Handling appraisal exceptions

Select the “Appraisal Exception Handling” link from the left pane.

The “Appraisal Exception Handling” page appears.

Enter the following

Appraisal Admin Unit	The drop-down list box displays the set of organization units in which the Appraisal Admin component is deployed. Tell me more From the “Appraisal Admin Unit” drop-down list box, select the required organization unit.
Date Format	The date format that is applicable to the login user. Tell me more.
Appraisal Type	From the drop-down list box, select the type of appraisal for which you require to retrieve performance appraisal records. It can be one of the following Annual Appraisal Confirmation Appraisal Contract End Appraisal Any other user-defined quick codes
Appraisal Calendar Code	Enter the code of the appraisal calendar in which the recording of performance appraisal records will be applicable. An appraisal calendar is a specific period of appraisal. For example, the appraisal calendar C1 is for the period 1 January 2003 to 31 December 2003. Help available.
Calendar Short Description	If you select the appraisal calendar through Help, the short description of the calendar is displayed.

Select “Get Overall Appraisal Rating Grade” pushbutton, to retrieve employees who have been assigned any overall appraisal rating grade defined in the appraisal calendar code you selected. Tell me more.
Enter some or all of the following fields

Employment Unit	From the drop-down list, select the employment unit for which you require to retrieve performance appraisal records. This refers to the organization unit that holds the Employment Information component.
Employee Code	To retrieve the appraisal records of all employees whose employee codes contain specific characters, type in the starting character or characters of these employee codes. Alternatively, type in these characters in any combination with wild cards. Example. ECC1, will search for those employee codes that start with ECC1. Other examples are ECC1 and EC*C1.
Employee Name	To retrieve the appraisal records of all employees whose employee names contain specific characters, type in the starting character or characters of these employee names. Alternatively, type in these characters in any combination with wild cards. Example, Rob, will search for those employee names that start with Rob. Other examples are Rob and Rb.
Assignment No.	To retrieve the appraisal records of all employees whose assignments contain a specific number, type in the number. Alternatively, type in these numbers in any combination with wild cards.
Department Short Description	To retrieve the appraisal records of all the employees belonging to a specific department, type in the starting character or characters of this department. Alternatively, type in these characters in any combination with wild cards.
Position Title	To retrieve the appraisal records of all the employees holding a specific position title, type in the starting character or characters of this position title. Alternatively, type in these characters in any combination with wild cards.
Job Title	To retrieve the appraisal records of all the employees holding a specific job title, type in the starting character or characters of this job title. Alternatively, type in these characters in any combination with wild cards.
Grade Set Short Description	To retrieve the appraisal records of all the employees belonging to a specific grade set, type in the starting character or characters of this grade set description. Alternatively, type in these characters in any combination with wild cards.
Grade Short Description	To retrieve the appraisal records of all the employees belonging to a specific grade, type in the starting character or characters of this grade description. Alternatively, type in these characters in any combination with wild cards.
Overall Appraisal Rating From	To retrieve the performance appraisal records of all the employees whose overall appraisal rating falls within a given range, enter the start of this range.
Overall Appraisal Rating To	To retrieve the performance appraisal records of all the employees whose overall appraisal rating falls within a given range, enter the end of this range.
Overall Appraisal Rating Grade	To retrieve the performance appraisal records of all the employees who have been assigned a specific overall appraisal-rating grade, select this grade from the drop-down list box.
Overall Employee Appraisal Status	To retrieve the performance appraisal records of all the employees whose appraisal is in a specific status, select this status from the drop-down list box. You can choose one of the following: Completed Not completed
Countersigning Officer Review Status	To retrieve the performance appraisal records of all the employees for whom the review by the countersigning officer is in a specific status, select the status from the drop-down list box.
Employee Acceptance Status	From the drop-down list box, select one of the following: “Yes”, to indicate that the employee has indicated acceptance of the performance appraisal “No”, to indicate that the employee has indicated that the performance appraisal is not accepted
Admin Closure Status	To retrieve the performance appraisal records of all the employees for whom the closure of the performance appraisal is in a specific status, select this status from the drop-down list box. You can choose one of the following: Closed Short close Reopen Blank (refers to all the options)
Countersigning Officer Code	To retrieve the performance appraisal records of all the employees who have been assigned a specific countersigning officer, enter this countersigning officer’s employee code.

