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KPI Evaluations — HR & Admin

This page covers HR and Admin responsibilities in the KPI evaluation workflow. For the full workflow overview including employee and manager steps, see KPI Templates and KPI Cycles.

The Evaluation Workflow​

Self-Assessment  →  Manager Review  →  HR Review  →  Accepted / Disputed  →  Completed

HR's primary touchpoints are:

  1. Submitting the HR Review after the manager has reviewed
  2. Handling disputes if the employee disagrees with the result
  3. Force-closing evaluations to move them to Completed status
  4. Reassigning reviewers if a manager is unavailable

Viewing Evaluations​

Click KPI Evaluations in the sidebar. The list shows all evaluations across all departments (Admin and HR see everything).

Filters Available​

FilterOptions
CycleFilter by a specific KPI cycle
DepartmentFilter by department
StatusSelf-Assessment, Manager Review, HR Review, Accepted, Disputed, Completed
ReviewerFilter by the assigned reviewer
Performance FlagPIP, Standard, HiPo

Submitting an HR Review​

When a manager completes their review, the evaluation moves to HR Review status and appears in your Actionable Items queue.

  1. Open the evaluation from Actionable Items or the evaluations list.
  2. Review both the employee's self-assessment and the manager's scores side by side.
  3. The overall score is calculated automatically from the manager's scores.
  4. Enter an HR review comment — summarise your assessment of the evaluation.
  5. Click Confirm Final Decision.

The evaluation moves to Accepted / Disputed — the employee is notified and must respond.

tip

The HR review comment is visible to the employee. Write it as a professional summary that acknowledges the key aspects of the evaluation — it is part of the formal record.

Handling Disputes​

When an employee disputes an evaluation, it moves to Disputed status and appears in your Actionable Items. The employee's dispute reason is shown on the evaluation detail page.

Steps to resolve a dispute:

  1. Open the disputed evaluation.
  2. Read the employee's dispute reason.
  3. Review the scores and any supporting evidence.
  4. Take one of the following actions:
    • If the dispute has merit — discuss with the reviewer and update scores if needed, then force-close with an explanatory note.
    • If the dispute does not have merit — force-close the evaluation with a note acknowledging the dispute.

There is no separate "dispute resolved" status — force-closing moves the evaluation to Completed regardless of whether it was accepted or disputed.

Force-Closing an Evaluation​

Force-close is available on any evaluation that is in Accepted or Disputed status. It moves the evaluation to Completed — the final state.

  1. Open the evaluation.
  2. Click Complete Evaluation (shown as Confirm Final Decision in the action panel).
  3. Enter a note explaining the closure decision.
  4. Click Confirm.

The evaluation is now Completed and no further changes can be made.

note

You can also force-close evaluations that have been stuck in earlier stages in exceptional circumstances. Contact your system administrator if you need to override a stalled evaluation.

Assigning or Reassigning a Reviewer​

If the assigned reviewer (manager or team lead) is unavailable or needs to be changed:

  1. Open the evaluation.
  2. Click Assign Reviewer.
  3. Select the new reviewer from the list.
  4. Click Save.

The new reviewer is notified immediately and the evaluation appears in their Actionable Items queue. This can be done at any stage before the manager review is submitted.

Live Scoring Preview​

Both the employee and the reviewer see a live scoring preview as they fill in their ratings. This shows:

  • Current projected overall score and percentage
  • Number of items rated so far (e.g., 2/5 rated)

This is visible to HR on the evaluation detail page as well — useful for checking progress before the review is formally submitted.

Performance Flags​

Once HR review is submitted and the evaluation has an overall score, a performance flag is automatically applied:

Score RangeFlagRecommended Action
90% and aboveHiPo (High Potential)Consider for fast-track confirmation, promotion, or development programmes
50% – 89%StandardNo action required
Below 50%PIP (Performance Improvement Plan)Initiate a formal improvement plan with the employee

These flags appear on the evaluation list and in the finance export.

Exporting Evaluation Data​

From the KPI Cycle detail page, click Export Finance CSV to download a spreadsheet of all evaluation results for that cycle. The export includes:

  • Employee name and number
  • Department
  • Reviewer
  • Self-score and manager score per item
  • Overall score and percentage
  • Performance flag

This file is suitable for sharing with payroll, finance, or senior management.