HR Systems. e-appraisal Usage Report User Guide DOCUMENT CONTROL. Change Control Table. Version Amendment Description Release Date Updated by

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1 HR Systems e-appraisal Usage Report User Guide DOCUMENT CONTROL Change Control Table Version Amendment Description Release Date Updated by 1.00 First draft Serine Chana New screen grabs and update to access control table. Final 29 February 2016 Chris Kearney Update for change of line manager access Final 17 March 2016 Chris Kearney Page 1 of 7

2 Approvals This document requires the following approvals. A signed copy should be placed in the project files. Name Signature Title Date of Issue Version Distribution This document has been distributed to: Name Title Date of Issue Version Page 2 of 7

3 1. Introduction a. This document describes an appraisal usage report that is available for managers within the line structure and appraisers. b. The usage report gives a visual representation of the stage that the user s appraisal forms are in at that present time. The dashboard includes the ability to drill down into further information about the individual and about their review form. 2. Access and Control a. The report will be automatically available via the appraisal application for managers in the line and appraisers. b. Access to appraisal forms and reports is controlled as per the table below; Who Appraisers Managers within the line structure What can they see The appraisal form and status for staff they appraise. The appraisal form and status for all staff within the whole School excluding the confidential section of the form. E.g. a Head of School can now see the appraisal forms for everyone in the School. The Head of School can t see the Confidential comments section. Page 3 of 7

4 3. Accessing reports. a. After logging into the appraisal application, select reports from the options b. Select usage reports from the options available. The report will take a short while to load first time. Page 4 of 7

5 c. Depending upon your access you will be presented with a full list of the members of staff in your team who are being appraised in respective years. A list of the staff will be available on the left hand side of the screen. A pie chart will be available on the right hand side of the screen and this will show you an overview of all form statuses. d. In the search and filter options at the top of the report you can do the following Select appraisal form by year Search by name e. Set as default button will allow you to set the appraisal form as a default for example, setting Appraisal 2016 as default will bring up appraisal 2016 forms every time you log in to usage reports. f. You can also filter on: Employee name Review form status Relationship e.g. direct reports, within a group you manage Page 5 of 7

6 g. A list of all your direct reports and those that are in your line will be listed on the left hand side where you will be able to access the following The form status which will include; Within the line you manage Appraiser Line Manager The appraisal form (select form button) only available for managers in the line and appraisers. h. A pie chart will be on the right hand side showing an overview of all form statuses. You can switch to view workgroups by selecting the View Workgroups button, this will show a hierarchy view of all your direct reports and those within their groups i. You can select a category for example not started this will then bring up a list of those who have not started on the left hand side j. In some instances when data has been changed e.g. new staff added then you can use the regenerate button to see those changes automatically applied to the report. Page 6 of 7

7 k. In addition, the status data can be downloaded in an excel format by using the following option. l. Selecting Back to reports you will be taken back to your own appraisal page. Page 7 of 7