Manage Employee Appraisals

The “Manage Employee Appraisals” activity enables the appraiser to evaluate the employee’s job performance and complete his/her appraisal. Once the appraiser has evaluated the employee’s job performance, it is the duty of the reviewer to further evaluate the employee’s appraisal process.

ØSelect the “Manage Employee Appraisals” activity under the “Performance Management Administration”.

The “Manage Employee Appraisals” page appears.

ØEnter the following field details in the header:  

Appraisal Admin Unit	From the drop-down list box, select the required admin unit to which the employee belongs. The combo is loaded with various units for you to choose. Mandatory.
Employment Unit	From the drop-down list box, select the required employment unit to which the employee belongs. The combo is loaded with various units for you to choose. Mandatory.
Display	From the drop-down list box, select the required document as per requirement. The combo is loaded with the system defined quick codes. The options available are: §  Documents pending with me – The appraisal documents pending with the employee §  Documents of Direct Reports – The appraisal documents pending with the appraiser for approval §  View Records by Appraisal Period – The approved appraisal records of the login user

Note: The system displays “Documents pending with me” by default on launch of the page.

The system displays the following in the “Review Documents” multiline:

Employee	The name, employee code and organization of the employee for whom the appraisal was performed.
Appraisal Type	The type of appraisal.
For Period	The period for which the appraiser is mapped to the employee.
Stage	The different stages of appraisal. It could be one of the following: §  Review Appraisal Objectives §  Perform Employee Appraisal §  Review Appraisal The status could be either of the following: §  Pending: The appraiser is yet to appraise the employee §  In Progress: The appraiser has started the appraisal for the employee but not completed it yet §  Completed: The appraiser has completed the appraisal for the employee Help facility available for the above mentioned appraisal stages.
Due Date	The due date for employee’s performance appraisal.

ØClick  icon on the multiline menu. The “Column Chooser” window appears. You are allowed to select the check box of the required column to be displayed in the multiline.

 

Alert color coding in “Manage Employee Appraisals” multiline:

4    Green – When the due date is with in the target date

4    Amber – When the due date is very near to the target date

4    Red  – When the due date has exceeded the target date

ØClick the hyperlink under “Stage” column in the “Manage Employee Appraisals” multiline.

The “Performance Management – Perform Appraisal” page appears.

The following details are displayed in the header of the screen:

·    Employer’s Name

·    Appraisal Period

·    Status of the Appraisal

·    Self Appraisal Rating

The “Performance Management – Perform Appraisal” page consists of the following tabs:

4    Summary

4    Appraisal

4    Potential

4    Performance Journal

Tab – Summary

The “Summary” tab gives you a clear idea about what is going on in the Performance Management System (PMS) for that particular employee. It displays all the details including the appraisal time line and various stages of the appraisal process. In addition to this it also displays the objective rating and distribution in a chart format and the corresponding rating for the objective group and objective type.

The “Summary” tab is divided into three sections:

4    Upper Section – Appraisal Timeline

4    Lower Left Section – Objective Rating and Distribution

4    Lower Right Section – Rating

Appraisal Timeline

This tab shows all the stages in the PMS and the time factor required for completing the process. It gives us a clear picture of the classification (five major steps) in the PMS such as Objective Setting, Objective Approval, Self Appraisal, Appraiser Review and Final Review. The timeline also shows the target date for each of these steps and the current status of the PMS process.

Objective Rating and Distribution

This section displays the chart showing the distribution of weightage for each of the objective groups.

ØEnter the following field details:

Objective Group	From the drop-down list box, select the required objective group. The combo is loaded with the Objective Group values defined for that particular calendar year.
Section Weightage	This field displays the weightage of the selected objective group specified in percentage.

The following details are displayed in the multiline:

Objective Type	On selecting the required objective group, the list of objective types falling under that particular objective group gets displayed in this field.
No. of Objectives	The number of objectives.

Rating

Initially the rating will be displayed for the objective group selected from the “Objective Group” combo but on selecting the Objective Type hyperlink in the multiline, the rating will change from objective group level to objective type. The Self Rating, Appraiser Rating, Employee’s Name and Average Rating Percentage are displayed in this section.

Tab – Appraisal

ØEnter the following field details in the header:

Perform Self Appraisal for Objectives under

From the drop-down list box, select the required appraiser. The combo is loaded with the appraisers for you to choose.

The system displays the following details on selecting the appraiser:

Appraisal Period	The appraisal period. The period with in which the appraiser is mapped to the appraisee.
Appraisal Rating	The rating given by the appraiser.

The object groups mapped under that particular calendar are given as buttons.

ØClick the required objective group button. The objective type mapped to that particular objective group gets displayed in the multiline.

