Development of the Performance Evaluation Feature in Jisr:
The performance evaluation feature has successfully collaborated with our clients to help them achieve their strategic goals by focusing on enhancing employee's performance and behaviors while enabling data-driven decision-making. Statistics have shown that some companies have expressed interest in exploring the performance evaluation system, adopting it, and testing the feature. Notably, 27% of companies demonstrated genuine interest by either using it out or reaching out to customer support for further inquiries.
Given its critical importance, Jisr team actively follows up with clients to identify the challenges they face while using the performance evaluation feature and analyze their usage patterns. This allows us to restructure and enhance the feature by addressing key areas, such as:
- Providing a simpler and more intuitive performance evaluation system, in response to client aspirations for replacing the traditional competencies and objectives framework with a more straightforward mechanism to achieve their objectives.
- The interest in evaluating certain positions that do not require adding objectives and competencies.
- Adjusting certain steps in the evaluation process to align with client needs.
- Controlling user access to evaluation processes for greater flexibility and security.
This comprehensive analysis and research into our clients’ real needs have been the driving force behind a significant upgrade to the system. The goal is to align with client preferences, support their diverse objectives, and deliver an entirely new and improved experience in the performance evaluation system!
The Importance of Data Migration
Data migration is a critical and essential step for customers who have already used the performance management system, created review cycles, added objectives and competencies, and completed multiple evaluations for their employees. When transitioning to the new performance feature, this process ensures that they can:
- Access previously created evaluations for their employees, preserved and available in the new system.
- Save the time and effort invested in these evaluations.
- Retain a comprehensive record of employee evaluations, including annual reviews, probation period evaluations, or any other assessments. This contributes to better HR resource allocation and effective decision-making.
- Easily identify each employee’s overall evaluation through their recorded evaluation history in the system.
- Avoid disrupting the annual review process at the end of the year in case existing data and evaluations are not migrated.
During the Data Migration Process, We Ensured the Following to Preserve Data:
- Developing various solutions to ensure performance data is transferred in the closest possible format and structure. This was necessary due to differences between the current performance feature—with its components such as "review cycles, goals, competencies", its evaluation mechanism, and terminology—and the new performance feature, which replaces these components with "evaluation templates" which is a different evaluation mechanism, and new terms like "Passed submission date" and "In progress".
- Requiring users to input the same evaluation rating methods they currently use in the existing performance system before clicking "Migrate". This ensures that the migrated evaluations are accurate and match their actual evaluation records in the current performance system.
In Case of Choosing Not to Migrate:
If there is existing performance evaluation data in the current system, it will be at risk of being lost. When you start using the new performance feature, you will not find the previously recorded evaluations for your employees and will have to start using the performance feature from scratch.
How Will Employee Evaluation Data Be Transferred from the Current Performance Management System to the New Experience?
- The current performance management system differs from the new performance system in how evaluation criteria are structured. In the current system, evaluations are based on review cycles, objectives, competencies, and specific statuses for evaluations, such as:
-
- Not Started
- To be given
- In Progress
- Completed
- In the new experience of the performance management system, all the previous types have been unified into a single evaluation template, with different statuses for evaluations:
- Active
- Draft
- Upcoming
- Completed
- In the new experience, evaluation templates are reflected in the employee's profile and displayed there. So, when an employee is added to an evaluation template, the template name, status, and details are added to the employee’s profile, allowing managers and admins to easily track their performance.
Important Notes:
- In the new performance management system, the types of evaluation forms are: fixed duration, contract period, probation period.
Therefore, when migrating review cycle data from the current system, the type of evaluation template is determined based on the review cycles defined in the current system, which are as follows:
- Normal review cycles (Annually, Semi-annually, Quarterly): These will be converted into fixed-duration evaluation templates with the same frequency (Annually, Semi-annually, Quarterly).
- Probation period review cycles: These will be converted into probation period evaluation templates.
- If the end date of the review cycle has already passed and the cycle contains objectives and competencies, but there are employees added who have not yet been evaluated, this cycle will be transferred according to the number of employees into individual evaluation forms for each employee, in the "Active Evaluation Templates" section, but with the status 'Passed submission dates".
- In the new performance management system, there will no longer be a separate normal and probation review overall rating for the normal review cycle and the probation review cycle as in the current performance management system. Instead, there will be a unified overall evaluation at the level of the evaluation form. Therefore, the overall evaluation of employees will only appear in the "Performance Summary Report." Learn more details about generating the report.
Steps for Data Migration Process
- Introduction to the Features of the New Performance Experience
When clicking on "Performance" from the homepage, introductory steps will be displayed, explaining the features of the new performance experience. You will click "Next" until you reach the "Rating Methods Set up" page.
2. Setting Up the New Performance Experience Settings
On this page, the system will allow you to assign users to two new roles in managing the performance system from the available options, which are:
- Performance manager
- Primary Reviewer
What does this mean exactly?
- In the current performance management system, there are 4 performance evaluation rating methods: (Objective Evaluation, Competencies rating, Normal Review Overall Rating, probation review overall rating). You can choose whether each of them is evaluated by (scale or percentage).
However
- In the new performance management system, there are only two evaluation methods (scale or percentage), as the new performance feature does not include competencies or objectives but relies solely on the evaluation form. For the overall rating method, it is also selected to be either scale or percentage.
In this case
The data for your evaluations added in the current performance management system will not appear in the same method (scales, percentages, or labels) in the new performance management system. Instead, these evaluations will appear with the new evaluation method you saved on this page. You will not be able to go back and change them, as the migration process will have already been completed. Any updates to the evaluation rating methods in the settings will only apply to any new or upcoming evaluations.
4- Save Settings
After entering your evaluation rating methods and ensuring they align with the previously used evaluation methods, you must click "Save."
5. Start the Data Migration Process
Once saved, the "Start Now" button will be activated, leading to the next page for the "Data Migration" step.
In this step, a window will appear summarizing the migration process and important information you need to know before making your decision. You must read the instructions carefully, then select "I understand and agree on all the above" to confirm your knowledge of all the details of the migration process, including its benefits and risks. After that, one of the following options will be activated:
- Migrate Data
- Continue Without Migration
If you choose to migrate the data, you will be directed to the "Evaluation forms" page in the Performance, and a confirmation message will appear stating "Data migration in progress."
Once the migration process is complete, all your previous evaluations will be added to the "Evaluation Forms" page within the Performance system, as shown below.
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