The promotion packets feature aims to streamline an organization's workflow for promotions. This includes packet creation, decision-making (including promotion committees), approvals, and exporting for use in updating your HRIS.
The Promotion Packets dashboard can be found here.
Creating Promo Packets
Default Promo Packet Creation Fields:
Candidate Name [type ahead people picker]
Is this promotion for a people management role? [Y/N]
New Level [open text]
Is this a job family change? [Y/N]
New business title [open text]
Do you need to share this packet outside the normal chain of command? [Y/N]
Confirm supports adding additional options/questions in the form if needed. Default fields are shown above. Partner with your CSM to customize as needed.
Selecting level for promotion: Although we have a default set of levels in the system (modeled after Carta Total Comp’s leveling system), we strongly recommend that you define levels and provide them to us so that we can set the dropdown options accordingly. Please note that this is not a required field and currently, customization of the drop down must be done by the Confirm.
Job families/catalogs/ job codes: Confirm has the capability to ingest your job catalog from your HRIS. This ensures that the new job code for a person's new role is captured, avoiding significant manual effort from your HR and/or Total Rewards teams. Approvers can then indicate the job code or override it. Please note that this field is not required.
Promo committees & external packets (in Google Docs): By default, packets are created and handled within the system. However, we understand that many organizations have promotion committees whose members may change and may not be part of the direct chain of command of the individuals they are reviewing. To make this process more convenient and avoid managing permissions in multiple places, we support (disabled by default) the use of Google Docs links for external promo packets in these situations.
If you want to use promo committees, you can create a Google Docs link and attach it to the promo packet in Confirm. This way, anyone can access the packet in Google Docs for review and committee meetings, but the approvals workflow can still be managed directly in Confirm.
Adding Details to Promo Packets
Packet contents within Confirm: a promo packet function within Confirm is similar to a Google doc, in that it is a large body of rich text that supports uploading files, images, etc. It does NOT currently support real-time collaborative editing.
While Confirm uses a reasonable default (screenshot below), you can define a company-specific packet contents.
Default promotion effective date: You can define an effective date for any promotions so the person creating the packet can see this date, and approvers can change it upon approval.
Updates and comments: anyone can comment on a packet, including when they approve, or change it from submitted back to draft mode, etc. This history is visible to everyone with access to the packet in Confirm.
Defining approvers: The default approver flow follows the employee's chain of command, but the Confirm team can customize it as needed.
Who can approve a packet?
Anyone with visibility into a given packet can mark it as approved, and we record a history. Organizations that don’t have clarity about who is responsible for approval may opt to leave this default and ask people to designate who should approve next manually when submitting the packet for approval.
If the chain of command/manually adding approvers does not work for your organization, we can support other options for defining approvers:
“Leader” field on each person: You can provide the full name of an employees leader so that every person has a specific leader that approvals will go to i.e. Department Head.
Specific default approver based on specific criteria: we support the ability to designate who a given approver should be based on specific criteria, for example ‘Level’.
Delegating approvers: we recognize that promotion approvers are often leaders who are incredibly busy, so in the system, we allow for anyone with access to approve “on behalf of” another individual. For example, an HRBP can approve on behalf of the executive/leader who is the official approver in the system. This is recorded in the comments and history.
Basic exporting: On the promo packets dashboard, anyone can export the promo packets contents, and they can filter, for example, to only the approved packets and only for a specific time period (based on cycle dates). This is mainly used for exporting to your HRIS to update your system.
Visibility: Access to promo packet creation is based on chain of command and Admin/HR access. If you are above someone in the chain of command and/or are an Admin for them, you can create a promo packet for them. When looking at the dashboard of all promo packets, you will see all packets for which you have this visibility, in ANY state, including DRAFTS so your team has visibility around promo packets that are planned but still a work in progress.
Cycle association: While packets are not directly associated with a specific performance cycle, the date of the packet is used to determine which cycle, if any, they should be associated with. Specifically, the “period coverage start date” for a cycle will be used as a cut-off date for which cycle the packet is associated with.
Assessing performance: As part of the packets themselves, we show a link to the person’s performance profile and include some relevant info on the page itself, e.g. most recent manager rating, etc.