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e-Appraisal Guide (v 2) HR Admin © cxSurbana 2011 P a g e | 1

ELECTRONIC PERFORMANCE APPRAISAL SYSTEM

(PHP Version 2.1 Updated 20 Feb 2012)

ADMINISTRATOR USER GUIDE

S/n Content Page

1. QUICK GUIDE TO SETTING UP PERFORMANCE APPRAISAL ................................................................ 6

2. LOGIN ............................................................................................................................................. 7

3. CHANGE PASSWORD ....................................................................................................................... 8

4. GENERAL SETTINGS ......................................................................................................................... 9

4.1 System Setup ............................................................................................................................ 9

4.2 System Settings ........................................................................................................................ 9

4.3 Guidance Type ........................................................................................................................ 12

4.3.1 Add Guidance Type .................................................................................................. 12

4.3.2 Modify Guidance Type ............................................................................................. 13

4.3.3 Delete Guidance Type .............................................................................................. 13

4.4 System Log ............................................................................................................................. 14

4.5 Database Backup .................................................................................................................... 16

5. ORGANISATION SET-UP ................................................................................................................. 18

5.1 Department setup .................................................................................................................. 18

5.1.1 Add Department ...................................................................................................... 19

5.1.2 Modify Department ................................................................................................. 19

5.1.3 Delete Department .................................................................................................. 20

5.2 Job Family setup ..................................................................................................................... 21

5.2.1 Add Job Family ......................................................................................................... 21

5.2.2 Modify Job Family .................................................................................................... 22

5.2.3 Delete Job Family ..................................................................................................... 23

5.3 Job Grade setup ...................................................................................................................... 23


5.3.1 Add Job Grade ......................................................................................................... 24

5.3.2 Modify Job Grade .................................................................................................... 24

5.3.3 Delete Job Grade ..................................................................................................... 25

5.4 Job Designation setup ............................................................................................................. 26

5.4.1 Add Job Designation ................................................................................................ 26

5.4.1 Modify Job Designation............................................................................................ 27

5.4.1 Delete Job Designation ............................................................................................ 30

5.5 Benefit Scheme setup ............................................................................................................. 31

5.5.1 Add Benefit Scheme ................................................................................................. 31

5.5.2 Modify Benefit Scheme ............................................................................................ 32

5.5.3 Delete Benefit Scheme ............................................................................................. 33

5.6 SUPERVISOR REPLACEMENT ................................................................................................... 34

5.7 CSO REPLACEMENT ................................................................................................................ 35

6. APPRAISAL.................................................................................................................................... 36

6.1 Appraisal Guide ...................................................................................................................... 36

6.2 Appraisal Recommendation .................................................................................................... 37

6.2.1 Add Appraisal Recommendation .............................................................................. 37

6.2.2 Modify Appraisal Recommendation ......................................................................... 38

6.2.3 Delete Appraisal Recommendation .......................................................................... 39

6.2.4 Print Appraisal Recommendation Template ............................................................. 39

6.3 APPRAISAL TYPE ..................................................................................................................... 40

6.3.2 Add Appraisal Type .................................................................................................. 40

6.3.2 Modify Appraisal Type ............................................................................................. 41

6.3.3 Delete Appraisal Type .............................................................................................. 42

6.4 POINT DISTRIBUTION TEMPLATE ............................................................................................ 42

6.4.1 Add Point Distribution Template .............................................................................. 43

6.4.2 Modify Point Distribution Template ......................................................................... 43

6.4.3 Delete Point Distribution Template .......................................................................... 44

6.5 KEY PERFORMANCE OBJECTIVES TEMPLATE SET- UP ............................................................... 45

6.5.1 Add Performance Factor Template .......................................................................... 45


6.5.2 Modify Performance Factor Template ...................................................................... 46

6.5.3 Delete Performance Factor Template....................................................................... 47

6.6 KEY PERFORMANCE OBJECTIVES SET- UP ................................................................................ 47

6.6.1 Add Performance Factor .......................................................................................... 48

6.6.2 Modify Performance Factor ..................................................................................... 49

6.6.3 Delete Performance Factor ...................................................................................... 50

6.6.4 Copy Performance Factors ....................................................................................... 50

6.7 KPI LIBRARY ............................................................................................................................ 51

6.7.1 Adding a New KPI to the KPI Library ......................................................................... 51

6.7.2 Modify KPI in KPI Library .......................................................................................... 52

6.7.3 Delete KPI from KPI Library ...................................................................................... 53

6.8 KRE LIBRARY ........................................................................................................................... 54

6.8.1 Add KRE to the KRE Library ...................................................................................... 54

6.8.2 Modify KRE in KRE Library ........................................................................................ 55

6.8.3 Delete KRE from KRE Library .................................................................................... 56

7. COMPETENCY SET-UP.................................................................................................................... 57

7.1 Competency Type ................................................................................................................... 57

7.1.1 Add Competency Type ............................................................................................. 57

7.1.2 Modify Competency Type ........................................................................................ 58

7.1.3 Delete Competency Type ......................................................................................... 59

7.2 Competency Level .................................................................................................................. 59

