System Administrator, your role is to manage the system for your
entire organisation and act as main contact with the system developers
and vendor, Appraisal Smart Ltd.
This tutorial will provide you with step-by-step instructions on
how to set up the system for your organisation. So let's get started!
1. System Admin Tab
This is one of the most powerful functionalities of the Appraisal
Smart System, and the place where you need to set up the entire
hierarchical structure of your organisation.
Click on: "Click here to add a new top level unit", and
then add all your organisation's top level units in the box provided.
Such "top level" units would normally be the different
divisions of the organisation, but could also be regions or branches,
etc. - whatever will be most suitable in order to see the various
major units of your organisation best and make them easily manageable
within Appraisal Smart (the system can accommodate up to four unit
We recommend that "branches" (e.g. retail outlets or factories)
each be listed as a top level unit. When listing branches, always
start the name with "Branch" (or Factory, Region, etc.).
This will ensure that all similar unit types be grouped together
in the structure (which lists names alphabetically). Example:
" Branch: Dallas
" Branch: New Orleans
" Branch: Washington
(Or "BR" for "Branch", and "REG" for
"Region", to save space in the structure. Use "HO"
in front of all Head Office functions to also group them together.)
On clicking EDIT, a field appears asking you to select a Divisional
System Administrator (Divadmin in short). There will be no names
in the dropdown list at this stage. We will come back to this later.
Completing the rest of this UNIT Admin page is self-explanatory.
Self-explanatory - follow the instructions provided on this page.
the instructions provided on this page.
(what is essentially) one position/role gets executed differently
in different parts of the organisation, make some distinction between
them in their Job Titles, e.g. Admin Clerk Finance and Admin Clerk
Stores. This is necessary so that you can create different Appraisal
Templates for each later.
The Corporate System Administrator (Corpadmin) should be a senior
HR staff member, line manager or administrative staff member, normally
located at Corporate Head Office.
More than one person should be nominated to fulfill this role, but
there can only be one Corpadmin at any one time. The allocation
of this role is done in User Admin, that we will look at shortly.
More than one person is needed to fulfill this role to cater for
absences of the "primary" Corpadmin. The latter should
always select a replacement from the dropdown list on this screen
to replace him/her when away from the office.
It is recommended that the Logon ID and Password of this person
be given in confidence to another senior staff member in case the
current Corpadmin has forgotten (or is unable for some reason, e.g.
illness) to select a replacement on the system.
Completing the rest of this page is self-explanatory. Follow the
NB. If you want to change the Appraisal Frequency and/or Cycle Start
Month after having started to use the system, only do so at the
beginning of your next Performance Year. So please make sure that
these settings will be correct for at least the duration of your
current Performance Year before you get users to start entering
data onto the system.
Completing this page is self-explanatory. Follow the instructions
Note: Once ALL the Appraisals for the current Performance Period
had been completed, the Corpadmin need to sign that period off on
this page, by clicking "Sign Off Now". After signoff,
what was the next Performance Period will now become the new current
one. After signoff, no changes can be made to employee appraisal
records of that period that now went into the system archive, but
the records can still be accessed, viewed and printed out at any
This is another powerful functionality of Appraisal Smart. Two types
of bulk email notifications are accommodated:
(a) Automated: Write an email message at any time, select
the recipients and decide how long before the Appraisals are due,
should they receive it. Then forget about it as the system will
execute your instructions automatically! Any number of such automated
emails can be queued in the system.
Quick Email: Emails created here are sent immediately when you
click "Send Email"
to use this amazing functionality for any other corporate email
communication, even if unrelated to Performance Appraisals.