diff --git a/content/applications/hr/appraisals/new_appraisals.rst b/content/applications/hr/appraisals/new_appraisals.rst index 8a2686352..e319d1338 100644 --- a/content/applications/hr/appraisals/new_appraisals.rst +++ b/content/applications/hr/appraisals/new_appraisals.rst @@ -1,236 +1,179 @@ -============== -New appraisals -============== +================== +Conduct appraisals +================== -To create a new appraisal for an employee, first navigate to the main *Appraisals* dashboard by -opening the :menuselection:`Appraisals` app. The :guilabel:`Appraisals` dashboard is the default -view. +This guide explains the end-to-end appraisal workflow in Odoo, from creation to final rating, +showing how managers and employees collaborate at each stage. -Appraisals dashboard -==================== +- :ref:`Employee self-assessment `: The employee completes the + Employee's Feedback template and updates their skills. Responses remain hidden until the employee + sets the form to *Visible to Manager*. +- :ref:`Manager feedback `: While the employee works on their section, + the manager reviews goals, gathers peer input if needed, and fills out the *Manager's Feedback* + template. Feedback can remain hidden until the appraisal meeting. +- :ref:`Appraisal review `: Manager and employee meet to discuss both feedback + sections, validate skill changes, and agree on next steps. The meeting can be scheduled directly + from the appraisal or the calendar. +- :ref:`Completion and rating `: After the discussion, the manager assigns a + final rating, adds any private notes, and marks the appraisal Done. The record then locks unless + it is reopened for further edits. -All appraisals are displayed on the dashboard in a default Kanban view, with a list of groupings on -the left side of the dashboard, including :guilabel:`COMPANY`, :guilabel:`DEPARTMENT`, and -:guilabel:`STATUS`. +Throughout the process, optional actions, such as requesting peer feedback or logging private +manager notes, enhance the appraisal's accuracy and relevance. -Click any grouping option to view appraisals for **only** the chosen selection. +.. _appraisals/employee-feedback: + +Employee self-assessment +======================== + +Once an appraisal is confirmed, the employee is required to fill out the self-assessment. .. note:: - Only groupings with multiple selections appear in the list. For example, if a database only has - one company, the :guilabel:`COMPANY` grouping does **not** appear, since there is no other - company to select. + Only confirmed appraisals can be worked on. If an appraisal is *not* confirmed, the fields on the + appraisal form cannot be edited, and feedback cannot be recorded. -Each appraisal card displays the following information: +After the employee receives a notification via email that an appraisal is confirmed and scheduled, +they are requested to fill out their half of the default appraisal template, and update any skills. -- **Name**: the employee's name. -- **Department**: the department the employee is associated with. -- **Company**: the company the employee works for. This only appears in a multi-company database. -- **Date**: the date the appraisal was requested, or is scheduled for in the future. -- **Activities**: any :doc:`activities <../../essentials/activities>` that are scheduled for the - appraisal, such as *Meetings* or *Phone Calls*. -- **Manager**: the employee's manager, indicated by the profile icon in the bottom-right corner of - an appraisal card. -- **Status banner**: the status of the appraisal. A banner appears if an appraisal is marked as - either *Canceled* or *Done*. If no banner is present, that means the appraisal has not happened, - or has not been scheduled yet. +Employee's can click on the link in the confirmation email to navigate to the appraisal, or they +can open their appraisal in the **Appraisals** app. To do this, open the **Appraisals** app, then +click on the appraisal card. -To view the details of any appraisal, click on the card to open the appraisal form. +The :guilabel:`Employee's Feedback` half of the template includes the following sections: +:guilabel:`My work`, :guilabel:`My future`, and :guilabel:`My feelings`. Each of these sections +consists of several questions for the employee to answer, allowing the employee to perform a +self-assessment, and