Cumulative Appraisals
With this release, we have added Cumulative Appraisal capabilities. A Cumulative Appraisal can be generated by combining two or more completed appraisals from a specified date range. A Cumulative Appraisal score is calculated by combining the scores on the specified appraisals. Default (cycling) appraisals as well as concurrent (non-cycling) appraisals (if Concurrent Appraisals is activated) can be included in a Cumulative Appraisal.
Unless Concurrent Appraisals is turned on in Company Settings, and non-default appraisal processes are made cumulative-eligible by the Administrative User, then only default (cycling) appraisals are eligible to be cumulated. Once generated, the included appraisals will be weighted equally, and the weighting will not be editable. An example of the application of this function is the combination of quarterly appraisals. At the end of the year, the completed appraisal from each quarter can be combined into a single Cumulative Appraisal. Each of the included quarterly appraisals would automatically be weighted at 25% and the Cumulative Appraisal score would be the average of the four completed appraisals.
If Concurrent Appraisals are used, their weight can be individually assigned by the Administrative User for purposes of the Cumulative Appraisal when cumulating en masse. For example: A Cumulative Appraisal could be generated on a new employee’s one-year anniversary that combines the 30-day appraisal (with a weight of 10%), 60-day appraisal (with a weight of 20%), 90-day appraisal (with a weight of 30%), and 6-month appraisal (with a weight of 40%). However, if the appraisals are cumulated individually by employee, then all appraisals will be weighted equally. If they are cumulated en masse for all employees, the individual assigned weights would apply.
Once the Cumulative Appraisal has been generated, it can be printed and signed manually, or can be subject to e-signature, if activated. The specified completed appraisals are simply cumulated/combined into a single file with a calculated score based on the scores of the individual appraisals and the associated weights. An employee can add a comment during the e-signature process, if desired.
Cumulative Appraisals can be generated either by employee or en masse by Administrative Users. Permission can also be given to allow appraisers to generate them by employee.
Activate Cumulative Appraisals
To activate Cumulative Appraisals, go to System Setup > Company Settings > Appraisal Settings tab, Advanced Features area and check the Cumulative Appraisals checkbox. An Allow Appraisers checkbox will appear. Click this checkbox if you want appraisers to be able to generate Cumulative Appraisals for employees within their downline. (If Allow Appraisers is not checked, only Administrative Users will be able to generate Cumulative Appraisals.) Click Save. Once it is saved, a Cumulative Appraisal submenu item will appear in the main menu under System Setup for Administrative Users.
Generate Cumulative Appraisals En Masse as an Administrative User
Administrative Users can generate Cumulative Appraisals for multiple employees at the same time by using the Cumulative Appraisals Admin tab. This tab appears once the Cumulative Appraisals feature is activated. Once a date range is entered and the Generate Cumulative Appraisals button is clicked, the system will cumulate all completed default appraisals for which both the start and end dates are within the specified date range.
If Concurrent Appraisals is activated and appraisal processes have been set up and used, those non-default appraisals can also be cumulated. They will appear, as shown in the screen shot below, in a table at the bottom of the screen. Clicking the checkbox beside the appraisal process in the Cumulative Eligible column and entering a weight will enable these types of appraisals to be cumulated, if the start and end dates are within the specified date range.
To Generate Cumulative Appraisals En Masse (Administrative Users only):
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From the main menu, click System Setup, then Cumulative Appraisal.
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From the Cumulative Appraisals Admin sub-tab, enter a Cumulative Range Start Date and End Date. All eligible, completed appraisals within this date range will be included when the Cumulative Appraisals are generated. (To be eligible, the appraisal must have both a start and end date that fall within the cumulative range.) Note: If Allow Appraisers was activated in Company Settings, this date range will also apply to appraisers who may generate Cumulative Appraisals for their downline from the Performance History screen.
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If you are NOT using Concurrent Appraisals, skip to step #7.
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If Concurrent Appraisals is turned on in Company Settings, a list of Appraisal Processes that have been created will appear in a table at the bottom of the screen. Check the Cumulative Eligible checkbox beside each Appraisal Process that you would like to make eligible for inclusion when Cumulative Appraisals are generated. If the checkbox is already checked, then the Appraisal Process was made eligible previously on the Appraisal Process tab.
Note: If Allow Appraisers was turned on in Company Settings, these selections will also determine which Appraisal Processes appraisers can include when they generate Cumulative Appraisals for those in their downline from the Performance History screen. -
Enter a weight in the Weight column for each Appraisal Process you marked Cumulative Eligible. Weights must total 100.
Note: These weights will only apply to the Cumulative Appraisals generated en masse by Administrative Users from this tab. Any cumulations performed on the Performance History screen, either by appraisers (if Allow Appraisers was turned on in Company Settings) or by Administrators will be weighted equally. -
Once the date range is entered and the assigned weights total 100, the Generate Cumulative Appraisal button will become active.
