The Manage Evaluations menu allows you to manage all employees' evaluations and their status.
The filter allows you to select a group of evaluations in different statuses.
You have the option to add, add evaluations for a group, rate them and committed. From here you can notify employees' that their evaluations are done and committed for their review.
Employee Performance Evaluations can be managed either at the employee level or using the HR Tool Manage Evaluations option.
The HR Tool menu provides the Human Resource items in one menu.
▪Select the HR Tools menu.
▪Select the Manage Evaluations menu.
Use the Filter (funnel icon) option to select the evaluations show on the screen.
All that must be processed before Due Date
Select this option to see the evaluations that must be committed before their upcoming due date.
All that are not Acknowledged
This shows all evaluations that employees have not acknowledged after the manager has committed (completed) the evaluation.
To set the number of days an employee has to respond is setup in the Configuration menu.
The number of days in the Configuration menu will be displayed in the line: *Note Acknowledged after Committed days plus.
In the example above the plus day number is 10.
All that are not Rated
This are evaluations that have been started but are incomplete. They require the manager to rate them.
Current Employee only
Display the Performance Evaluations for the employee who is focus on the Employee Panel.
Next Evaluation Date in 30 days
Filters the evaluations by Next Evaluation Date. Employees who require the next evaluation within 30 days from current day will be displayed.
Include all Start Dates before Today:
Enter a number in the field below to tell the system how many days to look back for Start Dates.
If you enter 10 days and the current date is January 30th, the system will look back to January 1st
Manage Evaluation Columns
C = Committed (by manager).
A = Acknowledged (by employee).
R = Rated (by manager or employee).
Each function will be marked completed by a check mark appearing in the corresponding box.
The date the evaluation is due to be completed.
If the employee has done the evaluation, the employee icon will be displayed.
Additional Options of the Manage Evaluation Menu
Hover over the icons on the Toolbar.
As described above.
Describes the column headings as follows:
▪Select Configuration and the following screen will appear.
It is important to remember that the settings here apply to all evaluations.
Notify on Evaluation needed.
Allows you to specify the number of days in advance you wish to have the Unprocessed reminder of the pending evaluation appear in the widget. The Unprocessed count will include all uncommitted evaluations which have been added to the employee’s evaluation profile, whether rated or not, and which fall within the defined time period before the evaluation due date e.g., if I add a new evaluation for an employee with a due date of June 6, and I have set this option to three days, this evaluation will appear in the Unprocessed count from June 3 (the count includes current day), to June 6 or until it is committed.
Acknowledgment period (days)
Allows you to specify the number of days allowed to pass after committing an evaluation before the Welcome menu widget's Not Acknowledged option will flag the number of employees who have not yet acknowledged via an email response. they received an email notifying them of their committed evaluation e.g,. if I set this option as three days, and have committed an evaluation on June 1, this committed evaluation will not be included in the Not Acknowledged count until the 4th day (June 5) i.e., June 1 (commitment date not included) plus three days.)
Notify Employee by email
Tick this box if you wish to notify employees by email on the scoring of their evaluations once evaluations have been committed.
Employee Notification and Acknowledgment
If you have set up automatic notification as described above or if you choose to notify an employee by email after an evaluation has been rated AND committed (please see Rating Panel Options under Performing the Evaluation for further information), the employee will receive an email detailing the scoring results of the evaluation and displaying a link for acknowledging the evaluation.
The employee clicks the StaffScheduleCare link on the To acknowledge this notification please follow this link line.
The screen will refresh and show a message that their Acknowledgement was accepted.
On the Manage Evaluation screen, a checkmark will be displayed in the A column to show the evaluation has been acknowledged by the employee.
Employees can also acknowledge their evaluation through the Performance Evaluation menu.
Employees are only allowed to enter an Acknowledgment for evaluations that have been committed.
▪ Select Personnel / HR Information / Performance Evaluation.
▪ Click on the Details icon.
▪Click in the Acknowledged Date field and select a date from the calendar.
▪Enter the date in the Acknowledged Date field.
▪Click Save at the bottom section of the screen.
Using the Manage Evaluation menu to add Evaluations for Groups
You may access the Manage Evaluation menu two ways.