provide feedback on how they feel about the company and their role. -.. image:: new_appraisals/dashboard.png - :align: center - :alt: The Appraisals dashboard with each appraisal in its own box. +Employee skills +--------------- -Create an appraisal -=================== +After completing the :ref:`Employee's Feedback ` section in the +:guilabel:`Appraisal` tab, the employee next updates their skills in the :guilabel:`Skills` tab. -To create a new appraisal, click the :guilabel:`New` button in the upper-left corner of the -:guilabel:`Appraisals` dashboard. Doing so reveals a blank appraisal form. After entering a name in -the first blank field, proceed to enter the following information on the form: - -- :guilabel:`Manager`: select the employee's manager from the drop-down menu. The manager is - responsible for completing the *Manager's Feedback* section of the appraisal. This field - auto-populates after the employee is selected, if they have a manager set on their employee - profile. -- :guilabel:`Appraisal Date`: the current date is automatically entered in this field. This field is - automatically updated once the appraisal is completed or cancelled, with the corresponding date of - completion or cancellation. -- :guilabel:`Department`: select the employee's department from the drop-down menu. This field - auto-populates after the employee is selected, if they have a department set on their employee - profile. -- :guilabel:`Company`: select the employee's company from the drop-down menu. This field - auto-populates after the employee is selected, if they have a company set on their employee - profile. +Any skills that were present on the employee's record when the appraisal was confirmed, appear in +this tab. If a :guilabel:`Skill Level` has changed since the last appraisal, the level must be +updated. .. note:: - The only required fields for the appraisal form are the employee's name, the :guilabel:`Manager`, - and the :guilabel:`Company`. + The :guilabel:`Skills` tab does not appear on the appraisal until the appraisal is confirmed. -Once the form is complete, click the :guilabel:`Confirm` button to confirm the appraisal request. +Click on the :guilabel:`Skill Level` for the skill that has changed, revealing a drop-down of all +available levels. Click on the new level for the skill. Once selected, the :guilabel:`Progress` +field updates accordingly. Next, click into the :guilabel:`Justification` field for the skill, and +enter any relevant details explaining the change. This field is not necessary, but may aid +management when reviewing the employee's skills. -Once confirmed, the employee receives an email stating that an appraisal was requested, and is then -prompted to schedule an appraisal date. +Complete the self-assessment +---------------------------- -The status changes to :guilabel:`Confirmed`, and the :guilabel:`Employee's Feedback` section of the -:guilabel:`Appraisal` tab is grayed out. The information in that section only appears after the -self-assessment is published by the employee. The :guilabel:`Final Rating` field also appears once -the appraisal request is confirmed. +The employee feedback remains hidden from management while the employee is performing their +self-assessment. Once the employee has completed their half of the appraisal, and updated any +skills, they tick the gray :guilabel:`Not Visible to Manager` toggle. This changes the toggle text +to :guilabel:`Visible to Manager`, the color changes to green, and their responses are then visible +to management. -If there are any existing appraisals for the employee, an :guilabel:`Appraisal` smart button appears -at the top of the page, listing the total number of appraisals there are for the employee. +Additionally, a green dot appears on the appraisal card on the **Appraisals** app dashboard, +indicating the employee has completed their assessment, and marked their half of the appraisal as +done. + +.. _appraisals/manager-feedback: + +Manager feedback +================ + +While the employee is completing their :guilabel:`Employee's Feedback` section, the manager fills +out the :guilabel:`Manager's Feedback` section. + +Before the manager fills out their portion of the appraisal, managers typically review the +employee's goals and skills, and ask for :ref:`additional feedback ` from +the employee's