7. Click the Generate Cumulative Appraisal button to generate the appraisals. The following message will appear:
Note that it will not be equally weighted if you entered differing weights.
8. Click OK to continue or Cancel to exit. When OK is clicked, the system will cumulate all eligible appraisals with both start and end dates in the date range. Depending on the number of appraisals being cumulated, this may take some time. When the process is finished, the following message will appear:
9. Click on the Cumulative Appraisals Log tab to see the number of Cumulative Appraisals that have been generated. For each instance of Cumulative Appraisals that are generated from the Cumulative Appraisals Admin tab, an entry is added to the log. The log includes the date the appraisals were generated, the name of the Administrative User who generated them (in the “Created By” column), and the number of appraisals generated (in the “Results” column). For more detail about the Cumulative Appraisals that were generated, click the Excel icon in the Results column to export the data into Excel. Cumulative Appraisals will only be generated for those employees who had completed appraisals of the eligible appraisal type, within the specified date range.
10. Once exported into Excel, you will see the employee name, cumulative range (set on the Cumulative Appraisals Admin tab), and score.
11. When the Cumulative Appraisal is generated, it is time-stamped and will appear on the Appraisal Form tab of the Performance History page of each employee. The appraisal will be named “Cumulative” and an asterisk will appear beside the date, indicating that it is a Cumulative Appraisal. If e-signature is being used, it will appear in yellow highlight, until it is signed.
To Generate a Cumulative Appraisal for one Employee (as an Administrative User or Appraiser):
Note: Allow Appraisers must have been activated in Company Settings before appraisers can generate Cumulative Appraisals.
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From the main menu, click Performance History.
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Select the employee from the employee selector tool.
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On the Appraisal Form tab, check the Cumulate checkbox beside each historical appraisal that you would like to include in the Cumulative Appraisal.
Note: If the checkbox is disabled, then the Administrative User has either not made this type of appraisal eligible to be included or it does not fall within the date range. If the checkbox is already checked then this appraisal type is eligible, and its start and end dates fall within the date range set by the Administrative User. It will be cumulated unless it is unchecked.
4. Click the Generate Cumulative Appraisal button. The following message will appear:
5. Click OK to continue or Cancel to exit.
6. If OK was chosen, the following message will appear. Click OK.
7. The Cumulative Appraisal will now appear in Performance History for the employee. The appraisal will be named “Cumulative” and an asterisk will appear beside the date, indicating that it is a Cumulative Appraisal. If e-signature is being used, it will appear in yellow highlight, until it is signed.
Cumulative Appraisal Document
The Cumulative Appraisal document is accessed from Performance History > Appraisal Form tab. Within the document, the Cumulative Appraisal Summary section lists the completed appraisals that were cumulated as well as the respective date ranges, appraisers, weights, scores, and the cumulative score.
A time stamp showing the date that the appraisal was cumulated appears below the table, along with a signature area. Below the signatures, each appraisal that was cumulated will appear in the order listed in the table. The individual completed appraisals that were cumulated remain as separate, accessible appraisals from Performance History. However, a copy of each has now been stored in the Cumulative Appraisal.
The Cumulative Appraisal Summary table, time stamp, and signature lines are repeated at the bottom of the document.
Signing a Cumulative Appraisal
If E-Signature is turned on in Company Settings, then when a Cumulative Appraisal is created, it will generate a request for e-signatures from both the employee and the current appraiser(s) based on the e-signature settings in System Setup > Company Settings. No e-signatures will be requested from the multi-appraisers, upline managers, or Administrative Users for Cumulative Appraisals.
If E-Signature is turned off, signature lines will appear in the Cumulative Appraisal document for both the employee and the current appraiser(s) at the time the Cumulative Appraisal was generated. The names of the employee and appraiser(s) will be printed next to the signature lines.
To print the appraisal for signing, select it from Performance History > Appraisal Form tab and then click the Print button, or click PDF to print it from a PDF format.
Deleting a Cumulative Appraisal
Cumulative Appraisals can be deleted, but only by an Administrative User. To delete an appraisal, select it from the Performance History page of the employee. Once selected, the appraisal will open and the Delete Appraisal button can be clicked.
Note: Cumulative Appraisals CANNOT be uncompleted. They can only be deleted.
Appraisal Processes Tab
A column for "Cumulative Eligible" has been added to the table on System Setup > Appraisal Process tab.
When an Appraisal Process is marked “Cumulative Eligible,” all completed instances of the selected process that have start and end dates within the date range indicated on the Cumulative Appraisal Admin tab will become eligible for an appraiser or Administrative User to select on the Performance History page of the employee.
If an Appraisal Process that had previously been marked “Cumulative Eligible” is deselected, it will only affect Cumulative Appraisals going forward. It will not impact any Cumulative Appraisals that were previously generated, and which include the deselected process (those Cumulative Appraisals will remain in the Performance History of the employee).
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