• Employees inherit the attributes of the job in which they are assigned and Appraisals are based on the employee’s performance in their respective jobs. As such, the profile for each job should be completed before the employee is placed into the job.

• The Tasks (Primary Responsibilities) that are required for the job.
• Each task includes defining a user-defined Task Code and Description and defining descriptions inclusive of allocating Points for the default standards of:
  1. Far Exceeds
  2. Exceeds
  3. Meets Fully
  4. Meets Minimum
  5. Unacceptable

• Tasks may also be set up via Personnel>>Organisation Setup>>Structure>>Tasks.

How do I set up Primary Responsibilities /Tasks for Job?

How do I link Primary Responsibilities /Tasks to a Job?

• The knowledge, skills and personal attributes the employee must possess to perform in the job.
• Different levels of competencies will be required for different jobs. For example, Microsoft Excel may be a competency required. However, the skill level required in its use will vary between what is required of a clerk and what is required of an accountant.

How do I set up Competencies for a Job?

• Competencies/Competency Levels: each competency has a user-defined Code, Name and Details (description) and must be linked to a Competency Typeof either:
  1. Functional Skills
  2. Operating Skills
  3. Personal Attributes
  4. Relationship Skills
  5. Strategic Skills
• Each competency also has six (6) default Levels (Levels 1 to 6), the descriptions of which are user-defined. This is to accommodate the varying levels of competencies that may be required for the different jobs.

Enter the Competency Details by Level

Personnel>>Organisation>>Setup>>Qualifications-Related Codes>>Competencies>>Competencies>>Levels

• Competency Standards (for each Competency Level) – the Standard for each Competency Level must also be defined inclusive of assigning Points based on the Ratings set up via Appraisals>>Performance Setup>>Ratings. The Points act as a guide to employees, enabling them to differentiate between which competencies carry more emphasis than others in getting the job done.

Personnel>>Organisation>>Setup>>Qualifications-Related Codes>>Competencies>>Competency Standards

Link Each Competency Level to Standards and associated Points

• Link Competencies to Company – competencies must then be linked to the respective companies.

Personnel>>Organisation Setup>>Qualifications-Related Codes>>Link Competencies to Company

How do I link Competencies to a Job?

• Goals for jobs must be defined either in the Goals (if used) module (Talent Management>>Goals>>Employee Goals) OR via Personnel>>Setup>>Organisation>>Structure>>Jobs [expand record]>>Job Goals.
• In so doing, if an employee is promoted to a new job, the employee will inherit the goals associated with that job.
• Goal setup include: Goal Details, Goal Targets and Goal Standards.

Goal Details Target Details Goal Standards

• The Goal Target is set for each individual employee. Goals are linked to organizational perspectives of Customer, Financial, Employee Growth and Development, or Internal Business Processes in keeping with the Balanced Score Card approach.
• Goal Standards – user-defined descriptions inclusive of allocating Points for the default Goal Standardsof:
  1. Far Exceeds
  2. Exceeds
  3. Meets Fully
  4. Meets Minimum
  5. Unacceptable

• Define the Rating Standards and associated Points (lowest to highest) e.g. Excellent = 100; Poor = 10

How do I set up Rating Standards?

• For each Rating Standard, enter a user-defined Rating Band to define the company’s overall rating system e.g. Excellent 81- 100; Poor 1-10. 

How do I set up the Overall Rating used by my company?

• Indicate whether Job Goals or the Goals Module or both modules are being used for a selected Company and Staff Type. The Staff Type field can be left blank. 
• Note that the above restrictions (Company and Staff Type) impact on the appraisal form as the system will filter employees based on the selection. 
• The system will retrieve the respective goals, based on your selection, onto the appraisal form.

How do I indicate which Goal Option is being used?

• Define the Weight (%) of each of the Job Appraisal criteria: Job Goals, Primary Responsibilities, Job Competencies.
• The total percentage must equal 100.

How do I set the Weight for each Appraisal Type?

• Flagged ratings in an appraisal context refer to performance ratings that have been highlighted, marked, or identified for special attention due to their exceptional or concerning nature.

How do I set Flagged Ratings?

• Ensure the following events are set to Show and that both HR Module and MSS Module( to ensure that managers can oversee the appraisals of their direct reports) are checked:
  • Employee Appraisals.
  • Goal Setting.
• The Goal Setting event allows you to duplicate goals.

How do I set the Employee Appraisals event type to be visible?

• Define the HR employees designated as HR Administrators. These are the employees who have overall responsibility for the appraisal and goal setting events.

How do I set up HR Administrators?

• For the Employee Appraisals event, define the timeframe for reminders for each default status (Approaching Due Date, Archived, Cancelled, Completed, Started, Not Started, Normal, Post Due Date).
• The system will send reminders/notifications to the employee’s Inbox based on the status of the appraisal event.