coworkers, to better understand all the achievements and challenges for the employee. + +Once the manager has all the information they need to evaluate the employee, they fill out the +:guilabel:`Manager's Feedback` section of the appraisal form. The manager's half has the following +sections: :guilabel:`Feedback`, :guilabel:`Evaluation`, and :guilabel:`Improvements`. + +The manager's appraisal focuses on the employee's accomplishments, as well as identifying areas of +improvements, with actionable steps to help the employee achieve their goals in both the long and +short term. + +When the feedback section is completed, the manager can tick the :guilabel:`Not Visible to Employee` +toggle. This changes the toggle text to :guilabel:`Visible to Employee`, the color changes to green, +and their responses are then visible to the employee. + +.. note:: + Some managers prefer to keep their feedback hidden from the employee until they :ref:`meet with + the employee ` to discuss the appraisal. + +.. _appraisals/ask-feedback: Ask for feedback ---------------- -As part of the appraisal process, the manager can request feedback on an employee from anyone in the -company. Feedback is usually requested from co-workers and other people who interact with, or work -with, the employee. This is to get a more well-rounded view of the employee, and aid in the -manager's overall assessment. +As part of the appraisal process, the manager can request feedback for an employee from anyone in +the company about an employee. In Odoo, this is referred to as *360 Feedback*. -To request feedback, the appraisal **must** be confirmed. Once confirmed, an :guilabel:`Ask -Feedback` button appears at the top of the form. +Feedback is requested from coworkers and anyone else who works with the employee. This is to get a +more well-rounded view of the employee, and aid in the manager's overall assessment. -When the :guilabel:`Ask Feedback` button is clicked, an :guilabel:`Ask Feedback` email pop-up form -appears, using the :guilabel:`Appraisal: Ask Feedback` email template, which sends the -:guilabel:`360 Feedback` survey. +.. important:: + To request feedback, the appraisal **must** be confirmed. Once confirmed, an :guilabel:`Ask + Feedback` button appears in the upper-left corner of the form. -Enter the employees being asked to complete the survey in the :guilabel:`Recipients` field. Multiple -employees may be selected. +To request feedback from a colleague, click the :guilabel:`Ask Feedback` button, and an +:guilabel:`Ask Feedback` email pop-up window appears, using the :guilabel:`Appraisal: Ask Feedback` +email template. -The email template has dynamic placeholders to personalize the message. Add any additional text to -the email, if desired. +First, using the drop-down menu, select the employees being asked to provide feedback in the +:guilabel:`Recipients` field. Multiple employees may be selected. Next, make any desired changes to +the default message, and attach any relevant documents. To attach a document, click the +:icon:`fa-paperclip` :guilabel:`Attachments` button, and a file explorer window appears. Navigate to +the files, select them, then click :guilabel:`Open`. -If required, an :guilabel:`Answer Deadline` can be added, as well. +The :guilabel:`Answer Deadline` date is automatically set to the day after the :guilabel:`Appraisal +Date` on the appraisal form. Using the calendar selector, modify the date, if desired. -If any attachments are needed, click the :icon:`fa-paperclip` :guilabel:`Attachments` button, and a -file explorer window appears. Navigate to the file(s), select them, then click :guilabel:`Open`. - -When the email is ready to send, click :guilabel:`Send.