Performance Appraisal
A Performance Appraisal is a regular review of an employee's job perfomance and overall contribution to a company. A performance apprasial evaluates an employee's skills, achievements and growth.
Performance Appraisal Module
This module is very important for any organization as management and employees can access their performance and overall contributions.
To access this module go to:- Module -> Appraisal as shown in the figure below.
Appraisal Schedule and settings
This is the very first step in the appraisal process. These settings are very important and must be correctly set up. Note that the different settings from this section affect the entire process. These settings can also be accessed through the Apprasail configurations sub-module i.e Apprasial ->Appraisal Configurations.
This section is a sub-module of the Performance appraisal module. It has the following features:-
Periods
Parameters
Ratings
Metrics & KPIs
Work Plans
Evaluation Forms
Schedule
Performance Reports
Team Appraisal
Self-Appraisal
These sub-menus are set from the right to the left as shown in the figure below
Periods
Appraisals are done during specific periods i.e. annual, quarterly, mid-year and end of probation. Given that each appraisal period may have specific questions and objectives/indicators to respond to, it is important that the right periods are set in the system as shown in the figure below.
Name of Period and period code: The admin inputs the right name and code from this text box.
Period start date and end date: The admin sets the right dates for the appraisal process
Review schedule: The admin selects the required schedule from the drop down. This drop-down has quarterly, monthly, annual review.
Review periods: The right dates (start date and end date) and name of the review schedules are set from this section. This is important if the organization carries out quarterly appraisals and you need to set periods for Q1, Q2, Q3. Q4 is the same as for annual appraisal.
Parameter
Parameters are measurable values that give clear insights into how employees and managers contribute to achieving organizational goals or objectives. These measures include KPIs (Key Performance Indicators/Objectives, KRAs(Key Result Areas) and many more. The required details for each parameter are input from the interface as shown below.
Ratings
These are used when an employee or manager is adding/selecting a score against a question. A rating can be a percentage, a number, text field (not considered for scoring) or a range of possible outcomes or values. The required rating fields to be filled in are name, code, type, value range are set from this section.
The admin selects the required rating type from the drop-down. There rating types include
Users will select from a range of possible outcomes
Users will specify expected and actual outcomes as numeric values
Users will specify actual outcomes as a percentage
Users will qualitatively access outcomes
After clicking save and continue, the admin is able to define and update the rating value list provided as shown in the figure below.
Performance Metrics
The measurable performance metrics are added from this section. Each metric should have a name and description, the drop-down of the parent metric, appraisal category, rating type, frequency of review and assign to fields for the selected employees are selected plus the application period where the appraisal belongs to. After the above information is saved, include the targets as per objective. Under this section, one is to fill in the name of the target activity, indicators, applicable period and staff.
Parent metric: The admin selects from the drop-down of different Key result areas.
Appraisal Category: The admin selects from the drop-down of parameters that were already set in the Parameters section. It can be a KPI, KPO or KRA. In some cases KRAs are considered parent metrics.
Rating Type: The admin selects from the drop-down of the ratings that were already set in the ratings section. Note that the rating selected here will be the one an employee will select from while answering this question in the appraisal form.
Assign to: The admin selects from the drop-down of options such as; all employees, department(s), Job position(s) and or individual employee(s).
Frequency of Review: This shows a drop-down of frequency options such as yearly, bi-annual, quarterly and one-off. The admin selects the required option.
Note: The different sections shown in the figure below are set up under the Parameters section.
Work Plans
Work plans consist of key performance indicators that an employee must deliver during the specified period. These work plans form the basis for the technical section of the appraisal that is mainly about delivery on their job assignments. KPIs must be approved by the line manager before they can be used in an appraisal.
To start a work plan, the required information is needed to be filled and selected from the different drop-downs as shown in the figure below. The work plan details include the Indicators, outputs and targets that are required and saved in draft form.
After saving as draft, a section for the work plan details ie; outputs, indicators and targets is availed to be filled with the right information
After filling in the required information, save draft and exit so as to view the work plan preview and click on the edit/submit for Approval buttons shown in the figure below.
The work plan is then submitted to the HR/Admin who either approves or rejects the required work plan.
Note: For some organizations, the goals/KPIs set for the next financial year in the annual appraisal make up the work plan while others prefer to carry it out as a separate process.
Evaluation Forms
These are sections that make up the entire appraisal form. An appraisal form normally consists of majorly four sections:-
Assessment of performance on planned outputs or indicators - this part takes care of the job targets given to an employee at the beginning of the financial year.
Values and behavior performance objectives such as customer focus, excellence, team work, integrity, leadership etc. etc. These defer from one organisation to another. Sometimes it is possible to get one behavioral area and then appraise an employee on that.
Assessment of development needs mainly the critical skills that an employee needs to have.
Plans for the next financial year. This can be skipped and instead focus is put on work plans.
