Introducing Aggregate Review Cycle Feature

Overview

In the ever-evolving world of performance management, Keka is excited to introduce a powerful new feature: the Aggregate Review Cycle. This innovative addition is designed to streamline the process of consolidating multiple review cycles throughout the year, making it easier for organisations to calculate and assess annual performance in one seamless process.

Why You Need Aggregate Reviews

Many organisations conduct quarterly or half-yearly performance reviews. While these regular evaluations are crucial for tracking progress, aggregating the data to derive a final, comprehensive annual rating can be challenging. Keka’s Aggregate Review Cycle feature aims to solve this by enabling performance admins to effortlessly aggregate ratings from multiple review cycles into a single, unified annual review

Steps to set up the Aggregate Review Cycle in Keka

Accessing the Review Cycles Page

1. Go to the Performance section in the left-hand menu.

2. Select the Reviews tab.

3. Click on the Review Cycle tab and select Create Review Cycle.

4. From the dropdown, select Aggregate Review Cycle to begin the setup process.

   

Naming and Describing Your Review Cycle

1. Name the cycle (e.g., "Annual Performance Review 2025").

2. Add a brief description for the cycle to clarify its purpose.

3. Use the Next button to move on, or click Save as draft if you need to finish later.

   

Selecting Review Cycles to Aggregate

1. In this step, select the past review cycles you wish to aggregate.

2. Decide whether you want to add questions for the Reporting Manager to provide additional feedback.

3. Click on Add Questions to either create new ones or choose from pre-existing templates.

   

4. Select "Use this question" to incorporate the pre-existing questions into your review cycle.

   

5. And then click "Save" to finalise the addition.

   

Customising Questions for Reporting Managers

1. If you’ve enabled Questions for Reporting Managers, you can customise them based on the feedback you want to gather, such as questions about accomplishments, challenges, or goals for the next period.

2. You can click on Edit option to edit the question.

   

3. After editing the questions, click Save to apply the changes.

   

4. Click Save after selecting all questions in the add question window.

   

To know more about adding questions refer to our article Adding questions.

Enabling Review Summary

In the Publish section, you have the option to allow Managers to write a review summary. This personalised feedback helps capture the key takeaways from the employee’s performance throughout the review cycles.

1. Decide who can write and publish the review summary. Performance Admins usually have publishing rights to control the distribution of final review data.

2. You can also check the "Enable rounding of final rating" box to round the employee's rating.

   

Mapping Employees to the Review Cycle

1. In the Map Employees step, filter and select the employees who will be included in this review cycle.

   

2. You can filter by department, job title, location, business unit, pay grade, or legal entity to choose the right group of employees.

3. Once you’ve made your selections, click Save to finalise the employee mapping.

   

Finalising Confirmation and Setup

1. After mapping employees, you’ll be prompted with a confirmation screen.

2. Click Confirm to proceed with the setup.

   

Launching the Aggregate Review Cycle

1. Once everything is configured, click on Complete Setup to create your aggregate review cycle.

   

2. Finally, click the Launch button to initiate the cycle. The aggregate icon will appear, signifying that this review will compile and calculate the average of past reviews to generate a comprehensive annual evaluation for the selected employees.

   

3. After launching, select all employees or choose specific ones from the list, then click Launch.

   

Calibration: Refining Your Reviews

Just like the standard review process, the aggregate review cycle includes a calibration phase post-launch. Calibration allows you to adjust the aggregated ratings to ensure they accurately reflect the employee's performance across all review periods. This phase helps maintain fairness and consistency in the final evaluation.

For more information on calibrating reviews, check out our detailed article on Calibration.

Submitting the Review

Once the aggregate review cycle is launched, the Reporting Manager is responsible for submitting the review form, which includes their feedback along with any necessary calibration adjustments.

For details on submitting the review form, refer to our article on Submitting review form.

If you have any questions or need assistance, Keka’s product experts are available to guide you through the new feature and help you get the most out of it.