ELECTRONIC PERFORMANCE APPRAISAL SYSTEM (PHP Version 2.1 Updated 20 Feb 2012) USER GUIDE FOR EMPLOYEES S/n Content Page

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1 ELECTRONIC PERFORMANCE APPRAISAL SYSTEM (PHP Version 2.1 Updated 20 Feb 2012) USER GUIDE FOR EMPLOYEES S/n Content Page 1 LOGIN CHANGE PASSWORD APPRAISAL PROCESS EMPLOYEE FUNCTION SETTING OF APPRAISAL GOALS & TARGETS Setting KPI Targets Modify existing KPI Delete Existing KPI Setting KRE Targets Modify existing KRE Delete Existing KRE EMPLOYEE PEER APPRAISAL Grading Performance Factors EMPLOYEE SELF APPRAISAL Keying in KPI Achievements Keying in KRE Achievements Grading Performance Factors Plan of Action (Optional) Development Plan (Optional) Summary e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 1

2 5 EMPLOYEE RECORDS Employee Details COUNSELLING LEARNING & DEVELOPMENT Development Add Development Plan Modify Development Plan Delete Development Plan Training List Training Evaluation ANNOUNCEMENTS VIEW ANNOUNCEMENTS e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 2

3 1 LOGIN You will be prompted to login using your Username and password. Please note that the password is case sensitive. You will be brought to the main page upon each successful login. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 3

4 2 CHANGE PASSWORD Main 4Change Password Type in the current followed by the new password e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 4

5 3 APPRAISAL PROCESS Sequence Set-up HR Employee Supervisor CSO/HOD HR Create Set KPI/KRE Set or/and Appraisal (Optional) Confirm KPI/KRE Appraisal Starts Appraisal Self-Appraisal Appraise Acknowledge Recommendation Approve Completed The appraisal sequence will be as follows for appraisal with KPI and KRE. Step Role Function Status 1 HR Admin Creates Appraisal Pending for Employee Target Setting 2 Employee Set Goals and Target in the KPI /KRE(Optional) Pending for Supervisor Target Setting 3 Supervisor Set or/and Confirm Goals and Targets in the Pending for Appraisal KPI/KRE 4 HR Admin Start Appraisal by clicking on Pending Employee Appraisal 5 Employee Conduct Self Appraisal by entering achievement and grades Pending Supervisor Appraisal 6 Supervisor Grade the staff and comment Pending Employee Acknowledgement 7 Employee Enter comment and clicks Pending CSO/HOD Approval 8 CSO/HOD Accept the recommendation or amend it Pending HR Follow up 9 HR Admin Accept the appraisal or amend it Completed e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 5

6 4 EMPLOYEE FUNCTION 4.1 SETTING OF APPRAISAL GOALS & TARGETS Appraisal 4 Self View This section allows you to view your own appraisal form Setting KPI Targets Click on Edit button besides the selected employee to view the Appraisal form. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 6

7 Click on the Key Performance Indicator (KPI) tab to set KPI targets. Click on Add New to add KPI. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 7

8 Upon clicking on the Add New button, you will be directed to the Add New KPI page. Enter the appropriate information and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 8

9 You may also click on KPI Library if KPIs are to be copied from the KPI Library. The KPI Library menu will pop out. Click in the checkbox besides the selected KPIs and click on Copy to Appraisal. Click on OK to Proceed. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 9

10 The selected KPIs from the KPI Library will be copied to the KPI page. Click on Edit button on the individual KPI to set the indicator and value of your KPI target. Click on Save after you have completed entering all the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 10

11 Click on Finish Target Settings after you have set all the KPIs and KREs (if any) and the status will be changed to Pending for Appraisal. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 11

12 4.1.2 Modify existing KPI You can edit the existing KPI by clicking on the Edit button. Upon clicking on the Edit button, you will be directed to the Edit KPI page. Update the appropriate information and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 12

13 4.1.3 Delete Existing KPI You can delete the KPI by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 13

