- 2 weeks ago
How to set up Performance Appraisal
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00:00In this video we are going to walk you through how you set up your performance appraisal
00:07components. So first you need to start with from the HRM home page you need to go to settings
00:14then on settings you scroll down to appraisal settings click on the drop down then click on
00:20rating scale so we start with the rating scale so the rating scale is the
00:27the rating scale is the standardized use tool to measure the performance of the of the employees
00:36you know to measure the competencies of those employees so you can have different kind of
00:43rating scale you can create them here multiple kind of rating scale that you may apply on possibly
00:48different competencies so you can have your qualitative or quantitative rating scale created
00:53so you just need to enter the name of the rating scale description for example i can say it's a
00:58four scale rating scale which then i can indicate that it is a fixed rate what is mean by fixed
01:05rates is
01:05once i say i can put the levels to be excellent you know so once someone has scored these particular
01:13points up to these particular points let's say um 80 percent then they are rated excellent so the
01:21difference between using it's fixed or in range is uh when you select range then you have the option
01:26to indicate if it's between a number to the next number so you can say okay it's between 75 to
01:3585
01:36right so anyone that's called between 75 to 85 is rated excellent and you can have multiple levels so
01:43this can be um good this can be average and so on like that so you can have multiple rating
01:52scales
01:52so these rating scales are what uh would be what the the competencies would use to calculate by the
01:59time you are running or doing a performance appraisal so you can set up your different rating scale
02:04depending on uh how you set up your performance appraisal so once you're done you click on creates to
02:10create a rating scale now another thing you need to set up here on the appraisal setting is the core
02:15values so you can click on core values here then creates what are the core values of the organization
02:20so for example let's say uh loyalty right so then what's what is the weight percentage of loyalty
02:28in in terms of performance you know what's what um like how much impact does it play
02:35in the performance of the staff so you can this should be a number so let's say it's 50 so
02:41you
02:41can rate it according to how much this particular core value um weighs in the organization or in the
02:48performance of the staff so you can then also enter a description then if this core value does it apply
02:55to
02:55uh staff or maybe a specific staff or a specific department you know maybe there are some specific
03:01department that are supposed to have certain core values then you can select which of those departments
03:07this applies to then also if it applies to a particular position so you can also select that
03:12and create so you need to create your rating scale then also the core values of the organization
03:19you create them here first now the next thing you need to do is you can go to the hrm
03:24home
03:24then go to the performance menu now on performance menu scroll down to um competency so let's start
03:32with uh competency then you can click on create uh click on competency so within this drop down click on
03:39competency then you can create a new competency from here so by just clicking on this button create
03:44competency so competency would be the things you are using to evaluate the staff depending on their
03:51position or level or their or what's what they'll be handling so uh let's say a competency uh example
04:02of a competency is a let's say people skills so which let's say we are we are uh evaluating someone
04:12that has to manage people right let's say people skill or let's or for example we are evaluating managers
04:18we should have people skills as one of their competencies so we can just add people skill
04:24here then um when you are adding competency you need to select which rating scale you know earlier
04:31we created rating scale so which of which rating scale will you use to evaluate this particular
04:36competency so it means um when you are evaluating someone uh by their people skill you will now select
04:44which of the rating scale so let's say you selected the rating scale the first key rating scale you
04:48created then you can say okay this person is excellent so if we use the the levels of the rating
04:53scale
04:54you select here to uh evaluate the uh the user or the personnel when you want to when it's time
05:01to
05:01evaluate this people skill as a competency right so you need to select a um a rating scale then you
05:09have
05:09the option here to group the rating scale the competency the competencies so you can already
05:15create a group where you can group them maybe you want to have rating skills that are relating to
05:21customer service for example you can release all the different rating skills that relate to customer
05:26service handling like let's say listening skills you know writing skills things like that there are
05:32different competencies that you check for but you can group them to be in one group so it is those
05:37groups you are select you can select your let's say uh example of a group also is leadership so all
05:42the
05:43things that has to do with someone having a leadership skills those specific things are competencies that
05:49can now be grouped as competency uh leadership competency group so that's the function of this so this is
05:55optional you can create a rating scale um yeah so let me just um enter the description or you can
06:01also
06:01type in a description of this of this cube or the competency uh let me say having
06:20okay then i can click on create so with this uh you can add your different competencies which you'll be
06:27using for your performance evaluation now in same light you can come to competency group and just
06:33create a group right you can create a group then after you create a group you can then you know
06:37maybe
06:37edit the group to add or remove certain competencies to that group so if i need to add something to
06:44this
06:44communication group now i can just click on this drop down select uh the other things that needs to
