What are Core Values and Key Business Result?

All performance objectives in SPPAS are either a Core values or Key Business Results objective. They are together called Key Result Areas.

Core values are objectives that an organization consider as key to their mission. Every employee must be assessed on these objectives.

All Core Values have a priority Rating of “3”. We recommend (and best practice) that you have at least 5 Core Values to be assessed. Each Core Value should be rated in line with how the employee performs his or her duties.

Key Business Results are objectives that are specific to departments or employees that must be achieved during the assessment period.

Key Business Results can have a priority of 1, 2 or 3 depending on how important the objective is.

You can read this blog post by one of our experts to understand it more.

Appraisal Workflow Status

SPPAS uses the following status to indicates where in the appraisal process flow a particular appraisal is. You can use the status to monitor the progress of the appraisal process.

  • In Progress – Once an assessor creates an appraisal for a team member, the appraisal is set to In Progress. The assessor can select ratings (EE, ME IR) and add comments at this stage.
  • Assessee – After the Assessor scores the appraisal, the appraisal will move to the assessee to add their comment. The status at this stage of the flow will be Assessee.
  • Assessor – After the team member adds their comments, the appraisal will be marked as Assessor. At this stage of the flow, the assessor needs to add their comment.
  • Manager – If a manager was specified during the creation of the review, the appraisal will move to the Manager in question. The manager will be required to add their comment.
  • HR – If HR must add comments to the appraisal, the appraisal status will be marked as HR indicating that, HR must add comments.
  • Completed – After all comments have been added, the status is changed to Complete. At this point, the appraisal cannot be changed.
  • Cancelled – If at any point, HR decides to cancel the appraisal, the appraisal will be marked as cancelled.

Manage My Team

As an Appraiser, the employees you will assess are will be part of what we call your team members. You are responsible for adding the people you will appraise as a team member.

You can further categorise your team members, making is simple to appraise them based on the category they are in.

Add a team member

  1. On your Appraisal page, go to Appraisers > My Team.
  2. Select New from the command bar along the top.
  3. In the dialog form, fill in the name of the assessor.
    1. Member Fill in the name of your team member
    2. Category Fill in the category. The category is a way to group your team members so you can assess them using different appraisal template.
  4. Select Save to add the team member.

Delete a team member

  1. On your Appraisal page, go to Appraisers > My Team.
  2. Select the team member that you want to delete.
  3. On the command bar along the top, select Delete

    Note: If you don’t see Delete to on your command bar, select the ellipsis icon  The More Options button. (More) and then select Delete.

Appraisers Management

Appraisers are individuals who do the actual assessment. HR must add these individuals in order for them to be able to do the appraisals.

Add an Appraiser

  1. On your Appraisal page, go to Admin > Appraisers.
  2. Select New from the command bar along the top.
  3. In the dialog form, fill in the name of the assessor.
  4. Select Save to add the assessor.

Delete an Appraiser

  1. On your Appraisal page, go to Admin > Appraisers.
  2. Select the assessor that you want to delete.
  3. On the command bar along the top, select Delete

    Note: If you don’t see Delete on your command bar, select the ellipsis icon  The More Options button. (More) and then select Delete.

Manage Appraisers Team Members

HR can view and delete employees that an Assessor has added as a team member.

  1. On your Appraisal page, go to Admin > Appraisers.
  2. Select the assessor that you want to view the team members.
  3. Select the ellipsis icon  The More Options button. (More) and then select View Team Members.
  4. To delete a team member, Select the ellipsis icon  The More Options button. (More) on the team member then select Delete.
  5. Confirm to delete the team member.

HR Template Management

An appraisal template is a reusable collection of performance objectives and other settings for a performance review period. In other words, template serves as a starting point for a new performance review. Appraisal templates enables you to create an appraisal template that can then be used to create appraisals.

A performance review starts with the creation of a template.

