For HR Administrators
Complete workflow guide for HR administrators managing People Review campaigns.
Your Role
As an HR Administrator, you are responsible for:
- Creating and configuring campaigns
- Managing timelines and communications
- Monitoring progress and completion
- Facilitating calibration sessions
- Ensuring data quality and compliance
┌─────────────────────────────────────────────────────────────────┐
│ HR ADMIN RESPONSIBILITIES │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Before Campaign │
│ ├ ── Define scope and timeline │
│ ├── Configure evaluation criteria │
│ ├── Set up calibration matrices │
│ └── Identify reviewees and reviewers │
│ │
│ During Campaign │
│ ├── Monitor completion progress │
│ ├── Send reminders to managers │
│ ├── Handle exceptions and issues │
│ └── Prepare for calibration │
│ │
│ After Campaign │
│ ├── Facilitate calibration sessions │
│ ├── Finalize and lock results │
│ ├── Generate reports │
│ └── Archive campaign │
│ │
└─────────────────────────────────────────────────────────────────┘
Campaign Creation Workflow
Step 1: Planning
Before creating a campaign, determine:
| Decision | Considerations |
|---|---|
| Scope | Which populations? (All employees, leaders only, specific departments) |
| Timeline | Review period, calibration date, completion target |
| Criteria | Which assessment dimensions are relevant? |
| Matrix | What talent grid fits your organization? |
Step 2: Creation Checklist
┌─────────────────────────────────────────────────────────────────┐
│ CAMPAIGN CREATION CHECKLIST │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Basic Information │
│ ☐ Campaign name is clear and descriptive │
│ ☐ Start date allows prep time for managers │
│ ☐ End date provides adequate review time │
│ ☐ Calibration date scheduled with key stakeholders │
│ ☐ Campaign owners identified │
│ │
│ Evaluation Criteria │
│ ☐ Performance enabled (usually required) │
│ ☐ Potential enabled (for succession planning) │
│ ☐ Risk/Impact of loss (if retention is a focus) │
│ ☐ Custom fields added for specific needs │
│ │
│ Matrix Configuration │
│ ☐ At least one matrix configured │
│ ☐ Axes match enabled criteria │
│ ☐ Cell labels are meaningful │
│ ☐ Color scheme follows organizational standards │
│ │
│ Review Assignment │
│ ☐ All target employees included │
│ ☐ Hierarchy level appropriate │
│ ☐ All reviewees have reviewers assigned │
│ ☐ Exceptions handled manually │
│ │
│ Collective Review │
│ ☐ Calibration team identified │
│ ☐ HR representation included │
│ ☐ Business leaders included │
│ ☐ Calendars blocked for calibration date │
│ │
└─────────────────────────────────────────────────────────────────┘
Step 3: Launch
Before launching:
- Review campaign summary
- Verify all settings are correct
- Confirm communication plan is ready
- Launch campaign
Monitoring Progress
Dashboard Overview
┌─────────────────────────────────────────────────────────────────┐
│ Q1 2026 Talent Review Status: ACTIVE │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Overall Progress │
│ ┌────────────────────────────────────────────────────────┐ │
│ │ ████████████████████░░░░░░░░░░ 67% Complete │ │
│ └────────────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │
│ │ Reviews │ │ Days │ │ Managers │ │
│ │ Completed │ │ Remaining │ │ Pending │ │
│ │ 30/45 │ │ 15 │ │ 8 │ │
│ └─────────────┘ └─────────────┘ └─────────────┘ │
│ │
│ Status Breakdown: │
│ ├── Not Started: 5 reviews (11%) │
│ ├── In Progress: 10 reviews (22%) │
│ └── Completed: 30 reviews (67%) │
│ │
└─────────────────────────────────────────────────────────────────┘
Progress Tracking Actions
| Metric | Action Trigger | Response |
|---|---|---|
| < 50% at midpoint | Low completion | Send reminder communications |
| Managers with 0% | No activity | Direct outreach |
| 5 days remaining | Deadline approaching | Escalation to leadership |
| 100% complete | All reviews in | Proceed to calibration |
Managing Exceptions
Common Issues and Solutions
Issue: Manager has no direct reports in system
Solution:
1. Verify organizational hierarchy data
2. Manually assign reviewer
3. Document for data correction
Issue: Employee has no manager
Solution:
1. Check if employee is new or transfer
2. Manually assign appropriate reviewer
3. Update HR system if needed
Issue: Manager on leave
Solution:
1. Identify acting manager
2. Reassign reviews or extend deadline
3. Document exception
Issue: Late addition of employees
Solution:
1. Add during active campaign
2. Notify reviewer
3. Consider deadline extension if needed
Calibration Preparation
Pre-Calibration Checklist
┌─────────────────────────────────────────────────────────────────┐
│ CALIBRATION PREPARATION │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Data Readiness │
│ ☐ All reviews completed (100%) │
│ ☐ Matrix populated with placements │
│ ☐ No pending reviewer assignments │
│ │
│ Session Logistics │
│ ☐ Meeting scheduled with all collective reviewers │
│ ☐ Room/video conference booked │
│ ☐ Screen sharing arranged for matrix display │
│ ☐ Time allocated (typically 2-4 hours) │
│ │
│ Materials Prepared │
│ ☐ Distribution summary by cell │
│ ☐ List of borderline cases │
│ ☐ Manager comments summary │
│ ☐ Historical comparison (if available) │
│ │
│ Facilitation Plan │
│ ☐ Session agenda defined │
│ ☐ Ground rules established │
│ ☐ Decision process clear │
│ ☐ Note-taker assigned │
│ │
└─────────────────────────────────────────────────────────────────┘
Calibration Agenda Template
CALIBRATION SESSION AGENDA
─────────────────────────────────────────────
1. Opening (10 min)
• Welcome and ground rules
• Process overview
• Objectives for session
2. Matrix Overview (15 min)
• Review aggregate distribution
• Compare to expected/historical
• Identify focus areas
3. Cell-by-Cell Review (60-120 min)
• Start with extremes (top-right, bottom-left)
• Review borderline cases
• Discuss and decide movements
4. Final Review (15 min)
• Review final distribution
• Confirm all decisions
• Document action items
5. Closing (10 min)
• Next steps
• Communication plan
• Thank participants
Post-Calibration
Finalizing Results
┌─────────────────────────────────────────────────────────────────┐
│ FINALIZATION CHECKLIST │
├─────────────────────────────────────────────────────────────────┤
│ │
│ ☐ All calibration decisions documented │
│ ☐ Movement rationale recorded │
│ ☐ Final placements reviewed │
│ ☐ Campaign marked as completed │
│ ☐ Results locked │
│ │
└─────────────────────────────────────────────────────────────────┘
Reporting
Generate standard reports:
| Report | Purpose | Audience |
|---|---|---|
| Distribution Summary | Overall talent distribution | Leadership |
| Movement Report | Changes from calibration | HR, Leadership |
| Manager Report | Individual team results | Managers |
| Action Plan Export | Development recommendations | HR, Managers |
Communication
Results Communication Plan:
1. Leadership briefing (immediate)
2. HR team debrief (same day)
3. Manager notification (within 1 week)
4. Employee feedback guidance (as per policy)
Tips for Success
Do's ✓
- Plan thoroughly: Invest time in campaign design
- Communicate early: Set expectations with managers
- Monitor actively: Track progress throughout
- Document everything: Keep records of decisions
- Learn and improve: Debrief after each campaign
Don'ts ✗
- Don't rush setup: Poor configuration causes problems
- Don't ignore stragglers: Follow up on non-completers
- Don't skip calibration: It's where value is created
- Don't forget follow-up: Results need action
Quick Reference
Campaign Status Actions
| Status | Your Actions |
|---|---|
| Draft | Complete configuration, launch when ready |
| Active | Monitor progress, manage exceptions, prepare for calibration |
| Completed | Generate reports, communicate results, plan follow-up |
| Archived | Reference for historical comparison |
Key Dates to Track
- Campaign start date
- 50% progress checkpoint
- Review deadline (end date)
- Calibration session date
- Results communication date
Navigation
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