Performance Evaluation Settings

This article aims to guide users through the setup of the performance evaluation form. With this revamped version, the process becomes more intuitive and organized, allowing each step to be carried out clearly and efficiently. The setup is structured in three main stages: creating and uploading competencies, assigning goals or objectives, and the detailed configuration of the evaluation.

Process on the platform:

To begin configuring a performance evaluation, it is important that you first create and set up the competencies, and then upload the corresponding goals or objectives. Once these steps are completed, go to the“Organizational Development” > “Talent”section, and click on“Evaluations”. In this view, all previously created performance evaluations will be displayed, whether they are in“Configuring”,“Started”or“Finished”status.

Now, to create a new performance evaluation, click on“New evaluation”. This will display adropdown menuwhere you can choose whether to create an evaluation from scratch or use one that has already been configured.

If you selected the “From a previous evaluation” option, a new tab will open where you must choose the evaluation you want to use as a reference, and you will start with some fields already completed and pre-established settings.

On the other hand, if you selected “From scratch,” you will start with a completely blank evaluation, with no previous configuration.

After choosing one of these two options, the performance evaluation configuration screen will open.

(From this point, the article will continue step by step assuming the “From scratch” option was selected to create a new evaluation.)

On the screen, you will find four sections: "General," "Forms," "Results," and "Report."

 

1. General:

First, you must enter the name you will assign to the evaluation, which will allow you to easily recognize it in the future. You can also specify the “start date” and “end date” of the evaluation. These dates are for informational purposes only, so it is not mandatory to complete them.

Next, you must configure the type of evaluation you will use. The available evaluation types and their advanced options are mentioned below:

💡Remember that you can select more than one evaluation, but the sum of the weights must be 100.

You can also configure an evaluation with a0% weight. This means that the evaluation will still exist in the process and must be answered as usual, but it will not influence the calculation of the final score.

1. Downward Evaluation:The employee is evaluated by their direct manager or supervisor.

Advanced options:

• Validation: If you check the Validation option, you must assign validators to the performance evaluations. They will be responsible for reviewing and approving the results before closing the process.
• Notify validator and evaluator:This option is enabled only if Validation is activated. It allows the validator to receive a notification when they have pending evaluations to validate, and the evaluator to be notified when their evaluations are accepted or rejected.
• Enable verification phase:Allows assigned verifiers to change or verify the assigned evaluators. If you activate this option, you will be able to assign verifiers when adding participants. Keep in mind that, to view this option, you must have the "Enable Verification Phase" option activated in the Talent settings. To do this, go to Organizational Development > Talent > Settings.
• Set the maximum number of evaluators:Sets the maximum number of evaluators per participant who can take part in the process.
• Notify start of evaluation:If you activate this option, evaluators will receive a notification indicating that they must complete an assigned evaluation. This will include the names of the people they need to evaluate and, if you wish, a notification message.
• Notification message:This is enabled if the notify start of evaluation option is activated. Here you can write the message that will be sent to evaluators when the evaluation starts.

2. Self-evaluation:The employee evaluates themselves.

Advanced options:

• Show the form to the downward evaluator:Only if the evaluation has already been completed, allows the form to be shown to the downward evaluator.
• Notify start of evaluation:By activating this option, you can write a message (in the notification message box) that will be sent to the participants indicating that the evaluation has started.
• Notification message:This is enabled if the notify start of evaluation option is activated. Here you can write the message that will be sent to participants when the evaluation starts.

3. Peer Evaluation:The employee is evaluated by their peers.

Advanced options:

• Enable verification phase: Allows assigned verifiers to change or verify the assigned evaluators. If you activate this option, you will be able to assign verifiers when adding participants. Keep in mind that, to view this option, you must have the "Enable Verification Phase" option activated in the Talent settings. To do this, go to Organizational Development > Talent > Settings.
• Set the maximum number of evaluators:Sets the maximum number of evaluators per participant who can take part in the process.
• Notify start of evaluation:If you activate this option, evaluators will receive a notification indicating that they must complete an assigned evaluation. This will include the names of the people they need to evaluate and, if you wish, a notification message.
• Notification message:This is enabled if the notify start of evaluation option is activated. Here you can write the message that will be sent to evaluators when the evaluation starts.

4. Upward Evaluation:The employee is evaluated by their subordinates.

Advanced options:

• Enable verification phase: Allows assigned verifiers to change or verify the assigned evaluators. If you activate this option, you will be able to assign verifiers when adding participants. Keep in mind that, to view this option, you must have the "Enable Verification Phase" option activated in the Talent settings. To do this, go to the Organizational Development > Talent > Settings module.
• Set the maximum number of evaluators:Sets the maximum number of evaluators per participant who can take part in the process.
• Notify start of evaluation:If you activate this option, evaluators will receive a notification indicating that they must complete an assigned evaluation. This will include the names of the people they need to evaluate and, if you wish, a notification message.
• Notification message:This is enabled if the notify start of evaluation option is activated. Here you can write the message that will be sent to evaluators when the evaluation starts.

