Monitoring & Reports
This document covers tracking campaign progress, monitoring participant activity, and generating reports.
Overview
Effective monitoring helps HR administrators ensure campaigns run smoothly, identify bottlenecks, and take action when participants fall behind. The Review Campaigns module provides multiple views and metrics for comprehensive oversight.
Campaign Dashboard
Dashboard Overview
┌─────────────────────────────────────────────────────────────────┐
│ CAMPAIGN: Annual Performance Review 2024 │
├─────────────────────────────────── ──────────────────────────────┤
│ │
│ ┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐ │
│ │ COMPLETION │ │ SIGNED REVIEWS │ │ DAYS REMAINING │ │
│ │ │ │ │ │ │ │
│ │ 65% │ │ 45 / 150 │ │ 12 │ │
│ │ │ │ │ │ │ │
│ │ ████████░░░░░ │ │ 30% signed │ │ Feb 28, 2024 │ │
│ └─────────────────┘ └─────────────────┘ └─────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ PHASE DISTRIBUTION ││
│ │ ││
│ │ Self-Evaluation ████████████████░░░░░░░░ 65% complete ││
│ │ Reviewer Eval ████████████░░░░░░░░░░░░ 50% complete ││
│ │ Interview ████████░░░░░░░░░░░░░░░░ 35% complete ││
│ │ Completed ██████░░░░░░░░░░░░░░░░░░ 25% complete ││
│ │ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
└─────── ──────────────────────────────────────────────────────────┘
Key Metrics
| Metric | Description | What to Monitor |
|---|---|---|
| Completion % | Overall campaign completion | Should increase steadily |
| Signed Reviews | Reviews with signatures | Tracks final completions |
| Days Remaining | Time until deadline | Urgency indicator |
| Phase Distribution | Reviews in each phase | Identifies bottlenecks |
Progress Tracking
Overall Progress View
┌───────────────────────────────────── ────────────────────────────┐
│ CAMPAIGN PROGRESS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ TIMELINE │
│ ────────────────────────────────────────────────────────────── │
│ Jan 15 Jan 29 Feb 12 Feb 26 │
│ ▼ Start ▼ Self Done ▼ Eval Done ▼ End │
│ ├─────────────┼─────────────┼─────────────┤ │
│ │ Self-Eval │ Reviewer │ Interview │ │
│ │ ██████░░░ │ ████░░░░░ │ ░░░░░░░░░ │ │
│ └─────────────┴─────────────┴─────────────┘ │
│ ▲ │
│ TODAY │
│ │
└─────────────────────────────────────────────────────────────────┘
Daily Progress Chart
COMPLETION TREND
100% │ ╭─────
│ ╭────╯
75% │ ╭────╯
│ ╭────╯
50% │ ╭────╯
│ ╭────╯
25% │ ╭────╯
│ ╭────╯
0% │─╯
└────────────────────────────────────────
Week 1 Week 2 Week 3 Week 4 Week 5
── Expected Progress
── Actual Progress
Participant Status Monitoring
Status Summary
┌─────────────────────────────────────────────────────────────────┐
│ PARTICIPANT STATUS SUMMARY │
├─────────────────────────────────────────────────────────────────┤
│ │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ │ │
│ │ ██████ 15 Not Started (employees) │ │
│ │ ██████████████████████ 45 In Progress │ │
│ │ ████████████████ 35 Standby │ │
│ │ ████████████████████████████████████████████ 55 Done │ │
│ │ │ │
│ └────────────────────────────────────────────────────────────┘ │
│ │
│ EVALUATOR STATUS │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ █ ███████████ 25 Not Started │ │
│ │ ████████████████████████████ 60 In Progress │ │
│ │ ██████████████████████ 40 Standby │ │
│ │ ██████████████ 25 Done │ │
│ └────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────┘
Detailed Participant List
Filter and sort to identify specific concerns:
┌─────────────────────────────────────────────────────────────────┐
│ PARTICIPANTS REQUIRING ATTENTION │
├─────────────────────────────────────────────────────────────────┤
│ [Filter: Not Started ▼] [Sort: Days Overdue ▼] │
