Admin System Guide

Staff Reviews Admin System

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Glossary

Organization – The top-level grouping of company departments. An example of an organization is IT, which has its own grouping of departments under it.

Department – The child grouping to organizations. Departments have their own grouping of roles, or in some cases, sub-departments.

Sub Department – The child grouping to departments. Not all departments will have a sub-department, but for organizational clarity, it is necessary to add this additional sub-grouping.

Role – The child grouping of departments or sub-departments. A role is akin to an employee’s job title. Each role will have its own job description.

Job Description - A formal document describing the role’s responsibilities.

Evaluation – The entire process of an employee and manager rating the job performance of the employee throughout the evaluation period. This process includes rating how the employee contributed to the pillars of the company values, how well the employee fulfilled their smart goals, and overall, how the employee performed during the evaluation period.

Evaluation Statuses (in order): Start, Configure, Employee, Manager, Manager Signature, Employee Signature, and Complete

Home

Overview and Organizations

The main layout of the Admin Home page allows users to view statistics based on the current evaluation period, quickly navigate to important admin pages like the List of Employees page and the Evaluation Periods page, search for a particular role in the company, and view/edit organizations of the company (e.g., Finance, IT, Production).

  1. The current evaluation period’s statistics.
    1. Underway – percentage of company evaluations that are configured.
    2. Completed – percentage of company evaluations that have been completed.
  2. Quick navigation to the List of Employees page
  3. Quick navigation to the Evaluation Periods page
  4. Quick navigation to the Values page
  5. Quick navigation to the Performance Reports page
  6. Search bar to filter the System Configuration section by role name
  7. Organization and Organization “manager”
  8. The Edit Organization button allows a user to edit who the organization is managed by. Editing the organization’s name is not allowed in the application. A request must be sent to the Online Services team to edit an organization's name or remove an organization.
  9. The Add Department button allows a user to add a department and department manager to the related organization.
Departments and Sub-Departments

The Admin Home page consists of a nested menu of organizations at the top level, then departments, then, if applicable, sub-departments. This nested menu allows you to manipulate departments in organizations and sub-departments in departments. This is where you will go to add new roles and job descriptions to departments, as well as view current employees in particular roles.

  1. The parent organization for the displayed departments
  2. The department and department manager
  3. The Edit Department button allows the user to edit the department name, manager, and parent department (if parent department is selected, then this department will become a sub-department).
  4. The Add Sub Department button allows a user to create a new sub-department to the selected department. A sub-department consists of a sub-department name, manager, and parent department.
  5. The Add Role button allows the user to add a new role to the selected department. A role consists of a role name, department, job description (file), and role classifications (the sales role classification will add “Sales Target” as a goal metric for users in that role).
  6. The Job Description button will open the job description file in a new browser tab.
  7. The Edit Role button will allow the user to edit the role’s properties, like name, department, job description (file) and role classification.
  8. The Sub-Department and sub-department manager.
  9. The Edit Sub Department button allows the user to edit the sub-department name, manager, and parent department (if no parent department is selected, then this sub-department will become a department).

List of Employees

The List of Employees page has many purposes, the main ones are to analyze the status employee’s evolutions are in, add/edit employees, navigate to an employee’s evaluations and goals, and to change an employee’s evaluation status.

  1. Quick filter for show only active, inactive, or all employees.
  2. The Add New button allows the user to add a new employee to the application.
  3. The search bar allows users to filter by name, email, role, or organization.
  4. The Show “x” entries allow users to select how many results to show per page.
  5. Clicking on an employee’s name will bring up the Edit Employee dialog modal.
  6. Clicking on an employee’s email will open the user’s default email app and prefill the “To” recipient with the employee’s email address.
  7. Clicking on the View button in the Past Evaluations column opens the employee’s Past Evaluations page with the most recent evaluation preselected.
  8. Clicking on the View button in the Smart Goals column will open the employee’s Smart Goals for the current evaluation.
  9. Clicking on a Status button in the Status column will take the user to the Employee’s current evaluation in “Admin Mode” that allows the admin to view the evaluation and make some administrative changes, if needed.
  10. Clicking on the Edit/View button will open the Edit Employee dialog modal (same as #5).
  11. Clicking on the Change Status button allows the user to change the status of the employee’s evaluation, but only to previous statuses. This would be used in the case an employee or manager made a mistake in an evaluation and the status needs to be moved back to make a correction.
  12. The paging options allow the user to navigate to the next, previous, or specific page of the results.
Edit Employee Dialog

The Edit Employee Dialog is opened from the List of Employees page and is used to edit the properties of a current employee. A common usage for this dialog is to change an employee’s role (due to promotion or reorganization), to add a note to an employee, and to deactivate an employee (if they leave the company).

