Appraisal Smart Admin Tutorial (cont...)

3. Appraisals Tab

APPRAISAL MANAGER

This page provides the status of all appraisals that have been set up, as well as the performance percentages of completed appraisals.

"Performance" percentage is that of the current (or selected) performance period, and "Yr Cum Ave", is the cumulative performance average of all the appraisals for the present performance year so far.

Admins (Corp & Div) can "Undo Signoff" of appraisals that have been signed off by both the appraisor and the appraisee. Do so only when the appraisor provides a valid reason, and with the full knowledge of both parties. They must then sign off again themselves after the necessary changes have been made to an appraisal.

The Appraisal Manager page is also a good "launching pad" to email individual appraisors or appraisees for any reason such as to remind them that their appraisals are behind schedule or need signing off (click on their names to open their User Files).

Corpadmins can see the details here of all units in the organisation, while Divadmins can only see the details of those units allocated to them in UNIT Admin.

TEMPLATE MANAGER

Appraisal Smart has three types of templates:

• Competencies. The system comes with a library/database of competencies that can by uploaded into Performance Agreements or Job Title (Position) Appraisal Templates as applicable for specific positions. Once uploaded, they can be edited for individuals if necessary. Competencies listed in this library can be edited and even deleted. You can also add your own homegrown competencies to this database.
• Rating Keys. This database contains four "non-editable" Rating Keys that can also be uploaded into Performance Agreements and Job Title Appraisal Templates. You can also add your own homegrown Rating Keys to this database. Please remember that the 3-rating level should always represent the acceptable performance level, i.e. on target/standard.
• Job Title (Position) Appraisal Templates. This functionality solves the age-old problem of employees with the same job title and content getting quite different Performance Measures and Standards, due to them having different line managers and/or being in different locations. The answer is to have a generic Appraisal/Agreement Template drawn up by job content experts (JCE's) for each distinctly different position (job title) in the organisation, and to then make it available in a database from where it can be uploaded into individual Performance Agreements for the same position irrespective of where it is located and who the line manager is. This will also prevent the reinvention of the wheel everywhere and resultant time wasting. It will also lead to a standardization of work expectations where relevant, and a much fairer performance management system. Once uploaded, templates can still be adapted to suit specific local conditions and individual requirements - so they need not be inflexible or fully prescriptive (unless organisation policy requires them to be). JCE's are typically top performers in these positions, their line managers, and HR staff (developing such templates in task forces of 2-5 members). Such templates need to be revised at least annually.
  

MOVING BETWEEN USER TYPES

Because system administrators will also be appraisees with their own appraisals, as well as possibly appraisors if they have staff reporting to them, they need to access the system as any of these user types. Appraisal Smart makes this real easy - just click on the relevant user type link at the top of your screen.

TIPS FOR SPEEDY SYSTEM SETUP

Create the User Files of those people that will act as Divadmins first, and allocate the various organisation units to them in UNIT Admin. Let them then create the User Files of those staff members in their allocated units. Staff members and their line managers can be asked to enter information such as telephone numbers and addresses themselves.

Similar data that will be needed repeatedly for different users (such as email extensions, addresses and telephone numbers) need not be entered from scratch for every person. Create these first in a Word document, then copy and paste it from there to the User Files. Use the ALT + TAB keys on your keyboard to switch easily between the two screens.

CONTACT WITH APPRAISAL SMART LTD

As Corpadmin it is your job to act as go-between between your organisation and Appraisal Smart Ltd for any communication coming or going either way. Divadmins are not allowed to contact Appraisal Smart Ltd directly (and vice versa). One important reason for this is the fact that working through the Corpadmin only will ensure that everybody in the organisation gets the same and all communication from Appraisal Smart Ltd.

In order for Appraisal Smart consultants to assist clients in setting up their systems and giving guidance on its implementation and use, we need you to set up a User File for us with the following details only:
First Name: Consultant
Last Name: ASmart Ltd
Login ID: info@performanceassociates.co.nz
Password: (enter any password and email that to us)
Work Phone: +64 9 555 5555
Fax: +64 9 555 5555
Email: info@performanceassociates.co.nz
Privileges: (tick all boxes)
Status: inactive (untick box)

When we are marked as inactive, we cannot be seen by your users, plus we will be unable to log into your system. When you need assistance from us at any stage, however, just let us know and then tick the active box again, plus select us as your Corpadmin in System Settings, so we can go into your system and assist you as requested (Please rest assured that we are not interested in the contents of your appraisals, but only in its correct use within Appraisal Smart. Client information always gets treated with utmost confidentiality.)

Our Office Hours
Appraisal Smart Ltd office hours for client queries are Mon to Fri, 9am - 5pm. Remember the time difference between your country and Auckland, New Zealand where Appraisal Smart Ltd is located. New Zealand is 11 or 12 hours ahead of GMT (NZ has daylight saving in summer). Use this handy website to check the times of different countries and cities: www.worldtimeserver.com. (This site may also be useful if your organisation has offices globally).

Appraisal Smart Ltd contact details:

Website: www.appraisal-smart.com
Email: info@performanceassociates.co.nz
Tel: +64 9 555 5555
Fax: +64 9 555 5555
Toll Free (NZ): 0800 22 44 94
Postal Address:
APPRAISAL SMART LTD
1
Botany Town Centre
AUCKLAND 1730
NEW ZEALAND

Tutorial: Conducting the Performance Appraisal/Review

Download Appraisal Smart PDF Brochure