├─────────────────────────────────────────────────────────────────┤
│ │
│ NAME │ STATUS │ DAYS LATE │ PHASE │ ACTION │
│ ────────────────┼─────────────┼───────────┼──────────┼───────── │
│ John Doe │ Not Started │ 5 days │ Self │ [Remind] │
│ Jane Smith │ Not Started │ 3 days │ Self │ [Remind] │
│ Mike Johnson │ In Progress │ 2 days │ Eval │ [View] │
│ │
│ 15 participants behind schedule │
│ │
│ [Send Bulk Reminder] [Export List] │
└─────────────────────────────────────────────────────────────────┘
Evaluator Workload
Workload Distribution
┌─────────────────────────────────────────────────────────────────┐
│ EVALUATOR WORKLOAD │
├─────────────────────────────────────────────────────────────────┤
│ │
│ EVALUATOR │ ASSIGNED │ COMPLETED │ IN PROGRESS │ STATUS │
│ ──────────────────┼──────────┼───────────┼─────────────┼─────── │
│ Bob Smith │ 12 │ 8 │ 4 │ ⚠️ High │
│ Carol Davis │ 8 │ 5 │ 3 │ ● Normal│
│ Eva Ford │ 5 │ 5 │ 0 │ ✓ Done │
│ Frank Green │ 10 │ 2 │ 5 │ ⚠️ Behind│
│ │
│ WORKLOAD DISTRIBUTION │
│ ┌────────────────────────────────────────────────────────────┐ │
│ │ Bob Smith ████████████████ │ │
│ │ Carol Davis ████████████ │ │
│ │ Eva Ford ████████ │ │
│ │ Frank Green ████████████████████ │ │
│ └────────────────────────────────────────────────────────────┘ │
│ │
│ Average: 8.75 reviews per evaluator │
│ │
└─────────────────────────────────────────────────────────────────┘
Identifying Overloaded Evaluators
WARNING INDICATORS:
⚠️ High Workload:
├── More than average + 50%
├── Consider reassigning some reviews
└── May need deadline extension
⚠️ Behind Schedule:
├── Less than 50% complete past midpoint
├── Send reminder
└── Check for blockers
✓ On Track:
├── Completion rate matches timeline
└── No action needed
Phase Analysis
Phase Completion Rates
┌─────────────────────────────────────────────────────────────────┐
│ PHASE ANALYSIS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ SELF-EVALUATION PHASE │
│ ├── Duration: 14 days │
│ ├── Deadline: January 29, 2024 │
│ ├── Status: ● Active │
│ ├── Completion: 85/150 (57%) │
│ └── Average time to complete: 6.2 days │
│ │
│ REVIEWER EVALUATION PHASE │
│ ├── Duration: 14 days │
│ ├── Deadline: February 12, 2024 │
│ ├── Status: ● Active │
│ ├── Completion: 45/150 (30%) │
│ └── Average time to complete: 8.5 days │
│ │
│ INTERVIEW PHASE │
│ ├── Duration: 7 days │
│ ├── Deadline: February 19, 2024 │
│ ├── Status: ○ Not Started │
│ ├── Completion: 0/150 (0%) │
│ └── Average time to complete: N/A │
│ │
└─────────────────────────────────────────────────────────────────┘
Bottleneck Identification
POTENTIAL BOTTLENECKS:
1. Self-Evaluation → Reviewer Handoff
├── 40 reviews waiting for evaluator to start
├── Average wait time: 3.2 days
└── Action: Remind evaluators of pending reviews
2. Evaluator Completion
├── Frank Green: 8 reviews in progress > 7 days
├── Possible issue: Workload or availability
└── Action: Follow up directly
3. Interview Scheduling
├── 15 reviews ready for interview, not scheduled
├── Both parties at standby
└── Action: Send scheduling reminder
Reports
Available Report Types
| Report | Description | Use Case |
|---|---|---|
| Progress Summary | High-level completion statistics | Executive briefing |
| Detailed Status | Per-participant breakdown | Operational tracking |
| Evaluator Performance | Workload and completion by evaluator | Resource planning |
| Phase Analysis | Phase-by-phase completion data | Process improvement |
| Overdue Report | Participants behind schedule | Action planning |
| Completion Report | Final results after campaign ends | Post-campaign review |
Generating Reports
┌─────────────────────────────────────────────────────────────────┐
