Process monitoring

The Evaluation Monitoring page is the entry point for the performance evaluation module. It brings together the list of employees, the status of their evaluations and direct access to each form. 

As a manager, you can see at a glance what is progressing, what is lagging behind and what requires your attention, without having to open each file one by one.

The Process Monitoring page also allows you to complete evaluations, but it is not optimized for this purpose.

Interface overview

In Folks, go to the performance evaluation module (Career Development > Performance). You will land on the evaluation monitoring page.

Only company administrators and managers have access to this page.

Statistics

At the top of the page, statistics show what needs to be done, what is in progress and what is incomplete for the current selection. You can hide them as needed.

• To do - Evaluations that have not been started.
• In progress - Evaluations that have been saved without being submitted. 
• Total incomplete - Evaluations that need to be done and those in progress. The number of employees and the breakdown by evaluation type are indicated.

Search and filters

Search and filter options are available. The search bar allows you to search for an employee by name, and the filters allow you to target a period, department, working site, job title, employment status and supervisor.

Tip: As an administrator, use the Supervisor filter to see the status of a specific team.

The period filter targets employees whose evaluation process began within the desired interval. A shortcut called My Tasks narrows the list to evaluations for which the user is the evaluator. 

You can also customize the view to simplify the table (icon to the right of the table) and sort the columns.

Employee list

In the table, each row displays an employee, their department, their working site, their job title, their supervisor and an evaluation tracking column. If you click the To do and In progress labels in the Evaluation Monitoring column, you will see a list of evaluations to complete in a side panel. A badge appears only if the count is greater than zero.

The list contains only employees who have at least one incomplete evaluation. An employee whose evaluations are all complete does not appear in the table.

An employee's evaluations

Click on an employee to access the evaluations to complete. Tabs allow you to view evaluations by their supervisor, their self-evaluations and those completed by their peers. Each tab displays a badge with the number of evaluations it contains. A tab whose count is zero does not appear.

You can also display completed evaluations by clicking the toggle. A search bar and a period filter are also available.

Each evaluation is presented as a card. At the top, the process name and occurrence date are shown, along with labels specifying the process frequency (annual or monthly) and whether the evaluation is counted. The evaluation status, To do, In progress or Completed, is shown on the right.

Further down, the card shows the avatar and name of the person conducting the evaluation, then indicates the next occurrence of the process and the sharing with the employee method (automatic or manual). An evaluation with manual sharing that has not yet been sent is indicated as not shared.

The primary button at the bottom of the card changes according to the status: Start evaluation for an evaluation to do, Continue evaluation for an evaluation already started, and view for a completed evaluation. The three-dot menu groups secondary actions, including sharing and deletion.

For each evaluation to do, it is possible to share the result with the employee (if the form is completed), start the evaluation and delete the evaluation.

A completed evaluation can be shared with the evaluated employee. This is when the employee can see their evaluation. Sharing can be withdrawn the same way. 

The Share with employee and Delete evaluation actions are available only to users who have the required permissions.

Complete an evaluation

By clicking Start evaluation, a new page opens to better view the information to complete. The list remains open in the background, allowing you to work on several forms at the same time and switch between them. The form page gives the content the full width, and the Save and Submit buttons are visible at the bottom.

Once submitted, an evaluation can be exported and printed.

Here is how to access the tracking of ongoing evaluation processes:

1. Go to the performance evaluation module by navigating through Career Development > Performance. You'll land on the process monitoring page.
2. For more details on a specific process, click on the chevron icon to the left of the process name. 
3. A detailed list will appear below allowing you to see:
   - Which employees are targeted by this process;
   - Who must complete the evaluation (the employee, peers, supervisor);
   - The status;
   - Whether the results should be shared or not.

Three statuses can be assigned to a process:

• To Do : The evaluation has not been started and needs to be completed
• In Progress : The evaluation has been started but is not finished
• Done: The evaluation is completed 

It is possible to search by filtering by employee name or process name by clicking on search at the top left. 