` +When the email is ready to send, click :guilabel:`Send`, and the feedback requests are sent to the +specified employees. .. image:: new_appraisals/ask-feedback.png - :align: center :alt: The email pop-up when requesting feedback from other employees. -Appraisal form --------------- +.. _appraisals/review: -Once an appraisal is confirmed, the next steps require the employee to fill out the self-assessment, -after which the manager completes their assessment. - -.. _appraisals/employee-feedback: - -Employee's feedback -~~~~~~~~~~~~~~~~~~~ - -To complete their portion of feedback, employees should navigate to the main -:menuselection:`Appraisals application` dashboard, where the only entries visible are appraisals for -the employee, themselves, and/or anyone they manage and have to provide manager feedback for. - -Click on the appraisal to open the appraisal form. Enter responses in the :guilabel:`Employee's -Feedback` section, under the :guilabel:`Appraisal` tab. - -When completed, click the :guilabel:`Not Visible to Manager` toggle (the default setting once an -appraisal is confirmed). When clicked, the toggle changes to :guilabel:`Visible to Manager`. - -.. image:: new_appraisals/employee-feedback.png - :align: center - :alt: The feedback section for the employee with the toggle button highlighted. - -.. _appraisals/manager-feedback: - -Manager's feedback -~~~~~~~~~~~~~~~~~~ - -After the employee has completed the :guilabel:`Employee's Feedback` section, under the -:guilabel:`Appraisal` tab, it is time for the manager to fill out the :guilabel:`Manager's Feedback` -section. - -The manager enters their responses in the fields in the :ref:`same manner as the employee -`. - -When the feedback section is completed, click the :guilabel:`Not Visible to Employee` toggle (the -default setting once an appraisal is confirmed). When clicked, the toggle changes to -:guilabel:`Visible to Employee`. - -.. image:: new_appraisals/manager-feedback.png - :align: center - :alt: The feedback section for both employees and managers. The toggle buttons are highlighted. - -Skills tab -~~~~~~~~~~ - -Part of an appraisal is evaluating an employee's skills, and tracking their progress over time. The -:guilabel:`Skills` tab of the appraisal form auto-populates with the skills from the :ref:`employee -form `, once an appraisal is confirmed. - -Each skill is grouped with like skills, and the :guilabel:`Skill Level`, :guilabel:`Progress`, and -:guilabel:`Justification` are displayed for each skill. - -Update any skills, or add any new skills to the :guilabel:`Skills` tab. - -If a skill level has increased, a reason for the improved rating can be entered into the -:guilabel:`Justification` field, such as `took a fluency language test` or `received Javascript -certification`. - -.. seealso:: - Refer to the :ref:`Create a new employee ` document for detailed instructions - on adding or updating a skill. - -After an appraisal is completed, and the skills have been updated, the next time an appraisal is -confirmed, the updated skills populate the :guilabel:`Skills` tab. - -.. image:: new_appraisals/skills.png - :align: center - :alt: The skills tab of an appraisal form, all filled out. - -.. note:: - The :guilabel:`Skills` tab can be modified **after** the employee and their manager have met and - discussed the employee's appraisal. - - This is a common situation as the manager may not have all the necessary information to properly - assess and update the employee's skills before meeting. - -Private Note tab -~~~~~~~~~~~~~~~~ - -If managers want to leave notes that are only visible to other managers, they can be entered in the -:guilabel:`Private Note` tab. This can be done before or after meeting with the employee to discuss -the appraisal. - -The employee being evaluated does **not** have access to this tab, and the tab does **not** appear -on their appraisal. - -Schedule a meeting ------------------- +Appraisal review +================ Once both portions of an appraisal are completed (the :ref:`employee ` and :ref:`manager ` feedback sections), it is time for the employee and -manager to meet and discuss the appraisal. +manager to :ref:`meet and discuss the appraisal `. -A meeting can be scheduled in one of two ways: either from the *Appraisals* application dashboard, -or from an individual appraisal card. +During the appraisal meeting, the manager reviews both the :ref:`Employee's Feedback +` section as well as their own :ref:`Manager feedback +`. -To schedule an appraisal from the dashboard of the *Appraisals* application, first navigate to +Additionally, the employee's :ref:`skills ` and :doc:`goals ` +are reviewed at this time, and updated as needed. + +.. _appraisals/schedule: + +Schedule appraisal review +------------------------- + +A meeting can be scheduled in one of two ways: either from the **Appraisals** app dashboard, or from +an individual appraisal card. + +To schedule an appraisal from the dashboard of the **Appraisals** app, first