Other settings:

• Enable sequential evaluation:If you activate this option, you can modify the order of the evaluations assigned to the same participant. That is, you can define which evaluation must be completed first and which one after, according to the workflow you need.
• Enable multiple evaluations:This option allows you, when adding participants, to create groups with different weights according to the type of evaluation. This way, you can include participants who do not have evaluators in all defined types and redistribute the weights configured in this section flexibly.

Other stages:

At the end, if you selected “Downward evaluation,” you have the option to select whether you want to include one or more additional stages:

• Calibration: View scores and edit forms of downward evaluations
• Feedback: Monitor and manage evaluation feedback
• Appeal: Allow the possibility to appeal the score of the downward evaluation and have it modified if applicable (the button is enabled only if the feedback stage was selected).

2. Forms:

To enable this section, you must have selected at least one type of evaluation in the “General” tab.

At this stage, you can configure one or more evaluation forms, which can be unique or different for each type of evaluation.

If you want to add multiple forms, you must click the “Add forms” button.

This will open a new tab where the default mandatory form configuration will be displayed, since every evaluation must have at least one. If you need to add more, you can click on “+ Add form.”

Note:It is possible to create multiple forms that use the same type of evaluation.

Additionally, you can assign/change a “Form name” and select the “Type of evaluation.”

If you select “Assign by job family,” you will be able to assign one or more job families to each form.

If you want to delete a form you added, just select the red trash can icon. Remember that you cannot delete the first form since it is the default mandatory one.

Now, for each form already created, you must add sections such as Competencies, Objectives/Goals, Open-ended Questions, and Potential. By selecting the checkbox for the section you want to add, the specific corresponding settings will automatically be displayed.

Competencies: 

You must select the type of scale that will be used to evaluate competencies, define whether the form will include transversal, specific, or both types of competencies, and then choose the corresponding competencies, assigning a weight to each one.

• Transversal Competencies:are those that evaluate all participants in the evaluation. (You can organize the order of the selected competencies by dragging and dropping the cards, so they reflect your preferred order in the form.)
• Specific Competencies: are the competencies assigned to the position or job family of each evaluation participant.

Consideraciones sobre los pesos de las competencias:

- Si decides incluir ambos tipos de competencias, los pesos entre competencias transversales y específicas deben sumar 100. Por ejemplo, puedes asignar 70% a las específicas y 30% a las transversales, o cualquier otra combinación que totalice 100%.

- Si incluyes solo un tipo (solo transversales o solo específicas), entonces ese grupo tendrá el 100% del peso.

- Al seleccionar la casilla de las competencias transversales, se desplegarán todas las competencias transversales configuradas en la empresa. Deberás seleccionar todas las que desees incluir en el formulario y asegurarte de que la suma de sus pesos sea exactamente 100.

Objectives/Goals: 

First, you must select the scale with which the objectives will be evaluated in the form. Then, choose which objective categories will be evaluated and assign a weight to each. The sum of these weights must be 100%. Active objectives that employees have in their profile will be considered. You can also decide whether to load the objectives directly to the employee's profile for a particular period.

You can alsoIntegrate evaluation with objective progress tracking:

⭢ When you activate this option:

• The weights of the objective categories will be taken from the employee's profile.

• The evaluation form will be automatically pre-filled with the progress percentage recorded in each profile.

• The evaluator can modify the score of each objective if deemed necessary.

• This setting uses the percentage scale to evaluate objectives.

Additionally, if the progress scale used to measure integrated objectives allows overachievement, this will also be reflected in the performance evaluation results report.

Recuerda: Para que el sobrecumplimiento se visualice correctamente, debes asegurarte de que la escala de avance asociada al objetivo esté configurada para permitir valores superiores al 100%.

Open-ended questions: 

This section allows you to include free-text questions in the evaluation form. You can create them manually or import them via an Excel file. You can also indicate whether the question is mandatory or not.

 

Potential: 

In downward evaluation, you can include potential questions that will help you manage your organization's talent. This indicator will be used to build the Nine Box tool in your process results. You must choose the type of scale to use. Note that this section will only be available if your form is of the downward type.

Additionally, in the "Advanced options" you can enter a welcome text for the process and select whether you want to allow comments in the form and whether comments should be mandatory or not.

3. Results

This stage consists of setting the results scale and selecting the calculation methodology that will be applied to the evaluation.

Results scale:

You can define the results based on a scale of Numeric Grades or Percentages. When selecting grade, the scores will be displayed as stars in the employee's profile, while as a percentage they are shown as progress bars.

You must define the maximum grade for your results scale and set the grade categories by defining their names, ranges, and colors. In the reporting, you can automatically review which category each employee is in with their corresponding label.

It is important to note that if you have used different scales to evaluate competencies and objectives than the results scale, all final scores will be automatically adjusted according to the configured results scale.

The score adjustment is performed automatically using the equivalence between the maximum values of each scale:

Adjustment to results scale grade = (Obtained grade * Maximum grade of results scale) / Maximum grade of the scale used

You can add more categories by clicking the "Add category" button and you can delete existing categories from the trash can icon.

