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Appraisals

The following sections answer all your questions about Appraisals.

Create New Appraisal Settings

Note: The system will no longer automatically start a new cycle when saving or updating appraisal settings. An administrator must start the cycle from the appraisal dashboard.

To create new appraisal settings, complete the following steps.

  1. From the Manage options on the Appraisal Dashboard page click Appraisal Settings. The Appraisal Settings page displays.
  2. Click the Create New button. The Appraisal configuration settings page displays.
  3. Type a name in the Name this configuration field.
  4. If necessary, type a brief description of the settings in the Description field.
  5. Click the Set as active configuration check box if you would like these settings to be more active.
  6. Select the Appraisal Options that you would like to use. You can choose one or more of the following.
    • Employee self-appraisal - the appraisal is made up of goals/objectives, competencies, and questions
    • Manager appraisal - manager appraising employees performances 
    • 2nd Line Manger appraisal (Manager's Manager also engages in the appraisal) - the manager's manager appraises employee performances
  7. Select the Appraisal Options that you would like to use. You can choose one or more of the following.
    • Employee self-appraisal to be completed prior to Manager. (Manager will not be able to start until employee self-appraisal is completed) - The employee must complete their self-appraisal before the manager is able to start their portion of the appraisal process.
    • Is Manager/Employee discussion signoff required - The manager will need to confirm discussions about the appraisal in order to close the appraisal.
    • All comments required - An employee cannot submit the appraisal with any empty text boxes.
  8. Click the Cycles tab. The Cycles tab displays.
  9. Click the Start cycle based on employees hire date check box if you would like to use this option.
  10. From the How often do you want to do appraisal? drop-down list choose from the following options.
    • Annually
    • Semi-annually
    • Quarterly
    • Monthly
  11. From the How long do users have to complete the self appraisal? drop-down list choose between one week to a month.
  12. From the How long do managers have to complete the appraisal? drop-down list choose between one week to a month.
  13. From the How long do 2nd line managers have to complete the appraisal? drop-down list choose between one week to a month.
  14. Click the Setup Settings Launch date button to select the appropriate date for the process to begin. The Setup Process Launch window displays.
  15. Click the calendar icon and select the appropriate date.
  16. Click the Launch button. The window closes.
  17. Click the Rating Scale tab. The Rating Scale tab displays.
  18. Select the List of labels radio button or the Scale radio button.
  19. If you select the list of labels option, then enter a label into the Rating Label field and click the Add button. Add multiple labels if necessary.
  20. If you select the scale option, then enter a label in the Rating Label field and a numerical value in the Start field and the End field. Click the Add button. Add multiple labels if necessary.
  21. Click the Save button.
  22. Click the Weightings tab. The weightings options are revealed.
  23. From the Goal Setting (Select the goals configuration to set the weightings) drop-down select the appropriate goal configuration.
  24. In the Appraisal Weighting section insert the appropriate numerical value for each category. The weight of the categories combined should equal 100.
  25. Click the Save button. The Appraisal Settings page displays. The appraisal settings that you set will reflect in the appraisal cycle.

How many Rating labels can I create?

There isn't a limit to the number of labels that can be used.  However, we recommend using no more than seven (7).  Too many options can complicate your appraisal process experience.

How is "Ignore" used in the Rating labels?

As you build out your appraisal, you can use labels for your Rating scale. When you use this option, you can also choose to "Ignore" any of the values in the list of labels.

Ignoring a label causes the system to skip any values associated with the label. Essentially, this causes the system to not calculate any value for the entry.

We recommend that if you use the Ignore check box, that you use it for labels at the bottom of the list.

View Previous Appraisals

To view one of my previous appraisals, complete the following steps.

  1. Click My Appraisal from the top toolbar. The My Appraisal page displays.
  2. Click the Previous Appraisal tab to view submitted appraisals

To view an employee's previous appraisal, complete the following steps.

  1. Click My Team from the top toolbar. The My Team page displays.
  2. Click the Team Info tab and locate the employee whose appraisal you would like to view.
  3. Click Previous Appraisal and the employee's appraisal tab displays

Create an Appraisal Process

To create appraisal forms and launch your appraisal process, go to Admin Mode and click on the "Appraisals" tab. 

From here, you can create your appraisal form (template), add competencies and questions, launch your appraisal process, and see your stats.

How many Appraisals can I run at once?

You can only have one appraisal process active at a time.

Edit Appraisal Settings

To edit appraisal settings, complete the following steps.

  1. On the Appraisal Settings page locate the appraisal setting that you would like to edit and click the Edit icon.
  2. Make the necessary changes to the appraisal settings.
  3. Click the Save button. The appraisal settings are updated and will reflect in the appraisal cycle.

How do Goals link to an Appraisal?