To add an appraisal section, enter required information in the questionnaire design section as shown in the figure below, then save and proceed to the next interface.
After proceeding from the questionnaire interface, the design performance form is next and the required information is filled. This section is mainly for adding the assessment questions needed for the appraisal process as shown in the figure below. Once completed, save and exit.
The questions added to each section will be the ones to be answered by employees and line managers in the appraisal form.
Schedule
A schedule is an event set up in the system that requires an appraisal to be carried out. When an organization is ready to start appraisals, they set up a schedule(s) of when these events will be carried out and which employees will be appraised.
This section has a flow of processes/steps needed to come up with an appraisal schedule as:-
Initialization
Line managers
Evaluation & Parameters
Appraisal settings
Preview Schedule
Initialization
This is the first step where all the initial parameters required for setting an appraisal are configured. as shown in the figure below.
Select the required fields from the drop-down of branch/department, appraisal mode, and appraisal period and appraisal status.
The Appraisal Mode: This is a drop-down of appraisal types such as annual, bi-annual/mid-year and end of probation.
The Appraisal Period: the field selected from the drop-down is set from the Periods section of the appraisal settings
The different dates required for the Work Plan, Employee Appraisal Period and Line Manager Review Period are selected as required
Line Managers
This section of the schedule settings is where the Admin sets the different Line Managers and the appraisal levels required as shown in the figure below. This shows a line manager for each employee in the organization.
We have set the system to have up to 3 line managers whose roles are described in the table below.
This table shows how the entire rating and approval process works.
Step
Level
Action
Description
1
Employee
Employee rating
Employee rates themselves and adds the required comments (scores added)
2
Line 1 Manager
L1 rates the employee
L1 manager rates the employee (scores added)
3
L2 Manager
L2 approves/rejects
L2 who can be considered the countersigning officer goes through what the employee and L1 manager ratings and either approves/rejects. If L2 rejects, the appraisal is started afresh
4
Employee Consent
Employee consent required
The employee must consent to what the L1 and L2 have done. If not, it is also indicated.
5
L3 Manager
Final approval
L3 is the final approver before the appraisal is completed. If L3 rejects, the appraisal must be re-done. If the employee at Step 4 doesn’t consent, then the L3 manager will call the employee, line managers and HR for a meeting so that they can reach a consensus on the way forward.
Note: These levels of approvals are not static and are configurable. In case your organization/department doesn’t have a step, remove it and save the changes accordingly. Avoid making changes to the line management when the appraisal process has started and employees/managers have started entering scores and remarks, this may distort the entire process.
Evaluations & Parameters
The evaluation forms and parameters are set from this section as shown in the figure below. Note that once the admin selects a survey questionnaire from the drop-down as shown, a list of questions from this section are generated. Select the section that applies to the appraisal period (annual/mid-year/end of probation) you are appraising.
Appraisal Settings
The score grading is set from this section as shown below. The different columns are filled with the required information on the grade, description, minimum score and maximum score. The admin selects the required final score evaluation as shown.
Preview Schedule
This is the final step of the Schedule settings showing all the information entered under the different steps as shown above.
After saving, the list of the scheduled appraisal is shown as below.
Actions: This column has 2 actions as shown below
Appraisal Performance Reports
To access this section go to Module -> Appraisal -> Appraisal Performance Reports or can be accessed through the appraisal settings section. This section is into 4 parts as
Progress summary
Progress details
Performance Trend
KPI Evaluation
The progress summary
This shows a summary of all employees and their appraisal status. The HR/Admin is able to view each employee from the table and generate different reports based on the schedule, department and position selected from the drop-down as shown in the figure below.
Progress Details
This section shows the progress of the appraisal of a specified employee as shown in the figure below.
Performance trend
The admin/HR is able to generate performance historical data with regards to the employee appraisal process shown below.
KPI Evaluation
This report shows the performance of employees against KPIs. This is important when assessing departmental/group performance.
Section Evaluation
This report is used to show performance that has been achieved in the different appraisal sections in the respective quarters.
Note that all the required fields from these report generation sections are selected from the drop-downs.
Appraisal History
This section has 2 parts : My Team appraisal history and self-appraisal history where the user can access all required appraisal history. To access this section go to; Module -> Appraisal -> Appraisal History
My Team Appraisal History
The admin/ supervisor is able to see the different team members they appraise as shown in the figure below. The different parts such as;
All entries
Requires my action Now
Requires My action soon
Already taken my action
The admin can filter the required list of employees by selecting the desired schedule, country, employee, appraisal stage from the different drop downs shown.
Self-Appraisal
This section is where the employee can access the appraisal process by going to Module -> Appraisal -> Self-Appraisal as shown in the figure below. The employee shows the different appraisal types and status (pending/complete)
This section is for when the admin/supervisor does self-appraisal. These are found in this section.
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