7.2.1 Add Competency Level ............................................................................................ 59

7.2.2 Modify Competency Level ........................................................................................ 60

7.2.3 Delete Competency Level ........................................................................................ 60

7.3 Competency Specialty ............................................................................................................ 61

7.3.1 Add Competency Specialty ....................................................................................... 61

7.3.2 Modify Competency Specialty .................................................................................. 62

7.3.3 Delete Competency Specialty ................................................................................... 63

7.4 Competency List ..................................................................................................................... 63

7.4.1 Add Competency to the Competency List ................................................................. 63

7.4.2 Modify Competency in the Competency List ............................................................ 64


7.4.3 Delete Competency from the Competency List ........................................................ 65

8. EMPLOYEE RECORDS ..................................................................................................................... 66

8.1 Employee Details .................................................................................................................... 66

8.1.1 Add Employee .......................................................................................................... 66

8.1.2 Modify Employee ..................................................................................................... 69

8.1.3 Delete Employee ...................................................................................................... 70

8.1.4 Import Employee Records ........................................................................................ 71

8.1.5 Export Employee Records ........................................................................................ 75

8.2 COUNSELLING ......................................................................................................................... 76

8.2.1 Add Counselling Record ........................................................................................... 76

8.2.2 Modify existing Counselling Record .......................................................................... 77

8.2.3 Delete Existing Counselling Record .......................................................................... 78

9. APPRAISAL PROCESS ..................................................................................................................... 80

9.1 APPRAISAL .............................................................................................................................. 81

9.1.1 Create New Appraisal Form ..................................................................................... 81

9.1.2 Modify existing Appraisal Form ................................................................................ 86

9.1.3 Delete Existing Appraisal Form ................................................................................. 86

9.2 SETTING-UP WITH PEER APPRAISAL ........................................................................................ 87

9.3 APPRAISAL – PENDING HR FOLLOWUP .................................................................................... 88

9.4 APPRAISAL – CHANGE STATUS ................................................................................................ 90

9.5 VIEWING THE APPRAISAL SUMMARY ...................................................................................... 91

10. TRAINING ..................................................................................................................................... 92

10.1 Training Provider setup ........................................................................................................... 92

10.1.1 Add Training Provider .............................................................................................. 92

10.1.2 Modify Training Provider ......................................................................................... 93

10.1.3 Delete Training Provider .......................................................................................... 94

10.2 Training Category setup .......................................................................................................... 94

10.2.1 Add Training Category.............................................................................................. 95

10.2.2 Modify Training Category ......................................................................................... 95

10.2.3 Delete Training Category.......................................................................................... 96


10.3 Training Courses setup ........................................................................................................... 96

10.3.1 Add Training Course ................................................................................................. 97

10.3.2 Modify Training Course ............................................................................................ 98

10.3.3 Delete Training Course ............................................................................................. 99

10.4 Training Schedule setup .......................................................................................................... 99

10.4.1 Add Training Schedule ........................................................................................... 100

10.4.2 Modify Training Schedule....................................................................................... 101

10.4.3 Delete Training Schedule ....................................................................................... 103

10.5 Training Evaluation setup ..................................................................................................... 103

10.5.1 Add Evaluation Criteria Template ........................................................................... 103

10.5.2 Modify Evaluation Criteria Template ...................................................................... 105

10.5.3 Delete Evaluation Criteria Template ....................................................................... 106

10.5.4 Adding New Evaluation Criteria .............................................................................. 106

10.5.5 Modify Evaluation Criteria ..................................................................................... 107

10.5.6 Delete Evaluation Criteria ...................................................................................... 108

10.5.7 Copying Evaluation Criteria .................................................................................... 109

10.6 Training Request setup ......................................................................................................... 110

10.6.1 Create Training Request ......................................................................................... 111

10.6.2 Creating Training Evaluation Form ......................................................................... 113

11. ANNOUNCEMENTS ..................................................................................................................... 115

11.1 POSTING ANNOUNCEMENTS ................................................................................................ 115

11.1.1 Add Announcement ............................................................................................... 115

11.1.2 View Announcement ............................................................................................. 116

11.1.3 Modify Announcement .......................................................................................... 117

11.1.4 Delete Announcement ........................................................................................... 118


1. QUICK GUIDE TO SETTING UP PERFORMANCE APPRAISAL

The following are the key steps and information required to create the Performance Appraisal

without the use of the other features.

1. Configure the Appraisal Form

Setup 4444System Settings

2. The set-up of the company’s departments and job designation

Setup 4444Organisation4444Department

Setup 4444Organisation4444 Job Family

Setup 4444Organisation4444 Job Grade

Setup 4444Organisation4444 Benefit Scheme

Setup 4444Organisation4444 Job Designation

3. Set the weight allocation for the Appraisal form

Setup 4444Appraisal4444 Point Distribution

4. Create the Employee Records and login information

Employee4444Employee List

5. Set the appraisal criterion in the Performance Factors (if used)

Setup 4444Appraisal4444 Performance Factors Template

Setup 4444Appraisal4444 Performance Factors

6. Create the Appraisal

Appraisal 4444Create Appraisal


COMPLETE USER GUIDE

2. LOGIN

You will be prompted to login using your User name and password. Please note that the password is case

sensitive.