  1. Employee’s name who the user is editing
  2. The organization the employee belongs to
  3. The department in the organization the employee belongs to
  4. The employee’s role/title
  5. The Note(s) section displays all the notes added for this employee using the Add Note button (#7)
  6. The Admin and Active checkboxes are used to decide if the employee is an administrator or not and whether the user is active or inactive.
  7. The Add Note button allows the user to add a note to the Note(s) section (#5).
Edit Evaluation Status Dialog

The Edit Evaluation Status dialog is opened from the List of Employees page and is used to change the status of an employee’s evaluation (can only change to previous evaluation statuses, not move evaluations forward).

  1. Action text with the employee’s name who you are editing the evaluation status for
  2. The status the user is changing the evaluation to.

Evaluation Periods

The Evaluation Period page is used to view the state of current and past evaluations. The page is most important in setting up a new evaluation period, which triggers the beginning of the new year’s evaluation process, allowing managers to configure their employee’s evaluations and send them to their employees for self-evaluation.

  1. The evaluation period (year)
  2. Displays whether the evaluation period is currently deployed or not.
  3. Displays whether the evaluation period has been finalized (it is finalized when a new period is created).
  4. The Add New button creates a new evaluation period (year) and finalizes the previous evaluation period.

Values

The Values page is used for setting up company values that employees and managers will evaluate against in their evaluations.

  1. The Add New button opens the Add New Value dialog modal which allows the user to add a new value, which consists of name, description, and active properties.
  2. Value name
  3. Value Description
  4. Active (whether this value will be included all user’s Company Values evaluations for the current evaluation period).
  5. The Edit/View button allows a user to edit the Value’s properties (see #1).
  6. The Delete button allows a user to remove the Value.

Global System Reminders

The Global System Reminders feature is imperative to sending reminders and past due emails to employees that have not yet completed their evaluations.

  1. Selector for how many days before the evaluation due date the first reminder will be sent to users how have not fully completed their evaluation yet.
  2. Selector for how many days before the evaluation due date the second reminder will be sent to users how have not fully completed their evaluation yet.
  3. Selector for what time of day the reminders will be sent.
  4. Check box to decide whether additional late reminders will be sent to users.
  5. The date the evaluations are due to be completed.
  6. Check box to decide whether any reminders will be sent out.

Reports

Performance Report

  1. Evaluation period (year) filter
  2. Average performance rating throughout the entire company
  3. Average performance rating throughout the entire organization
  4. Average performance rating for all employees in the department
Goals Report

The Goals Report is used to analyze an entire organization’s goals per employee for a given evaluation period. The report is also useful for downloading the entire company’s goals for a given evaluation period in a nicely formatted PDF file.

  1. Evaluation period (year) filter
  2. Organization filter
  3. Evaluation period
  4. Organization
  5. Department
  6. Employee name / email address /role
  7. Goal name
  8. Goal description
  9. Goal weight (%)
  10. Target Completion Date
  11. If the employee has a sales role classification, a sales target (in $) will be displayed here.
  12. The Download button allows the user to download the results to a nicely formatted PDF file. When downloading, only an evaluation period is needed in the filter.
KPI Report

The KPI (Key Performance Indicator) Report is used to analyze and export all KPIs for the entire company’s employees, or individually search for a specific organization’s, departments or employee’s KPIs.

  1. Evaluation period(year) filter
  2. The Export button allows the user to export the report to excel
  3. The Export settings button allows the user to select specific columns from the report they want to export and change the column names and widths.
  4. The search bar allows the user to search and filter results from all the columns of the report.
  5. The goal
  6. The KPI (key performance indicator)
  7. The Show “x” entries allow users to select how many results to show per page.
  8. The paging options allow the user to navigate to the next, previous, or specific page of the results.
Login Report

This report is used to analyze which employees have logged into the application. Ordered by most recent date, this report can be used to easily check the last time an employee has logged into the application to complete their evaluation.

  1. The Export button allows the user to export the report to excel
  2. The Export settings button allows the user to select specific columns from the report they want to export and change the column names and widths.
  3. The search bar allows the user to search and filter results from all the columns of the report.
  4. The name of the employee that logged into the application. Clicking on the employee’s name will navigate you to the Edit Employee page.
  5. The date and time that the employee logged into the application
  6. The organization the employee belongs to.
  7. The department the employee belongs to.
  8. The employee’s supervisor

Common Tasks

Adding a new or updating an existing employee

  1. Navigate to the List of Employees page
  2. To add a new employee, click the Add New button.
  3. To update an existing employee, click either the employee’s name or the Edit/View button in the Actions column.

A role does not exist while adding or editing an employee

  1. While adding or editing an employee from the List of Employees page, the user notices that the role they’d like to assign to the user does not exist in the Role drop-down field.
  1. The user will have to add this role to the respective organization (IT) and Department (Online Services) by first navigating to the Admin Home page.
  2. Then the user will find the IT Organization and Online Services Department and click on the Add Role button.
  1. The user will then navigate back to the List of Employee’s page and select the Add New button or Edit/View button on the user they’d like to edit. Now when selecting a Role for the employee, they’ll see the newly added role.

Tip: Follow the same process for adding new Organizations and Departments if they don’t exist in the drop-down fields.