The first step in setting up this template is entering the Staff members. A staff member works in a team and in a Department. Each team and department has a leader or manager who has the final responsibility and needs to review staff members. Indicating those job roles allows us to build a hierarchy in the organization. The next step is to define the Goals that you want to be accomplished by the staff for the upcoming period. This period is divided into Cycles. It is up to you to determine how long a cycle takes. This can be a month, a quarter year, a season, an interval between holidays, and so on. Once the goals are defined, employees can be assigned to one or more goals through Commitments. You can assign a Training to a staff member so that he or she is able to fulfill the commitment. The final part is checking if goals are accomplished by Reviews. The template allows you to schedule reviews and generate Review forms with Review form questions that can be reused through multiple forms.

Staff

A staff member is someone who works in the organization. The table contains both personal information and information about Commitments and Reviews.

Fields

• Name. The staff member’s first and last name.
• Picture. The staff member’s profile picture.
• Phone. The staff member’s internal phone number.
• Email. The staff member’s email address.
• Job role. The staff member’s function in the organization.
• Job level. This single select field indicates the level of the staff member. This is used to determine the supervisor who the staff member has to Report to.
• Department. This linked field to the Departments table indicates the department the staff member works for.
• Report to. This linked field to the same table indicates who is the direct supervisor of the staff member.
• Commitments. This linked field to the Commitments table indicates the goals that are assigned to the staff member in the past, present, or future.
• Average review score. This formula field calculates the average scores of all the completed reviews for the staff member.
• Required training budget. This formula field calculates the total amount of budget that is required to enroll the staff member in Trainings.

Views

• All staff members. Displays all staff members sorted in chronological order of Job level.
• Gallery: all staff members. Displays all staff. members in a gallery sorted in chronological order of Job level.
• Staff members by job level. Display all staff members in a kanban view stacked by Job level.
• Staff members requiring training budget > $3000. Displays staff members that need a training budget that exceeds the $3000.

Departments

Staff members belong to a department. The information about the department is stored in a separate table instead of a single select field so that it can offer statistics about the Commitments for each department.

Fields

• Name. The department’s name.
• Staff. This linked field to the Staff table indicates the staff members working in this department.
• Manager. This linked field to the Staff table indicates who has the final responsibility for the department.
• Goals. This linked field to the Goals table indicates which goals are assigned to the department.
• Number of staff members. This count field shows the number of staff members in the department.
• Number of goals. This count field shows the number of goals assigned to this department.
• Ratio goals per staff member. This formula field calculates the ratio of goals assigned for each member of the department.

Views

• All departments. Displays all departments sorted in descending order of Number of staff members.
• Departments with low goal / staff ratio. Displays departments where the amount of staff members is greater than the amount of goals.
• Departments with high goal / staff ratio. Displays departments where there are no more than 3 goals for each staff members.
• Departments with too high goal / staff ratio. Displays department where the number of goals per staff members exceeds 3.

Goals

This table contains all the goals that are set by an organization. These goals are already linked to one or more departments, but not yet to a staff member. This allows to already determine goals for the long term.

Fields

• Name. The goal’s name.
• Description. The goal’s description.
• Department. This linked field to the Department table indicates which departments are responsible for the goal to be completed.
• Commitments. This linked field to the Commitments table indicates by who and when the goal will be taken care of.
• Status. This lookup field show the status that belong to the Commitments.

Views

• All goals. Displays all goals sorted in chronological order of Status.
• Goals with commitments. Displays the goals where there is already a Commitment assigned to.
• Goals without commitments. Displays the goals that have not yet a Commitment assigned to.

Cycles

This table determines the cycles the organization uses to complete goals and do performance reviews. The sample data uses a period of 3 months, although you can use any time frame.

Fields

• Name. The cycle’s name.
• Quarter. The cycle’s number within a year.
• Start date. The cycle’s start date.
• End date. The cycle’s end date.
• Commitments. This linked field to the Commitments table indicates which commitments are linked to a cycle.
• Number of commitments. This count field shows the number of commitments that are assigned to a cycle.

Views

• All cycles. Displays all cycles in chronological order of Start date.
• Cycles with commitments. Displays the cycles where there are already Commitments assigned to.
• Cycles without commitments. Displays the cycles that have not yet one or more Commitments assigned to.

Commitments

This table brings everything together. It links a Goal with a Staff member during a Cycle indicating which Training is required and what Reviews were already scheduled or performed.