Create a template
  1. Go to Admin > Templates, and select New.
  2. In the Details pane, fill in the basic review information, and then select Save.
    • Title Fill in the title of the review.
    • Type Choose the type of appraisal. For Promotion and Probation, you will be required to enter the Assessor & Assessee.
    • Description Fill in the description for the review.
    • Indicate if HR should be part of the appraisal process. Choose Require HR to comment on appraisal if you want to do that.
    • Start Date Choose when the appraisal should be made available to Assessors to start appraising their team members.
    • Assessment Due Choose when Assessors are to finish the initial assessment.
    • Assessee Comments Due Choose the due date by which Assessees are to respond with their comment.
    • Assessor Comments Due Choose the due date by which Assessors are to comments on the appraisal after the Assessor has commented.
    • Managers Comments Due Choose the due date by which Managers are to comment on the appraisal.
    • HR Comments Due If you selected that HR is required to comments, choose the due date by which HR should have commented on the appraisal.
  3. In the Core Objectives pane, add the core value objectives that you want employees to be assessed on. This will be global objectives that will be part of all appraisals using this template.
Add core values objectives
  1. In the Core Objectives pane, select New.
  2. In the dialog form that will open, fill in the details.
    • Title Fill in the title of the core value objective.
    • Description Fill in the description for the of the core value objective.
    • Exceed Expectations (EE) Rating Criteria Fill in what constitutes an EE
    • Met Expectations (ME) Rating Criteria Fill in what constitutes an ME
    • Require Improvement (RI) Rating Criteria Fill in what constitutes an RI
  3. Click on Save to add the core value object.

Follow the above steps to add more core value objectives

How Appraisals are scored/rated

At the end of each appraisal period, Appraisers are to rate each performance objective as:

  • Improvement Required (IR)
  • Met Expectation (ME)
  • Exceeded Expectation (EE)

Ccore values parameters are defined by HR. Appraisers define key business areas.
For any rating other than “Met Expectation”, comments are REQUIRED from the assessor.

Core Values Scoring

All core values objectives have a Priority Rating of “3”.

We recommend that you have a minimum of 5 Core Values to be assessed.

SPPAS will assign an overall rating for the Core Values titled “Core Values Score” at the end of each review period. A rating for the Core Value Section would be as follows:

When a review has 5 or more Core Values objectives:

Core Values ScoreCriteria
Exceeded Expectation (EE)3 or more EEs and Zero (0) IRs
Met Expectation (ME)A combination of MEs, EE and one (1) IR
Improvement Required (IR)2 or more RIs, and a combination of ME and EE

When a review has 4 or less Core Values objectives:

Core Values ScoreCriteria
Exceeded Expectation (EE)All ratings are EE
Met Expectation (ME)A combination of EEs and MEs
Improvement Required (IR)One (1) or more RIs

Overall Scoring

SPPAS will assign an overall rating titled “Overall Score” at the end of each review period. All Key Business Areas together with Core Values Score are taken into account when calculating the overall summary of contribution of employees. Core Values Score will be given a priority of 3.

An overall rating of contribution is calculated as follows:

Overall ScoreCriteria
Exceptional Contribution (EC)
  • Achieve EE ratings in all priority 3 objectives.
  • Achieve ME ratings in all priority 1 and 2 objectives.
  • No IRs in any performance objective area (priorities 1, 2 or 3).
Outstanding Contribution (OC)
  • Achieve EE ratings in 50% or more of priority 3 objectives.
  • No RIs in priority 3 objectives.
  • At most one (1) IR in priority 1 and or 2 objectives.
Met Expectation (ME)
  • Achieve a combination of EEs, MEs and IR in priorities 1, 2 and 3 objectives.
  • At most one (1) IR in the overall performance.
Improvement Required (IR)
  • Achieve a combination of EEs, MEs and IRs in priorities 1, 2 and 3 objectives.
  • Two (2) or more IRs ratings achieved in the overall performance.

You can read this blog post for further clarification.

Appraisers Appraisal Template

Appraisers starts an appraisal process by creating their own template from a published appraisal by HR. The advantage with this is, you can then use the same template to appraise all your team members or some of your team members.

You are not limited to the number of templates you can create from a published appraisal. If you have categorised your team, you can create a template for each category.

Assessors can also delegate a template to a team member to add the key business objectives on their behalf.