06:51belong in this group the other competencies that needs to belong to it then i can click on save changes
06:56right so once um i've i've done this uh then i can also set up the competency indicators now this
07:06one
07:06is um the function of this competencies indicator is you know for each competency you can let's say for
07:12listening skills now when someone um when someone gets certain points level right what should be the
07:20description of that uh of that skill like what should what should that interpret that's the indicator what
07:25should that indicates if somebody scored let's say uh poor performance or the level that is called
07:30is poor what should that interpret into you know that's that's the function of this competency indicator
07:36to be able to um evaluate so the the indicator you set here would now point that out after the
07:43appraisal
07:43that's okay because this person scored a low value then this is what it indicated so that's what's a
07:49competency indicator here means so but uh this uh you uh you can set up okay then the next thing
07:57is uh
07:58competency persona so competency persona so when you click on uh this competency persona
08:04uh then you can create the competency persona for different uh let's say different position so you just
08:11need to name it to name it so let's say you have a competency persona for all um all senior
08:18managers
08:18so which means there are specific competencies expected of people in this category
08:26or let's say senior sales managers right so you can then select which competency group applies to them
08:34that's an option so you can say okay all senior sales managers uh they should they should have
08:41leadership skills so when you select a competency group here right it should show us it will show you
08:47the competencies within that group so this is really what you're evaluating uh for senior managers
08:54senior sales managers but um you are selecting the group to make it easier such that you are not coming
09:00to now be looking for competencies that pertains to leadership anymore because you have done the
09:04grouping so that that's really the essence of having this competency group so if you have like 20 or 10
09:10list of competencies that is supposed to apply to as a as leadership skills right you could just select
09:18the group and all of those skills would uh populate here so that um you can also then remove or
09:24had
09:24which ones should not apply to this competency personal so if for example even though they should have
09:29some of these leadership skills but maybe they don't need to have decision making skills just for
09:35example then you can click on this to remove it right then you can also add more groups so if
09:41you select
09:42more um more competency group then the competencies in those group can reflect here for you to you know
09:48maybe remove some things that some competencies are not here before you then create the personal so now
09:54uh the function of this persona is uh by the time you are creating or setting up the uh the
10:02performance
10:02appraisal for each period or let's say each quarter or depending on how you run performance appraisal so you
10:08could just select um you could just run performance appraisal for a persona or multiple personas so now
10:16for this particular persona that i just created i can click action and view right so once i view it
10:25you
10:25can see for all the competencies i created here then i can see the required skills so it means for
10:31um senior sales managers these are the things expected them to have required skills are the level
10:38they are expected uh to have of these of these particular competencies so maybe they are supposed to
10:45be very good at decision making so that's the required skills you are selecting here they are supposed to
10:50be to be to exceed expectations so it could be that for maybe mid managers or let's say um just
10:57sales managers or sales representatives they may not be expected to uh exceed expectations maybe they
11:02are just expected to uh meet expectations so once they meet this yes they are okay but for senior managers
11:08then maybe they need to exceed expectations right so that's what is uh what is referred to as required skills
11:14because you can this way you are setting um what is expected for this rule so what are the things
11:21that
11:22is expected for this rule anytime you are running appraisal for this particular competency persona so you
11:27can always um add or adjust it as time goes so that's um when you view the persona and you
11:34can save
11:35after you have made your adjustments now um the next thing would then be to uh create appraisal circle
11:44now appraisal circle is the period that you can run appraisal for so you can create an appraisal
11:51circle and say okay yearly appraisal so which means um you can now see what is the start date of
11:57the
11:58appraisal and of the appraisal circle then what is the end date of the appraisal circle so you select
12:04that and creates now when you are now creating when you are now doing appraisal you can now
12:08indicate which appraisal circle does this particular review we are doing where does it belong and where
12:14you do that is under performance review so that's the last menu here click on reviews then you can
12:19click create a new review here creates review then you can enter the name of the review so you can
12:27have
12:27multiple reviews for different uh different levels of management but which can then fall within the same
12:34appraisal circle so that's the essence of the appraisal circle so you can do a review for let's say
12:39still sales senior sales managers
12:47yeah then also um you can then or let's see let's say sales sales departments you can have
13:00um you can select who is the assessment manager that's probably hr or compliance or someone releasing
13:07so that's right select that then you can select which um which appraisal circle does does um this
13:15particular review falling so if you have created an appraisal circle maybe the appraisals the appraisals are
13:21okay first quarter of the year appraisals uh second quarter you know it could also just be for the
13:26entire year depending on how how you have created the appraisal circle so you can just select that
13:31then you can select appraisal type so this one uh the what you select here has different functionality
13:38linear means you are only appraising the person uh from the angle of management right that's just
