Performance evaluation process (Admin)

1. Access the performance evaluation process management module

To get there, use the following path:
Admin > Human Resources > Performance Evalution

A list of all performance evaluation processes in the organization will appear.

2. Click on the Create Process button located in the upper right corner of the page

3. Complete all the steps

For details on each of the steps, see the following articles:

1. Complete the General Information section
2. Complete the Assignment section
3. Complete the Evaluation Questionnaires section
4. Complete the Calcuation section
5. Complete the Results Shared with the Employee section
6. Complete the Attachments and Note to Reviewers section

Warning! Some fields are mandatory, these fields are marked with an asterisk (*). The button allowing you to go to the next step will be inactive if these fields are not completed.

At any time, it is possible to return to a completed step by using:

• The navigation arrows located at the bottom of the page
  or
• By clicking directly on the desired step in the process tracking component located on the left side of the page

3. Review your process in the Summary section

To learn more about this step, see the Section Summary article

4. Click on Finish creating the process in the last step

To learn more about this step, see the article Finish creating an evaluation process or save as a draft.

Lorsque vous débutez la création d'un processus d'évaluation, la première étape consiste à compléter les informations générales. Pour un aperçu des différentes étapes de création d'un processus, consultez Créer un processus d'évaluation de performance complet.

Name*

Name your evaluation process.

An evaluation process is defined as several evaluation steps with the same type or dates as the other steps in the process. It targets a category of employees by selecting combinations of organizational structures of the targeted employees. Several processes can be created for the same category of employees.

Tip: Use the frequency, the types of evaluators or the assignment to the structures to give a meaningful name to your process so that you can find it quickly (example : Monthly evaluation - Marketing ou Annual Peer Review - Marketing).

Type of evaluators*

Select the desired evaluators. It is possible to select one or more evaluators in the Evaluator Type list.

• Supervisor - Allows managers to evaluate their employees.
• Peer - Allows employees to evaluate each other.
• Employee (Self-evaluation) - Allows employees to evaluate themselves.

Warning! Employees who do not have a supervisor defined in their profile will not be considered in the manager's evaluation or in the peer evaluation.

Languages*

Choose one or more completion languages. By default, the system will have selected the user's language.

You can select another language from the Completion languages drop-down menu or remove it by clicking on the X in the language label.

If you select a bilingual process, don't forget to fill in the translations of each statement and its possible answers. If you forget a translation, the system will prevent you from saving and will highlight the forgotten field(s).

Evaluation type

• Regular evaluation
• Probation evaluation

Frequency and recurrence*

If you have selected Regular evaluation, choose the frequency of occurrence of the assessments

Frequency per year

The Frenquency per year option allows you to select a regular completion recurrence between :

• Annually
• Bi-annual (Sem-annual)
• Quarterly
• Monthly

 New: The current date can be selected as the launch date.

Tip: The Frequency per year option is useful when the assessment in question must be completed at regular intervals throughout the year without exception. The frequency starts on the first day of your HR reference year (the option to adjust the year to the employee's hiring date is planned for future updates of the module).

Quantity per year

The Quantity per year option allows you to select several different evaluation dates.

By selecting this option, you will be able to specify the number of assessments needed for this process and assign dates to them. These dates are the start dates of the process and when the evaluators will receive notification that the evaluation is due. These dates will need to be reselected each year to provide the exact dates that apply to the new year.

The fields will automatically rearrange themselves in chronological order. It is normal for the date fields to change location if you do not enter them in order.

👉 Next step: Assignment

Click the arrow to go to the Assignment section (see Create an evaluation process: Assignment).

Tip: At any time, click on the save disk in the top right-hand corner and the process will be saved in Draft status.

Once you have completed the General information section, you will be taken to the Assignment section. This section is used to determine which employees are involved in the process.

Two options are available:

• Assign to entire organization - Select this option to assign the process to all employees in the company without exception.
• Assign to a defined structure in the organization - Select this option to select the combination(s) of operating sites, departments and/or job titles containing the employees to be evaluated. For more information on associating to a defined structure, see Assign the process to one or more combinations of organizational structures.

