Performance evaluation process (Admin)

The performance evaluation module allows you to create customized performance assessments and incorporate best practices for collaboration and communication between employees and managers.

Evaluations are taken to a whole new level with our limitless features. Supervisor evaluations, peer reviews, or even self-assessments: you can choose who will be involved in each evaluation process.

In this article, you will discover the features of the evaluation module.

Glossary 

These terms will help you better understand the performance evaluation module:

• Performance Evaluation: An activity in the form of a questionnaire aimed at assessing employee contribution.
• Performance Evaluation Process: A set of configurations defining a performance evaluation.
• Evaluator: Employee responsible for evaluating other employees. Not necessarily a supervisor.
• Evaluatee: Employee who is the subject of an evaluation.
• Supervisor: Employee who supervises other employees. In Folks, this is the person identified as the Employee’s Supervisor in an employee’s profile.

Features and Benefits

Whether for your annual evaluations or regular assessments, Folks HR is your best ally for effective performance management.

The evaluation module offers a large number of features and customizations.

Performance Evaluation Process

Create your questionnaires by choosing the criteria, questions, answers, and scoring systems suited to your reality by going to Career Development > Performance.

• Steps to Create an Evaluation Process
  • Create an Evaluation Process: General Information (Step 1/7)
  • Create an Evaluation Process: Assignment (Step 2/7)
  • Create an Evaluation Process: Creating Evaluation Forms (Step 3/7)
  • Create an Evaluation Process: Section Scoring (Step 4/7)
  • Create an Evaluation Process: Managing Results (Step 5/7)
  • Create an Evaluation Process: Evaluator's Toolbox (Step 6/7)
  • Create an Evaluation Process: Summary (Step 7/7)

Other articles about processes:

• Creating a Process Containing a Probation Evaluation
• Create a Bilingual Evaluation
• Performance Evaluation at the Hiring Date
• Assign the Process to One or More Organizational Structure Combinations
• Managing Sections
• Types of Statements
• Types of answers
• Quantitative Result Evaluation
• Qualitative Result Evaluation
• Finish Creating an Evaluation Process or Save as Draft
• Edit a Performance Evaluation Process

Process Tracking

Complete your evaluations and track the processes assigned to you (Career Development > Performance).

• Tracking Ongoing Evaluation Processes by Evaluator
• Add/Remove an Employee in an Ongoing Evaluation Process
• Edit an Evaluator in an Ongoing Process
• Complete a Performance Evaluation
• Complete a Performance Evaluation Assigned to Another User
  • How to Grant a User the Right to Complete a Performance Evaluation Assigned to Another User
• Completing a Past Performance Evaluation
• Modifying the Results of a Performance Evaluation
• Share the Results of a Past Evaluation Occurrence with the Employee
• Share the Result of the Latest Evaluation Occurrence with the Employee
• View the Result of a Performance Evaluation

Summary of Results

Access evaluation results and benefit from our performance indicators for a clear analysis of organizational objectives and employee productivity (Growth and Career > Performance tab Results).

• How to Generate the Annual Final Score of Performance Evaluations
• Possible Results in the Final Score
• Sort Final Scores
• Summary - Using Filters
• Summary - Viewing Performance Evaluation Results
• Summary - Results Legend

Follow these steps to create a performance evaluation process.

1. Once logged in, go to Career development > Performance. A list with all of the active processes will show up. This is the process monitoring tab. 
2. Click on the gear icon at the top right corner to access configurations. Then, click on the + Create a process button up top.
3. Complete all of the steps. To get a detailed view of each section, refer to the following articles : 
   ⚠️Warning: Mandatory fields are marked with a (*). The button to access the next step won't be clickable as long as mandatory fields are empty. You can always do back to a section by using the arrows at the bottom of the page or by clicking directly on the name of the section (left side of the page). 
   • Step 1: General information
   • Step 2: Assignment
   • Step 3: Creating evaluation forms
   • Step 4: Ratings by section
   • Step 5: Results management
   • Step 6: Evaluator's toolbox
4. Review your process in the Summary section.
5. Click on Finish creating the assessment or Save as a draft. 
    

👉 Very important: make sure that the users are properly linked with their employee profiles. Otherwise the evaluation process might not launch correctly. 

When you begin creating an evaluation process, the first step is to add the general information. For an overview of the different steps involved in creating a process, see Create a complete performance evaluation process.

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 or Annual Peer Review - Marketing).

Type of evaluators

Select one or more evaluators who will participate in the process (minimum 1).

• Supervisor - Allows managers to evaluate their employees.
• Peer - Allows employees to evaluate each other. You can consider employees who have the same supervisor as peers, or you can consider all employees assigned to the process.
• 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

Add the appropriate languages t​o enable form completion by your employees (minimum 1). 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 - This process will be renewed automatically
• Probation evaluation - This process is a single occurrence and will launch X months after hire date

Frequency and recurrence

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

• Frequency per year: allows you to select a regular completion recurrence between :

  • Annually

  • Bi-annual (Semi-annual)

  • Quarterly

  • Monthly

  The current date can be selected as the launch date (from tomorrow onward)

💡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: 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 first.

👉 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 corner and the process will be saved as a draft.

Once you have completed the General information section, you will be taken to the Assignment section. It 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 working sites, departments and/or positions 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 supervisor. 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 two types to choose from:

• Question/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 rolled over to the next evaluation if needed.

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

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

Answer type

Select the type of answers you'd like. 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.

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).