You will be brought to the main page upon each successful login.


3. CHANGE PASSWORD

Main 4444Change Password

Type in the current followed by the new password


4. GENERAL SETTINGS

4.1 System Setup

Use this feature to determine what the Appraisal form would comprise and other parameters.

4.2 System Settings

Setup 4444General Settings 4444System Settings

The Administrator is able to select the appraisal format and other features using the System Settings

menu.


Definition of System Settings

S/n Feature Function Value

1 Development Plan Display the Development Plan for the employee on or off

2 Plan of Action To set objectives or targets for the next appraisal on or off

3 Email Notifications Allow email notification on or off

4 HR Email Email account for email to send to Email address

5 Maximum KPI Score

Sets the maximum KPI value for the scoring

“5” means 0 – 5

“10” means 0 – 10

Numeral

6 Maximum KRE Score

Sets the maximum KRE value for the scoring

“5” means 0 – 5

“10” means 0 – 10

Numeral

7 Maximum PF Score

Sets the maximum PF value for the scoring

“5” means 0 – 5

“10” means 0 – 10

Numeral

8 Hide Score from Employee Display the Supervisor’s score to employee Yes or No

9 Employee

Acknowledgement Needed

Disable the requirement for Employee to

acknowledge the appraisal Yes or No

10 Allow employee to view

peer appraisal Display the peer’s score to employee Yes or No

11 CSO/ HOD Approval Turn on if CSO/ HOD approval is required on or off

12 HR Input Required Turn on if HR approval is required on or off

13 Target Settings By Allows target to be set by Supervisor/Employee Supervisor or

Employee

14 Show Appraisal Guide Allows the HR Admin to list down information to

guide the users on or off

15 Company Logo Company Logo to be reflected in the appraisal form Company Logo

Amend the settings as required by turning “on” or “off” or adding the appropriate value and click “Save”

to confirm the settings.


4.3 Guidance Type

Setup 4444General Settings 4444Guidance Type

This page shows all the Type of Guidance in the organization. The guidance type such as disciplinary, job issue, etc.

can be added.

4.3.1 Add Guidance Type

Click on “Add New” to add a new guidance type.

Enter the name of the new guidance type and click on “Save” to confirm the newly created guidance type. Click

on “Audit Trail” to view all the past actions done to the selected type.


4.3.2 Modify Guidance Type

You can edit the existing guidance type by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Guidance Type page. Update the appropriate

information and Click on “Save” to confirm the changes or “Audit Trail” to view all the past actions done to the

selected type.

4.3.3 Delete Guidance Type

You can delete the existing guidance type by clicking on the “ ” button.


4.4 System Log

Setup 4444 General Settings 4444System Log

Use this feature to view all the actions done in the administrator’s account.

You will be directed to the View System Logs page. Click on “Clear Logs” to clear all the records in the log list or

“Export Logs” to export all records.


A pop up window will appear. Click on the “OK” button.


4.5 Database Backup

Setup 4444General Settings 4444Database Backup

Use this feature to backup the database in your system. It is recommended that you do a regular backup

of the data in your system.

A pop up window will appear. Click on the “Save File” option and click on “OK” button.


Select the location to save your backup file and click on “Save” button.

The backup file will be saved as a SQL file at the designated location.


5. ORGANISATION SET-UP

This section is required in configuring the system to include the company’s organization structure and

job description.

5.1 Department setup

Setup 4444Organisation4444Department

This page shows all the departments in the organisation. You may need to return to this section to specify

the Head of Department when you have completed entering the Employee records.


5.1.1 Add Department

Click on “Add New” to add a new department.

Enter the “Department” for new department and click on “Save” to confirm the newly created department. Click

on “Back” to return to the previous page or “Audit Trail” to view all the past actions done to the selected

department.

5.1.2 Modify Department

You can edit the existing departments by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Department page. Update the appropriate

information and click on “Save” to confirm the changes or “Back” to return to the previous page. Click on “Audit

Trail” to view all the past actions done to the selected department.

5.1.3 Delete Department

You can delete the existing departments by clicking on the “ ” button.

Upon clicking on the “ ” button, you will be directed to the Delete Department page. You have to make sure

that no employee is assigned to the selected department before you delete it. Click on “Confirm Delete” to delete

the department or “Cancel” to return to the previous page.


5.2 Job Family setup

Setup 4444Organisation4444Job Family

This page shows all the job families in the organization (eg. IT, Accounts, HR).

5.2.1 Add Job Family

Click on “Add New” to add a new job family.


Enter the “Job Family” and click on “Save” to confirm the newly created job family or “Audit Trail” to view all the

past actions done to the selected job family.

5.2.2 Modify Job Family

You can edit the existing job family by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Job Family page. Update the appropriate

information and click on “Save” to confirm the changes. Click on “Audit Trail” to view all the past actions done to

the selected job family.


5.2.3 Delete Job Family

You can delete the existing job family by clicking on the “ ” button.