👉 Next step: Creation of evaluation forms

Click the arrow to go to the Creation of evaluation forms section (see Create an evaluation process: Creation of evaluation forms).

The Creation of evaluation forms section allows you to create evaluation questionnaires for each type of evaluator. Each questionnaire can contain several sections which in turn contain several statements of the same type.

Statement type

Select the type of statement contained in the section. There are 3 types to choose from:

• Criteria - Allows you to write a short criteria to evaluate an employee.
• Objective - Allows you to determine an objective for the employee to achieve. The determination of the objective can be delegated to the employee's supervisor, and the objective can be reported to the next evaluation if needed.
• Personalized text - Allows you to write a longer text, to give more context to your statement.

You can add as many statements as you want in each section, but only one type of statement can be included in a section.

Tip: If you want to add statements of a different type, you must create a new section for them.

To find out more about the different statement types, see Types of statements.

Answer type

Select the type of answers you need. There are 3 possible types of answers. Only one type of answer can be associated with a section.

• Choice of answer
• Scale
• Short answer

To find out more about the different answer types and their respective parameters, see Answer types.

Tip: If you want to add a statement with a different answer type, you must create a new section for statements with different answer types.

Add a section

To add a section, click the Add a section button at the bottom of the page. For more information on section settings, see Section Management.

👉 Next step: Calculation of sections

The arrow at the bottom of the page will take you to the creation of the next evaluator form or to the Calculation of sections section if you have completed all the evaluators (see Create an evaluation process: Calculation of sections).

Warning! A statement must be created in order to proceed to the next step, otherwise the button will be grayed out.

Assign results to process

Activating this option allows you to associate results to the different steps in the process. Each step will have the option to have a result or not depending on the type selected in the next step. Disabling this option allows a process without scoring.

Results type

If you have activated This evaluation process is scorable, you will need to select the desired result type.

• Quantitative result (Percentage): This evaluation allows the evaluator to put a percentage score on the criteria being evaluated. For more information, see Evaluation with a quantitative outcome.
• Qualitative result (Color code): This evaluation allows the evaluator to assign a color to the criteria being evaluated. For more information, see Evaluation with a qualitative outcome.

Assign only a final score to the whole evaluation process

This option allows the evaluator to give a single, overall score. When this option is enabled, the scoring steps per evaluator are no longer available, as only a score for the entire process can be put in.

Count by evaluator

Instead of assigning only a final score to the evaluation process, you can select the type of rating for each evaluator in the process.

• Supervisor assessment
• Peers assessment
• Employee assessment (self-evaluation)

The Assign an overall rating to the evaluation option allows for a single, overall rating to be assigned to the entire evaluation for that reviewer.

The Assign a rating by section option allows you to assign a rating to each of the activated sections, allowing you to exclude certain sections from the final rating. The final rating of the evaluation is an average of the rating given to the activated sections.

Count by section

If you have activated the Assign a rating per section option, select the sections for which you want the scoring to be available. The score for each section where this option is enabled will be counted in the overall score as an average.

 New feature: It is possible to configure the weighting of quantitative evaluation sections for the calculation of the final result.

Weighting allows you to give more or less weight to a section in the calculation of an employee's final result. For example, if you have a “Soft skills” section and you want this section to count for more in the calculation of the final result, assign a higher value to this section.

The weighting of the sections will be visible in the summary of the evaluation form, and the weighting information will be displayed in the evaluation results.

👉 Next step: Results Management

Click the arrow to go to the Results Management section (see Create an evaluation process: Results Management).

In this section, you must indicate how you want to share results by evaluator.

Editing results

Choose whether you want to allow evaluators to edit their assessments after they have been completed. To do so, you need to activate the Allow manager to edit results function. When enabled, this option allows only the direct supervisor or administrator to change the content of their employee assessments.

