Recurring Schedule of Performance Forms for New hires

[KKrisztina]

Hello Community, We are trying to set up a recurring auto-schedule of Performance Forms for new hires during the year. We were trying to use the Launch Forms option and there set-up a schedule however for us it doesn't give the expected result in terms of the Form End and Due Date.

For us the Form End and Due are Fixed (every year the 28th February) and not relative to the Hire date of the employee.

Did any of you face similar challenge? Or do you have any advise how to reach the same End Date/Due date for the launched forms?

Thank you in advance.

[mercedesmorales]

Hi Krisztina,

We have tried to do the same for a customer and we faced the same challenge; we tried several options until we decided to go with this option, it is not completely automated, but it helps

1. Go to "Form Template Settings" and setup the fixed dates (I am assuming this is where you have your start date, and end/due date for February 28th) and check for "Prevent forms from being created with overlapping date ranges (this applies to all templates with this configuration enabled)". These three dates and this option enabled are very important for the next steps!!!

2. Go to "Manage Scheduled Reviews" and Schedule a New Launch and select this combination of settings:

- Step 1: select your template

- Step 2: One-time, later and select for example, the first day of the next month (June 1st)

- Step 3: you will see in the "Review Period" that you can select "Dates configured for form" and that the system will respect your end date and due date.

- Step 4: Scroll down and go to the bottom of the "launch forms" window and select "Only create for users who don’t have an existing form with an End Date" and type in the start date (maybe 01/01/0000) and the end date you configured in the step one (February 28th, next year).

- Step 5: Scroll up and select "Gruop of Employees" and choose "Find employees by filters". Select criteria and select every department or every division, etc.

Step 6: Click "Launch" and confirm the scheduled job. Make sure to talk to your implementation partner to check that the "mass create forms" job is configured in Provisioning (you do not have access as a customer).

Then, repeat the process of scheduling new launches for July 1st, August 1st, Sep 1st and every month until the process is being closed. For example, for our customer, we only launch forms until October 1st. for employees that were hired in September and are being rated whith 4Q data.

Make sure to check this link to a step by step whith images. Hope this helps!

Mercedes Morales, SAP SuccessFactors Performance & Goals Consultant