Evaluation Module — User Guide

1. Overview

The Evaluation module runs organizational performance cycles: behavioral criteria, MBO objectives, KPIs, cycle setup, supervisor scoring, review, final approval, results, reports, and dashboards.

This module is supervisor-led, not 360-degree or employee self-scoring. (My evaluations) is the direct supervisor worklist for subordinates. Employees see (Results) after final approval.

There is no calibration / forced-ranking stage in the current product.

Cross-module note: Cycles and templates depend on HR departments, job grades, employees, and user–person links. Cycle notifications can use Communication (in-app and email). Approved scores can be exported for payroll/finance use; there is no automatic Finance posting consumer yet.

2. Getting started

2.1 Recommended setup order

1. Prepare HR data: departments, job grades, employees, managers on assignments, and user ↔ Person links.
2. Assign Evaluation permissions or seeded roles (direct supervisor, reviewer, final approver).
3. Create and activate behavioral criteria.
4. Build behavioral templates (weights sum to 100) and link JobGrade categories.
5. Create job objectives, then MBO templates (with optional KPI links).
6. Maintain KPIs if individual/collective indicators are required.
7. Create a cycle: templates by category, departments, reviewer chain, notifications → schedule or activate.
8. Supervisors score in My evaluations and submit for review.
9. Reviewers complete, return, or reject; final approvers approve.
10. Use Results, Reports, and Dashboards for follow-up.

2.2 Main navigation

2.3 Seeded roles

Admin can receive all Evaluation permissions via seed.

2.4 Actor identity

Evaluators must be linked to an HR person profile. Without a valid PersonId, scoring and review actions fail with a profile-required style error.

3. Behavioral criteria

Path: /evaluation/criteria
Permission: Evaluation.Criteria (+ Create / Update / Delete / Activate)

Purpose

Reusable behavioral standards used inside behavioral templates.

Key points

Create criteria first; templates reference them. Prefer Activate over delete when a criterion has history.

4. Behavioral templates

Path: /evaluation/behavioral-templates
Permission: Evaluation.Templates

Purpose

Forms that group criteria with weights and a rating scale, then link to HR JobGrade categories so cycles can assign the right form per grade.

Scales

Five-point, ten-point, numeric, or descriptive.

Template statuses

Draft → Active → Inactive. Copy is available for reuse.

Rules of thumb

1. Sum of criterion weights should equal 100.
2. Link the template to the JobGrade categories that will use it.
3. Activate before assigning the template on a cycle.

5. Job objectives

Path: /evaluation/objectives
Permission: Evaluation.Objectives

Purpose

Library of job objectives later placed on MBO templates.

Objectives are owned by Evaluation (not an external OKR product).

6. MBO templates

Path: /evaluation/mbo-templates
Permission: Evaluation.Templates

Purpose

Objectives forms: selected job objectives, optional per-objective KPIs, axis weight, and JobGrade category links.

Setup tips

1. Pick objectives from the library.
2. Attach KPIs where measurement is required.
3. Align axis weight with the behavioral axis weight configured on the cycle.
4. Activate before cycle assignment.

Together, behavioral + MBO templates form the two scoring axes of an evaluation.

7. KPIs

Path: /evaluation/kpis
Permission: Evaluation.Kpis (+ Create / Update / Delete / Activate / Export)

Purpose

Individual or collective performance indicators, with versioning when already in use, department/position assignments, and period measurements.

Collective assignment/measurement menu labels may exist in localization without separate dedicated pages; manage assignments and measurements from the KPIs area and APIs.

8. Evaluation cycles

Path: /evaluation/cycles
Permission: Evaluation.Cycles (+ Schedule / Cancel / ViewDetails / Export)

8.1 Wizard steps (typical)

1. Basic data (name, type, dates)
2. Categories and templates (behavioral + MBO per JobGrade, axis weights)
3. Departments in scope
4. Reviewers and employee exceptions
5. Notifications
6. Review and save

Cycle types: Monthly, Quarterly, Semi-annual, Annual, Custom.

8.2 Cycle statuses

Closed and Cancelled cycles are not editable.

8.3 Activation

Activating a cycle generates one evaluation record per employee in the selected departments, applying include/exclude exceptions and any custom template overrides.

8.4 Reviewer roles on the cycle

8.5 Exceptions and notifications

• Exceptions can include/exclude employees or apply specific templates/categories.
• Notification rules are stored per cycle; a background worker dispatches in-app and email notifications where Communication is available.
• Recurring schedules can be previewed and managed from the cycles UI (schedule modal).

9. Execute evaluations

Path: /evaluation/my-evaluations
Permission: Evaluation.Execute

Important naming note

My evaluations means evaluations the direct supervisor must fill for their team — not employee self-evaluation.

Scoring model

1. Score behavioral criteria on the assigned scale.
2. Enter objective results (and KPI actuals when linked).
3. System computes a composite score from behavior axis × weight + objectives axis × weight.
4. Composite maps to a performance band.

Completion must reach 100% before submit.

Evaluation statuses

Supervisor procedure

1. Open My evaluations for the active cycle.
2. Fill behavioral and MBO/KPI sections.
3. Save draft as needed.
4. Submit for review when completion is 100%.

Browse (/evaluation/browse) also requires Execute and supports searching evaluations in scope.

10. Review queue

Path: /evaluation/review
Permission: Evaluation.Review

Reviewers process items in UnderReview:

Scores stay frozen while UnderReview. After return or reject, the supervisor can edit and resubmit.

11. Final approval

Path: /evaluation/final-approval
Permission: Evaluation.FinalApprove

Final approvers act on Completed evaluations and move them to Approved.

After approval:

• Employees with Results permission can see their outcomes.
• Reports and dashboards can include approved performance data.
• Approved scores are available for finance-oriented export endpoints.

12. Browse and results

13. Reports and dashboards

Reports

Path: /evaluation/reports
Permission: Evaluation.Reports (+ Export)

Role-scoped catalog includes types such as:

Export formats: CSV, XLSX, PDF when Export is granted.

Dashboards

Path: /evaluation/dashboards
Permission: Evaluation.Dashboards

Typical boards:

• Main dashboard
• Cycle completion rate
• Performance level distribution
• Top and bottom performers

Insight scope follows the signed-in evaluation role.

Settings not on the main menu

14. Permissions summary

Permission group: Evaluation.

Parent menu opens when any of the listed Evaluation policies is granted.

Appendix A — Quick procedures

A.1 Launch a new cycle

1. Activate behavioral and MBO templates for the required JobGrade categories.
2. Create cycle → assign templates and axis weights → select departments.
3. Set DirectSupervisor / Reviewer / FinalApprover chain.
4. Configure notifications and exceptions.
5. Activate → confirm evaluations were generated.

A.2 Complete one employee evaluation

1. Supervisor opens My evaluations → scores → submit.
2. Reviewer completes review.
3. Final approver approves.
4. Confirm Results shows Approved.

A.3 Return for correction

1. Reviewer chooses Return.
2. Supervisor edits in Returned status.
3. Resubmit → review again → final approve.

A.4 Pause a running cycle

1. Suspend the Active cycle.
2. Resume when ready, or Cancel if the cycle must stop.

Appendix B — Operating notes

Appendix C — Document control

This guide describes functional capabilities of the Evaluation module as implemented in the Vertext ERP codebase. UI labels may appear in English or Arabic depending on language settings.