5.3 Job Grade setup

Setup 4444Organisation4444Job Grade

Use this section to define the classification of employee eg HOD, Management Professional (MP),

Support Staff (SS). This will come in useful for defining staff benefits in future add-ons if deployed.


5.3.1 Add Job Grade

Click on “Add New” to add a new job grade.

Enter the “Job Grade” and click on “Save” to confirm the newly created job grade or “Audit Trail” to view all the

past actions done to the selected job grade.

5.3.2 Modify Job Grade

You can edit the existing job grade by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Job Grade page. Update the appropriate

information and Click on “Save” to confirm the changes. Click on “Audit Trail” to view all the past actions done to

the selected job grade.

5.3.3 Delete Job Grade

You can delete the existing job family by clicking on the “ ” button.


5.4 Job Designation setup

Setup 4444Organisation4444Job Designation

This section comprises of all the job designations in the company and will be required when entering the

Employee records.

5.4.1 Add Job Designation

Click on “Add New” to add a new Job Designation.


Enter the appropriate information and click on “Save” to confirm the newly created job designation. Click on

“Back” to return to the previous page or “Audit Trail” to view all the past actions done to the selected job

designation.

5.4.1 Modify Job Designation

You can edit the existing job designation by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Job Designation page. Update the appropriate

information and Click on “Save” to confirm the changes. Click on “Back” to return to the previous page or “Audit

Trail” to view all the past actions done to the selected job designation.

To add a skill competency to the job designation, click on the “ ” button and select the

competencies that were created (see section 7) and specify the desired level. Click “Add” to continue.


The competency will be added to the Job Designation building a profile for the Job Designation. This will

facilitate the HR Manager in posting job vacancies.


5.4.1 Delete Job Designation

You can delete the existing job designation by clicking on the “ ” button.

Upon clicking on the “ ” button, you will be directed to the Delete Job Designation page. You have to make

sure that no employee is assigned to the selected job designation before you delete it. Click on “Confirm Delete”

to delete the department or “Cancel” to return to the previous page.


5.5 Benefit Scheme setup

Setup 4444Organisation4444Benefit Scheme

This section comprises all the benefit schemes in the company.

5.5.1 Add Benefit Scheme

Click on “Add New” to add a new Benefit Scheme.

Enter the appropriate information and click on “Save” to confirm the newly created benefit scheme. Click on

“Audit Trail” to view all the past actions done to the selected benefit scheme.


5.5.2 Modify Benefit Scheme

You can edit the existing benefit scheme by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Benefit page. Update the appropriate


the selected scheme.


5.5.3 Delete Benefit Scheme

You can delete the existing benefit scheme by clicking on the “ ” button.


5.6 SUPERVISOR REPLACEMENT

Setup 4444Organisation4444Supervisor Replacement

This section enables you to replace the current supervisor for one or a group of employees.

Click on “Change” besides the selected employee’s name.

Select the new supervisor and click on “Save” to confirm the changes.


5.7 CSO REPLACEMENT

Setup 4444Organisation4444CSO Replacement

This section enables you to replace the current CSO for one or a group of employees.

Click on “Change” besides the selected employee’s name.

Select the new CSO and click on “Save” to confirm the changes.


6. APPRAISAL

6.1 Appraisal Guide

Setup 4444Appraisal4444Appraisal Guide

The HR Admin can input information in this tab to guide users in the appraisal process. The information

here could include the guidelines for appraisal, grading definition, etc. Click on “Save” to confirm the

appraisal guide.


6.2 Appraisal Recommendation

Setup 4444Appraisal4444Appraisal Recommendation

The appraisal recommendation such as promotion, increment, confirmation, etc can be added.

6.2.1 Add Appraisal Recommendation

Click on “Add New” to add a new appraisal recommendation.


Update the appropriate information and Click on “Save” to confirm the changes or “Back” to return to the

previous page. Click on “Audit Trail” to view all the past actions done to the selected recommendation.

6.2.2 Modify Appraisal Recommendation

You can edit the existing recommendation by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Appraisal Recommendation page. Update the

appropriate information and Click on “Save” to confirm the changes or “Back” to return to the previous page.

Click on “Audit Trail” to view all the past actions done to the selected recommendation.

6.2.3 Delete Appraisal Recommendation

You can delete the existing recommendation by clicking on the “ ” button.

6.2.4 Print Appraisal Recommendation Template

You can print out the appraisal letter template by clicking on the “ ” button.


6.3 APPRAISAL TYPE

Setup 4444Appraisal4444Appraisal Type

The appraisal type such as annual, contract, periodic, etc can be added.

6.3.1 Add Appraisal Type

Click on “Add New” to add a new appraisal type.


Update the appropriate information and Click on “Save” to confirm the changes. Click on “Audit Trail” to view all

the past actions done to the selected appraisal type.

6.3.2 Modify Appraisal Type

You can edit the existing appraisal type by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Appraisal Type page. Update the appropriate


the selected appraisal type.


6.3.3 Delete Appraisal Type

You can delete the existing appraisal type by clicking on the “ ” button.