14 4.1.4 Setting KRE Targets Click on Edit button besides the selected employee to view the Appraisal form. Click on the Key Result Expected (KRE) tab to set KREs for the employee. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 14

15 Click on Add New KRE to add KRE. Upon clicking on the Add New button, you will be directed to the Add New KRE page. Enter the appropriate information and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 15

16 You may also click on KRE Library if KREs are to be copied from the KRE Library. The KRE Library menu will pop out. Click in the checkbox besides the selected KREs and click on Copy to Appraisal. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 16

17 Click on OK to Proceed. The selected KREs from the KRE Library will be copied to the KRE page. Click on Finish Target Settings after you have set all the KREs and the status will be changed to Pending Supervisor Target Setting. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 17

18 4.1.5 Modify existing KRE You can edit the existing KRE by clicking on the Edit button. Upon clicking on the Edit button, you will be directed to the Edit KRE page. Update the appropriate information and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 18

19 4.1.6 Delete Existing KRE You can delete the KRE by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 19

20 4.2 EMPLOYEE PEER APPRAISAL Appraisals 4Peer View Click on the Edit button besides the appraisal with the status Pending Peer Appraisal. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 20

21 4.2.1 Grading Performance Factors Click on the Appraisal (Peer) tab to view the performance factors. Click on Edit button besides the individual performance factor. Upon clicking on it, you will be directed to the Edit Performance Factor page. Enter the grade and remarks and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 21

22 Upon clicking on the Save button, it will direct you back to the Appraisal (Peer) page. The grades and remarks (if any) will be reflected on that page. The grades will also be tabulated automatically. You may also click on the Edit (multiple) button to enter the grades for all the performance factors at the same time. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 22

23 After clicking on the Edit (Multiple) button, enter the grades for each criteria and remarks (if any) and click on Save (Multiple) to confirm the information. Click on Submit Peer Appraisal button to submit the appraisal form. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 23

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25 4.3 EMPLOYEE SELF APPRAISAL Appraisals 4Self View Click on the Edit button besides the appraisal with the status Pending Employee Appraisal. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 25

26 4.3.1 Keying in KPI Achievements Click on the Key Performance Indicator (KPI) tab to view all the KPI targets. Click on Edit button besides the individual KPI. Upon clicking on the Edit button, you will be directed to the Edit KPI page. Enter your achievements and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 26

27 Upon clicking on the Save button, it will direct you back to the KPI page. The achievements will be reflected on that page. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 27

28 4.3.2 Keying in KRE Achievements Click on the Key Result Expected (KRE) tab to view all the KRE targets. Click on Edit button besides the individual KRE. Upon clicking on the Edit button, you will be directed to the Edit KRE page. Enter your achievements and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 28

29 Upon clicking on the Save button, it will direct you back to the KRE page. The achievements will be reflected on that page. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 29

30 4.3.3 Grading Performance Factors Click on the Appraisal (Self) tab to view the performance factors. Click on Edit button besides the individual performance factor. Upon clicking on it, you will be directed to the Edit Performance Factor page. Enter the grade and remarks and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 30

31 Upon clicking on the Save button, it will direct you back to the Appraisal (Self) page. The grades and remarks (if any) will be reflected on that page. The grades will also be tabulated automatically. You may also click on the Edit (multiple) button to enter the grades for all the performance factors at the same time. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 31

32 After clicking on the Edit (Multiple) button, enter the grades for each criteria and remarks (if any) and click on Save (Multiple) to confirm the information. Click on Submit Appraisal (Employee) button to submit the appraisal form. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 32

33 4.3.4 Plan of Action (Optional) This tab will only be reflected in the Appraisal form if this function is turned on Add Plan of Action (KPI) Click on Add New to add POA (KPI). Upon clicking on the Add New button, you will be directed to the New POA KPI page. Enter the appropriate information and click on Save to confirm the information. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 33

34 You may also click on Copy POA KPI if KPIs are to be copied from the KPI tab. The KPIs from the KPI tab will be copied to the POA KPI page. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 34

