In the General System Reports section in the Reporting menu is the Job-Next Evaluation report.
Tag: Evaluation
You can view, edit, delete and print evaluations from several points in the system:
- In the Jobs and Evaluations section in the personnel record – shows all evaluations done for that person.
- In the Evaluations section of the person’s job record in their personnel record – shows all evaluations done for that person and for that job.
- In the Evaluations section in the Personnel menu – shows the employees’ jobs and any corresponding current and next evaluations.
- In the View By Evaluation option in the Evaluations section in the Personnel menu – shows all evaluation summary information for a list of employees.
You can also click on the Export Evaluations button from the View By Evaluation option in the Evaluations section in the Personnel menu. With this feature you can do more extensive analysis on a group of employees and their performance ratings for specific areas.
New employee evaluations can be entered by clicking on the Add Evaluation button found in either the the Evaluations section of the employee job record or in the Jobs/Evaluations section in the personnel record. An evaluation can also be entered in the Evaluations section in the Personnel menu.
Select the correct evaluation template from the dropdown list and enter the following:
Evaluator – Defaults to the person logged in but can be changed to someone else by selecting from the drop-down list.
Date – Defaults to the current date but can be changed to a different date by using the calendar function.
Section rating – If the Evaluation has Sections, then a Section Rating must be entered by selecting from the drop-down list.
Section Comments – If the Evaluation has Sections, then comments can be entered as support for the rating given.
Item Rating – If the Evaluation has Items, then an Item Rating must be entered by selecting from the drop-down list.
Item Notes – If the Evaluation has Items, then Item Notes can be entered as support for the item rating given.
Overall Rating – Enter an overall evaluation rating by selecting from the drop-down list.
Overall Comments – Enter notes as supporting information for the Overall Rating.
Evaluation Status – Select from the drop-down list a status for the evaluation.
Next Evaluation Type (optional)– Select from the drop-down list the next evaluation that will need to be done for the employee.
Next Evaluation Date (optional) – Enter a date for when the next evaluation is to be done for the employee.
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.
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.
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
Use the System Data Management section in the Admin/Config menu to manage your master lists that are used in dropdown lists for data entry. Performance evaluations related lists are:
- Evaluation Templates
- Evaluation Ratings
Click the button for adding a new option to the list or click on the edit icon for modifying the details of one of the existing options. Before deleting an option, you will want to run a report to see if the option is being used in any of the employee records.