Fields

• Name. This formula field provides a unique name for the commitment by concatenating the Cycle and Staff member.
• Staff member. This linked field to the Staff table indicates which staff member is assigned to the goal.
• Supervisor. This lookup field shows the supervisor for the assigned staff member.
• Goal. This linked field to the Goals table indicates which goal is assigned to the staff member.
• Cycle. This linked field to the Cycles table indicates in which time frame the goal must be completed.
• Required training. This linked field to the Trainings table indicates if a training is required to complete the goal and which training this is.
• Required training price. This rollup field calculates the total price of the required training.
• Review. This linked field to the Reviews table indicates which reviews are scheduled as follow up for the goal completion.
• Average review score. This formula field calculates the average score of the reviews that are already completed.
• Status. This single select field indicates the current status of the commitment.

Views

• All commitments. Displays all commitments in chronological order of their Name.
• All commitments by status. Displays all commitments in a kanban stacked by their Status.
• Running commitments that need review. Displays commitments that are already started but have no reviews scheduled.
• Commitments that need additional actions. Displays commitments where the status is set to additional actions.
• Commitments that require training. Displays commitments that require a training for the staff member to be completed successfully.

Trainings

This table offers an overview of all the possible trainings that a staff member can follow. Trainings are only assigned to a staff member if it can be linked to a commitment.

Fields

• Title. The training’s name.
• Description. The training’s description.
• Duration in weeks. The training’s duration expressed in number of weeks.
• Price in dollars. The training’s price expressed in dollars.
• Instructor. The training’s instructor’s name.
• Provider. The training’s provider institute.
• Commitments. This linked field to the Commitments table indicates for which commitments the training is used.

Views

• All trainings. Displays all training in chronological order of Duration in weeks.
• Short term trainings ( < 3 weeks). Displays the trainings with a Duration in weeks that is shorter than 3.
• Long term trainings ( ≥ 3 weeks). Displays the trainings with a Duration in weeks that is equal to or longer than 3.

Reviews

This is the main table for the reviews part of the template. It schedules the reviews for commitments using Review forms and Review form questions.

Fields

• Name. The review’s name. This is a concatenation of the Scheduled and Reviewee fields.
• Commitment. This linked field to the Commitments table indicates the commitment that is reviewed.
• Reviewee. This lookup field shows which staff member is responsible for the execution of the commitment.
• Reviewer. This lookup field shows which staff member is responsible for the organization of the review.
• Review form. This linked field to the Review forms table indicates which form will be used during the review.
• Completed form. This file field contains the form with the answers from the staff member that is upload in PDF format.
• Review type. This single select field indicates the type of review. The review can be final or intermediate and it can be a self-assessment or a review by a supervisor.
• Scheduled. The review’s scheduled date.
• Completed. This boolean indicates is the review is completed or not.
• Comment. This field contains a comment from the supervisor or reviewee in case of self assessment.
• Overall score. This rating field holds that overall score that is assigned to the review.

Views

• All reviews. Displays all review in chronological order of Scheduled
• All reviews: calendar view. Displays all reviews in a calendar view with the border color indicating the Review type.
• All completed reviews. Displays the reviews that has been completed.
• All completed reviews by type. Displays the reviews that has been completed in a kanban stacked by the Review type.
• Overdue reviews. Displays the reviews that have not been completed but have a Scheduled date in the past.
• Reviews with a failed score. Displays the reviews with a score that is lower than 3/5.

Review forms

This table allows the construction of forms with multiple questions that are used during Reviews.

Fields

• Name. The review form’s name.
• Questions. This linked field to the Review form questions table holds all the questions that are used in the form.
• Number of questions. This count field shows the number of questions used in the form.
• Type. This single select field indicates if the form is designed to be used by a supervisor or for self-assessment.
• Reviews. This linked field to the Reviews table indicates for which reviews the form is used.
• Number of reviews. This count field shows the number of reviews the form is used for.

Views

• All review forms. Displays all review form in chronological order of the Number of reviews they are used in.
• Review forms by type. Displays all review forms in a kanban stacked by their Type.
• Review forms only used once. Displays the review forms that were only used a single time.

Review form questions

This table holds the questions that can be used to set up Review forms. Storing the questions in a separate table allows to reuse these questions in multiple forms.

Fields

• Question. The question itself.
• Category. This single select field indicates the category the question belongs to.
• Purpose. This single select field indicates if the question is designed for self-assessment or assessment by a supervisor.
• Used in review forms. This linked field to the Review forms table indicates in which review forms the question is used.

Views

• All review form questions. Displays all question in chronological order of their Category and Purpose.
• Questions used in a form. Displays only the questions that are actually used in one or more forms.
• Questions by category. Displays the questions in a kanban stacked by their Category.
• Questions by purpose. Displays the questions in a kanban stacked by their Purpose.