Appraisal Management Module User Guide

Table of Contents


Overview

The Appraisal Management Module streamlines the process of managing employee appraisals, including approvals, exports, and deletion of appraisals by employees. This guide covers both administrative and staff functionalities.


Appraisal Form Structure

The appraisal form consists of several sections, each with a specific purpose and assigned user roles:

  1. Type of Review
    Specify the type of appraisal being conducted.

  2. Appraisal Information
    Displays appraisal details, including supervisor and personal information.

  3. Performance Evaluation
    Lists planned activities and supervisor ratings.

  4. Section 1: Job Compatibility Assessment
    Covers job compatibility, challenges, personal attributes, and initiatives.

  5. Section 2: Key Duties & Responsibilities
    Assesses key duties, responsibilities, personal attributes, and performance planning.

  6. Section 3: Immediate Supervisor's Report
    Completed by the supervisor.

  7. Section 4: Review Panel Evaluation
    Completed by the review panel.

  8. Section 5: Executive Secretary's Assessment
    Overall assessment and comments by the executive secretary.


Viewing Appraisal Applications

To view all appraisal requests:

  1. Navigate to the General section and select Appraisals.
  2. A table will display all appraisal requests from staff.
  3. To view details of a specific appraisal, click the Eye icon in the Actions column.

Appraisal Form Guidelines

The appraisal form is accessed by different roles:

  • Applicant (Staff)
  • Head of Division
  • Human Resource
  • Executive Secretary

Some sections are shared, while others are restricted to specific roles:

Section Who Completes It Notes
Type of Review Applicant (Staff) Open to all roles
Appraisal Information Applicant (Staff) Supervisor selection; open to all roles
Performance Evaluation Supervisor Provides evaluation details
Section 1: Job Compatibility Staff under review
Section 2: Duties & Planning Staff & Supervisor Collaborative section
Section 3: Supervisor's Report Supervisor
Section 4: Panel Evaluation Executive Secretary
Section 5: Final Assessment Executive Secretary

Submitting an Appraisal Application

  1. Navigate to My Appraisals under the General section.
  2. Click the Create Appraisal button to generate a new appraisal and access the form.
  3. Complete all relevant sections assigned to your role.
  4. After filling in the form, click Review and Submit at the bottom right.
  5. Review your responses in the summary view. If satisfied, click Proceed; otherwise, use Back to make changes.

Managing Appraisals

  • Deleting an Appraisal:
    Go to My Appraisals under the General section. Locate the appraisal you wish to remove and click the Trash icon. Confirm the deletion when prompted.

  • Editing an Appraisal:
    To update an existing appraisal, click the Eye icon next to the Trash icon. This will open the appraisal for editing.


Adding Rows to Tables

Key Duties and Responsibilities in Section 1

To add more rows to the Key Duties and Responsibilities table in Section 1, click the Add Row button located at the bottom right corner of the last row (highlighted with a liquidish color).

Performance Planning in Section 1

To add more rows to the Performance Planning table in Section 1, click the Add Row button at the bottom left corner of the last row.


Resetting the Form

At the bottom of the form, there is a Reset button to the left of the Review & Submit button. Clicking this button will clear all unsaved data from the form. Use this option if you want to start over with a blank form.


Total Score Calculation

At the top of the form, a green rectangle displays the total percentage score. This score is calculated as follows:

  • Key Duties and Responsibilities Table (Section 2): Contributes 60% of the total score, regardless of the number of activities entered.
  • Assessment of Personal Attributes Table: Contributes 40% of the total score.

As your supervisor enters agreed scores, the total score will update automatically.


Exporting to PDF

To obtain a PDF version of your appraisal, click the Printer icon located at the vertical center on the right side of the form. You can print a PDF or send it directly to a printer for a hard copy.


Notifications

When you create a new appraisal, your supervisor, HR, and the Executive Secretary will receive notifications to review and approve your submission.

Once the Executive Secretary approves your appraisal, you will receive a notification confirming the approval. As a staff member, monitor your appraisals to track who has appraised you, as you will not receive notifications for every action.


Appraisal Approval Process

For an appraisal to be considered complete, it must pass through the approval cascade: Head of Division, Human Resource, and finally the Executive Secretary.

Approval Steps

  1. Navigate to Appraisals under the General section.
  2. In the table, locate the appraisal you wish to approve or reject.
  3. Click the Eye icon to open the appraisal.
  4. Scroll to the bottom of the form to find the Approve and Reject buttons.
  5. If you choose to reject, you will be required to provide a reason for the rejection.

Note:
Administrative users have access to additional features such as exporting appraisals and managing approvals.