Creating an Ad Hoc (One-Time) Review in Trakstar Perform: Manager's Guide

Ad Hoc Reviews are designed to provide a one-time review for an employee and do not replace primary reviews, such as Annual Performance reviews, already assigned to the employee. These reviews are often used for specific purposes, such as introductory/New Hire assessments or Performance Improvement Plans (PIPs).

Before placing an employee on a PIP, it is strongly recommended to consult with your System Administrator to ensure proper alignment with organizational policies.

Step 1: Prepare the Process and Position Templates

Before assigning an Ad Hoc Review, ensure the appropriate process and position templates are in place. Managers do not have access to the details of the Process setup. If you have questions about the review structure, such as workflows, permissions, or competencies, please contact your System Administrator for clarification and assistance.

Step 2: Assign the Ad Hoc Review

Access the Employee's Profile:

1. Log in to your Trakstar Perform account.
2. Navigate to the Employees List under Reports (or use search)
3. Select the employee who will receive the Ad Hoc review.

Initiate the Ad Hoc Review:

1. Scroll to the Review Sets section within the employee's profile.
2. Click the Create button and choose Create an Ad Hoc Review from the dropdown menu.

Management Hierarchy

If your management hierarchy includes Subordinates, you can toggle between Direct Reports and Subordinates to select the employee who needs the Ad Hoc review.

Configure Review Details

1. Manager: Confirm you are assigned as the manager - your name will be grayed out and you cannot edit this field. 
2. Process: Select the appropriate Process template prepared earlier.
3. Position: Choose the relevant Position template. The Position is the form that the employee and you will fill out. If you need to make changes to this form, contact your System Administrator.
4. Archive Date: Set the date when the review should be archived. This is the Due Date for the review. 
5. Review Period: Define the time frame the review will cover.
6. Review Name: Optionally, assign a specific name to the review (e.g., "90-Day Review" or "Performance Improvement Plan").
7. Save the Review:

After entering all the necessary information, click Save to create the review.

Managing the Ad Hoc Review

• Once the review is completed and all approvals are finalized, the status will update to Archived. 
• Approvals for the Ad Hoc Review are tied to the workflow setup in the Process by the administrator. If you need to make changes, please contact them.
• Archived ad-hoc reviews remain accessible for future reference by administrators, managers, and the employee.

By following these steps, you can effectively create and manage Ad Hoc reviews, ensuring that specific performance assessments are conducted as needed.