The Personal Information / HR Information / Employee Evaluation. Click on the Action icon and select Manage Evaluation.
Navigate to HR Tools / Manage Evaluation.
Manage Evaluation Menu
On the Manage Evaluation menu, click in the employee name window to open the Employee Panel.
Select individual employees or a filtered group of employees from the Employee Panel.
▪Click on the Plus icon.
The Detail menu will now appear.
Complete the required data and click Apply. Please see Performing the Evaluation for further information on adding the evaluation Header (date) information.
A new evaluation will be added to the evaluation profile for all the employees you selected, including the details you entered (as shown above).
Rating the Employee Evaluation
After clicking Save, your evaluation is now set up and visible under the employee’s evaluation profile.
The next step is to rate (score) the evaluation for the individual employee according to your previously configured evaluation criteria.
The scoring of the evaluation is automatic based on the pre-defined criteria, so all you have to do is rank the employee for each category.
The evaluation defined for this employee's evaluation group will open on the right hand side.
The example above shows three criteria for this Employee Group.
If Range has been configured, use the sliding scale to rate the employee.
▪Click on the blue dot and drag.
This criterion has a 1 to 5 rating. The actual rating is shown on the left of the bar. In this image to rating is 2.
If Ranking Values have been configured, select your score/rating from your pre-defined drop-down menu.
In both types of rating, the score being given is shown under the Score %.
The total for all evaluation categories combined equals 100 points. For each of the areas being evaluated there is a Weight % placed on it, which for the two in our print screen below is 25 points each.
To determine the score % for each of the areas being evaluated you will select one of three rankings, each of which shares in the Weight % (point value) of the 25 points depending on which one is chosen.
In our example with the total Weight % at 25, the three ranking categories are:
Zero score = zero points earned.
Needs Improvement = 8.33 points earned.
Meets Expectation = 16.67 points earned.
Exceeds Expectation = 25 points earned.
For example, if you choose to rate this employee with a #3 - Exceeds Expectation - they will earn 25 points towards the 100.
Rating Panel Options
You may select options for the Action drop-down or print the evaluation using the Printer icon.
Click here to print the evaluation. When printed, the evaluation forms will include the Scoring form with the header information, comments and the signature page.
Click here to view the employee’s complete evaluation history.
Click here to send a notification email. Although automatic notifications are sent to the employee, you can choose to send additional notifications using this option.
Once the full evaluation has been rated click Save. You may, but do not have to commit the evaluation at this time.
The Employee Evaluation
Now that the employee’s evaluation has been performed, the evaluation tab of their employee profile will look something like this. Note the Rate of 81.67%.
However, this evaluation is not yet complete because it has to be Committed, in other words, we need to make it an official evaluation for the employee to acknowledge.
Committing an employee evaluation, allows you to finalize the evaluation. Once an evaluation has been committed, it cannot be altered or deleted.
Once an evaluation has been rated, you can commit it right away by clicking Commit and then Save at the bottom of your rating screen.
You also have the option of committing the evaluation at a later date. If an evaluation has been rated in the past but not yet committed, there are three ways you can commit your evaluation.
1.Using the Manage Evaluation screen. See Performance Evaluations
2.Using the main Personnel / HR Information / Evaluation screen.
Committing Evaluations using the Manage Evaluation Menu
You can access your uncommitted evaluations using the Filter option of the Manage Evaluation menu.
Selecting Employee Evaluations Using the Filter Options
Select the Filter option you wish to use to display the employees' evaluation history. For this example we have chosen the following option.
The employees whose Evaluation Start Dates are within the 30 day period prior to the current date are shown. The Start Date can be seen in the Details section on the right side of the screen for the current (focused) employee. As you move from employee-to-employee the detail will change to that employee’s evaluation data.
If the rating has been completed, you may now commit your evaluation by clicking Commit at the bottom of the right side and then Save.
Final Step of the Employee Evaluation
The final step to a Performance Evaluation is the one-on-one review with the employee and the acquisition of the required signatures, which includes the employee's signature as well as the employee's own personal comments (if any).
Once this step is complete a copy of the evaluation should be given to the employee for their records, and a copy should be placed in their personnel file.