TALENT - User Journey - Administrator// Employee
The application consists of two roles that each have access to their own application:
Administrator (accesses the administrator's application)
Employee (accesses the employee's application)
User Journey - Administrator
The first steps
The first time a user with access to the Administrator portal enters the product, the following screen appears, warning us about the steps to follow to start using the application.
So the first thing we need to do is to create a dictionary of competences and to create competences.
It is advisable to create competency levels for each of the competencies, in order to be able to have much more precise results later on. It will also be essential to specify the behaviours associated with each competency level, as this will enable assessors to better certify whether or not they have observed these behaviours in the person they are assessing.
Once we have the competencies created, the next step is to create the company's job map. To do this, we first have to add a job family and then, within each job family, we have to add the jobs in question.
In order to be able to carry out performance appraisals, it will be necessary to fill in all the mandatory creation data, as well as to specify which competencies are necessary for the position and what is the minimum level required.
The next step is to associate the people who are part of the organisation with their corresponding job. To do this, we can do it through the user's profile (from the people list) or from the list of the job map, in the contextual menu of each job (Users option).
In addition, if we want to automate the process of performance evaluations (90º, 180º, 270º or 360º) we can also associate in the user's profile, within the Organisation section, the relationships that the user has within the organisation with his or her superiors, peers or subordinates.
Shall we evaluate?
Now, once we have reached this point, we can carry out performance evaluations through the evaluations tab on the main page by accessing the evaluation creation wizard (there is a green button with a "+" in the bottom right corner) through which we will add the basic data of the evaluation, select the evaluated and decide which will be the format of the evaluation we will launch (90º, 180º, 270º and 360º). Once all the steps have been completed, an evaluation will be generated in "Draft" status.
Each time we access an evaluation in "Draft" mode it will look like this:
As long as the evaluation has not been launched ("Draft" status) changes can be made, both on the evaluators and on the evaluated. Once we have finished configuring the evaluation, we will proceed to launch it (by clicking on the Launch button in the upper right corner), which will trigger a communication (via e-mail) to all the evaluators involved in it.
When we launch an evaluation, its status becomes "Open" and, from this moment on, the evaluators will be able to respond to the evaluation from the employee's application (accessed through a user with the employee role).
Jump to the employee's application! (Remember to include your user as an evaluator to warn him/her that he/she has to evaluate someone. If the user is both an administrator and an employee, they can switch applications by clicking on the user image in the top right corner).
The employee application welcomes us with a dashboard divided into two columns. On the left side, you will see the tasks we have pending (peer evaluations, self-evaluations, completeness of action plans, etc.) and, on the right side, you will see information related to our evaluations as appraisees (competencies we have better, those we have worse, reports of past performance evaluations, etc.).
Our next step will be to carry out all those tasks that we have pending, in this case, to carry out the evaluation that we have launched in the previous example by clicking on the name of the user to be evaluated. This action will take us to the evaluation form.
The evaluation form is a self-generated form based on the competencies and levels that we have established in the job as required, so that, for each evaluee, a form will be generated based on the competencies associated with their job. Our task as evaluators will be to determine which associated behaviours we have identified in our evaluee in order to carry out an evaluation that is as close to reality as possible.
Back to the administrator application! If we go into the evaluation we are managing, we can see how the evaluation is being completed with the number of evaluators responding to the evaluation in relation to the total.
In addition, if we click on the elements of the table (1/1) we can visualise all the evaluators' answers, as well as the comments they have left within the evaluation.
Once all respondents have answered the evaluation, the administrator can proceed to finalise the evaluation by clicking on the finalise button, obviously (top right corner).
Interpreting the results
As the respondents respond to the evaluation, the evaluation report is completed in real time. In order to access the report, just click on the name of the assessed person in the evaluation table.
In this report we can see several sections:
- Score: score obtained by an appraisee in the context of a performance appraisal. It is calculated based on 100 in relation to the total points that could have been obtained in the assessment (scoring 100 is equivalent to obtaining the maximum score in all the competencies assessed).
- Job affinity: a percentage value representing how close the assessed person is to the set of competencies required for effective performance in a job. If a user is above what is required for the job, this value will always be 100.