Create a template
  1. Go to Appraisers > Templates, and select New. Select the Appraisal you want to use to create a template.
  2. Fill in the Title and Description for your template
Add Key Business Results objective.
  1. Select the template and on the command bar along the top, select Edit.
  2. Select New Objective and in the dialog form that will open, fill in the details.
    • Title Fill in the title of the core value objective.
    • Group Select the group this objective belongs to. If you have not created a group yet, click on Add to create a new group.
    • Description Fill in the description for the of the core value objective.
    • Priority Fill in the priority.

      Notes:
      Priority is not a rating but just show the level of importance for the stated objectives. Prioritize by ranking the objectives/expected results in terms of their importance to the job to be performed. Prioritize according to the following guideline:
      Priority 1 = Important
      Priority 2 = Very Important
      Priority 3 = Critical

    • Exceed Expectations (EE) Rating Criteria Fill in what constitutes an EE
    • Met Expectations (ME) Rating Criteria Fill in what constitutes an ME
    • Require Improvement (RI) Rating Criteria Fill in what constitutes an RI
  3. Click on Save to add the core value object.
Delegate a template

To delegate

Step 1:
Select the template that you want to delegate.

Step 2:
On the command bar along the top, select Delegate to. 

Note: If you don’t see Delegate to on your command bar, select the ellipsis icon  The More Options button. (More) and then select Delegate to.

Step 3:
Choose a team member, then select Delegate.

My Appraisals

The My Appraisals page lists all your current appraisals. From here, you can view the details of the appraisal as well as print it whenever you need to.

Print an Appraisal

To print an appraisal

Step 1:
Select the template that you want to print.

Step 2:
On the command bar along the top, select Print. 

Note: If you don’t see Print on your command bar, select the ellipsis icon  The More Options button. (More) and then select Print

Step 3:
A dialog form shows with a preview. Select Print to print the appraisal.

Team Appraisals Management

The Team Appraisals page lets you manage appraisals for your team. An appraisal is always created from a template, making a template the starting point.

Create an Appraisal

Appraisals can only be created from a template. To create a template:

Step 1:

Go to Assessors > Template

Step 2:
Select the template that you want to print.

Step 3:
On the command bar along the top, select Create Appraisals. Then select For Team or For Team Member.

Note: If you don’t see Create Appraisals on your command bar, select the ellipsis icon  The More Options button. (More) and then select Create Appraisals. Then select For Team or For Team Member.

Step 4:
For Team

  • From the dialog form, select the team category you want to create an appraisal for.

For Team Member

  • Search for the team member

Step 5:

Select Ok to create the appraisal.

Score an Appraisal and Objectives

Each objective in a template needs to be scored, then a final score will be calculated.

Score an objective

To score an objective:

  1. Select the appraisal you want to add scores for each objective
  2. On the command bar along the top, select Edit.

    Note: If you don’t see Edit on your command bar, select the ellipsis icon  The More Options button. (More) and then select Edit.

  3. Select the Objectives tab.
  4. Click on each objective, and edit the objective information by selecting a score and adding comment where necessary.

Score an Appraisal

When you finish scoring each objective in an appraisal, you can now score the appraisal. To score an appraisal:

  1. Select the appraisal you want to score.
  2. On the command bar along the top, select Score.

    Note: If you don’t see Score on your command bar, select the ellipsis icon The More Options button.(More) and then select Score.

  3. The final score will be calculated and the appraisal will be updated with the score for core values and key business result.
Complete an Appraisal

After you have scored the appraisal, you will need to mark it as completed. To do so:

  1. Select the appraisal you want to mark as completed.
  2. On the command bar along the top, select Mark Completed.

    Note: If you don’t see Mark Completed on your command bar, select the ellipsis icon The More Options button.(More) and then select Mark Completed.

Tasks Management

Tasks are assigned to individuals that need to be completed as part of the appraisal process. An email will be sent to anyone responsible for completing the task.

The action that you perform or the information that you provide to complete a workflow task varies depending on the role you play as part of the appraisal process.

Complete a task

  1. Locate the appropriate workflow task by going to My Tasks
  2. Point to the title of the task that you want to complete and then click the title.
  3. In the form that appears, type or select the information that is requested to complete the task.
  4. Finally, click OK.