Most organizations have a comprehensive plan for business success. The employee performance evaluation process, including goal setting, performance measurement, regular performance feedback, self-evaluation, employee recognition, and documentation of employee progress, certainly contributes to this success.
The process, done with care and understanding, helps employees see how their jobs and expected contributions fit within the bigger picture of their organization.
Based on the above, and to empower our customers even further, we added a new feature to ZenHR that allows you to “Manage your employees’ Performance Evaluation”.
TABLE OF CONTENTS
How to Activate This Feature
Evaluation Setup
Evaluation Templates
User Menu à System Preferences à Evaluation Setup à Evaluation Templates
A new screen was added that allows HR admins to define different evaluation templates to evaluate their employees’ performance based on the adopted methodologies and employees’ positions.
By clicking the Add button, the below screen will appear which allows you to add a new template. Through this page you will be able to define cycles’ duration setup, task holders, levels scale, and evaluation factors included.
Basic Info
Through this page, HR admins will be able to set up an evaluation cycle duration as per below.
Fields Description
Field | Description |
| Evaluation Interval | From this field, admins will be able to define the interval of this evaluation template (Annually, Biannually, Quarterly, or Monthly). |
| Service Period More Than | To include in the evaluation process only employees with a service period more than the inserted number of days, months, or years. |
| Writing OKRs Days | The number of days that the OKR writers will be allowed to add and update their employees’ OKRs. |
| Auditing OKRs Days | The number of days written OKRs can be audited. After this cycle ends, no one will be allowed to update employees’ OKRs. |
| Performance Evaluation Days | The number of days to perform the evaluation and review cycles. |
| Auditing Evaluation Results Days. | A number of days for the final results of the evaluation and review cycles to be audited. |
| Maximum Number of Objectives Per Employee | This corresponds to the maximum number of OKRs each employee can have. |
| Hide OKRs Weights From Employee Dashboard | If checked, OKRs weights will only appear to HR admins and writers but not the evaluated employees. |
| Activate Employees Self-Assessment | If checked, this option will allow HR admins to include employees in their performance evaluation process, noting that their results will not affect the actual evaluation results that are added by evaluators and auditors. |
| Show Self-Assessment To Managers During Evaluation | If checked, this option allows employees’ self-assessment results to appear to managers during the evaluation process. |
| Activate Employees OKRs Follow Up Process | If checked, this option allows employees to discuss their achievements with their evaluators during the evaluation process and get their feedback. |
Task Holders
Through this page, HR admins will be able to define roles and the task holders for each evaluation cycle. As for writing the OKRs, we have the below three options:
- The employee is the writer for his/her own OKRs.
- The direct manager level 1 / Level 2 is the OKRs writer.
- The HR admin is the OKRs writer.
Levels Scale
Through this page, HR admins will be able to define their desired rating levels scale. By clicking the Add Evaluation Point Scale button, HR admins can proceed with the scale setting as well as the corresponding percentage spreads per level.
Evaluation Weights
Through this page, HR admins will be able to choose the included evaluation factors and setup the weights for each.
Measurement Units Setup
User Menu à System Preferences à Evaluation Setup à Measurement Units
A new screen was added to allow HR admins to define their measurement units.
Rating Types List
User Menu à System Preferences à Evaluation Setup à Rating Types
A new screen was added to allow HR admins to define their rating types.
Evaluations
A new module was added to the main menu so you can evaluate your employees’ performance and manage all related cycles.
Manage Evaluation Cycles
Main Menu à Evaluation à Manage Evaluation Cycles
A new screen was added to allow HR admins to manage their employees’ performance evaluations.
By clicking the Add button, the below screen will appear to define a new cycle using the templates that were built in the setup pages.
In the Dates section, cycles start and end dates will be automatically added based on the user evaluation template. HR admins have the ability to alter the dates as well as add an unlimited number of review cycles by clicking the button Add Performance Review Cycle. In addition to that, HR admins will be able to set up automatic reminders to be sent during the evaluation process.
By clicking the Next button, HR admins will be able to assign employees included in the evaluation cycle. These employees can be from different locations, departments, sections, projects, and even as separate employees.
After submitting the cycle creation, a record will be added to the cycle's list as per the below. A record will be created for each employee that is included in the process and shows the status of that cycle.
This page includes the below links:
Template Name
By clicking on the template name, admins will be directed to the setup page of the selected template in order to update if needed.
Dates
By clicking this link, the below screen will appear that shows cycle durations with the ability to edit each cycle.
People Included
By clicking this link, a list will appear that shows the employees included in the evaluation cycle.
Send Reminders
This link will allow HR admins to send mass reminders to all employees that are involved in this cycle based on their stages.
Manage Evaluations
By clicking this link, employees’ evaluation records will appear in the below list to allow HR admins to manage task holders and intervals for selected employees only.
Evaluation Process
Main Menu à Evaluations à Evaluation Process
A new screen was added to allow all parties included in the cycle such as employees, OKRs writers, and auditors to proceed with their tasks.
Writing OKRs
This screen allows writers to start filling employees’ OKRs by clicking the button Show OKRs.
By clicking the Add Objective button, the below fields will appear to add the needed details:
Add Key Result button allows the writer to add Key Results that are related to the employee’s objective.
After writing employees’ OKRs, the below screen displays the full OKRs per employee, noting that the total weights for all OKRs should be 100%.
Objectives Template
By clicking the Objectives Template button in the Evaluation Process page, writers will be able to define the OKRs template to be mass distributed to a group of employees instead of writing OKRs individually for each employee.
By clicking the Mass Add Employees Objectives button, the below screen will appear allowing writers to copy the selected objectives template.
Auditing OKRs
After the writing OKRs cycle is completed, each employee’s evaluation record will appear in the Auditing OKRs tab. This allows auditors to update and discuss employees’ OKRs before finalizing them, noting that this cycle will be closed once the duration ends.
Follow-Up OKRs
After auditing OKRs is completed, and only if the follow-up process is activated, the employee’s evaluation record will appear in the Follow-Up tab to allow the employee and the evaluators to add and discuss the progress of evaluated employees’ actual achievements as per the below.
Employees and managers will be able to add achieved results by clicking the achievement links. The achievement percentages will be updated automatically as per the below.
Performance Reviews
From this tab, reviewers will be able to perform their initial evaluation and review their employees’ achievements, noting that it will not affect the evaluation final results yet.
By clicking the link Performance Review, the below screen will appear allowing reviewers to add their rating on employees’ OKRs, Competencies, and General Factors.
After that, the review final results page will appear allowing the reviewer to add more details such as recommendations, key strengths, and weaknesses, as well as update the final result.
After the review cycle is closed, both managers and employees will be able to complete filling achieved results from the Follow-Up tab, only if the Follow-Up cycle is activated, until the evaluation cycle starts.
Performance Evaluation
By starting the cycle, managers will be able to evaluate their employee's OKRs, Competencies, and General Factors.
Auditing Evaluation
Through this page, managers and auditors will be able to discuss and update the employee’s evaluation final results. After the Auditing Evaluation cycle is closed, results cannot be edited.
Evaluation Results History
Main Menu à Evaluation à Evaluation Results History
A new screen was added to allow HR admins to view all employees’ evaluation results, in addition to showing cycles’ durations, employees' OKRs, reviews results, and evaluations final results.
My Evaluations
Main Menu à Evaluations à My Evaluations
A new screen was added allowing employees to view their active evaluation cycles’ details.
Upcoming Features & Enhancements
- Evaluation Curve.
- Evaluation Matrix.
- Salary Raises and Development Plans.