13:47management's appraising um management and let's say colleagues appraising the the particular stuff
13:54now uh if you select 360 360 means that both manager and um colleagues and also even clients could
14:04appraise this any employee that is being reviewed here so that's 360 appraisal then stage appraisal means
14:12that it needs to follow in in a particular order like maybe staff colleagues to approve or appraise
14:19this person first before first level manager before let's say regional manager before then the md he
14:26enters his own appraisal overall appraisal or final appraisal so that's what stage appraisal is so but
14:32mostly 360 is a well applicable right then you can select the start date of the appraisal so which could
14:40be
14:40uh let's say between um it has to fall within the appraisal circle so you can see the appraisal it
14:47starts by um 2nd of february then it should end by it should end by uh it could take a
14:58week so let's
14:58say it should end by 9th of february so then you can enter a description um so let me see
15:23okay then you can just click on create to create the review now once you have created a review then
15:29the next thing you need to do before the review starts before you start a review is click action
15:33then view the review now when you view the review um you then need to set up the questionnaire so
15:41you can enter what are the questionnaire instructions um then you can select the persona to be reviewed
15:47which uh like we showed before uh is um let's say senior sales manager so it is the persona you
15:55select
15:55here now or you can select multiple personas as well so maybe you have another persona for other sales
16:01uh executives so depending on how you are setting up the appraisal so you can select let's say for
16:07also branch managers so the the um the competencies that would list here is depending on the competency
16:15persona you select here so it's competency that belongs to those persona so then you'd also see
16:20they are required skilled uh beside this now uh you cannot also you have the option to now say okay
16:26we should also evaluate them by the core values of the company as well which is what's part of what
16:32we set up initially so let's say loyalty integrity and other things like that so you can select um
16:38what um can select uh the core values that should apply then uh the next thing would be uh to
16:47now
16:48enter the the questionnaire so if you have some other open-ended questions aside the competencies that would
16:54be evaluated so if there are certain questions that needs to be asked like um what employee is
17:00expecting to achieve in the next quarter or things like that or what are the challenges they've had
17:05or other things like that or what is the problem they have with this particular staff or so right
17:09so those are open-ended questions that are not really carrying and they are not they are not
17:15quantified you know it's just a question and an answer so you have um where you enter the question
17:21here then you also select what kind of response is expected so you can say okay it's a long test
17:28or
17:28maybe it is a number they need to enter there or maybe it is multiple choice that says you are
17:32giving
17:33them the options to what they should they can select as those those choices then also it can be single
17:38choice also it means you give them options and you can select only one of it then also if it's
17:43a
17:43check box of different options for them to just check which ones apply so you have different options
17:48there so you can add as many questions as you need so by just clicking on this add question add
17:53question
17:54um add question so you can add different questions come back to some views before you click on
18:02then you can click um question action so now the next thing to do to do after this would be
18:08employees
18:09so you can click on employees tab uh where you then select to which employees specific employees
18:15do this appraisal apply so you can you have option here to select you know individual employees which
18:21this rockdown will now list uh all staff for you to select who and who should this appraisal apply to
18:28so you can select their name and click on this choose to proceed then also you can select them by
18:34departments so if you select entire departments you can then select okay which was which
18:38departments um should this apply to right then you can also select them by location or designation
18:44right then the next thing would be to to uh set up the reviewers so these employees are people that
18:53are to be reviewed the people that are to be appraised now here you are selecting who can appraise them
18:59so that's the option you have here who can appraise them so it means uh first you can check okay
19:04maybe
19:04yourself so can the employees you selected here can they appraise themself so you have the options
19:10to enable or disable that then also their managers their managers should appraise them so it should
19:17use the uh the head of departments the person selected as the head of departments is automatically
19:22or basically would they report to their manager so then um peers so it means uh other staff other
19:30colleagues that are supposed to appraise these employees that should be reviewed so you can
19:35select multiple staff that can appraise you can select them then also um would they directly report
19:43to you know then also customers so you can select which customer does list of clients can also
19:50participate in this appraisal workflow so you can also select from there right then now once you
19:56have done this and you submit then it means you have set up your appraisal right then the next thing
20:01would then be you come back to this questionnaire page the questionnaire tab then you can click on
20:07stats review so it is when you click on this stats review that the appraiser or the review starts
20:13so it would automatically send and the system would automatically send an email of the questionnaire
20:20set up here to all of the reviewers you have selected here so they will all get automated email to
20:27view
20:28the questionnaire and fill it fill the details and submit the the questionnaire so it is based on
20:35the result of those questionnaire that will form the review results here
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