Category: Personnel Data

Evaluation Ratings

Evaluation Ratings used for performance evaluations are set up in the System Data section of the Admin/Config menu.  Different rating groups/systems can be used for different types of evaluations and can even be used within the same evaluation for the overall evaluation, its sections, and/or its items.  For more information on the setup of evaluation templates, click here.

To set up a new rating group, click on the Add Rating Group button.  Enter the rating group name and a description.

Then add each rating as follows:

RATING # – Enter a number to be used to order the display of the ratings using 1 as the lowest rating.  The number is used internally to the system and does not print or display anywhere.

RATING COLOR – Select a color for the rating by clicking on the field and choosing one of the menu options.

RATING VALUE – Enter a word or words for a label for the rating.  This is used in the drop-down list for rating options when performing an evaluation.

DESCRIPTION – Enter a description for what the rating means.  The description does not show on the Evaluation but displays along with the Rating Value in the drop-down lists for rating options when performing an evaluation.

Evaluation Templates

Before recording employee evaluations, you need to set up the evaluation templates that you want to use.   The following questions need to be asked:

  • What evaluation forms are used today?  Are these adequate or do they need to be revised?  If they need revised, what should be changed?
  • Are there formal names for the different evaluations?
  • What are all the different types of evaluations that are done?
  • For each type of evaluation, is it a simple one with only notes and an overall rating? Does it have separate items to be rated? Are the items grouped in sections or categories?
  • What are the rating systems used in the evaluations?
  • Is there a set time of the year when an evaluation type is to be administered?
  • What employee classifications do the evaluations apply to?

Once you have the answers to these questions, you can easily set up the Evaluation Templates in the System Data Management section in the Admin/Config menu by clicking on the Add Eval Template button.  If a new template is similar to an existing template, you can used the Duplicate icon to make a copy and then edit it to make the needed changes for the new template.

For an evaluation that has sections of items/questions, set up the sections first and then add the items for each section.  Enter a sequence number to control the order of the sections and items.

If you are recording an evaluation rating, then the rating system needs to be identified for the overall evaluation, the sections and the items, if applicable.  Click here for more information on evaluation rating setup.

 

Evaluation Overview

There is much flexibility in setting up and recording various types of employee evaluations.  PeopleWerksHR provides the following features and capabilities:

  • User-generated evaluation templates
    • Simple evaluation with just notes and an overall rating.
    • Detailed evaluation with multiple items, grouped or un-grouped
  • Customizable based on type of evaluation for a particular group of employees
  • District-defined terminology
  • iPad usage for entering evaluations

E-Cabinet

The E-Cabinet is used to store scanned documents for individuals in their personnel record.  If you are using the E-Signature feature, the signed documents will be stored here as well.

To add a document, click on the Add Document button where you can enter information about the document.  Then click on the Insert Document button or drag and drop a file into the document box.

Click on the Open icon to view the document.

Click on the Edit icon to update information about the document.

Click on the Delete icon to delete the document.

Correspondence History

In the Contract and Correspondence section of the personnel record is the correspondence history which is created when you select the option to save while printing or sending a correspondence from the  Letters menu.  The history shows the template name that was used, the sender, the date sent, the method sent and the status.

You can see more details of the correspondence by clicking on the View icon.  If the correspondence was sent as a pdf, click on the Envelope icon to see what email text was sent along with the pdf.

You can also delete a correspondence that might have been generated in error by clicking on the Delete icon.

Employee Leave Reports

You can generate a Leave Summary report from the Leave Summary section in the Personnel menu.  Select a group of people using the Quick or Advanced search option or enter an employee’s name in the free search space.  Then click on the Print Leave Balance Summary  button.

There are also two report in the General System Reports section in the Reporting menu called Employee Leave Requests and Leave Balance Summary.

Managing Leaves

To manage leaves, use the Leave Requests section in the Personnel menu to view the list of employee leaves.  Use the Quick Search to find specific types of leaves.

To view an employee leave, click on the Information icon.

If the leave request has been entered but not yet approved, you can approve it here or deny it, if applicable, using the Approve or Deny icons.

The request can also be deleted if it is not correct using the Delete icon.

The leave can be edited if there has been a change, such as in a return date, using the Edit icon.

 

Adding a Leave

Adding a leave for an employee can be done in three different places:

  • In the Work Calendar and Leave section of their personnel record by clicking on the Add Leave Request button.
  • In the Leave Request section of the Personnel menu by clicking on the Add Leave Request button.
  • In the Leave Summary section of the Personnel menu by clicking on the Add Leave icon next to them Employee’s name.

Enter the type of leave; the type of deduction, if needed; and the start and return dates which must be within the work calendar start and end dates.  Other information such as employee and admin comments can also be entered.

Once the start and return dates are entered, the system will generate an “event” for each day, using the calendars to determine if the date is a work day or not.  This analysis is done to calculate the number of days or hours the leave is for.  If needed, you can make detail changes in the Leave Events list for each day of the leave for the Deduction Type and whether it is a Paid leave date or not.

The default status for a new leave request is “Requested” but if it has already been approved, then click on the Granted box to approve the leave.

Work Calendar Assignment

You must assign a Work Calendar to individual employees or groups of employees for proper counting of leave dates.  Work Calendars are set up in the System Data Management section of the Admin/Config menu.  Click here for more more information on the set up process.

You can assign a Work Calendar to an individual in the Work Calendar and Leave section of their personnel record.

You can also assign a Work Calendar to a group of people, such as your certificated staff by using the Leave Summary section of the Personnel menu.

  1. Select your group of people by using the Quick or Advanced Search.
  2. Click on the Set Work Calendar button.
  3. Choose whether you want to assign the Work Calendar to everyone you have selected or only the people in your list who do not have a calendar assigned.
  4. Select the calendar from the Calendar list.  You will see the Work Calendar updated in the employee list.
  5. If you need to change an individual’s Work Calendar, click on the Edit icon.

Calendars for Leave Tracking

Calendars are used for calculating the number of days off between a leave start date and return date.  There are two types of calendars:

  • One holiday calendar that is used for everyone
  • One or more work calendars that are used for various groups of employees.

Creating Calendars

Calendars are managed in the System Data Management section of the Fiscal menu by clicking on Leave Calendar Setup.  To add a new calendar, click on the Add Calendar button or click on the Duplicate icon if you want to duplicate one and modify it as a new calendar.  Enter the following information:

  • Name
  • Type – Holiday or Work
  • Fiscal Year
  • Description
  • Start and End Dates
  • Days Assigned
  • Units Used – days or hours

In the Events List,  enter the dates that are not counted when calculating days off for a leave.  For the Holiday calendar, these dates would be the holidays that everyone has off.  For the Work calendar, these would be the other days off that a particular group of employees get.  Both calendars are used in combination for the calculations of days off, so it is not necessary to add the holidays to the work calendars.

In the Events list, make sure that there is a description and day type entered.  Once you select the first date and enter the description and day type, it will default to those selections for the remaining dates that you enter but you can override that.  Generally, the Day Type is just Day Off.