│ GENERATE REPORT [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ Report Type │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Progress Summary Report ▼ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ Date Range │
│ ┌──────────────────────┐ ┌──────────────────────┐ │
│ │ Campaign Start │ │ Today │ │
│ └──────────────────────┘ └──────────────────────┘ │
│ │
│ Include │
│ ☑ Summary statistics │
│ ☑ Phase breakdown │
│ ☑ Participant list │
│ ☐ Individual responses (large file) │
│ │
│ Format │
│ ○ PDF (formatted document) │
│ ● Excel (data for analysis) │
│ ○ CSV (raw data export) │
│ │
│ [Cancel] [Generate Report] │
└─────────────────────────────────────────────────────────────────┘
Progress Summary Report
┌─────────────────────────────────────────────────────────────────┐
│ PROGRESS SUMMARY REPORT │
│ Annual Performance Review 2024 │
│ Generated: February 15, 2024 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ EXECUTIVE SUMMARY │
│ ────────────────────────────────────────────────────────────── │
│ Campaign Status: In Progress │
│ Timeline: January 15 - February 28, 2024 │
│ Days Elapsed: 31 of 44 (70%) │
│ Overall Completion: 65% │
│ │
│ KEY METRICS │
│ ────────────────────────────────────────────────────────────── │
│ Total Participants: 150 │
│ Reviews Completed: 98 (65%) │
│ Reviews In Progress: 37 (25%) │
│ Reviews Not Started: 15 (10%) │
│ Signed Reviews: 45 (30%) │
│ │
│ PHASE BREAKDOWN │
│ ────────────────────────────────────────────────────────────── │
│ Phase │ Complete │ In Progress │ Not Started │ │
│ ───────────────────┼──────────┼─────────────┼─────────────│ │
│ Self-Evaluation │ 128 │ 12 │ 10 │ │
│ Reviewer Evaluation│ 85 │ 40 │ 25 │ │
│ Interview │ 45 │ 15 │ 90 │ │
│ Final Completion │ 98 │ - │ 52 │ │
│ │
│ ATTENTION REQUIRED │
│ ────────────────────────────────────────────────────────────── │
│ • 15 employees have not started self-evaluation │
│ • 8 evaluators are behind schedule │
│ • Interview scheduling needed for 15 reviews │
│ │
└─────────────────────────────────────────────────────────────────┘
Overdue Report
┌─────────────────────────────────────────────────────────────────┐
│ OVERDUE REPORT │
│ Annual Performance Review 2024 │
│ As of: February 15, 2024 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ SELF-EVALUATION OVERDUE (Phase ended: Jan 29) │
│ ──────────────────────────────────────────────────── ────────── │
│ NAME │ DAYS LATE │ STATUS │ LAST ACTIVITY │ │
│ ──────────────────┼───────────┼─────────────┼───────────────│ │
│ John Doe │ 17 │ Not Started │ Never │ │
│ Jane Smith │ 17 │ Not Started │ Never │ │
│ Mike Brown │ 17 │ In Progress │ Jan 20 │ │
│ │
│ EVALUATIONS OVERDUE (Target: Feb 12) │
│ ────────────────────────────────────────────────────────────── │
│ EVALUATOR │ EMPLOYEE │ DAYS LATE │ STATUS │ │
│ ──────────────────┼───────────────┼───────────┼────── ───────│ │
│ Frank Green │ Alice Chen │ 3 │ In Progress │ │
│ Frank Green │ Bob Wilson │ 3 │ Not Started │ │
│ Carol Davis │ Diana Evans │ 1 │ In Progress │ │
│ │
│ RECOMMENDED ACTIONS │
│ ────────────────────────────────────────────────────────────── │
│ 1. Escalate John Doe and Jane Smith to their managers │
│ 2. Follow up with Frank Green (multiple overdue) │
│ 3. Send reminder to Carol Davis │
│ │
└─────────────────────────────────────────────── ──────────────────┘
Alerts and Notifications
Automatic Alerts
The system generates alerts for:
| Alert Type | Trigger | Recipients |
|---|---|---|
| Behind Schedule | Completion < expected for timeline | Campaign admin |
| Overdue Reviews | Past phase deadline | Admin + participant |
| Stalled Reviews | No activity for 7+ days | Admin |
| High Workload | Evaluator has > 15 reviews | Admin |
