9 Box - My Team View

The 9-box Grid is an individual assessment tool that evaluates both an employee's current contribution to the organization and the potential level of contribution to the organization. Preceda 9-box Grid can then be used by managers to assess their Team's talent wherein an employee is evaluated on the basis of two aspects: Potential and Performance.

The 9-box Grid rates the "Potential" on the Y-axis (vertical) and "Performance" on the X-axis (horizontal). Thus, the vertical column identifies the individual employee's growth potential within the organization while the horizontal row identifies whether the employee is below, meeting or exceeding the performance expectations in his/her current role.

Usage / Benefits:

  • All employees who have people management responsibilities will be able to use this function. Every manager will be able to display and assess their direct reports, and optionally, employees reporting to their direct reports.
  • The 9-box grid is most commonly used in succession planning as a method of evaluating an organization's talent pool and identifying potential leaders. When used in succession planning, the X-axis assesses leadership performance and the Y-axis assesses leadership potential. The combination of the X and Y axes determines where the leader is placed in the 9-box Grid. Individuals in the upper right quadrant (Box 1) will then be identified as high-potential candidates in the company's succession plan.
  • For performance appraisal purposes, the 9-box Grid provides a simple visual reference that can include appraisal and assessment data to allow managers to easily view employees' actual and potential performance. Individual developmental plans for both high and low-performing employees can then be designed with the collaboration from the employees' managers and HR department.
  • Additionally, the 9-box Grid:
    • Helps in placing the right people in the right job, performing as highly as possible;
    • Helps retain top performers and entice new talent to join the organization;
    • Facilitates discussion and communication among senior teams, which can in turn, use it to calibrate their ratings and expectations;
    • Identifies development needs of an individual and makes way for development planning; and
    • Facilitates a shared sense of ownership for the organisation's pool of talent; Multiple perspectives provide a much more accurate assessment than the opinion of a single member.

Prerequisites

Rules and Guidelines

  • Access to 9-box Grid is controlled by the Security module.
  • This screen has both a Standard View and a Talent View.
  • The Standard View contains the tiles of managers' direct reports.
  • When the Talent View is selected, there are three options to select from:
    • Last Completed Performance Review (Default Option)
    • In Progress Performance Review
    • Saved Calibration
  • The number of employees below the manager is defined through the Define levels below current position field on the Self Service Options screen.
  • Clicking this button or right clicking the mouse displays a modal window with selections linking the user to the screens that have been added on their Talent View Access Profiles.

    Clicking the link takes the user to the screen selected, and clicking the Talent View button (on the upper right corner of that screen) takes the user back to the 9 Box - My Team View screen.

  • Managers can only apply the calibration to their direct reports. People who are in the next levels can be calibrated by their respective managers.
  • Employees reporting to more than one manager are meant to be listed in all their managers' lists. If the managers perform the calibration at different times, the employee calibration will be overridden. Managers who share a direct report will have to discuss beforehand how they will calibrate the employee to avoid the calibration override.
  • For In Progress Performance Review, note that the employee needs to be in the Manager Review Stage to appear on the grid.

Field Information

The Standard View contains the tiles of the Managers' Direct Reports. Direct Reports which have arrows (pointing to the right) on the left side of the tile mean that they have people under them.

The Talent View shows the 9 Box Grid as well as the Managers' Direct Reports. The Reports are displayed on the Grid as per their Performance Review in alphabetical order.

If the Reports do not have any Performance Review data, they will have the default theme background. The Report tiles are coloured as per the Grid colour. By default, all Grid filters are selected and all other filters are not selected.

When a user de-selects a grid, the employee name and tile will not be displayed.

When this is selected, data from the Performance Reviews Team Summary - Completed is displayed.

Data on this selection cannot be edited, thus the Save button is disabled.

If there is more than one completed Performance Review, the most recent is used. However, if the latest Performance Review has a template with 'N' in the Use in 9 Box Grid field on the Header screen, no data will be displayed for the employee.

Example:

See below sample table for your reference.