Results sharing settings

Share the evaluation result to the employee

In this section, you need to decide whether to share the results with employees and the sharing options.

Type of sharing

You have the option of sharing results as soon as the evaluation is submitted, or when the assessor or a user with appropriate rights decides to do so.

• Upon sharing action by the manager (Manual sharing)
• Upon submission of the form by the evaluators (Automatic sharing)

Share the total result

This option allows you to share only the scores of the evaluations, or to share the total score, i.e. the average of the scores of each evaluation in the process.

Share manager results

You can activate the Share manager results option and specify whether you want to share the total result given by the evaluator or share the content of the sections of the evaluation.

• Share the total result given by the evaluator
• Share the content of the sections of the evaluation - Select the information you want to share in each section for each evaluator.
  Warning! It is not possible to share comments only.

October 2024 update: To allow users to confirm that they have read the manager's assessment, you can activate the Request a reading confirmation option. The reading confirmation request will be sent when the evaluation's results are shared to the employee.

Share peers results

You can activate the following options:

• Share the total result of the peer review
• Share the total result of the evaluation of each of the peers
• Share the content of each peers' assessment

Share self-assessment

You can activate the following options:

• Share the total result given by the evaluator
• Share the content of the sections of the evaluation

👉 Next step: Attachments and note to evaluators

Click the arrow to go to the Attachments and note to evaluators section (see Create an evaluation process: Attachments and note to evaluators).

This section allows you to attach various reference documents as well as a commentary that will help your evaluators complete the evaluation form. Please note that the added information will be available to all evaluators.

Attachments

Click in the document import area to add one or more documents.

Tip: It is also possible to drag and drop documents in the document window.

Warning! The documents will be added to the process when you save it (see Save the evaluation process as a draft).

Note to evaluators

Add information in the form of comments in the area provided.

👉 Next step: Summary

Click the arrow to go to the Summary section (see Create an evaluation process: Summary).

Cette section présente l'ensemble des paramètres sélectionnés ainsi que les informations contenues dans le processus. Elle ne requiert aucune action. Il suffit de valider l'information de votre processus.

This section shows all the selected parameters and the information in the process. No action is required; simply validate your process information.

Tip: Use this section to ensure that all information is correct before finalizing the process.

Click on the arrow to go to the last section to save as a draft or completed process (see Finish creating an evaluation process or save as a draft).

1. Access the performance evaluation process page

To access it, follow this path:

Admin > Human Resources > Performance evaluation process

2. Select the Evaluation type Probation

In the General Information step, under the Evaluation type section, select the Probation type. Once selected, the available options will be slightly modified to allow you to select the delay from the hire date after which each employee's process will be triggered.

Warning!  A process containing a probation evaluation will only be triggered once per employee.

1. Go to the Performance Evaluation Process page in Admin

To get there, use the following path:
Admin >Human Resources > Performance Evaluation Process

2. Click on the Create Process button

The form for creating a process will appear.

3. Name the evaluation

Tips and tricks: If the process name is to be read in both languages, the evaluation name must be created in both languages in the same field. There is no special field for each language.

4. Select the two languages in the Languages section

Two labels will appear below the field, one for each of the selected languages.

5. Continue to the step of creating the evaluation forms

A second field is displayed below each of the statements and responses to enter the translation. Enter the translation of each statement so that it is displayed correctly to the evaluators and the evaluated.

Warning! It will not be possible to get to the next step of the process if one or more translations are missing.

1 - In the "Admin" section, access the Performance evaluation process page:

Admin > Human Resources > Performance Evaluation

2 - Create a new process or modify an existing one.

In the General information step, under the Frequency and recurrence section, select the Hiring date trigger option and select the frequency of annual occurrences. The process will be triggered on the employee's date of hire, or on the next occurrence if the assessment is to be carried out several times a year.

For more information on creating a process, see How to create a complete evaluation process.

For more information on modifying a process, see Modifying a performance evaluation process.