6.4 POINT DISTRIBUTION TEMPLATE

Setup 4444Appraisal4444 Point Distribution Template

The point distribution template allows you to set different weight allocation for KPI, KRE and

performance factors based on the type of appraisal form used. For eg. The management staff may

consist of higher weight allocated to KPIs as compared to the support staff. Likewise, for certain

department, eg. Sales department may also have a higher weight allocated to KPIs as compared to the

rest of the departments.


6.4.1 Add Point Distribution Template

To add a point distribution template, Click on “Add New” to add a new Point Distribution Template.

Update the appropriate information and Click on “Save” to confirm the changes.

6.4.2 Modify Point Distribution Template

You can edit the existing point distribution template by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Point of Distribution template page. Update

the appropriate information and Click on “Save” to confirm the changes.

6.4.3 Delete Point Distribution Template

You can delete the existing point distribution template by clicking on the “ ” button.


6.5 KEY PERFORMANCE OBJECTIVES TEMPLATE SET- UP

Setup 4444Appraisal4444 Performance Factors Template

You can create templates for list of selected key objective performance by Job Families. E.g. Sales, IT, etc .

6.5.1 Add Performance Factor Template

You can group the appraisal criteria by job families, departments or any desired grouping by creating the

appraisal template and then assigning criterion to it. Click on “Add” to create a new template.


Give a name and description of the new template to help you differentiate between the various

templates. Click on “Save” to confirm the newly created template.

6.5.2 Modify Performance Factor Template

You can edit the existing performance factor template by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Performance Factor Template page. Update

the appropriate information and Click on “Save” to confirm the changes.

6.5.3 Delete Performance Factor Template

You can delete the existing performance factor template by clicking on the “ ” button.

6.6 KEY PERFORMANCE OBJECTIVES SET- UP

Setup 4444Appraisal4444 Performance Factors

The Key Objectives are a list of performance criteria that applies to all or groups of employees to be appraised.

You can specify different weights to reflect the relative importance. You can also arrange the order of the

performance factors listed on the appraisal form.


6.6.1 Add Performance Factor

Click on the “Add New” and enter the information as required. You need to assign the performance

criteria to the respective template. Click on “Save” to confirm the newly created criteria.


6.6.2 Modify Performance Factor

You can edit the existing performance factor by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Performance Factor page. Update the

appropriate information and Click on “Save” to confirm the changes.


6.6.3 Delete Performance Factor

You can delete the existing performance factor by clicking on the “ ” button.

6.6.4 Copy Performance Factors

You can copy criterion from one template to another. Firstly, create the template that you want to copy

the criterion to before you start to copy them (see 7.4.1).

Thereafter, select the criterion to be copied by ticking in the checkboxes beside the selected criteria

and select the destination template. Click on “Copy to Template” to save the criterion to the destination

template.


6.7 KPI LIBRARY

Setup 4444Appraisal4444 KPI Library

The list of KPIs is found in the KPI Library.

6.7.1 Adding a New KPI to the KPI Library

Click on “Add New” to add a new KPI to the KPI library.


Update the appropriate information and Click on “Save” to save the changes.

6.7.2 Modify KPI in KPI Library

You can edit the existing KPI by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit KPI page. Update the appropriate information

and Click on “Save” to save the changes.

6.7.3 Delete KPI from KPI Library

You can delete the existing KPI by clicking on the “ ” button.


6.8 KRE LIBRARY

Setup 4444Appraisal4444 KRE Library

The list of KREs is found in the KPI Library.

6.8.1 Add KRE to the KRE Library

Click on “Add New” to add a new KRE to the KRE library.


Update the appropriate information and Click on “Save” to confirm the changes.

6.8.2 Modify KRE in KRE Library

You can edit the existing KRE by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit KRE page. Update the appropriate information

and Click on “Save” to confirm the changes.

6.8.3 Delete KRE from KRE Library

You can delete the existing KRE by clicking on the “ ” button.


7. COMPETENCY SET-UP This can be used in building up the profile and skill requirements of each job designation within the

organization.

7.1 Competency Type

Setup 4444Competency4444Type

This section is used to categorize the competency and skills into Technical and Non-technical and

whether they are “Core” or Non-core” skills. Other methods of categorization can be also be used

depending on the organization.

7.1.1 Add Competency Type

Click on “Add New” to add a new competency type.


Enter the “Job Competency Type” and “Description” and click on “Save” to confirm the newly created Job

Competency. Click on “Audit Trail” to view all the past actions done to the selected Competency Type.

7.1.2 Modify Competency Type

You can edit the existing competency type by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Competency type page. Update the

appropriate information and Click on “Save” to confirm the changes. Click on “Audit Trail” to view all the past

actions done to the selected competency type.


7.1.3 Delete Competency Type

You can delete the existing competency type by clicking on the “ ” button.

7.2 Competency Level

Setup 4444Competency4444Level

This aids the organization in determining the competence level of each desired skill set.

7.2.1 Add Competency Level

Click on “Add New” to add a new competency level.


Enter the “Job Competency Level” and “Description” and click on “Save” to confirm the newly created Job

Competency Level. Click on “Audit Trail” to view all the past actions done to the selected Competency Level.