You can add and remove an employee in a ongoing performance evaluation process. To access the performance evaluation module, you must have at least a manager/supervisor role.

Add an Employee in an Ongoing Process

1. In Folks, navigate to the performance evaluation module Career Development > Performance.
2. In the process monitoring, click on the ellipseto the right of the desired process, then select Add Employee to Evaluation.
3. In the window that opens, start typing the name of the employee you wish to add.
   ⚠️Adding an employee to the process will include them only in the supervisor evaluation as well as the self-evaluation, if applicable.
4. Click Save Changes. A confirmation message will appear informing you that this occurrence will be the only one affected by this change, unless organizational structures have been modified in the system. In that case, the information will be automatically taken into account during the next occurrence.
5. To confirm the addition, click Save Changes.

Remove an Employee from an Ongoing Process

1. In the process monitoring tab, click on the chevron icon located to the left of the name of the desired process. The list of employees assigned to the process will appear below.
2. Click on the ellipseon the line of the employee you want to remove, then select Delete the evaluation. A confirmation message will appear informing you that this action will delete all evaluations for which this employee is being evaluated.
3. To confirm the deletion, click Delete Evaluation.

If you need to change the evaluator for one or all of the employees they are responsible for evaluating, you can do so by following these steps. The change will take effect immediately in the evaluations that need to be completed.

Other behaviors when changing a supervisor

• If you change the supervisor in the employee’s profile, any ongoing evaluations will be automatically reassigned to the new supervisor.
• If you change the supervisor through an organizational structure, the ongoing evaluations of the affected employees will be reassigned.
• If you remove the supervisor from the employee’s profile, an informational message will ask whether you want to keep or delete the ongoing evaluations.
• If you remove the department supervisor without designating a replacement, the employees will be excluded from future supervisor evaluations, and the supervisor will remain assigned to ongoing evaluations.

Change an employee’s evaluator

1. In the process monitoring board, click the ellipsisof the desired employee and select Change evaluator.
2. In the window that opens, under Supervisor assessment, click on Edit to change the evaluator, then select the new evaluator. Please note that it is only possible to change the evaluator for the supervisor assessment.
   
3. When you are done, click Save Changes. A confirmation message will appear. To confirm the change, click Save Changes.

Change an evaluator for all employees with this evaluator

1. In the process monitoring board, click on the ellipsisof the desired ongoing process and select Change evaluator.
2. In the window that opens, under Supervisor assessment, click on Edit to change the evaluator, then select the new evaluator. Please note that it is only possible to change the evaluator for the supervisor assessment.
3. When you are done, click Save Changes. A confirmation message will appear informing you that this evaluation will be the only one affected by this change, unless organizational structures have been modified in the system. In this case, the information will be automatically taken into account during the next evaluation.
4. To confirm the change, click Save Changes.

If you have received an email informing you that one or more performance reviews have been assigned to you, please follow these steps to complete them. 

1. In Folks, navigate to the performance review module (Career Development > Performance).
2. Under Evaluations to complete, you will find all the evaluations you need to complete. Click on the name of the person to be reviewed in the appropriate section.
   • Your employees to evaluate (visible to managers only) - Reviews of employees under your supervision (see Completing an Employee's Review).
   • Your peers to evaluate - Reviews of colleagues assigned to you.
   • Your self-evaluations to complete - Self-evaluations you need to complete.
3. In the window that opens, fill out the evaluation form.
4. When you are finished, click Save if you wish to complete the review later, or Submit to send it immediately.

Completing an Employee's Evaluation

The employee evaluation is how a manager can review their employees in Folks. Here you will learn how to evaluate your employees, review the evaluation criteria, add comments and goals, and save or submit the reviews. Follow the instructions to successfully carry out this essential human resources management process.