When creating or modifying an evaluation process, the process can be assigned to the entire organization or to a few employees by selecting the organizational structures associated with those employees. To associate the process with certain combinations of organization structures, follow these steps:

1. Select one or more structures from each of the drop-down menus

You must select combinations of organizational structures and press View List or if this is not the first search, Refresh List. This action will create a list of possible combinations with active employees. This will allow you to select them later from the list below the drop-down menus in order to assign the process to those specific combinations.

Tips and tricks: Select the All choice in the drop down menu to select all operation sites, all departments or all job titles. 

Tips and tricks: If you select only two of the three structures, it will add all possible combinations with all elements of the third structure that has not been specified.

Warning! Organization structures that have no employees will not be displayed in the drop-down lists.

2. Assign the selected combined organization structures

Once the organization structures are combined in the table, each combination resulting from the initial search will be displayed in a map. In order to add the targeted combinations, you must press the Plus (+) icon on each card to include them in this evaluation process. Once done, the combination of organizational structures will now be present in the Organizational Structures table applied to the process. All combinations in this table will be included in the assessment process being created or modified.

Tips and tricks: Click Add All to add all cards in the Combined Organization Structures table. Click Remove All at the bottom of the Organizational Structures Applied to Process table to remove all previously selected structure combinations.

In an evaluation process, it is possible to add sections. There is no limit to the number of sections you can add. For each section added, you must configure the section according to the desired parameters.  

By default, each section label is the section number. Ex. Section 1, Section 2, etc. You can rename any section by clicking on to the right of the section name.

Add a section

Click on Add a section + located at the bottom of the page

Delete a section

Click on the trash can icon located to the right of the section name

Warning! When there is only one section, deletion is impossible.

The definition of a statement is the points or questions on which employees will be evaluated. 

1. Criteria

A Criterion is a short statement, often presented in one word. This description will be visible to the evaluator during the evaluation and to the employee when viewing the results.




2. Objectives

An Objective is a statement based on a specific goal assigned to the employee. In a section where Objective is selected, you must decide if the objectives in the section will be general to all employees or be created at each employee's evaluation by the evaluator. In order to let the manager create the objectives, you have to activate the Let manager manage the objectives of this section toggle. You also have the possibility to put an additional description.



Tip: If you want to evaluate general objectives and objectives created by the manager, you have to create a section for general objectives and one for objectives created by the manager.




Manager-created goal

If you selected Let Manager Manage Goals in this section, the manager will be able to:

Renew each goal if he/she wants to
Create one or more new goals that will be evaluated the next time the goal is used.

Tip: To see how the manager will create the goals, click on the eye in the upper right corner of the process creation area.




3. Custom Text

A custom text is a short or long sentence evaluation statement. There is no character limit to a custom text. You also have the option to put in an additional description.

The answer types are how each of the created statements will be evaluated.
You must choose an answer type for each section

Warning! It is not possible to choose more than one answer type per section.

Scale

Selecting Scale will create a traditional scale of evaluation by criteria. You can enter the definition of the minimum and maximum only. A default label will be present, you can modify them by activating the option Edit labels. The choices between the two cannot be defined. No value is associated with the answers.

A 7-point scale is suggested by default. It is possible to modify it according to your needs.

Short answer

The evaluator will be able to enter text in a comment box. No value can be associated with a short answer.

Choice of answer

Three choices are proposed by default. However, you can replace them with the answer choices that correspond to your needs.

A color attribution system is also available. It is possible to modify the colors of each choice. To modify a color, you must put your mouse on the color you wish to modify, a tooltip will open with each possible color choices. Click on the desired color to select it. You can select the square with an X inside to not associate a color with the answer choice.
In order to add an answer choice, you must: 

1. Click on the Plus (+) icon located below the answer choices. A new field will be added.
2. Enter the wording of the desired answer choice and the associated color. 
3. Repeat steps 1 and 2 as needed

Warning! A maximum of nine answer choices can be created. 

To delete an answer choice, click on the trash can icon located to the right of the answer to be deleted.