7.2.2 Modify Competency Level

You can edit the existing competency level by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Competency level page. Update the

appropriate information and Click on “Save” to confirm the changes. Click on “Audit Trail” to view all the past

actions done to the selected job competency level.

7.2.3 Delete Competency Level

You can delete the existing competency level by clicking on the “ ” button.


7.3 Competency Specialty

Setup 4444Competency4444Specialty

A list of skill specialty skills can be included in this section as appropriate to the organization.

7.3.1 Add Competency Specialty

Click on “Add New” to add a new competency specialty.


Enter the “Job Competency Specialty” and “Description” and click on “Save” to confirm the newly created Job

Competency Specialty. Click on “Audit Trail” to view all the past actions done to the selected Competency

Specialty.

7.3.2 Modify Competency Specialty

You can edit the existing competency specialty by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Competency specialty page. Update the

appropriate information and Click on “Save” to save the changes or “Audit Trail” to view all the past actions done

to the selected competency specialty.


7.3.3 Delete Competency Specialty

You can delete the existing competency specialty by clicking on the “ ” button.

7.4 Competency List

Setup 4444Competency4444Competency List

This section brings in all the previous sections together with specific skills or courses that have been

identified by organization.

7.4.1 Add Competency to the Competency List

Click on “Add New” to add a new competency to the list.


Enter the appropriate information and click on “Save” to confirm the newly created Job Competency. Click on

“Audit Trail” to view all the past actions done to the selected Competency.

7.4.2 Modify Competency in the Competency List

You can edit the existing competency by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Competency page. Update the appropriate


selected job competency.


7.4.3 Delete Competency from the Competency List

You can delete the existing competency by clicking on the “ ” button.


8. EMPLOYEE RECORDS

8.1 Employee Details

In this section, we begin entering the Employee’s details into the System.

Employee4444 Employee Details

The employee records allow you to key in the details of all your employees into the system.

8.1.1 Add Employee

To add a new employee, Click on “Add New Employee” and begin adding the required information

highlighted in blue.


The first section is for the basic Employee’s details. Enter the employee’s name and NRIC number in this

section.


The login section is for the HR admin to set the Username and Password for the individual employee.

This is needed for them to log into their own account. Please note that the Username has to be unique

and the Password is case-sensitive. The Status “Active” enables the employee to have access to the

system. The status “Inactive” will not allow the employee to log into the account and this is usually

applicable to those who have resigned from the organization.

This section records all the Job-related details. You will need to enter the employee’s department,

Designation and Supervisor in the respective fields before clicking on “Save” to confirm all the records.


After the minimal data has been added and the record created, you can revisit the record to add other

information.

8.1.2 Modify Employee

You can edit the existing employee by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Employee page. Update the appropriate

information and Click on “Save” to confirm the changes.

8.1.3 Delete Employee

You can delete the existing employee by clicking on the “ ” button.


8.1.4 Import Employee Records

You can import the employee records by clicking on the “Import Employee” button.

Click and download the sample csv file.


Open the Excel file and key in the details. The fields denoted with an asterisk (*) are compulsory fields. Save the

file after completion.


To import the file, click on “Browse” button.

A pop out window will appear. Select the file and click on “Import” to upload the file.


The uploaded file will be reflected in the records below. If the data is imported successfully, the status

will appear as “Already processed. The status allows us to view all the errors (if any).

You can click on the “Export data” to export those records which have errors to make the necessary

changes.


If the employees do not have any assigned supervisor when it is imported into the system, there will be

a checkbox beside their names. Click on the checkbox and assign their supervisors by selecting the

name of the supervisor and click on “Assign Supervisor” button at the bottom of the page.

8.1.5 Export Employee Records

You can export the employee records by clicking on the “Export Employee” button.


A pop out window will appear. Choose the “Save File” option and click on “OK” button.

8.2 COUNSELLING

Employee4444 Guidance

The guidance list allows you to key in the details of all your employees counselling records into the

system.

8.2.1 Add Counselling Record

To add a new record, Click on “Add New” and begin adding the required information.


Update the appropriate information and Click on “Save” to save the changes. Click on “Audit Trail” to view all the

past actions done to the selected record.

8.2.2 Modify existing Counselling Record

You can edit the existing record by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Employee Guidance page. Update the

appropriate information and Click on “Save” to confirm the changes.

8.2.3 Delete Existing Counselling Record

You can delete the existing record by clicking on the “ ” button.


9. APPRAISAL PROCESS

Sequence

HR Employee Supervisor CSO/HOD HR

Set-up Create

Appraisal

Set KPI/KRE

(Optional)

Set or/and

Confirm KPI/KRE

Appraisal Starts

Appraisal

Self-Appraisal

Acknowledge

Appraise

Recommendation

Approve

Completed

The appraisal sequence will be as follows for appraisal with KPI and KRE.

