Performance Tool

Overview

The Performance tool digitalises DotCollective’s performance review framework with:

Quarterly reviews: Formal reviews with Delivery Managers, KPI ratings, and goal setting
Annual reviews: Comprehensive reviews with Heads, including salary decisions and 360 feedback summaries
360 feedback: Structured peer feedback with anonymized aggregate results
Dashboard alerts: Pending reviews, self-assessments, and feedback requests

Review Cadences

Cadence	Frequency	Reviewer	Purpose
Quarterly	Every 3 months	Delivery Manager	KPI ratings (3-tier), performance summary, goals
Annual	Yearly	Head (with manager)	KPI pass/fail, self-assessment, 360 feedback summary, salary decision

Review Cycles

Cycles define a review period and are managed by executives/heads on the Cycles tab:

Create a cycle (quarterly or annual) with name, period dates, and due date
Open the cycle to allow review creation
Create reviews for team members within the open cycle
Close the cycle once all reviews are completed

Draft cycles can be deleted. Open/closed cycles cannot.

Cycle Details Drawer

Clicking the pencil (or eye icon for closed cycles) opens a drawer with two tabs:

Details: Edit name, period dates, and due date (read-only for closed cycles)
Activity: Lists all reviews in the cycle with subject name, reviewer name, and current status badge

Review Workflow

draft → self_assessment → in_review → ready_for_review → completed
"Draft"  "Self Assessment"  "Awaiting Feedback"  "Awaiting Review"  "Completed"

Draft: Reviewer creates the review, KPI template items are snapshotted
Self Assessment: Reviewer opens self-assessment; employee completes strengths, growth areas, and discussion topics
Awaiting Feedback (in_review): Employee submits; 360 feedback is collected. Reviewer can edit KPIs, goals, and notes
Awaiting Review (ready_for_review): Reviewer marks ready once feedback is sufficient. Review meeting takes place. Same editability as Awaiting Feedback
Completed: Reviewer finalizes; KPI pass/fail is computed automatically

Section Visibility by Status

The review detail view scopes section visibility based on the viewer’s role and the review status:

Section	Draft	Self Assessment (Subject)	Self Assessment (Reviewer)	Awaiting Feedback	Awaiting Review	Completed
KPI Ratings	Reviewer edits	Hidden	View only	Reviewer edits	Reviewer edits	Read-only
Self Assessment	Hidden	Employee edits	Hidden	Read-only	Read-only	Read-only
Goals	Hidden	Employee edits	View only	Reviewer refines	Reviewer refines	Read-only
Reviewer Notes	Reviewer edits	Hidden	Hidden	Reviewer edits	Reviewer edits	Read-only
Feedback Summary	Hidden	Hidden	Hidden	Manager+ view	Manager+ view	Manager+ view
Salary	Hidden	Hidden	Hidden	Exec/Head edits	Exec/Head edits	Exec/Head view

During self-assessment, the employee only sees Self Assessment and Goals — they cannot view or edit KPI ratings or reviewer notes. Goals are set by the employee during self-assessment, then refined by the reviewer during in-review and ready-for-review.

KPI Framework

5 Areas

Area	Employee KPIs	Lead/Manager KPIs
Organisation	Time entries, Task progress	Time approvals, Task reviews
Performance	Billable hours, QA within budget	Billable hours, Budget management, Team KPI
Communication	Clear & appropriate, Helpful & approachable	Clear direction, Supportive leadership
Self Dev / Management	Goals achieved, Learning approaches	Team resourcing, Team growth
Automation	AI adoption with outcomes, Staying current	AI-driven improvements, Team AI uplift

Items marked with * are mandatory — must pass for annual salary eligibility.

Rating Scale

3-tier: Needs Urgent Work / Achieving / Exceeding

“Achieving” or “Exceeding” = Pass.

Annual Pass/Fail Logic

75% of KPIs must pass (e.g. 8/10)
All mandatory items (Performance area) must pass
Computed automatically when a review is marked completed

360 Feedback

Peer Selection

Bulk auto-select creates feedback requests based on the subject’s role:

Subject Role	Feedback From
Employee/Lead	Squad peers
Manager	Other managers + direct reports
Head/Executive	Other heads + direct manager reports

Reviewers and managers can trigger bulk peer selection via the Request 360 Feedback button in the review detail’s Workflow card. This appears during self-assessment and in-review phases. Managers can also manually add/remove individual requests after bulk creation.

Anonymity

Minimum 3 responses required before showing summary
Comments are shuffled; only aggregate ratings shown
No reviewer identity is exposed in the summary endpoint

Feedback Form

5 area ratings (Organisation, Performance, Communication, Development, Automation) with optional comments per area, plus an overall comment.