Other settings:

If you have set up the evaluation to measure both competencies and objectives, the following checkboxes will be enabled to calculate the final score with custom weights:

• Calculation methodology

• Custom weight Objectives/Goals

• Custom weight Competencies

You can choose between two methodologies:

1. Final score calculation by type of evaluation:

This methodology calculates the final score based on the weighted average of each type of evaluation in which the employee participated (downward, peer, upward, and/or self-evaluation).
First, the score for each type is obtained according to the weights defined in the form (for example, weight of competencies and objectives). Then, the final score is calculated by applying the configured weights for each type of evaluation:

Example:
Final score = (Downward score × Downward weight) + (Upward score × Upward weight) + (Peer score × Peer weight) + (Self-evaluation score × Self-evaluation weight)

2. Final score calculation by final Competencies and Objectives score:

This methodology calculates the final performance evaluation score based on the final scores for competencies and objectives, considering all types of evaluation in which the employee participated (downward, peer, upward, and/or self-evaluation), and weighted according to the custom weights you entered in the methodology settings.

First, the final score for competencies and for objectives is obtained, applying the weights configured for each type of evaluation. Then, these scores are combined according to the weights you defined for competencies and objectives:

Example:
Final score = (Final competencies score × Competencies weight) + (Final objectives score × Objectives weight)

4.Report 

At this stage, you can configure different aspects of the Performance Evaluation report that will be published.

📌Report publication:For an employee to be able to see their evaluation report in their profile, the evaluation must be in the Results or Feedback stage and the results must be published. If the report appears as “Not published,” the employee will not be able to see it.

You can define who can publish evaluation reports:

• HR: Only the Human Resources area can publish them.
• HR and supervisor: Both HR and the evaluated employee’s direct supervisor can publish them.

Additionally, you can configure the visibility of certain fields in the reports, to decide what information you want to show employees according to your needs. This applies both to the employee’s profile results report and to the downloadable report.

By activating the“Customize report visibility for the employee”option, you can select which sections of the results report the employee will be able to see.

By default, all options will be checkedbut you can uncheck those you do not want to appear in the report.

Importante: los cambios afectan únicamente lo que el colaborador ve en su ficha al revisar su evaluación. Si eres supervisor o administrador, seguirás viendo toda la información de la evaluación en la ficha del colaborador.

Depending on the types of evaluation carried out, the option to uncheck information you do not want to show in the report will appear for each type of evaluation.

In each of the boxes with information options, a help icon with a tooltip will appear, explaining what each option refers to.

Ifyou deactivatethe“Customize report visibility for the employee”option,the boxes will be inactive, therefore, all information will be shown.

Below we explain what information will be hidden from the performance evaluation results report according to each box.

"Evaluation summary" section:

1. By unchecking theMaximum scorebox, that field will be hidden in theEvaluation summarysection of the results report.

2. By unchecking theFinal scorebox, that field will be hidden in theEvaluation summarysection of the results report.

3. By unchecking theCompetencies scorebox, that field will be hidden in theEvaluation summarysection and the Final Score column will also be hidden within theCompetencies detailsection.
   
    
4. By unchecking theObjectives/goals scorebox, that field will be hidden in theEvaluation summarysection and the Final Score column will also be hidden within theObjectives/goals detailsection.
   
5. By unchecking theEvaluation summary with Buk AIbox, thePerformance evaluation analysissection will be hidden, which consists of a summary of the evaluation generated with artificial intelligence.

"Downward evaluation" section:

What is shown below corresponds to thedownward evaluation, but the behavior of the boxes is the same for the other types of evaluation:upward, self-evaluation, and peer.

1. By unchecking theEvaluator namebox, that field will be hidden in theEvaluation summarysection of the results report, corresponding to that type of evaluation.

2. By unchecking theFinal scorebox, that field will be hidden in theEvaluation summarysection of the results report, corresponding to that type of evaluation.

Also, if you have previous evaluations, by unchecking theFinal scorebox, the information for that type of evaluation will be hidden in theEvolution
section.It is also important to consider that, if in the previous evaluation you had already hidden theFinal score

3. for that type of evaluation, that information will also not be shown in the Evolution section, since there would be nothing to compare it with.By unchecking theCompetencies scorebox, the corresponding column for that type of evaluation will be hidden in theCompetencies Detailsection, and the information for that evaluation will also be hidden in theGeneral reports
   
    
4. section.By unchecking theObjectives/goals scorebox, the corresponding column for that type of evaluation will be hidden in theObjectives/Goals Detailsection, and the information for that evaluation will also be hidden in theGeneral reports

section.5.By unchecking theOpen-ended questionsbox, the answers to the open-ended questions corresponding to this type of evaluation will be hidden in the

Open-ended Questions Detailsection.Important:

If you uncheck all the boxes with the options, the report will always show theevaluation name and the closing date.Keep in mind that thename of the evaluated person can only be hidden if you deactivate the "Evaluator name" option in the self-evaluation. Therefore, if you do not have self-evaluation in your configuration, that field

🤖 This article was translated using artificial intelligence. View original article.