Evaluation Process

 

We're excited to announce that we have now redesigned the Evaluation Process page in the Performance and Evaluation module on ZenHR. This redesign will allow our users to have a smoother experience during the performance evaluation process.

 

The Evaluation Process page includes the entire evaluation process, from creating OKRs’ templates and tracking progress, to showing the results at the end of the process. During the process, users can: 

  • Create OKR templates 
  • Mass assign OKRs to employees
  • Write and audit OKRs
  • Follow up on and review OKRs
  • Evaluate 
  • Audit and view results


 

How to Access an Evaluation Cycle 

Main Menu → Performance Evaluation → Evaluation Process 



On the Evaluation Process page, the default cycle will be the process with the earliest pending stage date. Other active evaluation cycles can be accessed through the dropdown at the top of the page. The employees in the cycle will appear on the process page with a progress bar that highlights which stage they are currently in. Filters were also added to the page to enhance the user experience. On the top right corner, you can find the “OKRs’ Templates” button that directs the user to create OKR templates. Please note that OKR templates are created at the company level per user.

 

 

 

OKRs’ Templates

A user can add as many OKR’s templates as they need, with the condition that all OKRs in each template have a total weight of 100%.

Page Path: zenhr.com/en/performance_evaluation/objective_templates 

 

 

Inside each template, the user can add as many objectives and key results as needed. This is with the condition that the total weight of all objectives is 100%, and the total weight of all key results in each objective is 100%. On the OKRs’ page, all objectives will be added as cards with their key results; the key result name can be seen by hovering over the Key Result Number.

 

 

By clicking on “Add a new objective”, the user can add a new objective with its related description, weight, and key results.

 


Stage 1: Writing OKRs

In this stage, the task holder (OKR writer) adds the objectives for the employee. This can be done through 2 options.

 

Option 1: Mass assigning OKRs to employees.

To mass assign OKRs to employees, the OKRs writer should click on “Mass Assign Employee OKRs.” A slider will open for the OKRs writer to choose the employees and the template to be assigned.

 

Option2: Adding objectives to the employee individually.

The page to write an employee's OKRs can be accessed by clicking the “View OKRs” button in the Actions list on the process index page. The OKRs writer can add as many objectives as needed and as many key results as needed, also with the condition that all objectives weight total should be 100%, and all key results in each objective should weigh 100%.



Stage 2: Auditing OKRs

The page to audit employees’ OKRs can be accessed by the “View OKRs” button in the Actions list on the process page. The auditing employees’ OKRs page is the same as the page where employees' OKRs are written, but with a timeline added at the side of the page, for the task holder/s (OKRs auditors) to keep track of the changes done on the OKRs. The timeline tracks when an OKR is added, edited, or deleted. Also, in the timeline, the OKR auditor can choose to notify other task holders of the changes made by selecting the checkbox “Notify people included.”

Stage 3: Review and Follow-up 

Review: This stage is optional.

For the Review stage, go to “Review” in the Actions list on the process index page. The review is used to evaluate the employees during the cycle to keep track of their progress. The employee is evaluated by the result writer on the OKRs added. This evaluation does not affect the grades in later stages.

Follow-up: this stage is also optional. 

This stage is the time interval between the Auditing OKRs stage and the Performance Evaluation stage. The follow-up values can be filled by both the employee and the task holder (result writer).

Follow-up (Task holder - result writer):

The Follow-up page can be accessed by clicking the “Follow up” button in the Actions list on the process index page. The result writer will fill the follow-up value in the Achievement filled by manager field. By clicking on the pen icon, a slider will open to fill in the achievement.

Follow up (Employee side):

The Follow-up page can be accessed by the “Follow up” button in the Actions list on the process index page. The employee will fill the follow-up value in the Achievement filled by employee field. By clicking on the pen icon, a slider will open to fill in the achievement.

 

In the follow-up stage, all the objectives will appear as cards with a progress bar to indicate the achievement of the objective and with progress bars to indicate the achievement level of each key result based on the “Achievement filled by manager” value.

Stage 4: Performance Evaluation 

The employee evaluation page can be accessed by the “Evaluate” button in the Actions list on the process index page. This page is divided into 4 tabs: OKRs, Competencies, General Factors, and Results.

  • OKRs tab: All the OKRs that are assigned to the employee will appear and the task holder (result writer ) will be able to choose a Rate from the dropdown list for each Key result (the rate values in the dropdown list are the level scales added in the evaluation template setup). The default rate added on the Results page will be based on the achievement % as a suggestion.




  • Competencies tab: the competencies will show position-linked competencies.

   

 

  • General Factors tab: in this tab, the general factors added to the evaluation template will be shown.

 

Submitted tabs will have a green check next to the tab's name. When all tabs are submitted the task holder will be guided to the Results tab.

 

  • Results tab: in this tab, the OKRs, competencies, and general factors will be shown as evaluated by the task holder, each in a different card. In addition, a Notes card will be shown at the end of the page for the result writer to fill in the Summary, Key strengths, Areas of improvement, Recommendations, and add Attachments. The results can also be downloaded as a PDF.

              

          

 


 

 

Stage 5: Auditing Result  

The auditing result page can be accessed by clicking the “Audit” button in the Actions list on the process index page. The only difference is that the task holder (result auditor) can audit the result by clicking on the green pen icon next to Audited Result. After clicking on the green pen, a slider will open for the result auditor to change the result. The results can be downloaded as a PDF.



In the slider, the result auditor can change the final result, add notes, see previous auditing history and notify people included of changes.

 





The employee results can be seen on the process index page as well.