Objective:
The article details how to monitor and manage performance evaluations through different stages: Evaluation, Calibration, Feedback, Appeal and Results. It provides clear instructions on how to access each section, review participants, available actions (such as moving stages forward and backward, calibrating evaluations, publishing results) and the use of filters to select employees.
Its usefulness lies in simplifying the tracking of evaluations, allowing the process to be managed in an agile and flexible way, adapting to the needs of each team within the organization.
Scope / Limitations:
The scope of the article focuses on detailing the monitoring and management process of performance evaluations, providing detailed information about the Evaluation, Calibration, Feedback, Appeal and Results stages. It is primarily aimed at administrator users responsible for managing evaluations in Buk
Process on Platform:
To monitor and manage performance evaluations you must go to the "Talent" section and click on "Evaluations". Here you can review the list of configured evaluations; to monitor an evaluation that has started you must click on the evaluation title.
When accessing, on the right side you will see two buttons: with the "Configure" button you can add participants, share administration with another user, edit the evaluation scale and download the data in Excel format.
Meanwhile, the "Finish" button can be used when you want to conclude the evaluation. Once the evaluation has ended, you will not be able to perform further actions or reopen the evaluation, leaving the process finalized for everyone
In addition, you will be able to review the different tabs that show the stages of the process, along with the employees who are in each of them.It is important to note that these tabs will only be visible if the evaluation was configured with those stages.
1. "Evaluation" stage
At the start of the evaluation, all employees will be in this tab
Participants tab:
In the "Participants" section, you can view the list of employees who are in this stage, along with their information, form status and overall score.
From the "Actions" column, you can advance participants to the next stage.
If you need to advance several participants to the next stage, you can do so by making a multi-selection. Then, from the "Bulk actions" option, choose "Advance evaluations to next stage".
You can use the filters in each column to select and view employees
Evaluations tab:
In this section, you will find all evaluations related to the participants.
In the "Actions" column, you will have access to the form responses: you can review the responses in the forms, change the evaluator (note that when changing the evaluator, the record of evaluations performed by the current evaluator is lost), and you can also reopen evaluations that have been submitted. We remind you that when an evaluator submits their evaluation they can no longer modify it; with this function you can reopen evaluations if necessary.
You also have the option to make a multi-selection and access "Bulk actions", from where you can reopen evaluations, download forms and remove evaluators. In addition, you can send email reminders to evaluators. It is important to keep in mind that this notification cannot be modified once sent.
2. "Calibration" stage
When the evaluation includes a calibration stage, after moving participants to the next stage from the "Evaluation" tab, you will be able to view them in the "Calibration" tab.
In calibration you will be able to modify the scores on the downward evaluation form
Participants tab:
From here you will see the list of participants who are in this stage, along with their information, form status, calibration status, pre-calibration score and final score.
You can finish the calibration of an evaluated person by clicking "Finish calibration" in the "Actions" column. First you must modify the downward evaluation from the "Evaluations" tab. When you finish the calibration, participants will automatically move to the next stage of the evaluation.
You will also have the option to return participants to the Evaluation stage; when you do this action you will find the employee in that tab, where you will be able to open the corresponding evaluations. You can perform these actions individually from the "Actions" column or select several participants and, by clicking on "Bulk actions", execute these actions simultaneously.
Evaluations tab:
In the "Evaluations" tab you can review the results by evaluation type and calibrate the evaluations from here
In the list you will find information such as: evaluation status, calibration status, pre-calibration score, final score and the result scale.
To calibrate evaluations you must click "Calibrate" in the "Actions" column.
Remember that only the downward evaluation can be calibrated
This will open the evaluation form, where you can modify the scores directly and adjust any section of the form. Once you have finished modifying the scores, save the changes
Once you have calibrated the evaluation, save the changes and go to the "Participants" tab to finish the calibration and proceed to the next stage.
Reports tab:
Within the "Reports" tab, you will have access to charts that show the scores obtained, as well as the average per evaluator of the downward evaluation. These charts will allow you to make informed decisions regarding calibration.
3. "Feedback" stage
If you have configured the Feedback stage in the evaluation, you will see participants in this tab after advancing them from the "Calibration" stage. If the evaluation does not contain a calibration stage, you will see them here after advancing from the "Evaluation" stage
When you move participants to this stage, a notification email is sent to the downward evaluator, indicating that they can now provide their feedback comments. This email redirects them to the platform, specifically to the "My evaluations" section. From there, they can access the "Feedback" tab and submit their comments once their evaluatees are in this stage. After supervisors provide the feedback, employees can indicate whether they accept it as "Conforming" or "Not Conforming", provided you have published the score report. Otherwise, they can review the feedback comment in the log.
Participants tab:
In the "Participants" tab, you can publish the results for each participant. By doing so, employees will access their score report in their profile, within the "Talent" section. In this report, they can review the feedback comments and decide whether to accept the feedback, in addition to leaving their own comments. You can carry out this action individually in the "Actions" column by selecting "Publish results". You also have the option to do it in bulk by selecting several participants and clicking "Bulk actions", where you can choose "Publish results".
In the list, you can monitor who has already received feedback from the "Feedback Status" column.
The "Feedback Conformity" column shows whether employees have accepted the feedback or not.
With the "Bulk actions" button you can publish results, view the report, remove a participant, return and advance stages.
Advancing a stage from Feedback will finalize the process for those employees. This means you will find them directly in the "Results" tab.
Evaluations tab:
In the "Evaluations" tab you can review the evaluations related to participants who are in the Feedback stage. From here you can make bulk selections to download the forms and send reminders to those responsible for delivering feedback
4. Appeal
If you have configured the performance process with a Feedback stage, you will have the option to choose Appeal.
The appeal stage is activated when the evaluatee receives feedback marked as "Not Conforming" and chooses "Appeal". By selecting this option, employees will automatically move to the "Appeal" tab. In this section, you should adjust the scores of the downward evaluation if you agree with the appeal.
Participants tab:
In the "Participants" tab, you can review the appeal status, the score prior to modification, the evaluation status and the final score (post modification).
In the "Actions" column, you will find options to view the appeal comments, access the report, return to a previous stage and remove the participant individually. In addition, these same actions of returning a stage and removal can be performed on multiple participants by selecting several and clicking "Bulk actions".
You will also see the option "Publish score modification". This action must be performed after you have adjusted the downward evaluation form in the "Evaluations" tab.
Evaluations tab:
In the "Evaluations" tab, you will find the list of evaluations. For downward evaluations, you will see the "Modify" option.
By clicking it, the form will open where you can modify the scores.You can adjust the scores for Competencies, Objectives and Potential Questions directly in the downward evaluation form. After editing the scores, be sure to click "Save"
After modifying the downward evaluation, it is necessary to publish the updated score report. To do this, in the "Appeal" section and within the "Participants" tab, click "Publish score modification". By doing so, the scores will be updated in the evaluatee's report.
When publishing the new results in the "Evaluations" tab, you will have the option to leave a comment explaining the resolution of the appeal. This comment will be available for the employee to review in their score report, where they must confirm it. Once the employee performs this action, the process for the participant ends, so you will find them in the "Results" tab
5. Results
This tab will be available throughout the process and will contain lists of all participants. It will be updated gradually as results are obtained.
The Results tab is made up of Individual Reporting and General Reporting, where you can review results at the organizational level.
In the "Individual Reporting" section in the Participants tab you will find a list of all employees in the evaluation, regardless of the stage they are in within the process. In the "Participant stage" column you can identify the specific stage each one is in.
Also from this section you can return participants to a previous stage, download reports and publish results.
🤖 This article was translated using artificial intelligence. View original article.