Select the “Search” pushbutton.

The multiline displays the following details of the employees that satisfy your search criteria

Employment Unit	The employment unit to which the employee belongs
Employee Code	The employee code of the employee
Employee Name	The name of the employee
Assignment No.	The assignment number of the employee.
Department	The department name of the employee.
Position Title	The position title of the employee.
Job Title	The job title of the employee.
Grade Set	The grade set of the employee.
Grade	The grade of the employee.
Overall Appraisal Rating	The overall appraisal rating given to the employee, in the performance appraisal
Overall Appraisal Rating Grade	The overall appraisal rating grade given to the employee, in the performance appraisal
Countersigning Officer	The employee code of the countersigning officer

Enter the fields required for handling exceptions

Countersigning Officer Review Status	From the drop-down list box, select one of the following: “Yes”, to indicate that the appraisal can be closed without the CO’s review “No”, to indicate that the appraisal cannot be closed unless the CO reviews it
Countersigning Officer Comments	Any comments on behalf of the countersigning officer
Employee Acceptance Status	From the drop-down list box, select one of the following: “Yes”, to indicate that the employee has indicated acceptance of the performance appraisal “No”, to indicate that the employee has indicated that the performance appraisal is not accepted
Employee Comments	Any comments on behalf of the employee
COO Review Exception	From the drop-down list box, select one of the following: “Yes”, to override the value in the “Countersigning Officer Review Status” field “No”, to indicate that the value in the “Countersigning Officer Review Status” field is not to be overridden
Employee Acceptance Exception	From the drop-down list box, select one of the following: “Yes”, to override the value in the “Employee Acceptance Status” field “No”, to indicate that the value in the “Employee Acceptance Status” field is not to be overridden
Admin Closure Status	From the drop-down list box, select one of the following: “Open”, to indicate that appraisal exceptions can still be handled in the appraisal ”Closed”, to indicate that appraisal exceptions cannot be handled in the appraisal ”Short close”, to indicate that the appraisal can be closed although all the required inputs for the appraisal are not available. For example, the appraisal may not be completed, but you can short close it if the employee has left the organization ”Reopen”, to indicate that the closed appraisal can be opened and exceptions handled.
Admin Remarks	Any comment by the appraisal administrator.

Check the “Select” box contained in the multiline row of each employee whose overall appraisal rating mist be computed, or
Check the “Select All” box, to indicate to indicate that the overall appraisal rating of all the employees in the multiline must be computed.
Select the “Compute Overall Appraisal Rating” pushbutton.

The system computes the overall appraisal rating of all the selected employees.

Select the “Save” pushbutton.

6 Hyperlinked topics below

Page Objective

Use this page to handle the exceptions that arise in an appraisal.

“Get Overall Appraisal Rating Grade” pushbutton

When you select the “Get Overall Appraisal Rating Grade” pushbutton, the system will load all the rate grades defined already for the selected appraisal calendar, in the “Get Overall Appraisal Rating Grade” drop-down list box. This list box is a search field under the “Search Criteria” group box. For example, the appraisal calendar you selected is CAL1, for which the following rate grades were defined: “Excellent”, “Very Good”, “Good” and “Poor”.

When you enter search criteria, you can now choose any of these rate grades from the “Get Overall Appraisal Rating Grade” drop-down list box, to request the system to retrieve the performance records of all employees who have been assigned this rate grade. If you were to choose “Very Good” from the drop-down list box, the system will retrieve all employees who were assigned the overall rate grade “Very Good” in their performance appraisals.