Self Assessment

During the self-assessment phase, employees complete:

Strengths: What went well this period
Areas for Growth: What could be improved
Discussion Topics: Topics the employee wants to cover in their review meeting

SMART Goals

Goals are set during reviews with three fields:

Goal: The objective
Success Measures: How success will be measured
Support Needed: Resources or help required

Goals are set by the subject during self-assessment and refined by the reviewer during in-review.

Review History

When viewing a review, the system shows context from previous reviews to help track progress:

Previous KPI Ratings: Shown inline next to each KPI dropdown as “Prev: Achieving” badges
KPI Aggregation (Annual): For annual reviews, shows rating distribution across all quarterly reviews (e.g. “Achieving: 3x, Exceeding: 1x”)
Previous Goals: Goals from prior review(s) with Completed/Missed toggles. Annual reviews group goals by quarter
Previous 360 Feedback: Feedback summary from previous cycle(s). Annual reviews show each quarter’s feedback
Previous Reviewer Notes: Collapsible section showing notes and action items from prior review(s)

Annual Review Aggregation

Annual reviews aggregate all completed quarterly reviews within the period:

KPI ratings are pre-filled with the most common quarterly rating (overridable)
All quarterly goals are displayed grouped by quarter
Feedback summaries from each quarter are shown separately

Previous sections are visible during self-assessment, in-review, and completed statuses. Goal outcome toggles are editable by the subject during self-assessment and by the reviewer during in-review.

Salary Section

Visible only for annual reviews to executives and heads. Includes:

Decision: Increase / No Change / Deferred
Notes: Rationale for the decision

Performance Dashboard

The main Performance page includes visual progress tracking above the review tabs:

Review Progress Stepper

A horizontal stepper with dots and connecting lines showing where the user is at:

Active review mode: When the user has a non-completed review, shows the 5 workflow stages: Open → Self Assessment → Peer Feedback → Review → Closed. Completed stages show a check, the current stage is highlighted, future stages are muted
Cycle calendar mode: When no active review exists, shows the annual cycle calendar: Q1 → Q2 → Q3 → Q4 → Annual. Closed cycles show a check, the current open cycle is highlighted

Current Goals

Displays goals from the user’s most recent completed review in a read-only card. Each goal shows the goal text, success measures, and completion status (Completed / Not Completed / Pending). Fetched from GET /api/performance/my-goals.

Performance Trends Chart

A line chart (using Recharts) showing two trend lines across completed reviews:

KPI Pass % (green): Percentage of KPIs passed per review cycle
Goal Completion % (blue): Percentage of goals completed per review cycle

Only renders when the user has 2+ completed reviews. Uses GET /api/performance/reviews/history/:userId.

Dashboard Integration

The dashboard shows a Performance summary card with action-required alerts:

Self-assessments to complete
Reviews to action (as reviewer)
Feedback requests to complete

The Performance sidebar entry shows a badge with the count of pending feedback requests.

URL State

?tab=reviews|feedback|cycles — active tab
?id=<review-id> — selected review detail view
?cycle=<cycle-id> — cycle filter on reviews tab

Review Templates

Managed on the Templates admin page (Reviews tab). Three seeded templates:

Agency Employee: 10 KPIs across 5 areas
Retail Employee: 9 KPIs across 4 areas (no Management)
Lead/Manager: 10 KPIs across 5 areas (Management replaces Self Development)

Templates are assigned to users via the Settings > Users page.

Data Model

Table	Purpose
`review_templates`	Named KPI templates assigned to users
`review_template_items`	KPI items per template (area, label, is_mandatory, sort_order)
`review_cycles`	Review periods (quarterly/annual) with status lifecycle
`reviews`	One per user per cycle; status, KPI pass/fail, strengths, goals, salary
`review_kpi_ratings`	Snapshot of template items with actual ratings
`review_goals`	SMART goals set during reviews (with completion status for cross-cycle tracking)
`feedback_requests`	360 feedback assignments (pending/submitted/declined)
`feedback_responses`	Structured 5-area feedback with ratings and comments
`review_questions`	Central question bank (future use)

Components

Component	Purpose
`performance-page.tsx`	Main page: stepper, goals, trends, tabs, detail routing
`review-stepper.tsx`	Dual-mode progress stepper (review workflow / cycle calendar)
`current-goals.tsx`	Read-only display of goals from latest completed review
`performance-trends.tsx`	Recharts line chart for KPI and goal trends
`review-list.tsx`	Review list with cycle filter, create dialog
`review-detail.tsx`	Full review: KPI ratings, self-assessment, goals, salary
`feedback-list.tsx`	Pending feedback request list
`feedback-form.tsx`	Structured 5-area feedback submission form
`feedback-summary.tsx`	Anonymized aggregate feedback display
`cycle-list.tsx`	Cycle management: create, edit, open, close, reopen, delete, activity view