- Strengths and weaknesses: list of the 3 strengths and 3 weaknesses detected by the performance evaluation.
- Competencies: interactive spider graph through which we can make a detailed analysis, in a very visual way, of the result of the evaluated competencies against the competencies required for the job. In addition, in the list below, we can find by means of colour codes (green and red) which are the competences in which the evaluated person has an optimal performance and in which not.
- Action Plan: this section will contain everything related to the assessor's action plan. The action plan is, as its name indicates, a set of actions aimed at reducing the skill gap between the desired competences for a correct performance in a job and the competences that the employee possesses according to the performance evaluation.
When we carry out a performance appraisal, it is possible that some of the competencies of some of the appraisees do not reach the level required to perform well in their job. In order to help the appraisee to perform well for the next appraisal, an action plan can be created. To do so, click on the "Add action plan" button.
Once we have inserted the title of the action plan and the period, we can continue to complete the action plan by adding actions and mentors. The actions are made up of a to-do list that the employee will have to complete. The mentors are those employees assigned as responsible for tutoring or checking that, on the part of the employee, the actions of the action plan are completed correctly (in time and form).
If we click on the "Add new action" button, the form to add actions to our action plan will open. The actions are composed of a title, a description and a series of added resources that we can associate to the action as a complement for the user. The typology of the resources are the following:
- Content recommendation in LearningCloud: we can define the competences on which content will be recommended (in the future) to the user within LearningCloud.
- Upload file: any type of file can be attached with a maximum size of up to 14 MB.
- Url or external resource: we can copy an external url (e.g. a content from an external platform).
Once we have completed the creation of the action plan actions and associated, if necessary, the mentors, the action plan will be configured and users with permissions (the evaluator himself, an administrator or a mentor) will be able, as they are completed, to mark as completed the actions of the action plan (as long as it is valid according to the established completion date).
Once we have finished the evaluation, in addition to the reports, the system will start to monitor the data and incorporate information in different areas of the application. We will start with the employee's file.
In the block where the user's image is located, we can find his or her TBPi, as well as four sections that we can navigate through: summary, posts, evaluations and organisation.
Summary: is divided into 3 sections.
- Affinity: contains information related to the affinity that the employee has with his/her current position and with other positions in the system. If we click on the option "See more" we can compare the employee's affinity with any position in the organisation.
- Competences: this is a summary of the best competences and the competences that the employee has to improve (euphemism for not saying the worst). If we click on the "See more" button, we can see the complete list of competences for which the employee has been assessed over time, or, in other words, his or her PBC.
- Action Plan: information related to the status of the user's current action plan (if any).
Positions: list with the map of positions that the employee has held in the organisation throughout his/her working life.
Evaluations: list of the evaluations in which the employee has been involved as an evaluator. The evaluation report can be accessed from here.
Organisation: summary of the hierarchical relationship that the employee has with other members of the organisation.
Whenever any parameter is changed that affects either the PBS or the competencies associated with the positions registered in the system, the application automatically recalculates the affinity of those positions/employees that are affected by the modifications.
Organisation chart configuration
As an extra functionality, the application has a section to register the company's organisation chart. Having employees organised by department is very useful to carry out group evaluations and to use the department as a search filter in any list of employees in the application. To access the management of the organisational charts, just click on the Setting part of the application and click on "Organizational Chart".
Once we have created the organisation chart, we can access it and configure the departments and the employees that are in each one of them. Once we have configured all the departments we can select a department and create an evaluation for the users within it.
User Journey - Employee
The employee application has a Dashboard tab and an Evaluations tab.
The employee's dashboard consists of two clearly differentiated columns.
The left-hand column corresponds to all the actions that are pending in the application. First, we can see the current action plan and the status of the actions associated with it. Just below, we can see a list of the evaluations that, as an evaluator, I have pending to carry out.
The right-hand column is made up of two sections. A section of competencies in which we find a list of strengths and weaknesses, taking into account the competencies that are within their PBB, and a section that includes the latest evaluations that have been carried out on the employee as an appraisee.
In the Evaluations tab you will find all the evaluations in which I have participated as an evaluator. They are grouped by status to make it easier for the employee to find them. Pending evaluations are those open evaluations that I have not yet answered, i.e. I have not yet evaluated the employee in question.