Employee Last Completed Performance Review Used Template Use in 9-Box Grid Data to be Displayed in 9-Box Grid
Bathgate L. 20/12/2014 Managers Y 20/12/2014
Wang A. 20/12/2014 Probation N No data to be displayed
Smith S. 20/06/2014 Managers Y 20/06/2014

 

Selecting the In Progress Performance Review displays the data from the Performance Reviews Team Summary - Current which allows the review to see where the team is sitting on the grid.

If there is more than one completed Performance Review, the most recent is used. However, if the latest Performance Review has a template with 'N' in the Use in 9 Box Grid field on the Header screen, no data will be displayed for the employee.

Example:

See below sample table for your reference.

Employee

Performance Review

 Used Template Use in 9-Box Grid Data to be Displayed in 9-Box Grid
Bathgate L. 10/04/2015 Managers Y 10/04/2015
Wang A. 10/04/2015 Probation N No data to be displayed
Smith S. 10/12/2014 Managers Y 10/12/2014

Additionally, selecting In Progress Performance Review enables the Commence New Calibration button and Commit Calibration button.

  • Clicking this button allows the manager to drag and drop employees from one part of the grid to another. Clicking the Save button stores the data in a Saved Calibration file.
  • The next time the manager visits this screen, he/she can choose to select the Save Calibration to display the last saved calibration.
  • If a user drags an employee from one grid to another, and if that grid has more than one combination of performance/ potential, a modal screen will be presented to the user to select the new performance and/or potential value. Click Save to store the selection in the temporary file.
  • If a user has accidentally selected an incorrect option, he/she can either drag the employee to another box and back again where he/she is prompted.
  • Once the calibration process is complete, the manager can click on Commit Calibration to input the data back to the Performance Review Team Summary - Current tables and clear the calibration tables. A warning message will prompt the user once Commit Calibration is clicked to ensure that user wants to override the data on the Performance Reviews Team Summary - Current.
  • If a manager decides to effectively "clear" the calibration process and start again, he/she can select the In Progress Performance Review and then Commence New Calibration. Doing this displays a prompt saying "You have a calibration in process, are you sure you want to commence a new calibration, this will clear your saved calibration." Clicking 'Yes' clears the Saved Calibration and start the process while clicking 'No' returns the user to the screen.

Once the calibration process is complete, the manager can click on Commit Calibration to input the data back to the Performance Review Team Summary - Current tables and clear the calibration tables.

Once this is clicked, the user loses the last Saved Calibration.

Also, committing the calibration overrides the data on the Performance Reviews Team Summary - Current. A prompt is displayed asking the user if he/she wants to commit the calibration("OK" or "CANCEL"). Once the operation has been confirmed, it cannot be undone.

When this is selected, the data from the Calibration Tables are displayed. The next time the manager visits the 9 Box Grid - Team View, the manager may choose to select "Saved Calibration" to display the last saved calibration.

If there is no calibration saved, this option is not displayed.

Once Commit Calibration is clicked, data on Saved Calibration is removed, and the user may choose to Commence New Calibration again.

If an employee, who previously has not completed a Performance Review, has now accomplished one, then they will be added to the grid. Data on the Saved Calibration file needs to be compared to the In Progress file.

Tick this to select/de-select all the grids.

This field allows the manager to search for an employee using Employee ID, Employee Name or Department. The tiles are being filtered as the user conducts the search or types in the Employee ID, Name or Department.

Clicking this directs users to a preview of the In Progress Performance Review ready for printing.

 

Filters

Filters are applied using an "OR" criteria, which means when applying one of the filters, some employee tiles may be hidden. After applying a new filter, those same tiles can be put back on screen as employees may not be part of the first filter but are part of the second filter applied.

This displays employees who do not have a Succession Plan item where the date is "> today - 12-months."

This displays employees who do not have a Development Plan item where the date is "> today - 12-months, and Status <> Complete."

This displays employees who do not have a Career Aspirations item where the date logged is "> today - 12-months."

This displays employees who do not have a Possible Future Roles item where the date logged is "> today - 12-months."

This displays employees who does not have any Potential Derailer items that is = 'Y.'

This displays employees who do not have a Potential Successors item where the date is "> today - 12-months and the status of the employee <> T."