Performance Appraisal

The system allows users to manage staff appraisals by applying the proper workflow approvals and going through the appropriate approval steps, which should all be preset. In order to initialize the appraisal process, admin should first select the required employees from a list then start the workflow.

Admin should login to the system; go to the appropriate company then under Appraisal Management menu press on Initialize appraisal to open the initialization form.

Appraisal Period Setup

Period selected in the appraisal workflow should be predefined. The Appraisal period setup should be reached from the Appraisal menu >>Period Setup and should have the below fields:

User can add, edit and delete based on his authorization.

Used records should not be able to be deleted or edited.

Authorization should be applied on the Period setup form same as the application authorization.

Rating Master

This form should be inserted under Appraisal>> Setup >> Rating Master

Form should be inline edited.

Result Range

This form should be inserted under Appraisal>> Setup >> Result Range

Form should be inline edited.

Appraisal Objectives Distribution

This form should be inserted under Appraisal>> Setup>> Objective Calculation Distribution

Form should be inline edited.

Personal Objective Categories

This form should be inserted under Appraisal>> Setup >> Objectives Setup >> Personal Objective Categories

Data to be saved in the CompanyLookup table

Business Objectives

Form can be reached from Appraisal>> Setup>> Business Objectives

Data to be saved in CompanyLookup table.

Competency Levels

Form can be reached from CompanyLookup >> Look Up Types>> Competency Levels

Data to be saved in CompanyLookup table.

Competency Categories

Form can be reached from CompanyLookup >> Look Up Types>> Competency Category

Data to be saved in CompanyLookup table.

Competency Master

Form can be reached from Appraisals>> Setup>> Competencies

Department Business objectives Mapping

Form can be reached from Appraisal>> Setup>> Department Business Objectives Mapping 

Form should be inline edited.

Employee Personal Objectives

Every employee should have set of assigned personal objectives. User can manage Employee Personal Objectives from Employee master data component or from the ESS. When managing the personal objectives from the ESS, each login user has the ability to manage his objectives and the ones related to the employees reporting to him based on the position structure.

1. Name: the name of the objective.
2. Category: Read from Company Lookups/ Personal Objectives categories
3. Department Objectives: Are the Department Objectives: The parent objective that will achieved when achieving the related personal objective.
4. Due Date: personal objective should be achieved before the mentioned due date.
5. Weight: is the weight of the current objective where the summation of all the opened objectives should be 100.

Each personal objective can be used once in an appraisal. When appraisal initialized, the objective will be locked and cannot be used again.

In case Appraisal deleted, the period id should be cleared also and the objective will be open again. Appraisal will not be deleted in case the employee related to it has open personal objectives. User should delete the open personal objectives in order to be able to delete the appraisal.

After completing the appraisal, the personal objectives are locked are not editable anymore, if the same objectives need to be used later on then you can duplicate instead of writing them multiple times. To duplicate objectives, simple open the employee master data, go to personal objectives then press duplicate to open a list of closed objectives and you have the ability to add with setting the weight: 

This process can be applied on both ESS and Employee master data forms.

Employee Competencies

Every employee should have set of assigned Competencies.

Authorized user can add, update and delete Employee Competencies.

Competencies are set under the job level, can be reached from jobs >> edit, every employee who has this job will have this set of competencies.

Competencies used in any transaction cannot be deleted and a system should notify user on deletion that this competency is already used.

Appraisals

Appraisals is the container of the appraisal instances created when initiating Appraisal workflow.

This form is un-editable and can only be managed through appraisal workflow.

Initialization form

Filter:

User should filter the employees based on the above criteria then press ok to view a list of filtered employees.

Employee’s list should view the following columns:

1. EmpID.
2. Employee Full Name.
3. Email.
4. Department.
5. Period From.
6. Period To.
7. Position.

User can select one or multiple employees then press “Start Appraisal” to initiate the workflow.

User should have the ability to select all employees.

If user did not select any employee, the system should prompt a notification message informing the user that he should select at least one employee.

If the appraisal type is “Self-Appraisal”, all the selected employees should have usernames mapped to their employee profiles. For “Line-Manager”, all employees can be selected regardless if they have usernames or not.

User cannot select a period where processing date is not included between period “StartDate” and “EndDate”.

User can select the workflow to start from either self-appraisal or direct manager-appraisal step.

After initializing the workflow process, the following actions will be processed:

1. Record created in Appraisals Table.
2. A task created and assigned for each selected employee.
3. A notification email sent to each employee to start the self-appraisal.

View Initialization Record

User can track employees’ performance statuses by going to “Performance Initialization” then select the required period and open.

The form will display the record metadata with all the employees included in this period as read only.

When user click on any of the employees, a form will open to show the workflow status.

The form displays the following information about the assigned user:

1. Employee Code.
2. Employee Name.
3. Appraisal Period.
4. Employee Department.
5. Employee Position.

The status of the workflow is displayed in a graphical way showing the workflow process with all the steps and the assigned user for each one.

The in-progress tasks displayed in yellow and completed tasks displayed in green.

Each step displays the status of the workflow.

Appraisal Records

Appraisal records are the ones created by the workflow after initiation for each employee.

User can go to HR>>Left menu>> Appraisals to open a list of all appraisals that he is authorized to view.

Only one appraisal record for an employee can be created per 1 period.

Self-Appraisal Task

In case the user select to start an appraisal workflow with Self-Appraisal as the first activity, a task created for every employee assign to him by his username.

User can open and edit the task from HR interface under “My tasks”.

Only assigned employee can view and edit the task.

The self-appraisal task divided into 4 parts:

• Header

The header displays information about the initialization item that trigger the workflow:

1. Period Code.
2. Period Start Date.
3. Period End Date.

• Personal Objectives

The personal objectives displays the following fields in a grid view: 

The system read the personal objectives from Employee Master Data, which are predefined.

• Business Objectives

The Business objectives displays the following fields in a grid view:

The system read the business objectives from department that the employee belongs. Business objectives should be predefined.

• Competencies

The Business objectives displays the following fields in a grid view:

The system read the competencies from the employee master data. Competencies should be predefined.

User can apply the ratings and save before proceeding the workflow.

Once all ratings are applied, the system calculates the result based on the Appraisal Objectives Distribution.

Once the user apply his ratings and submit, the task is not editable anymore and a new task is created assigned to the direct manager as mentioned in the coming section.

Manager Appraisal

After employee apply his rating and submit the request, system creates a new task assigned to the direct manager where the manager can view the employee results as read only in addition to the ability to apply his evaluation.

Manager can perform the below actions:

1. Cancel.
2. Save: same the results before proceeding to the next workflow activity.
3. Submit: the task is locked and a new task created assigned to the HR.

The manager can display the previous appraisal results as read only with the ability to add his results on the same objectives (Personal Objectives, Business Objectives and Competencies ).