Create Evaluation Form Templates

To advance our ongoing efforts to enhance the performance process, evaluation form templates are accessible within the management process of evaluations on the Jisr system to be reused across different evaluation periods. This development provides greater benefits to a diverse range of companies, catering to their various needs.

What are the purposes of using templates in the performance evaluation process?

• The templates' feature allows employees to participate in defining the criteria or objectives on which they will be evaluated in the evaluation form. This is achieved by enabling them to create an evaluation form using one of the available templates and submitting it for approval by the performance manager.

• Assisting companies that need to set different evaluation criteria for each employee, department, or other categories by providing the ability to create multiple templates that can be used flexibly and repeatedly.

• Saving time and effort for various departments and HR teams by using ready-made templates, which include specific objectives and skills that align with the type of template, eliminating the need to repeat the same steps when creating evaluation forms.

• Enabling companies to easily modify evaluation criteria for each employee or job title

Permissions for Creating and Using Templates

• Users with the "Use Templates" permission only can utilize templates to create the evaluation form. 
• The template creation feature is only available to users with performance management permissions.

How can the ready-made templates provided by the system be used?

• Access Performance > Templates

You will find 3 ready-made templates provided by the system, alongside other templates created by users.

The 3 templates are:

1. Probationary Employee Performance Evaluation Form

2. Managers’ Team Evaluation

3.  Performance Evaluation Form (General Job)

• When viewing each template, its sections will already include all the system-suggested details that suit the type of the form, such as the evaluation criteria, relevant questions, and decisions.

• You can use the template directly or make any modifications to suit your needs.

To create a new evaluation form template: 

Navigate to 'Performance' from the home page 

Click on 'Templates' 

Click on 'New template'. If previous templates have been created, they will be displayed on the same page. 

'New Evaluation Template' will be displayed with the required sections to be filled out:

• Form Details
  

•  

• Evaluation Criteria

• Questions and Decisions

• Template Usage Permissions: If you wish to choose whether this template is available only to system admins or to all employees authorized to use templates.

Please note the following:
On the Templates page, there will be two sections: one for templates exclusively available to managers and employees with 'Performance Management' permissions, and another for templates available to all users with the 'Template Usage' permission.

• Form scope: included, self-review, upward feedback & downward evaluation.

• Form type: There are 3 types of forms that users can choose from. 

• Calendar year: This type of form indicates that the evaluation will take place within a specific timeframe. (Monthly, quarterly, semi-annual, annually)

When selecting this type, the user can choose the frequency, evaluation start date, and evaluation end date accordingly.

Please note that

- 'Quarterly' means the evaluation will, by default, begin in the third month of each quarter. However, users have the option to change the start month to either the first or second month of the quarter as needed.

- 'Semi-annual' means the evaluation will, by default, begin in the 6th month of the year. However, users have the option to choose a start month anywhere from the 1st to the 6th month.

- 'Annually' means the evaluation will, by default, begin in the 12th month of the year. However, users have the option to choose a start month anywhere from the 1st to the 12th month.

Example: 

If the evaluation form template is created calendar year in August and the frequency is as follows:

Quarterly, the default start time of the evaluation will be in September as this is the third month of this quarter. 

Semi-annual, the default time of the evaluation will be in December, and the following June. 

Annually, the default start and end time of the evaluation will be in December.

• Probation period: This type of form is intended for employees in the probation period who need to be evaluated.

  When selecting this type, the user can specify how many days before the probation period ends the evaluation should start and how many days before the end of the probation period the evaluation form should be submitted.

  
• Contract period: This type is designated for employees whose contracts are nearing their conclusion or renewal. Similar to the probation period type, ensure that the start and submission times of the evaluation are configured to coincide with the end of the contract period.

After completing the form details, click on 'create form'. Then, users can create criteria groups to have an evaluation criteria of the new template and the criteria will be reflected on the form scope already activated. 

After clicking on 'Create group,' users can add the necessary groups and criteria accordingly. Learn more about the group creation. 

When the criteria is filled, the template will be displayed under 'Evaluation form templates'. 

Please note:

• When using templates to create an evaluation form, they can be fully edited in terms of name, description, form type, and criteria.
• Employees with relevant permissions (Performance Management) can create their own evaluation forms using a template. These forms will then be sent for review and approval by the Performance Manager. In this case, the primary reviewer responsible for evaluating the employee will be automatically assigned by the system.