35 Modify Plan of Action (KPI) You can edit the existing plan of action (KPI) by clicking on the Edit button. Upon clicking on the Edit button, you will be directed to the Edit POA KPI page. Update the appropriate information and Click on Save to confirm the changes. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 35

36 Delete Plan of Action (KPI) You can delete the existing plan of action (KPI) by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 36

37 Add Plan of Action (KRE) Click on Add New to add POA (KRE). Upon clicking on the Add New button, you will be directed to the New POA KRE page. Enter the appropriate information and click on Save to confirm the information. You may also click on Copy KRE if KREs are to be copied from the KRE tab. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 37

38 The KREs from the KRE tab will be copied to the POA KRE page Modify Plan of Action (KRE) You can edit the existing plan of action (KRE) by clicking on the Edit button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 38

39 Upon clicking on the Edit button, you will be directed to the Edit POA KRE page. Update the appropriate information and Click on Save to confirm the changes Delete Plan of Action (KRE) You can delete the existing plan of action (KRE) by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 39

40 4.3.5 Development Plan (Optional) This tab will only be reflected in the Appraisal form if this function is turned on Add Development Plan Click on Add New to add a new development plan. Enter the appropriate information and click on Save to confirm the newly created development plan or Audit Trail to view all the past actions done to the selected plan. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 40

41 Upon clicking on the Save button, the development plan will be added to the development plan page with the status Pending. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 41

42 Modify Development Plan You can edit the existing development plan by clicking on the Edit button. Upon clicking on the Edit button, you will be directed to the Edit Appraisal Development Plan page. Update the appropriate information and click on Save to confirm the changes. Click on Audit Trail to view all the past actions done to the selected plan. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 42

43 Delete Development Plan You can delete the existing development plan by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 43

44 4.3.6 Summary This tab will only be reflected after the supervisor has appraised the employee. The final score for the appraisal is tabulated and shown on this page if it is turned on by the HR admin. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 44

45 5 EMPLOYEE RECORDS 5.1 Employee Details Employee4 Employee Details 4 Self View This section enables you to view the details of the employee into the system. Click on View button to view the details of the employee. You may click on Print Preview button to print out the employee s record or Back to return to the previous page. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 45

46 5.2 COUNSELLING Employee4 Guidance 4 Supervisor View The guidance list allows you to view the details of all the counselling records of the reporting employees. Click on View button besides the selected record to view the details of the selected counselling session. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 46

47 You may click on Print Preview button to print out the counseling record for filing purpose. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 47

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49 6 LEARNING & DEVELOPMENT 6.1 Development Learning & Development 4Development4Self View This page shows all the development plans (if any) for employee Add Development Plan Click on Add New to add a new development plan for the employee. Enter the appropriate information and click on Save to confirm the newly created development plan. Click on Audit Trail to view all the past actions done to the selected development plan. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 49

50 6.1.2 Modify Development Plan You can edit the existing development plan by clicking on the Edit button. Upon clicking on the Edit button, you will be directed to the Edit development plan (Self) page. Update the appropriate information and click on Save to confirm the changes or Audit Trail to view all the past actions done to the selected development plan at the bottom of the page. Click on Back button to return to the previous page. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 50

51 6.1.3 Delete Development Plan You can delete the existing development plan by clicking on the button. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 51

52 6.2 Training List Training Evaluation Learning & Development 4Training List4My Training Evaluation This page enables the employee to fill up the training evaluation form after he or she has attended the training course. Click on View button to view the training evaluation form. Enter the Training course objectives and fill up the evaluation form. Click on Submit Evaluation button at the bottom of the page upon completion of the evaluation form. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 52

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54 7 ANNOUNCEMENTS 7.1 VIEW ANNOUNCEMENTS This feature facilitates the posting of announcements for the organization You can view the announcement posted by clicking on the View button. Click on Print Preview if you would like to print out the announcement. e-appraisal Guide (v 2) _ Employees cxsurbana 2012 P a g e 54

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