In the employee evaluation form, you will find the following elements:

• Options Renew objectives and Restore previous objectives if this is a supervisor evaluation that includes objectives
• Evaluator's Toolbox
• Overall Rating (if requested)
• Supervisor's Evaluation
• Goal(s) Set by the Supervisor
• Evaluator's Comments
• Attachments

The form will only be valid once finalized by the evaluator, once they have clicked the Submit button. The form will then be converted into a result that can be viewed by clicking on the employee's ellipse.

In order to complete a performance review assigned to another user, you must first have the appropriate user right. To find out how to assign this user right, please refer to the article How to give a user the right to complete a performance evaluation assigned to another user.

To select the evaluation to be completed, go to the Process Monitoring page. In the Process Monitoring section, click on the chevron to open the process in which the evaluation to be completed is located. Locate the employee you need to evaluate and click the To-Do button.

Within the modal, click on the yellow Complete the evaluation button. You'll be able to complete the evaluation, save it and submit it when you're done.

This function, like most Folks modules, is based on the organizational structures assigned (visible) to the user. To enable the user to complete the evaluation of an employee he or she does not supervise, you must assign to the user the Complete evaluation instead designated evaluator right. This right is located in the Performance evaluation section at the bottom of the Role management or User creation pages.

You can add this new right within existing Security Roles or by modifying an existing user.

1. Access the Process monitoring page:

Menu ➝ Human resources management ➝ Performance evaluation

2. In the Evaluation to complete section, select the Past option.

Past occurrences not completed will then be displayed for each of the employee's processes.

3. Select the desired process occurrence.

The form will be displayed. Complete the evaluation form, click on Submit, then confirm the action to complete the evaluation.

In order to allow a supervisor to edit a result, the functionality must be configured as such in the Results management parameters of the process.

1. Access the Process Monitoring page :  

Career Development ➝ Performance 

2. Click on the chevron on the left of the process you wish to edit.
A list with the employees targeted by this process will open. 

3. Display the result for this employee :

• Click on the 3 vertical dots ⋮ on the right of the evaluation to edit
• Click on show the results

4. Click on access the evaluation

5. Click on the pen and paper icon to access edit mode. 

6. Edit the content and click on Save once you are done. 

Go to the process monitoring page by navigating through Career Development > Performance. Click on the chevron icon located to the left of the name of the process you want to share. 

A list containing the evaluated employees will appear. At the far right of the row corresponding to the employee with whom you want to share the results, toggle the switch for results shared. A window will appear containing a list of all past occurrences of the process for this employee. Click on the Share your results with the employee button to make the result visible to the employee.

⚠️Warning: To be able to share the result at the desired time, make sure that the Share setting is set to Upon sharing action in the Results management section when creating/modifying the process. 

💡Tip: You can always hide a shared result. Simply click again on the toggle for shared results and confirm the action in the displayed window. The result will be automatically hidden from the targeted employee.

Go to the process monitoring page by navigating to Career Development > Performance. Click on the chevron icon located to the left of the name of the process you want to share.

A list containing the evaluated employees will appear. At the far right of the row corresponding to the employee with whom you want to share the results, toggle the switch for results shared. A window will appear. Click the Share results with the employee button to make the results visible to the employee.

⚠️Warning: To be able to share the result at the desired time, make sure that the Type of sharing is set to Upon sharing action (manual) in the Results Management section when creating/modifying the process.

How to access the results of a performance evaluation?

Access the process monitoring page by going to Career Development >  Performance. In the list, click on the icon located to the left of the desired process. The list of employees assigned to the process will appear.

If this is an ongoing evaluation you access results:

1. By clicking on done under the supervisor evaluation column. 
2. By clicking on the 3 dots icon on the far right and then show the results.

You can also access results from ongoing and past evaluations by going through the Results tab up top. You can select the HR year you'd like to display or search by employee or process name. You can also filter data by clicking on the filter icon. For more information about how to use filters see Summary -Using filters.