| Campaign Risk | Completion trend suggests miss | Admin |
Alert Dashboard
┌────────────────────────────── ───────────────────────────────────┐
│ ALERTS [⚙] │
├─────────────────────────────────────────────────────────────────┤
│ │
│ 🔴 CRITICAL (2) │
│ ├── John Doe: Self-evaluation 17 days overdue │
│ └── Jane Smith: Self-evaluation 17 days overdue │
│ │
│ 🟡 WARNING (5) │
│ ├── Frank Green: 3 evaluations overdue │
│ ├── Campaign completion 10% behind expected │
│ ├── 8 reviews stalled > 7 days │
│ ├── Interview scheduling needed for 15 reviews │
│ └── Evaluator Bob Smith has 12 pending reviews │
│ │
│ 🟢 INFO (3) │
│ ├── 25 reviews completed today │
│ ├── Phase 2 deadline in 5 days │
│ └── New participant added: Chris Taylor │
│ │
│ [Mark All Read] [Configure Alerts] │
└─────────────────────────────────────────────────────────────────┘
Post-Campaign Analytics
Completion Report
After a campaign ends:
┌─────────────────────────────────────────────────────────────────┐
│ CAMPAIGN COMPLETION REPORT │
│ Annual Performance Review 2024 │
│ Final Report - March 1, 2024 │
├─────────────────────────────────────────────────────────────────┤
│ │
│ FINAL STATISTICS │
│ ────────────────────────────────────────────────────────────── │
│ Total Participants: 150 │
│ Completed Reviews: 142 (95%) │
│ Signed Reviews: 138 (92%) │
│ Incomplete Reviews: 8 (5%) │
│ Cancelled Reviews: 0 (0%) │
│ │
│ TIMELINE PERFORMANCE │
│ ────────────────────────────────────────────────────────────── │
│ Campaign Duration: 44 days (planned) │
│ Actual Duration: 47 days (+3 days extension) │
│ On-Time Completion: 85% │
│ Required Extension: Yes (3 days) │
│ │
│ PHASE PERFORMANCE │
│ ────────────────────────────────────────────────────────────── │
│ Phase │ On-Time │ Late │ Avg Days │ Target │ │
│ ───────────────────┼─────────┼───────┼──────────┼────────│ │
│ Self-Evaluation │ 130 │ 20 │ 8.2 │ 14 │ │
│ Reviewer Evaluation│ 115 │ 35 │ 10.5 │ 14 │ │
│ Interview │ 140 │ 10 │ 4.5 │ 7 │ │
│ │
│ LESSONS LEARNED │
│ ────────────────────────────────────────────────────────────── │
│ • Reviewer phase consistently takes longer than planned │
│ • 8 evaluators had > 10 reviews (recommend max 8) │
│ • Early reminders (day 7) improved completion rates │
│ • Consider 16-day reviewer phase for next campaign │
│ │
└─────────────────────────────────────────────────────────────────┘
Trends Across Campaigns
CAMPAIGN COMPARISON
│ 2022 Annual │ 2023 Annual │ 2024 Annual │
────────────────────┼─────────────┼─────────────┼─────────────│
Participants │ 120 │ 135 │ 150 │
Completion Rate │ 88% │ 92% │ 95% │
On-Time Completion │ 75% │ 82% │ 85% │
Avg Self-Eval Days │ 10.5 │ 9.2 │ 8.2 │
Avg Reviewer Days │ 12.0 │ 11.2 │ 10.5 │
Extension Needed │ Yes │ Yes │ Yes │
TREND: Improving completion rates year over year
Best Practices
Proactive Monitoring
RECOMMENDED SCHEDULE:
Daily (during active campaign):
├── Check alert dashboard
├── Review stalled reviews
└── Send reminders to overdue participants
Weekly:
├── Generate progress report
├── Analyze phase completion trends
├── Review evaluator workload
└── Escalate persistent issues
End of Each Phase:
├── Generate phase completion report
├── Identify stragglers
├── Plan interventions for next phase
└── Communicate to stakeholders
Intervention Strategies
BY DAYS OVERDUE:
1-3 days overdue:
├── Automated reminder (already sent)
├── No manual action needed
└── Monitor for progress
4-7 days overdue:
├── Personal follow-up email
├── Check for blockers
└── Offer support
8+ days overdue:
├── Escalate to manager
├── Direct conversation
├── Consider deadline extension
└── Document reason
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