If you want to use 9 Box Grid (simple) please refer to this article
Note: The custom grid uses Form Builder in the same way as simple grid does so this article will not cover how to build the form other than specifying the different fields types in use.
The 9 box grid (custom) offers a number of advantages over the simple option:
- You can use any grid size you like - for example, a 4 x 3 or 10 x 10 and so on
- You can choose where the colour shading is determined as this uses a gradient rather than solid colours
- You can determine which records get included in the plotted data
- You can average values rather than just looking at the most recent
To setup the custom grid, you need to go to
Administration > Company > Settings > Company settings
You will then need to enter values for both "Performance grid custom options - x axis" and "Performance grid custom options - y axis" - if these are not populated then the system will use the simple grid but by entering values in these boxes the system will use the custom grid.
Below is the default option which will use the simple 9 box grid
In minimum and maximum values you need to enter the starting and ending point for each axis - for example, to create a 5 x 5 grid you would enter 1 in minimum value and 5 in maximum value for each axis.
Then you need to determine the gradient - to do this you should enter a value into Red, Amber and Green. Normally you should enter the minimum value into Red (1) and the maximum value into Green (5) with then a value between both into Amber (3).
This will then give you a grid which looks like the below:
However, if you changed the Amber to 2 rather than 3 then the display changes:
Once the grid itself is setup, you then need to enter the data - in the case of the custom grid, you need to create a Performance form which includes the field types 9 box grid – Potential (custom) and 9 box grid – Performance (custom).
When you do this you should ensure that the values you enter in the form builder do not exceed the maximum in your grid - for example in a 5 x 5 you should enter your values as 1,2,3,4,5. If you entered, 1,2,3,4,5,6,7,8,9,10 then anyone entering 6 or above would break the layout of the grid.
How do we determine where an employee is plotted?
In custom grid, you have two options to consider - do you want to look at a number of records or all records in a time frame.
This is set using the option "Performance review split screen and custom grid - period" when setting up the grid.
For example, if you choose 1 Records and someone submitted the form twice then only the most recent will be considered - likewise, if you choose 12 Months and someone has not submitted a form in those 12 months then they will not be shown.
Once that setting is in place, the process we use is:
- First off, we start by building a list of all the employees the current person can see
- Then we look at the option marked “Performance review split screen and custom grid - period” in Company settings
- This determines which form submissions we will look at for each employee – there are two options:
- Records - along with the value this will tell us we want to look at the most recent x form submissions (i.e. sorted by submission date – this is a system field so it does not use any field on the form itself - descending), regardless of date
- Months - along with the value this will tell us we want to look at all form submissions in the period of x months, regardless of whether that is 0 or 5000 (in theory!)
- When we then have these records back we exclude any which have a blank value – not 0 is not blank as someone could be using 0 to 4 for their scoring, for example but blank gets ignored
- Once we now have all these values, we then average them per employee to decide on the x and y values to use on the grid
- For example, assuming this is set to look at previous 3 records (for the purposes of this they are in date order already)
- Form 1 – Performance = 2 and Potential = 4
- Form 2 – Performance = 1 and Potential = 3
- Form 3 – Performance = 5 and Potential = 2
- Form 4 – Performance = 5 and Potential = 5
- From this we would ignore form 4 as it outside our range of 3 – we would then average the performance values to get (2+1+5)/3 giving 2.67 and then same for potential which is (4+3+2)/3 giving 3. In all cases we then round the value up to the nearest whole so in this case the employee would plot in the middle in box 3 on the x axis and box 3 on the y axis.
- If, however, the option was last 12 months and all of these were in that date range then we would have (2+1+5+5)/4 which is 3.25 for performance and (4+3+2+5)/4 which is 3.5 for potential meaning this employee would now be in box 4 on the x axis and box 4 on the y axis.