KPI Evaluations

Who can use this: All roles participate. Admin and HR manage the overall process.

KPI evaluations follow a structured workflow from self-assessment to final completion.

Evaluation Workflow

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

Status Definitions

Status	What It Means
Self-Assessment	Employee scores themselves
Manager Review	Reviewer (manager/team lead) scores the employee
HR Review	HR reviews both scores and submits final assessment
Accepted	Employee accepted the final score
Disputed	Employee disagreed with the final score
Completed	HR closed the evaluation (final state)

Who Sees What

Role	Access
Admin & HR	All evaluations across all departments
Manager	Evaluations where they are the assigned reviewer
TeamLead	Evaluations where they are the assigned reviewer
Employee	Their own evaluation only

Step 1: Self-Assessment (Employee)

1. Go to KPI Evaluations in the sidebar, or use Actionable Items.
2. Open your evaluation.
3. For each KPI item, enter:
   • Score (1–5 scale)
   • Comment (optional supporting explanation)
4. Click Submit Self-Assessment.

Score Scale

Score	Meaning
1	Poor
2	Below Average
3	Average
4	Good
5	Excellent

Step 2: Manager Review (Reviewer)

1. Go to the evaluation (from evaluations list or Actionable Items).
2. View the employee's self-assessment scores.
3. For each item, enter:
   • Manager Score (1–5)
   • Manager Comment (optional)
4. Click Submit Review.

Assigning a Different Reviewer

Admin or HR can change the assigned reviewer:

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

Step 3: HR Review

1. HR opens the evaluation.
2. Views both self-assessment and manager scores side by side.
3. Enters an Overall Comment / HR assessment.
4. Clicks Submit HR Review.

The evaluation moves to Pending Acceptance — the employee can now accept or dispute.

Step 4: Employee Response

After HR submits their review, the employee receives a notification and must respond:

Accept

• Click Accept to agree with the evaluation.
• Status moves to Accepted.

Dispute

• Click Dispute to flag disagreement.
• Enter a dispute reason.
• Status moves to Disputed.
• HR is notified to handle escalation.

Step 5: Completion (HR)

HR can force-close any evaluation that is in Accepted or Disputed status:

1. Open the evaluation.
2. Click Complete Evaluation.
3. The evaluation moves to Completed — this is the final status.

Scoring Calculation

Each evaluation has an overall score calculated from the weighted item scores:

Overall Score = Σ (Manager Score_i / 5 × Weight_i)

The result is a percentage (0–100%). The manager's scores are used for the official calculation.

Performance Thresholds

Score Range	Classification
Below 50%	PIP (Performance Improvement Plan) recommended
50% – 89%	Normal performance
90% and above	HiPo (High Potential) — may trigger fast-track confirmation

Evidence / Attachments

Employees can attach supporting evidence to their evaluation:

1. Open the evaluation.
2. Click Upload Evidence.
3. Select a file (max 1 MB).
4. The attachment is visible to the reviewer and HR.
5. Click the evidence file name to open direct in-app preview for image/PDF files.
6. Use Download when you need the original file locally.

Live Scoring While Filling

The evaluation detail page now shows live score progress before submission for both sides:

• Live self final score for employee input
• Live reviewer final score for manager/team lead input
• Rated item progress, for example 2/3 rated

This updates instantly as ratings are entered, so users can see expected final scoring before clicking submit.

HR Final Decision Action

In HR/Admin controls and cycle dashboard actions, the previous force-finalize wording is now presented as:

• Confirm Final Decision (blue action button)
• Final Decision Note for the required note field

Notifications

The system sends notifications at each workflow transition:

• Employee submits self-assessment → Reviewer notified
• Reviewer submits review → HR notified
• HR submits review → Employee notified
• Employee accepts/disputes → HR notified