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Paper-Based
Systems
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Appraisal
Smart
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Appraisal
Forms are handed to (if hard copy) or sent to employees
by email, or they may use existing copies they have "filed"
somewhere.
PROBLEM: Different versions of Appraisal
Forms for the same Job Title may be "out there"
among managers and staff in the organization. |
Only
one Appraisal Form version per position/role is available
in the Template Database of the Appraisal Smart system
for click-easy download by managers. Managers do not
even have to select from the range of appraisal templates
in the database, as the system automatically selects
the relevant ones for employees, according to their
specific Job Titles in their User Files.
HR
can custom-design, edit and update the Appraisal Templates
at any time, so managers can have the latest versions
instantly, "on-tap" available.
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Job
Descriptions are done in MS Word or similar format.
PROBLEM: Also here, different
versions for the same Job Title may be "out there".
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HR
can update Job/Role Descriptions at any time in Appraisal
Smart, so managers AND staff have the latest versions
on-tap in the system, with the mere click of a mouse (employees
can only access their own Job Descriptions this way in
the system, while managers can view and print out those
of all their direct reports). |
Monitoring
the status of appraisal completion is done by contacting
managers and asking them how far they have progressed
with it.
PROBLEM: Time-consuming and inaccurate. |
Real-time
monitoring of the status of appraisal completion per Department,
Location, Job Title, Manager, or the entire organization.
Auto email reminders in respect of appraisals approaching
and those past their due date. |
Performance
record/journal notes are kept (if at all) in some electronic
(typically MS Word) or handwritten format.
PROBLEM: Such notes may easily
get lost, plus are
difficult to sort through when needed for appraisal interviews. |
Managers and staff can add performance record notes into
the system at any time during the year (24/7), AND attach
up to two electronic files in support of each note (e.g.
emails from customers, Excel spreadsheets, Word docs,
etc.).
They can view each others performance notes (if system
set to enable this). Managers have the ability to hide
selected notes from employees (again a system setting
if required).
It is easy to "call up" and filter performance
record notes during appraisal interviews (or any other
time such as when preparing for appraisals). Such notes
can even be made to show alongside each performance measure
WITHIN Appraisal Forms, i.e. auto-sorting per their relevant
measure.
A permanent record of such performance record notes are
stored in the system database, to easily access for any
other purpose such as poor performance tracking, disciplinary
processes, etc. |
Appraisal
Forms are completed in writing, or using e.g. MS Word
or Excel formats.
PROBLEM: These need to be gathered
by HR from all managers, and then added to employee personal
files - by hand or electronically - which are both extremely
time-consuming, plus some forms may get lost in the process.
Also time-consuming to retrieve again if necessary. |
Appraisal
Forms are automatically stored in the system database
on completion, per employee and department.
Retrieval is easy and instant, also in respect of any
number of previous years' appraisals, as Appraisal Smart
has a lifetime archiving system. |
Performance
ratings and feedback from other managers an employee has
worked with are gathered on separate, paper-based appraisal
forms.
PROBLEM: This is a logistical nightmare,
plus averages have to be calculated by hand or by using
a spreadsheet. |
The
Multirater Functionality of Appraisal Smart allows online
access to such forms, with the results output as averaged
ratings and combined narrative feedback per measure, automatically
presented on one report page - with graphs (while the
ratings and feedback per individual rater can also be
viewed - optional setting). |
To
view the contents of employee Appraisal Forms, Managers
and HR have to first find the file/s where they were stored.
PROBLEM: Very time-consuming. Files
(if hard copy) may even be kept at not-so-easily-accessible
physical locations. |
Managers
can access the Appraisal Forms in an instant from the
comfort of their office chairs (even from home if they
have a computer there).
HR and top executives can do the same in respect of every
employee in the organization - and not only Appraisal
Forms, but also performance record notes, which will be
impossible to do with a paper-based or other "non-online"
system. |
Employee
performance percentages and/or rating averages need to
be calculated by hand, or ratings need to be added into
a spreadsheet for calculations.
PROBLEM: Potential data input and
calculation errors, not to mention the amount of time
to do all of this. Where are these filed? |
Appraisal
Smart calculates performance percentages and rating averages
automatically, instantly, and error-free. |
Staff
performance data inputs and comparisons need to be made
by using tools such as spreadsheets.
PROBLEM: The amount of time inputting
these data; possible errors with inputting; limited capability
to do different reports on a spreadsheet. |
The
powerful reporting capabilities of Appraisal Smart make
this task error-free and instant, while offering a wide
variety of reporting options. |