navigate to :menuselection:`Appraisals app --> Appraisals`. -Click the :icon:`fa-clock-o` :guilabel:`(clock)` icon, beneath the appraisal date on the desired -appraisal card, and a pop-up window appears. Then, click :icon:`fa-plus` :guilabel:`Schedule an -activity` to create an activity from a :guilabel:`Schedule Activity` pop-up form that appears. - -Select :guilabel:`Meeting` for the :guilabel:`Activity Type` from the drop-down menu. Doing so -causes the form to change, so only the :guilabel:`Activity Type` and :guilabel:`Summary` fields -appear. - -Enter a brief description in the :guilabel:`Summary` field of the :guilabel:`Schedule Activity` -pop-up form, such as `Annual Appraisal for (Employee)`. - -Next, click the :guilabel:`Open Calendar` button. From the calendar page that appears, navigate to, -and double-click on, the desired date and time for the meeting. +Click the activity icon beneath the appraisal date on the desired appraisal card, and an activity +pop-up window appears. Click :icon:`fa-plus` :guilabel:`Schedule an activity`, and set the +:guilabel:`Activity Type`` to :guilabel:`Meeting`. For more information on scheduling activities, +refer to the :ref:`activities documentation `. Doing so opens a :guilabel:`New Event` pop-up form. From this pop-up form, make any desired -modifications, such as designating a :guilabel:`Start` time, or modifying the default -:guilabel:`Title` to the meeting. +modifications, such as designating a :guilabel:`Start` time. -Add the appraisee in the :guilabel:`Attendees` section, and include anyone else who should also be +The employee populates the :guilabel:`Attendees` section by default. Add anyone else who should be in the meeting, if necessary. To make the meeting a video call, instead of an in-person meeting, click :icon:`fa-plus` @@ -241,7 +184,6 @@ Once all the desired changes are complete, click :guilabel:`Save & Close`. The meeting now appears on the calendar, and the invited parties are informed, via email. .. image:: new_appraisals/meeting.png - :align: center :alt: The meeting form with all information entered for Ronnie Hart's annual appraisal. The other way to schedule a meeting is from the individual appraisal form. To do this, navigate to @@ -256,24 +198,89 @@ For more detailed information on how to schedule activities, refer to the :doc:` .. note:: If no meetings are scheduled, the :guilabel:`Meeting` smart button reads :guilabel:`No Meeting`. +.. _appraisals/skills: + +Review employee skills +---------------------- + +Part of an appraisal is evaluating an employee's skills, and tracking their progress over time. The +:guilabel:`Skills` tab of the appraisal form auto-populates with the skills from the :ref:`employee +form `, once an appraisal is confirmed. + +Each skill is grouped with like skills, and the :guilabel:`Skill Level`, :guilabel:`Progress`, and +:guilabel:`Justification` are displayed for each skill. + +:ref:`Update any skills, or add any new skills ` to the :guilabel:`Skills` tab. + +If a skill level has increased, enter a reason for the improved rating in the +:guilabel:`Justification` field, such as `took a fluency language test` or `received Javascript +certification`. + +After an appraisal is completed, and the skills have been updated, the next time an appraisal is +confirmed, the updated skills populate the :guilabel:`Skills` tab. + +.. note:: + The :guilabel:`Skills` tab *can* be modified **after** the employee and their manager have met + and discussed the employee's appraisal. + + This is a common situation as the manager may not have all the necessary information to assess + and update the employee's skills before meeting. + +.. _appraisals/complete: + Complete an appraisal ===================== -After the appraisal is complete, and both the manager and employee have met to discuss the -appraisal, the appraisal can be marked as *Done*. When completed, click the :guilabel:`Mark as Done` -button on the appraisal form, located in the top-left corner. +After the appraisal has been filled out by both the employee and the manager, and both parties have +met and discussed the employee's performance, the manager then :ref:`logs any notes +`, and :ref:`assigns a rating `. -Once the appraisal is marked as *Done*, the :guilabel:`Mark as Done` button disappears, and a -:guilabel:`Reopen` button appears. +When