*Note: As of the Winter 2022 release, Calibration is now in General Availability. This article is outdated and will be updated soon. For a peek at the new Calibration features, see these videos:
- Calibration 101: Create & Share Sessions
- Calibration 101: Pre Calibration Manager Sessions
- Calibration 101: Live Session & Rich Employee Profile View
For a quick reference guide on our Calibration tool, click here.
Setup / Creating / Interacting with a Session
Once the new Calibration tool is enabled in your environment, you will then need to grant permissions to the relevant stakeholders. Currently, Calibration visibility can be configured as part of a Reflektive Admin's permission group using our self-service Admin Permission tool.
1. After permissions are granted, go to Admin > Management > Calibration. If you're conducting multiple calibration sessions, you'll see them listed with options to Open (recommence a calibration session) or Publish (push changes to the review reports shared with employees and reports in People Intelligence). Clicking on the overflow menu (...) will also give you the option to Export and Delete previously created calibration cycles.
If you select Export, a notification appears saying that an email is sent. You'll receive a .csv of the review cycle along with any calibration changes you've made. There may be a lot of information to sort through, so make sure your resident excel wizard is on hand if you want to do any data manipulation with it. Otherwise, simply use it for record keeping.
If you try to delete the calibration session, a confirmation pop-up appears. Click on Delete Session to confirm removal of the session from the application.
To start a new calibration session, click Create Session and select the appropriate review/check-in cycle.
*Note - if the review cycle already exists in the list of ongoing or complete calibration session, then you will not see it populate in the dropdown box selector.
After you click on Create Session, the page will refresh and you'll see the session appear, along with the status reading Launching. Setup times may vary, depending on the scope of the review cycle and its number of participants.
Fields, Filtering, and Sorting Your Information
Once the calibration session has been created, you'll be directed to the default screen with a table of all of this cycle's review data. Look below the Save & Exit Session to see a few buttons:
Near the top-right of the calibration table, you'll see options to help you narrow down the employees and conditions you wish to calibrate: Fields, Filter, and Sort. Within the overflow icon (...), you'll be able to Export the cycle's data or Create and Share View.
With Fields, you can add/remove any of these column headers from the table view.
With Filter, you can stack multiple fields/columns filters (+add filter), just like in Excel/Google Sheets. If a column has 500 or less unique values, then we will show the list of individual values. If it doesn't, then you have to pick a snippet of text to filter for.
You first choose the column header/field by which you wish to filter.
The middle option is operations logic, like "Equals" or "Greater Than", etc). The last box, Choose, allows you to search for filtering values.
Finally with Sort, you can choose a field you want to sort, and then in the second box there is Ascending or Descending (either alphabetically, or numerically). You can only sort ONE field at a time; you cannot perform a sort of multiple items.
Create and Share View allows you to easily include other HR stakeholders that will be involved in the calibration exercise. Once the filtering and sorting are complete, select Create and Share View from the overflow icon (...), provide a title for the session name, and enter in user names to share the session with them. HR stakeholders must have the Create and Share permission in order to view the table of review data, and make edits to collected review responses.
Performing a Calibration
When performing a calibration, you'll want to keep the following top of mind:
- You can leave notes by hovering over Add a note under the Notes column. An edit icon appears. You'll be able to add context to why you arrived at this calibration decision.
- In the example below, we're seeing a submitted response adjusted from Always Exceeds to Exceeds.
- Multiple Choice, Ratings, and 9-box questions will display in the yellow column and are editable. Free response questions not supported with the Calibration tool.
To adjust a collected response, simply click into the yellow calibration field and select the new rating. A successful change updates the color to green.
- You can expand the text for notes by hovering/clicking into the text box. The green check icon displaying on the far left side of the table can be used to either show completion progress, or indicate that further action is needed. For consistency purposes, we recommend aligning with your team on how this checkmark will be used for designation purposes before you commence your calibration exercises.
- The pin icon embedded in the column headings can be used to fix columns in place and minimize scrolling.
- Any time you make any updates or changes, your calibration session auto-saves to prevent data loss.
With any data set that you manipulate, you can always click on the Visualizations button to see a graphical/non-tabulated version of the information. The Distribution side panel will breakdown original responses collective and calibrated responses.
When you're done performing your calibrations, click on the blue Save & Exit Session button. You'll be taken back to the main menu.
If a calibration cycle has multiple sessions, each session must be marked as Done before your changes can be published.
Once everything is complete, you can then Publish the changes.
A confirmation pop-up will appear. Once a session is published, you can still view all the information, but you CANNOT MAKE ADDITIONAL EDITS. Depending on the scale of the calibration session, changes could take a few moments to publish.
Caveats and Future State
- Field filters are saved on account level. If someone else (who has permissions to calibrate) sign in to make changes, they can make and save their own field filters to have their own unique view.
- Exporting information gives you a raw data file that includes all column headers/fields. You cannot strip any of them out prior to export - you must do that manually afterwards in Excel/Google Sheets.
- Visualizations can show pre and post calibration (original responses and calibrated responses) column headers. It will show distribution ratings of those columns. Any filters applied will carry over to the visualization view.
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