Create a Performance Evaluation form: Adding Employees and Criteria

Assign Employees 

• This stage allows the admin to add the targeted employees who will undergo evaluation using the created form. 

• After saving the selected employees, you will be redirected to the final step to proceed with the criteria setup.

In addition to the form type, which determines the employees eligible to be added to the evaluation form, there are other factors that influence whether certain employees can or cannot be added to evaluation forms.

ِAs follows:

1. An employee in the probation period can be added to probation evaluation forms, as well as to all other types of evaluation forms (fixed duration, calendar year, contract period).

• An employee in the probation period can be added At The Same Time to probation forms, fixed-duration forms, calendar year forms, or contract period forms (if the contract ends within the same calendar year).

2. The same employee cannot be added to more than one evaluation form of the calendar year type if their evaluation periods overlap within the same quarter.

Example: Employee Qais was added to a quarterly evaluation form, and the first quarter evaluation is scheduled in March. In this case, Qais cannot be added to a monthly evaluation form (calendar year type) with an evaluation period also in March or within the same quarter, since both forms fall under the "calendar year" category.

• Conversely, the same employee can be added to more than one calendar year type evaluation form as long as the evaluation periods do not overlap in the same quarter.

Example: Employee Qais was added to a semi-annual evaluation form with an evaluation period in June. The system allows Qais to also be added to an annual evaluation form with a scheduled evaluation in November, as the periods do not fall within the same quarter.

3. The same employee can be added to multiple evaluation forms of different types (calendar year, contract period, probation period), even if the evaluation dates conflict.

Example: Employee Qais was added to a monthly calendar year evaluation form with an evaluation in January. The system also allows adding Qais to a contract period evaluation form scheduled for January as well.

*Please note that upcoming evaluation forms, which are occurrences of calendar year forms, will also be considered under the previous conditions when selecting employees.*

Example: If the employee Hossam is added to a (calendar year) monthly evaluation form in February, with evaluation dates from the 2nd to the 4th, and it is occurrences are 10 times, the evaluation will recur on the same dates each month until December.

This means that Hossam cannot be added to a quarterly calendar year evaluation form with an evaluation date in June because the monthly form will also have an evaluation in June.

Evaluation Criteria

At this stage, admins can create groups that include the goals and competencies to be evaluated, aligned with the evaluation types selected at the beginning of the form (Self – Upward feedback– Downward feedback).

 

'New Group' button includes a menu with 3 options: 

1- Create: To create a new group that includes the evaluation criteria. 

2- Clone group: This enables the user to copy an already created group instead of creating a new group. (This feature is available to admins only; team leaders without performance management permissions cannot use it.)

3- Assign: To assign the task of creating a group to an employee to fill a specific group with the required skills and weights. 

• When you click on 'Create', a window will appear, prompting you to enter the following: 

After successfully creating the group, you can proceed to add as many criteria as you desire under this group, along with assigning the weight to each criterion within this group. Please note that the overall weight of all evaluation form groups should be 100%.

So if you add two groups to your form, their total weight should be exactly 100%. For example, you could have 30% and 70%, or 50% and 50%, or similar computations. Additionally, the weights of the criteria added to a specific group, should sum up to the overall weight of that group. For example, a group with a weight of 50% and 2 criteria should have criteria weights totaling 50. This could be (25 and 25) (15 and 35) and so on. 

• If the 'Clone Group' option is chosen, users can replicate one of the saved groups to add it as evaluation criteria. However, note that if the evaluation form containing the general criteria group is deleted without being used in other evaluation forms, the group will be deleted along with the form.

Please note that:

For evaluation forms with multiple recurrences (e.g., quarterly evaluations), the criteria added will be applied to all active and upcoming evaluation forms scheduled by the system. However, modifications can still be made to each individual evaluation form as long as the evaluation has not yet started.

 

• What is the role of the 'Assign' feature in creating evaluation criteria, and how is it linked to the 'Performance Collaboration' task?

This feature allows assigning a task to a user in the system to collaborate with the form creator in adding evaluation criteria. This helps to enhance collaboration between HR, line managers or other departments' members, this option allows for the representation of core and technical skills from all process stakeholders are in the evaluation forms. 

After completing this assignment, the form creator can edit or cancel the task as needed. 

The assigned employee will receive a new task titled 'Performance Collaboration' prompting them to take action by either opening the task and creating the group, or marking the task as completed. 

Until the assigned employee collaborates and adds the required group, it will appear as 'Pending' on the evaluation form. 

Example: 

If the HR team is creating a form to evaluate newly hired employees in the marketing team who are still in their probation period, and they need to assess the writing and editing skills, the content writing team leader can be assigned to collaborate to add this this particular criteria in the form. This will create a "Performance Collaboration" task for that user.

Please note that users assigned to the 'Performance Collaboration' task cannot submit evaluations for employees. They can only add the group or criteria assigned to them for the evaluation form. However, they can change the due date of delivering this task or reject it. 

After completing the steps of adding employees, criteria, and collaboration tasks, you can proceed to the step of adding questions and decisions, allowing reviewers to provide detailed and comprehensive evaluations of employees.