Assign a result to the process

Activating this option allows you to give 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 type of 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. 

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 need to indicate how you want to share results given by supervisor.

Editing results

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

Results sharing settings

Share the evaluation result to the employee

In this section, you can turn on the toggle to Share the evaluation result to the employee.

Type of sharing

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

• Upon sharing action (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 supervisor results

You can activate the Share supervisor 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.
  ⚠️It is not possible to share comments only.

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 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

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

👉 Next step: Evaluator's toolbox

Click the arrow to go to the Evaluator's toolbox section (see Create an evaluation process: Evaluator's toolbox).

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. 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 final section: Summary (see Create an evaluation process: Summary).

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

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 complete the process (see Finish creating an evaluation process or save as a draft).

Follow these steps to create an evaluation process containing a probation evaluation.

1. Once logged in, go to Career development > Performance. A list with all of the active processes will show up. This is the process monitoring tab. 
2. Click on the gear icon at the top right corner to access configurations. Then, click on the + Create a process button up top.

3. In the first section, General information, under evaluation type, make sure you select the probation evaluation option. Available options will be slightly different in order to choose the proper launch date according to the employee start date. 

   👉 Important: The process containing a probation evaluation will only launch once per employee. 

Follow these steps to create a bilingual evaluation process. 

1. Once logged in, go to Career development > Performance. A list with all of the active processes will show up. This is the process monitoring tab. 
2. Click on the gear icon at the top right corner to access configurations. Then, click on the + Create a process button up top.

3. Give a name to your evaluation process.

   💡Tip: If the process name is to be read in both languages, The field name must have the title in both languages. There is no special field for each language.

4. Select both languages under the languages section. 

   Two tags will appear under the field, one for each language selected, 

5. Continue until you reach the creation of evaluation forms section. 
   Under every question/criteria, another field will appear greyed out. It allows you to insert the translation. Add the translation of each question or criteria to make sure it shows up properly for employees and supervisors. 
   ⚠️Warning: You will not be able to continue with the process if there is one or more translations missing. 
6. Complete the performance evaluation process as usual. 
    
   
   
    

How to launch a performance evaluation process based on hiring date?

Once logged in, go to Career development > Performance. A list with all of the active processes will show up. This is the process monitoring tab. 

Create a new process by clicking on the gear icon or edit an existing process.

In the General information section, under 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 Editing a performance evaluation process.

When creating or editing 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 organizational structures, follow these steps: 

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

At the assignment step, you must select who should be targeted by the evaluation process:

• Assign to the entire organization

  or

• Assign to a defined structure in the organization

To target certain structures, you need to select combinations of working site, department and position, then click on Show combined structures. This will create a list of possible combinations that have active employees. 

💡Tips: Select the All option in the drop-down menu to select all working sites, all departments, or all job titles. 
If you select only two out of three structures, this will add all possible combinations with all items from the third structure that was not specified.

⚠️Attention: Organizational structures that do not have any employees will not be shown in the drop-down lists.

2. Assign the selected combined organizational structures

Once the combined organizational structures are in the table, each combination resulting from the initial search will be displayed on a card. To add the targeted combinations, you must click on the plus icon (+) to the right of each card to include them in this evaluation process. Once done, the combination of organizational structures will now be present in the Organizational structures applied to the process table. All combinations in this table will be targeted by the evaluation process being created or edited.

💡Tip: Click on Add all + to add all cards present in the Combined organizational structures table. Click on Remove all at the bottom of the Organizational structures applied to the process table to remove all previously selected structure combinations.

In the evaluation process,you can 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 configuration.  

By default, each section label is the section number. Ex. Section 1, Section 2, etc. You can rename any section by clicking on the three vertical dots ⋮ 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. Question/criteria

You can add a description by clicking on the icon . 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 specific to each employee's evaluation as created by the evaluator. In order to let the manager create the objectives, you have to activate the Let the supervisor handle the objective for this section toggle. You can also add more details in the description by clicking on the icon.

💡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 the supervisor handle the objective for this section, the manager will be able to:

• Renew each goal if they want 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 configuration.







 

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 toggle 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: exceeds expectations, meets expectations and Does not meet expectations. However, you can replace them with the answer choices that you want.

A color attribution system is also available. It is possible to modify the colors of each choice. To modify a color, you must go over the color you wish to modify, a tooltip will open with different color choices. Click on the desired color to select it. You can select the square with an X inside to give the answer choice no color.
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. Type in the desired answer choice and select 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 on 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 for 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 is calculated by averaging the Evaluator Scores of a process occurrence.
• 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 of the evaluation process is to choose between finishing the process or saving it as a draft to publish it later.

Finish creating the assessment

This 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.

👉 A completed process will be available on the next scheduled occurrence, depending on when the process was created.

Save as draft

This allows you to save the process so that you can come back to it later, modify it if needed and publish 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. 


 

You can edit a process regardless of its status.

1. Once logged in, go to Career development > Performance. A list with all of the active processes will show up. This is the process monitoring tab. 
2. Click on the gear icon at the top right corner to access configurations.
3. Click on the three vertical dots next to the process you wish to edit, then click on edit. 
4. Select one of the following two options to choose when your changes will take effect:
   1. From the next evaluation - The changes will only be applied from the next upcoming evaluation, without impacting current or past evaluations.
   2. From now on and for future evaluation - You will only be able to edit the content of sections and questions. These changes will affect all evaluations, including past evaluations.

5. Make the desired changes and don't forget to save.