Step Role Function Status

1 HR Admin Creates Appraisal Pending for Employee Target

Setting

2 Employee Set Goals and Target in the KPI /KRE (Optional) Pending for Supervisor Target

Setting

3 Supervisor Set or/and Confirm Goals and Targets in the

KPI/KRE

Pending for Appraisal

4 HR Admin Start Appraisal by clicking on

Pending Employee Appraisal

5 Employee Conduct Self Appraisal by entering achievement

and grades

Pending Supervisor Appraisal

6 Supervisor Grade the staff and comment Pending Employee

Acknowledgement

7 Employee Enter comment and clicks

Pending CSO/HOD Approval

8 CSO/HOD Accept the recommendation or amend it Pending HR Follow up

9 HR Admin Accept the appraisal or amend it Completed


9.1 APPRAISAL

Appraisals4444 Appraisal List

The appraisal list allows you to view all the appraisal forms created for all the employees.

9.1.1 Create New Appraisal Form

Click on “Create Appraisal” to create a new appraisal.

Click “ ” to go to the add Employee Name menu. Select the Employee to add and click “Add

selected”. You can filter down the selection list either by Job Title, Job Family or Department.


Select the appropriate Point Distribution and Performance Factor Template. Enter the Year and Type of

Appraisal. You may enter the Project Name (if any, for Project-based appraisal). Click on “Create” button.


There are three (3) possible statuses after you have created the appraisal form.

(A) Pending for Appraisal-

• Applicable if there is no weight assigned to KPI and KRE in the selected point distribution

template.

(B) Pending Supervisor Target setting-

• applicable when the system settings has been set for Supervisor to set the targets

• assigned a certain weight to KPI or KRE in the selected point distribution template.


• The Appraisal form is now ready for the Supervisor to set the key performance indicators

(KPIs) or the key results expected (KREs) for the year.

(C) Pending Employee Target setting –

• applicable when the system settings has been set for Employee to set the targets

• assigned a certain weight to KPI or KRE in the selected point distribution template.

• The Appraisal form is now ready for the Employee to set the key performance indicators

(KPIs) or the key results expected (KREs) for the year. The status will be changed to “Pending

Supervisor Target Setting” after the employee has completed setting all the targets for

confirmation.


When the Supervisor has completed setting the key performance indicators or results expected, the

status of the appraisal will be “Pending for Appraisal”.

To start the Appraisal Period, the HR Admin simply has to click on the “Start Appraisal” button.

This will change the status of the appraisal to “Pending Employee Appraisal” or “Pending Supervisor

Appraisal”, allowing either one of the party to enter their respective inputs.


9.1.2 Modify existing Appraisal Form

You can edit the existing appraisal form by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Appraisal page to update the appropriate

information.

9.1.3 Delete Existing Appraisal Form

You can delete the existing appraisal form by clicking on the “ ” button.


9.2 SETTING-UP WITH PEER APPRAISAL

If Peer Appraisal is configured for the organization, there will be an extra input field in the Job-related

section to add in the peers who will be assessing them.

Employee 4444Employee Details

Note: The peers must be added before setting up the Appraisal.

An extra tab for each peer appraisal (Peer1) will be included in the Appraisal form when it is created.


9.3 APPRAISAL – PENDING HR FOLLOWUP

This section is applicable if the HR input has been turn on at the system settings.

Appraisals4444 Appraisal List

Click on the “Edit” button besides the appraisal with the status as “Pending HR Follow up”.


Provide the HR comments and recommendation. You may change the overall performance rating. Click

“Save” and “Approve (HR)”when it is done or click on “Generate Recommendation Letter” to print out

the recommendation letter.

The status will be changed to Completed.


9.4 APPRAISAL – CHANGE STATUS

You may change the current status of the appraisal form by ticking the checkbox beside the selected

appraisal form. Choose the status you would like to change to and click on “Change Status” button at

the bottom of the page.


9.5 VIEWING THE APPRAISAL SUMMARY

Appraisals4444Appraisal Summary

To view the summary scores of each appraisal, select the year or the other filtering criteria and click on

“Search” button. Only appraisals that are completed will be displayed here.

You can also export the results into an Excel Spreadsheet by clicking on “Export Appraisal Summary”

button. Click on “View” button to view the details of the appraisal form.


10. TRAINING The system can be used to nominate and record all the employees who have gone for training. The HR

Admin will need to set-up the system with Training Providers, Training Courses.

10.1 Training Provider setup

Setup 4444Training4444Training Provider

This page shows all the training providers in the organization.

10.1.1 Add Training Provider

Click on “Add New” to add a new training provider.


Enter the “Vendor Name” for new training provider and click on “Save” to confirm the newly created training

provider. Click on “Audit Trail” to view all the past actions done to the selected provider.

10.1.2 Modify Training Provider

You can edit the existing training provider by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Training Provider page. Update the appropriate


selected provider.


10.1.3 Delete Training Provider

You can delete the existing training provider by clicking on the “ ” button.

10.2 Training Category setup

Setup 4444Training4444Training Category

This page shows all the training categories in the organization.


10.2.1 Add Training Category

Click on “Add New” to add a new training Category.

Enter the “Category Name” for new training Category and click on “Save” to confirm the newly created training

category. Click on “Audit Trail” to view all the past actions done to the selected training category.

10.2.2 Modify Training Category

You can edit the existing training category by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Training Category page. Update the

appropriate information and Click on “Save” to confirm the changes or “Audit Trail” to view all the past actions

done to the selected training category.