ØThe following field details are displayed in the multiline:

Objective Type	The objective type mapped to the particular objective group in which the employee has been appraised.
Objective Title	The title of the objective.
Objective Description	A brief description of each objective.
Quantitative Target	The quantitative target defined for the objective group and type. This column gets enabled when objectives are marked as Quantitative target applicable or when objective groups are marked as Quantitative targets applicable.
Unit Of Measure	The unit of measure of the quantitative target for the objective.
Self Quantitative Achievement	The self quantitative achievement of the employee against this objective.
Quantitative Achievement %	The quantitative achievement of the employee against this objective specified in percentage.
Employee’s Achievement	The achievement of the employee.
Self Achievement %	The self quantitative achievement of the employee against this objective specified in percentage.
Weightage	A number to indicate the weightage assigned to the objective.
Weightage in %	The weightage assigned to the objective, in percentage.
System Rating	The system rating applicable for this objective.
Self Rating	The self rating applicable for this objective. Help facility available
Rate Grade	The rate grade that indicates the performance of the employee for this objective. Help facility available
Self Rate Grade	The system rate grade that indicates the performance of the employee for this objective.
Weighted Score %	The weighted score of the employee for this objective, in percentage.
Remarks	Key in any remarks or feedback, if any.

ØClick “Copy Objectives from Another Appraisal” hyperlink to copy the objective of the same employee from the previous appraisal period.

Management Recommendations

ØClick  in the multiline. The “Manage Recommendations” page appears.

ØEnter the following field details:

Objective Name	The name of the objective is displayed in the text box.
Add Recommender	From the drop-down list box, select the required recommender for that particular objective.

ØClick “Seek Recommendation” pushbutton. The list of recommenders along with the status gets displayed.

Note: If the recommender accepts the recommendation then the status will be displayed as “Accepted” and if the recommender rejects the recommendation then in such case the status will be displayed as “Declined”.

ØClick  to view the next objective and the recommender from whom the recommendation needs to be seeked gets listed.

ØClick  to view the previous objective and the list of recommenders.

 

Tab – Potential

The “Potential” tab enables you to calculate the potential parameters of the employee. The potential parameters can be calculated either manually or automatically. It also allows you to view the 9 box rating details of the employee.

Automatic calculation of Potential Parameters

The multiline displays the following details:

Rating Type	The type of the 9 box rating given to appraisee. The system lists the type based on the login user and the subscriber page.
Overall Rating	The overall rating of the appraisee.
Performance Rating	The rating based on the performance of the employee.
Potential Rating	The rating based on the potential of the employee.
Quadrant	The quadrant in which the employee sinks based on the given rating.

Note: The rating with regard to each objective is automatically calculated and displayed in the multiline. 

Manual calculation of Potential Parameters

ØEnter the following field details under “Self Assessment” section:

Performance Rating	Enter the rating based on the performance.
Potential Rating	Enter the rating based on the potential.

ØClick “Save” pushbutton to save the rating details entered.

 

9 Box Rating Summary

This section enables you to view the 9 box rating details of an appraisee. The X axis (horizontal line of 3 boxes assesses employee’s performance and the Y axis of 3 boxes (vertical line) assesses employee’s potential. A combination of Y and X axis makes up the box within the grid that the employee is placed. The graph is displayed based on the color coding scheme and the rating parameters.

The “9 Box Rating Summary” section calculates the rating based on the following criteria:

4    X-Axis Rating – The rating of the appraisee specified against the x-axis. The vaues could be “Low”, “Medium” and “High”.

4    Y-Axis Rating – The rating of the appraisee specified against the y-axis. The values could be “Low”, “Medium” and “High”.

4    Colours in the 9 Box – The colours defined  in the 9 box is based on the rating or grade provided to the employee.

The system displays the following in the “What Appraisal sections contribute to Performance and Appraisal” section:

Objective Group	The objective group for which you map the x-axis and y-axis. The system lists the values as defined in "Record 9 Box Rating Parameter" activity for the selected appraisal calendar.
Objective Type	The type of an objective for which you map the x-axis and y-axis. The system lists the values as defined in “Record 9 Box Rating Parameter " activity for the selected appraisal calendar.
Axis	The axis which is mapped to the objective group and type. The system lists the values as defined in “Record 9 Box Rating Parameter " activity for the selected appraisal calendar.

The system displays the following field details based on the 9 Box Rating:

Rating Description	The description for the rating.
Recommended Action	The recommended action to be taken based the given rating.
Additional Description 1, 2, and 3	The system displays the additional description, if any.

Tab – Performance Journal

The following field details are displayed in the “Performance Journal” multiline:

Sentiment	The sentiment rating given to the employee.
Date Added	The date on which the journal is added.
Objective	The objective group mapped under the particular calendar.
Type	The objective type mapped to the particular objective group.
Journal Entry	The journal entry.
Supporting Document	Attach any supporting documents, if any.
Added By	The name of the person who adds the journal.
Last Modified on	The last modified date.

ØClick in the multiline. The “Add/Modify Performance Journal” window appears.

ØEnter the following field details in the “Add/Modify Performance Journal” window:

Objective	From the drop-down list box, select the required objective (if you need the journal entry based on object specific). The combo is loaded with various options for you to choose.
Journal Type	From the drop-down list box, select the required journal type (if you need the journal entry before the objective has been set).
Journal Entry	Enter the relevant journal entry in the text box.

ØSelect the check box (colored) to give the sentimental rating.

ØSelect the check box next to “This entry is private (visible only for me), if you want the entry to be private.

ØClick  icon to attach any supporting documents.

ØClick “Save” pushbutton to save the details entered.