| Actionable Item | A pending task in a user's queue that requires their action — for example, submitting a self-assessment or accepting an evaluation result. |
| Active | An employee status indicating the person is currently employed and working. |
| Administrator | The highest-privilege system role with full access to all features, including role and permission management. |
| Attachment | A file uploaded to an employee profile or KPI evaluation. Maximum file size is 1 MB. |
| Bank Detail Change Request | A formal request submitted by an employee to update their bank account information. Requires HR or Admin approval before taking effect. |
| Confirmed | An employment lifecycle status indicating the employee has successfully completed their probation period and is a permanent member of staff. |
| Department | An organisational unit within a company (entity). Every employee belongs to exactly one department. |
| Dependent | A family member financially dependent on the employee, recorded in their profile for HR and benefits purposes. |
| Dispute | A formal objection raised by an employee who disagrees with their KPI evaluation result. Triggers an escalation to HR. |
| Employee Number | A unique identifier automatically assigned to each employee when their record is created (e.g., HAYO-001). Cannot be changed after creation. |
| Employment Lifecycle | The stage of an employee's tenure: Probationary, Confirmed, Resigned, or Terminated. |
| Entity | A company or legal business unit within the organisation. The top level of the organisational hierarchy. |
| Evaluation | A KPI evaluation record generated for an employee when a KPI cycle is published for their department. |
| Evidence | Supporting documentation attached to a KPI evaluation during self-assessment or review. |
| Force Close | An HR or Admin action that moves a KPI evaluation to its final Completed status, regardless of whether it has been accepted or disputed. |
| HiPo | High Potential — a performance classification for employees scoring 90% or above on KPI evaluations. |
| HOD | Head of Department — a system role with visibility and review authority over their department. |
| HR | Human Resources — a system role with broad access to employee data, KPI management, and probation workflows. |
| IBAN | International Bank Account Number — a standardised format for identifying a bank account across countries. |
| Inactive | An employee status indicating the person is no longer actively employed (resigned or terminated). |
| KPI | Key Performance Indicator — a measurable value used to formally evaluate an employee's performance against defined objectives. |
| KPI Cycle | A time-boxed evaluation period (e.g., quarterly or annual) during which employees are scored against KPI templates. |
| KPI Template | A reusable set of weighted evaluation items that defines what employees will be scored on during a cycle. All item weights must total 100%. |
| Manager | A system role for department managers who review employee performance and conduct probation assessments. |
| Manager Review | The step in a KPI evaluation where the assigned reviewer (manager or team lead) scores the employee after the self-assessment is submitted. |
| My Profile | The section of the HRMS where an employee can view and update their own personal information. |
| PIP | Performance Improvement Plan — a structured corrective process recommended for employees scoring below 50% on KPI evaluations. |
| Probation | An initial employment period (typically 3 months) during which a new employee's performance is monitored before they are confirmed as permanent staff. |
| Probation Review | A formal assessment conducted at the end of an employee's probation period, submitted by their manager and approved by HR. |
| Probationary | An employment lifecycle status for employees who have not yet been confirmed as permanent staff. |
| Publish | The action of generating individual KPI evaluation records from a cycle's department-and-template assignment. Once published, employees can begin their self-assessments. |
| RBAC | Role-Based Access Control — a security model where permissions are grouped into roles, and roles are assigned to users. |
| Reports To | The employee's direct supervisor in the organisational reporting hierarchy. |
| Resigned | An employment lifecycle status for employees who voluntarily left the organisation. |
| Reviewer | The person assigned to score an employee's KPI evaluation — typically their direct manager or team lead. |
| Role | A named set of permissions that determines what a user can see and do within the HRMS. |
| Self-Assessment | The first step of a KPI evaluation where the employee scores themselves on each KPI item and may add comments. |
| Team Lead | A system role similar to Manager, but with narrower employee visibility limited to the departments they lead. |
| Terminated | An employment lifecycle status for employees whose employment was ended by the company. |
| Weight | A percentage value assigned to a KPI template item that determines how much it contributes to the overall evaluation score. All weights in a template must sum to exactly 100%. |