10.2.3 Delete Training Category

You can delete the existing training category by clicking on the “ ” button.

10.3 Training Courses setup

Setup 4444Training4444Training Courses

This page shows all the training courses in the organization.


10.3.1 Add Training Course

Click on “Add New” to add a new training course.

Enter the “Course Title”, “Training Category” and “Course Provider” and click on “Save” to confirm the newly

created training course. Click on “Audit Trail” to view all the past actions done to the selected training course.


10.3.2 Modify Training Course

You can edit the existing training course by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Training Course page. Update the appropriate


selected training course.


10.3.3 Delete Training Course

You can delete the existing training course by clicking on the “ ” button.

10.4 Training Schedule setup

Setup 4444Training4444Training Schedule

This page shows all the training schedules in the organization.


10.4.1 Add Training Schedule

Click on “Add New” to add a new training schedule.

Enter the “Course Title”, ”Date From” and “Date To” and click on “Save” to confirm the newly created training

schedule. Click on “Audit Trail” to view all the past actions done to the selected training schedule or “Back” to

return to previous page.


10.4.2 Modify Training Schedule

You can edit the existing training schedule by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit Training Course page. Update the appropriate


selected training course.


10.4.3 Delete Training Schedule

You can delete the existing training schedule by clicking on the “ ” button.

10.5 Training Evaluation setup

Setup 4444Training4444 Evaluation Criteria

This page shows all the training evaluation criteria that applies to all or groups of employees who attended the

different training courses in the organization.

10.5.1 Add Evaluation Criteria Template

You can group the appraisal criteria by any desired grouping by creating the evaluation criteria template.

To create a new template, click on “Template Manager” and “Add” button.



templates. Click on “Save” to save the newly created template.


10.5.2 Modify Evaluation Criteria Template

You can edit the existing evaluation criteria template by clicking on the “Edit” button.

Upon clicking on the “Edit” button, you will be directed to the Edit Evaluation Criteria Template page. Update the

appropriate information and Click on “Save” to save the changes.


10.5.3 Delete Evaluation Criteria Template

You can delete the existing Evaluation Criteria template by clicking on the “ ” button.

10.5.4 Adding New Evaluation Criteria

Click on the “Add New” and enter the information as required. You need to assign the evaluation criteria

to the respective template. Click on “Save” to save the newly created criteria.


10.5.5 Modify Evaluation Criteria

You can edit the existing evaluation criteria by clicking on the “Edit” button.


Upon clicking on the “Edit” button, you will be directed to the Edit evaluation criteria page. Update the

appropriate information and Click on “Save” to save the changes.

10.5.6 Delete Evaluation Criteria

You can delete the existing evaluation criteria by clicking on the “ ” button.


10.5.7 Copying Evaluation Criteria

You can copy criterion from one template to another. Firstly, create the template that you want to copy

the criterion to before you start to copy them.



templates. Click on “Save” to confirm the newly created template.

Select the criterion you would like to copy by clicking in the checkboxes besides the criteria and select

the template you would like to copy the criterion to and click “Copy to Template”.

10.6 Training Request setup

Learning & Development 4444Training List

HR Admin will be able to see all the training request on this page.


10.6.1 Create Training Request

To create a new training request, click on “New Request”.

Select the “Course Title” and “Available Date” which the HR admin would like to request to send the

employee for training.


Select the name of the employee who has attended the selected training course by clicking on the

“ ” button.

Select the evaluation Criteria template to create the evaluation form for the selected employee.

Additional evaluation criteria can be added to the evaluation list and click on “Add” button. Click on

“Submit” after you have completed adding in all the necessary fields.


Upon submission, the training request will be sent to the HOD for approval. Once it has been approved,

the employee will attend the selected course.

10.6.2 Creating Training Evaluation Form

Upon completion of training course, HR will need to can create the Training Evaluation form. To create a

new training evaluation form, HR will need to click on “View” beside the selected training course and

confirm the attendance by clicking on the “Attended Training”. The evaluation form will be created and

the status will be changed to “Pending for Evaluation”.


11. ANNOUNCEMENTS

11.1 POSTING ANNOUNCEMENTS

This feature facilitates the posting of announcements for the organization

11.1.1 Add Announcement

Click on “Add New” to add new announcement.

Select the appropriate “Category”, give a Title and type in the contents of the new announcement to be posted

and click on “Save” to save the newly created announcement. Select “Yes” to publish the announcement to all

employees when it is ready. Click on “Back” to return to the previous page or “Audit Trail” to view all the past

actions done to the selected announcement.


11.1.2 View Announcement

You can view the existing announcement by clicking on the “View” button.

Click on “Print Preview” if you would like to print out the announcement.


11.1.3 Modify Announcement

You can edit the existing announcement by clicking on the “Edit” button.

Upon clicking on the “edit” button, you will be directed to the Edit Announcement page. Update the appropriate

information and Click on “Save” to save the changes or “Back” to return to the previous page. Click on “Audit

Trail” to view all the past actions done to the selected announcement.


11.1.4 Delete Announcement

You can delete the existing announcement by clicking on the “ ” button.

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