This is a dynamic list dictionary that controls the acceptable holiday limits in each financial year for the departments or employees across your business. You must set the companies Financial Year(s) before attempting to edit this list function! To do so, go to Administration // Global Settings // Company Financial Year and Target. With your Financial Years and revenue targets set you may return to this list to complete it.
In each Financial operating Year you may define the default holiday limits which would apply to all departments and employees. You set the statutory holidays allowed as per your policies and the typical number of Public (Bank) Holidays in that Financial Year. These two figures are added together to provide the default annual Holiday entitlement of any employee/department. Having set the company wide defaults you may then proceed to the lower section and amend the entitlements by Department or by Employee according to your HR policies or employment contracts with each employee.
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Review TypeObjectives have a review mechanism embedded within the workflow. When an objective is deemed to have been completed by the assignee then they submit the objective for review by the relevant [LINE MANAGER]. This dictionary should list the acceptable objective review types that you support, for example, on the phone, in person, via skype etc
ThemeAn Objective set to the Company as a whole, department or employee (individual) typically has some form of underlying theme to it, for example, increase profits, increase productivity, reduce costs, improve performance, reduce waste, improve recycling etc. Use this dictionary to define the acceptable themes that you will be using across your business. These are used when new objectives are set and they will assist your users with setting up appropriate business objectives accordingly.
Questionairres are used in the 360 Degree Review Process to layout and capture a reviewers scores or comments when reviewing a peer. Once completed the questionairre is kept with the reviewed partys e-HR record and is viewable by the employee themself or by those with the necessary permissions.
Clicking on the Questionairre link in e-HR Admin takes you to an overview of all current questionairres. Over time you may create a large number of these questionairres which will be used by the various departments across your business.
To add a new questionairre click on the yellow Add New button to the top right of the screen, or use the pencil icon or trash can to delete one.
Before setting out to add a new questionairre you will want to ensure that you have completed any necessary rating criteria preparations as necessary (See Rating Criteria below).
Each Section in a questionairre may contain as many questions as necessary and each section will be either based on questions that are score value marked or comments only.
Score Value Sections deliver quantitive numerical results. Comment based Sections deliver qualitative results that must be read to be understood. That said, questions posed in Score Value Sections whilst numerically scored can also have free text added under each score. You may decide to use Score Value Sections throughout as they do contain the ability of the reviewers to add comments to their scores and save one final Comment Section of questions for the end of the review questionairre for general comments and feedback. The choice is yours.
When adding a new questionairre please give it a readily understandable title so its intended department or review type is clear to those who may wish to select it. Once you have completed the title you will be able to add a new Section to the questionairre; picking this new sections section type whilst doing so. Once you have created a Section you can then expand the selection to begin the process of adding questions.
Again, if you haven’t already created your sets of Rating Criteria’s you may want to do that before proceeding. You can add a new Rating Criteria by clicking on the add new icon in the dropdown list.
Once SAVED the form questionairre may be used across your business. Those with the relevant permissions may go to the e-HR Admin main section in Administration and select the 360 Reviews area to create new 360 degree reviews. From here it is also possible to create new questionairres to by using those that you have already designed you can select one of the questionairres, click NEXT, set a review name and add the employee that the questionairre will be about. You may select the Anon.Review option to make the review anonymous so that the reviewed party won’t know who did the review; although they will be able to see the results in their own records.
Once you’ve selected a target employee for the review you may add a Reviewer or many Reviewers; allowing you to even tselect the reviewee to do their own review. That might make for some interesting deltas to review!
From there you can finish the planning which saves the review but doesn’t execute the business process to trigger it to start. By pressing ‘Save and Make Live’ the 360 Review process is initiated. The reviewee will be notified that they have a new 360 degree review to complete. The reviewed party will have no idea that they are being reviewed until the evaluation has been completed at which point they will be notified so that they can quickly log in and review it themselves!
Here is an example questionairre to show a typical layout of a 360 degree review whilst creating it;
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You may use as many sections as you like, and each section may contain as many questions as is necessary to achieve your review objectives. Results are available in multiple forms; including reports and are attached directly to the reviewed parties e-HR record. Remember, each section can have any one of your available Rating Criterias set against it; or it can be a section that holds free form text responses; you cannot mix them in the same section. If you wish to have different rating criteria on questions that actually relate to the same section type then just break the section area into multiple parts calling the first Part A and the second Part B. Design as you prefer.
Reviewing parties and the reviewed parties also receive appropriate notifications during the entire process once a questionairre has been executed by the 360 Degree Review Process. The reviewing party also gets updated in real-time in their ‘My World’, ‘My Workflow’ section that a new 360 degree review is waiting for them.
Final Hint – it is usual when a line manager is doing the review for the review to be a named review rather than an anonymous review. If asking peers to review each other then you may find it in your business interests to keep the reviews anonymous to protect the interests of all parties concerned. Also, you should note that when a questionairre is ‘in flight’ and is being used by the process and any reviews are underway then you will be unable to edit it. It would not be fair to move the goalposts during the game; so editing is locked out if any form is currently in an actively used state. Once all pending reviews based on the questionairre in its current form are completed you will regain the ability to edit them.
Rating Criteria turn qualitative assessments like simple questions into questions that may be scored numerically. Here’s an example based on the questionairre used an an example (above);
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For the 3 answers in section 1 a total of 30 points were available as a perfect score. The combined net score is 5+7+6 (18). The Rating Criteria for this section of the questionairre was set up as follows;
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The critera was based on available scores of 1 through 10 (and actually spanned 2 x pages in the setup). This is a good example of a shallow scoring criteria regime. You may use a deeper scoring regime with a broader swathe of potential numerical answers for areas of your business that most affect your top line or bottom line. This way, questions in a 360 degree review won’t end up giving an employee really good scores because they scored highly on personal traits yet poorly on sales performance. In that case we’d use a shallower rating criteria on all questions in personal traits section and a broader range of potential scores in sales performance. This way, areas of your business that need the most care and attention will directly affect the scoring results of the reviews and make it easier for you to identify the weaker employees in your team where it counts most for your business.
Note ; when a scoring criteria is being used in anger on any 360 degree reviews which are ‘in flight’ then you will not be able to edit or change them. Editing only becomes possible when no reviews remain ‘in progress’ in the system.
To add a new set of scoring criteria click on the yellow Add New button.
Give the new Rating Criteria an appropriate name so that when you elect to use it in a questionairre section that you may do so without confusing yourself. The rating criteria title does not show in the 360 degree forms themselves; just the consituent elements of it does; so don’t worry about confusing your employee end users with your naming convention used in the Rating Title.
With a Title set you may proceed to add new entries using the + Add button. Add a name for this scoring element and its associated numerical value. Try to avoid long names as they will clutter the reviewee forms and subsquent reports. Use short terms like Low, Med, High, Avg etc or stick to simple numbering where the name is the same as the value, for example, 1 as the name and 1 as the value.
This is a dictionary where you may define the allowable expense types that you enable your employees to submit via the Expense Manager application. The expense manager is an integral element of the e-HR suite but may be purchased standalone, as can Holidays and Timesheets Manager applications.
By defining the types of expenses allowed you encourage your employees to submit only valid expenses and not to submit expense claims to the business that are not allowed.
Some examples of expense description types that you may use may include, Tolls, Parking, Rail Fares, Accommodation, Meals (Breakfast), Meals (Lunch), Meals (Dinner), Entertainment, Hotel, Taxi and so on.
Remember that each expense item should be accompanied by a photograph of the receipt/bill or a scan of the paper copy. eReceipts received via email can be printed to jpeg/pdf and also attached easily to any expense claim.