The quantitative scoring system works on a percentage basis. Each occurrence contains 4 types of scores: Section Score, Evaluator score, Total Score and Overall Score.

• Section Score: The score given by the evaluator per section
• Evaluator Score: The score given by the evaluator for the occurrence
• Total Score: The final score for the occurrence
• Overall Score: The final score of the process

The Overall Score will be generated as follows:

• The Evaluator Score for an assessment completed by an evaluator is calculated by averaging the Section Scores it contains.
• The Total Score of a process occurrence is calculated by averaging the Evaluator Scores.
• The Overall Score is calculated by averaging the Total Scores. 

Tips and tricks: All of the scores can be adjusted by the evaluator.

The scoring of qualitative assessments is based on a scale created from a color system with a predetermined value.

Green = Exceeds expectations

Yellow = Meets expectations

Red = Does not fully meet expectations

This scale is available to evaluators when completing the evaluation forms.

How the calculation works

1. A value is associated with each of the section result colors, allowing automated calculation of results by evaluator.

2. The result of the occurrence is automatically calculated from an average of the results by evaluators.

3. The overall result is automatically calculated from an average of the results of all occurrences.

Tips and tricks:  Each automatically calculated result can be changed manually by the evaluator and this value will be used for further calculations.

The last step is to choose between finishing the process or saving it as a draft to save it later.

Finish creating the process

This action makes the process available to evaluators. It will automatically trigger on the dates configured.

Once completed, you will return to the Performance evaluation processes page, where you can see that the process is listed with the status Ready.

Warning! A completed process will be available to raters on the next scheduled occurrence, depending on when the process was created.

Save the process as a draft

This action allows you to save the process so that you can come back to it later, modify it if necessary and complete it. By saving as draft, the process will not be triggered and you will always have the option to edit the process to complete or delete it. 

When creating an evaluation process, it is automatically saved in Draft status.
A process in Draft status will not be available to reviewers.

Automatic registration

The process is automatically saved several times when the process is created. Automatic saving is enabled by default.



Tip: It is possible to deactivate the automatic saving mode. To disable automatic recording, click on the settings icon and deactivate the Automatic recording option. 




Manual recording

Click on the floppy disk icon in the upper right corner of the creation area. 

It is possible to edit a process regardless of its status.

1. In Folks, navigate to the performance evaluation process module (Admin > Human Resources > Performance Evaluation Process). A list of all the performance evaluation processes in the organization will appear.
2. In the evaluation process board, click on the ellipsis of the desired process and select Edit.
3. If applicable, in the window that opens, select one of the following two options to choose when your changes will take effect.
   • From the next evaluation - The changes will only be applied from the next upcoming evaluation, without impacting current or past evaluations.
   • New feature: From now on and for future evaluation - You will only be able to modify the content of sections and questions. These changes will affect all evaluations, including past evaluations.
4. Make the desired changes and save. You can check the box to send an email to all employees taking part in the evaluation.

Cancel an ongoing process

New feature: This feature was added with the October 24, 2024 update.

1. In Folks, navigate to the performance evaluation process module (Admin > Human Resources > Performance Evaluation Process). A list of all the performance evaluation processes in the organization will appear.
2. In the evaluation process board, click on the ellipsisof the desired ongoing process and select Cancel current evaluation. A confirmation message will appear informing you that the cancellation will result in the permanent and irreversible deletion of all current evaluations.
3. To confirm the cancellation, click on Cancel current evaluation. The process status will then change to Ready for the next occurrence.

Once the cancellation has been confirmed, an email is sent to all the employees participating in the evaluation.

Delete a process

1. Access the performance evaluation process management module

To access it, use the following path: Admin >Human Resources > Performance Evaluation Process
A list of all the performance evaluation processes in the organization will appear. 

2. Click on the three dots icon located to the right of the desired process line

A menu will open.

3. Select the Delete option

Warning! If the process is being completed, all unfinished evaluation forms containing information will be lost.

4. Confirm the action

The process will be deleted. The evaluators will no longer have access to the forms to be completed.