completed, click the :guilabel:`Mark as Done` button in the upper-left corner of the appraisal +form. + +Once the appraisal is marked as *Done*, the status changes from :guilabel:`Confirmed` to +:guilabel:`Done`, and the :guilabel:`Mark as Done` button changes to a :guilabel:`Reopen` button. .. tip:: Modifications are **not** possible once the appraisal is marked as done. - To make any changes to an appraisal that is marked as *Done*, click the :guilabel:`Reopen` - button. + To make any changes to an appraisal with a status of :guilabel:`Done`, click the + :guilabel:`Reopen` button, then, click :guilabel:`Confirm`, and make any modifications needed. + Once all modifications are complete, click the :guilabel:`Mark as Done` button again. - Then, click the :guilabel:`Confirm` button that appears, and make any modifications needed. Once - all modifications are complete, click the :guilabel:`Mark as Done` button again. +.. _appraisals/notes: + +Add a private note +------------------ + +Managers can log notes on an appraisal that are **only** visible to other managers. Enter any notes +in the :guilabel:`Private Note` tab. This can be done anytime during the appraisal process. + +The employee being evaluated does **not** have access to this tab, and the tab does **not** appear +on their appraisal. + +The tab is optional and does not affect the final rating. + +.. _appraisals/rate: + +Provide a final rating +---------------------- + +After both the manager and employee have met to discuss the employee's performance, the appraisal +must be given a :guilabel:`Final Rating`. + +Using the drop-down menu, select the rating for the employee. The default options are: +:guilabel:`Needs improvement`, :guilabel:`Meets expectations`, :guilabel:`Exceeds expectations`, +:guilabel:`Strongly Exceeds Expectations`, and :guilabel:`Good`. + +To add a new rating, navigate to :menuselection:`Appraisals app --> Configuration --> Evaluation +Scale`. The default ratings are presented in a list view. To add a new rating, click the +:guilabel:`New` button in the upper-left corner, and a blank line appears at the bottom of the list. +Enter the new rating, then press the enter key, or click away from the line. Add as many new ratings +as needed. + +Click :menuselection:`Appraisals` in the top menu to return to the :guilabel:`Appraisals` dashboard, +click on the appraisal, then select the desired :guilabel:`Final Rating`. .. seealso:: - :doc:`../appraisals/goals` diff --git a/content/applications/hr/appraisals/new_appraisals/ask-feedback.png b/content/applications/hr/appraisals/new_appraisals/ask-feedback.png index 11032d98b..e182a7d36 100644 Binary files a/content/applications/hr/appraisals/new_appraisals/ask-feedback.png and b/content/applications/hr/appraisals/new_appraisals/ask-feedback.png differ diff --git a/content/applications/hr/appraisals/new_appraisals/dashboard.png b/content/applications/hr/appraisals/new_appraisals/dashboard.png deleted file mode 100644 index 5c40b6557..000000000 Binary files a/content/applications/hr/appraisals/new_appraisals/dashboard.png and /dev/null differ diff --git a/content/applications/hr/appraisals/new_appraisals/employee-feedback.png b/content/applications/hr/appraisals/new_appraisals/employee-feedback.png deleted file mode 100644 index e8595eb8d..000000000 Binary files a/content/applications/hr/appraisals/new_appraisals/employee-feedback.png and /dev/null differ diff --git a/content/applications/hr/appraisals/new_appraisals/manager-feedback.png b/content/applications/hr/appraisals/new_appraisals/manager-feedback.png deleted file mode 100644 index a1e58c2e8..000000000 Binary files a/content/applications/hr/appraisals/new_appraisals/manager-feedback.png and /dev/null differ diff --git a/content/applications/hr/appraisals/new_appraisals/meeting.png b/content/applications/hr/appraisals/new_appraisals/meeting.png index b0ec9dfeb..f06289f05 100644 Binary files a/content/applications/hr/appraisals/new_appraisals/meeting.png and b/content/applications/hr/appraisals/new_appraisals/meeting.png differ diff --git a/content/applications/hr/appraisals/new_appraisals/skills.png b/content/applications/hr/appraisals/new_appraisals/skills.png deleted file mode 100644 index 90ec2d06f..000000000 Binary files a/content/applications/hr/appraisals/new_appraisals/skills.png and /dev/null differ