name of a created program will take you to the program detail view, where you can see the progress of the program.

A header section displays key information about the program, such as days until the program deadline, number of people in the program, number of people that have completed the program, as well as notification information.

Actions

An actions menu allows you to edit, suspend/enable, or delete the program. Created at least 1 objective with the objective type, duration, and time specified.

Reporting table

Scheduled for finalized 1-on-1s within the time bounds specified with the appropriate template. The reporting table displays which participants are included in the program, and if they have or have not completed the program. Completion of the program is determined by the action expected to be taken by the participants. An individual team member will be marked as completing the program if they have done the following for each program type.

  • Create objectives: Created at least 1 objective with the objective type, duration and time specified.

  • Schedule 1-on-1s: Scheduled or finalized a 1-on-1 within the time-bounds specified with the appropriate template. Since this is a general program and there is no action that is specified, no one will be marked complete in the custom program type.

  • Request feedback for others: Created and sent a feedback for others survey within the time-bounds specified with the appropriate template.

  • Request feedback: Created and sent a feedback survey within the time-bounds specified with the appropriate template.

  • Send direct feedback: Sent feedback directly to a colleague using the Give feedback feature within the time-bounds specified.

  • Custom program: Since this is a general program and there is no action that is specified, no one will be marked as complete in the custom program type.

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