Appraisals are essentially broken down into three categories, goals. competencies, and questions. Competencies and questions are optional. Goals will always appear on an appraisal form.

To link goals to an appraisal, complete the following steps.

  1. In the Admin mode select Appraisal from the top toolbar. The Appraisal Dashboard page displays.
  2. From the Manage options on the Appraisal Dashboard page click Appraisal Settings. The Appraisal Settings page displays.
  3. Click the Edit icon. The Appraisal Configuration Settings page displays.
  4. Click the Weightings tab. The Weightings tab displays.
  5. From the Goal Setting (Select the goals configuration to set the weightings) drop-down list) select the goal process to link to the appraisal process.

Start an Appraisal

To start an appraisal cycle, complete the following steps.

  1. Click Appraisal in the top toolbar. The Appraisal Dashboard page displays. 
  2. Locate the appraisal cycle that you would like to start and click the Start Cycle button. The cycle begins.

Stop an Appraisal

To stop an appraisal cycle, complete the following steps.

  1. On the Appraisal Dashboard page locate the appraisal cycle that you would like to stop.
  2. Click the Stop Cycle button. The appraisal cycle stops. When an appraisal cycle is stopped all of the appraisals for the user are moved to the Previous Appraisals tab.

Restart an Appraisal

To restart an appraisal cycle, complete the following steps.

  1. On the Appraisal Dashboard page locate the appraisal cycle that you would like to restart.
  2. Click the Restart Cycle button. The appraisal cycle restarts.

Close an Appraisal

To close any appraisal cycle, complete the following steps.

  1. On the Appraisal Dashboard page locate the appraisal cycle that you would like to close.
  2. Click Close Cycle. The appraisal cycle closes.
    Note: All of the appraisals will not move to the list of previous appraisals until the cycle is closed.

How is an Appraisal Scored?

The Overall score is driven off of the manager score. The employee assessment is not factored in at all.

The level for each input (i.e. goal, competency, or question) is multiplied the weight and the weighted average is calculated.

Where can I view the Appraisal scores?

There are two places this can be viewed:

  1. An administrator can export this information by selecting the Appraisal Summary option from the Data Export page
  2. An administrator can also see this on a user by user basis by navigating into the user's appraisal and clicking "Print Appraisal"

Why can a user be excluded from an appraisal?

Sometimes, an admin can look and see that a user has been excluded from an appraisal.  It looks like this from the admin view:

Appraisal_Review.png

Users are excluded from an appraisal if: 
a. the user is in the "new" state (welcome email has not yet been sent)
b. the user was added after the appraisal was created
c. the user if they already have an appraisal assigned to them (ad hoc).

Closing an Individual Appraisal

You can now close an individual appraisal! 

Kapta01.png

Now you can locate the individual in the appraisal dashboard and just close the appraisal for that person.

Steps:

1. Login to Kapta and click "Go to Admin mode"
2. Click the "Appraisals" tab in the header
3. Click into one of the bubbled numbers on the appraisal you wish to close
4. Locate the desired employee and click the Close icon as seen below
 

Kapta02.png

These steps will only close the appraisal, it will not delete it.

Re-Opening a Closed Appraisal

Yes. To reopen a closed appraisal, complete the following steps.

  1. In the Admin Mode click Users from the top toolbar.
  2. Locate the user whose appraisal you would like to reopen.
  3. Click the Edit Appraisal button. The user's profile displays.
  4. Click the Open Self Appraisal button. The appraisal is open to the user for editing.

Delete a Previous Appraisal

To delete a previous appraisal, complete the following steps.

  1. From the Manage options on the Appraisal Dashboard page click Previous Appraisal. The Previous Appraisal page displays.
  2. Locate the appropriate appraisal and click Delete icon. The Delete Appraisal Cycle and all associated appraisals confirmation window displays.
  3. Click Yes. The window closes and the previous appraisal that you deleted is removed from the list.

Save an Appraisal

To save an active appraisal, complete the following steps.

  1. Click My Appraisal from the top toolbar. The My Appraisal page displays.
  2. Click the Save button.

Submit an Appraisal

To submit an active appraisal, complete the following steps.

  1. Click My Appraisal tab from the top toolbar. The My Appraisal page and the Active Appraisal tab display.
  2. Click the Submit button. The Do you want to close your appraisal window displays.
  3. Click Submit. A message stating Self Appraisal Submitted displays at the top of the window.

Print an Appraisal

To print an active appraisal, complete the following steps.

  1. Click My Appraisal from the top toolbar. The My Appraisal page displays.
  2. Click the Print button. The appraisal opens as a PDF in a new window.
  3. Click File > Print. The Print window displays.
  4. Click Print.

Users without Appraisals

There are a couple of instances where this can occur. The most likely situation is that there is a new user that has not been added to the Appraisal.

Clicking into this list gives you the option to add these user(s) to the current Appraisal.

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