How do I set up Notifications?

• The same applies for reminders for the Goal Setting event.

• The Employee Appraisal event allows appraisees/appraisers to conduct appraisals. 
• HR has the responsibility of setting up the event.

As an HR Admin, How do I set up the Employee Appraisal Event?

• Goals are then duplicated and dates edited. For example, you may wish to bring forward unaccomplished goals from the previous year for completion in the current year. As such, the system will duplicate the goals and you can change the dates as required. The goals will then be available via the Goals module or via Job Goals.

How do I duplicate goals to be used in the appraisal process?

• The Appraisal can then be created and goals selected as necessary.

• The Appraisal should be completed by the following persons:
  1. Manager: User Self Service>>Manager>>Talent>>Performance Review
  2. Employee: Home>>Intranet>>My Profile>>My Reviews
  3. HR: Talent Management>>Appraisals>>Performance Review
• On logon, each of the above will receive system notifications in their Inbox re the appraisal and can double-click on the event to complete the form. Alternately, they can navigate to the respective path to complete the form.
• The appraisal form is the same for each but the fields for employee, manager and HR data entry will be displayed based on who is doing the appraisal. 

• For HR, filter by Company (and entity (Division, Department, Section) if required) to view the HR Events. Filter again or Search by Employee Appraisals event type to view the appraisal events. Expand a record to view the employees to be appraised. Double-click on the employee you wish to appraise.
• For Managers, filter or Search by Employee Appraisals event type to view the appraisal events. Expand a record to view the employees to be appraised. Double-click on the employee you wish to appraise. Managers will only see the employees who directly report to them.
• A direct search by employee can also be done.
• For Employees, double-click on the Appraisal event to complete the appraisal. 

• Once the Employee Appraisals event has been set up, expand the record to access the Send Appraisal Form button.
• Click the Send Appraisal Form button to create the appraisal form via two (2) simple steps. You will be prompted to check which Appraisal Types (Competencies, Primary Responsibilities, Goals) you wish to use and the period of the appraisal.
• The Appraisal form will be displayed. The Competencies, Primary Responsibilities and Goals will be ‘pulled from’ the employee’s job profile. Fields for Employee Rating and Manager Rating together with Comments fields for HR, Manager and Employee will be displayed on the form. 

How do I create the Appraisal form?

• Based on the employee’s job, the Appraisal form will display the Appraisal Types as so indicated. If necessary, the user can edit:
  1. Competency: the descriptions of the Competency Level and Competency Standard.
  2. Primary Responsibility: the Task Description.
  3. Goals: the Goal Description and Goal Standard.
• The Weight of each type will also be displayed.
• Click the Add More Goals, Add More Competencies, Add More Primary Responsibilities buttons to include additional appraisal types. Add/Delete More Competencies/Goals/Primary Responsibilities
• Employee Rating/Manager Rating: the following rating scales will be displayed for selection:
  1. Competency: the Competency Standard and respective Points. If Single Competency Level is being used, then the appraisal Ratings will be displayed.
  2. Primary Responsibility: the task Standards and respective Points.
  3. Goals: the Goal Standards and respective Points.
• Comments: fields for comments by HR, Manager and Employee.

• The manager rates the employee by selecting a Rating from the respective rating scales for each appraisal type.
• The manager comments on the employee’s Overall Performance and includes any Developmental Issues.
• The employee rates himself/herself by selecting a Rating from the respective rating scales for each appraisal type. This rating has no impact on the employee’s overall score – it is simply for record-keeping.
• The employee makes his/her Comments.
• HR includes their Comments on the employee’s performance.
• Any party (HR, Employee, Manager) may click the Save Comments button to complete the appraisal at a later date.
• The Manager or HR can indicate the Status of the appraisal. If Completed or Archived with a corresponding date, then the form cannot be altered – no changes can be made.

How do I conduct the Appraisal - as a Manager?

How do I conduct the Appraisal - as HR?

The Appraisal calculations are system-generated and cannot be changed:

• Employee Score = Weight * Manager Score = Employee Score (for each appraisal type record)
• Total Score = Sum of Employee Score
• Adjusted Score = Sum of Employee Sore * Appraisal Type Weight (Competencies, Goals, Primary Responsibilities)
• Final Total Score = Sum of Adjusted Scores. 
• Overall Rating = system-generated based on the Final Total Score and ‘pulled’ from Overall Rating.

How are the Appraisal scores calculated?

• If either Archived or Completed is selected, then no more changes can be made to the appraisal form.
• Archived appraisals can be accessed via HR Events>>Manage Events>>Archived Events.

How do I complete or archive an appraisal?

How do I view an archived or completed appraisal?

• A copy of the appraisal can be printed via the Print Appraisal button for record-keeping purposes.

How do I print an appraisal?