When you subscribe to the flex Performance Management feature, you can build, operate, and manage a variety of evaluation programs — including evaluations for probationary employees — through the Review feature.
Before setting up an evaluation program for probationary employees, you need to decide how you want to conduct their review.
Typically, evaluations proceed in the following order: the probationary employee's self-evaluation → peer evaluation by team (department) members → and finally, a top-down evaluation by the team lead (primary manager).
In flex, this is referred to as configuring a "multi-stage evaluation." Depending on your company's situation, you can choose to conduct only a self-evaluation or only a top-down evaluation by the team lead!
This guide will walk you through how to conduct evaluations in the following order: self-evaluation → peer evaluation → top-down evaluation.
1. Prerequisites
Before creating an evaluation, first decide whether to use the 'Competency Management' feature your company has set up. The way you configure the evaluation will differ depending on whether the probationary evaluation is 'competency-focused' or 'performance-focused.'
If internal standards for common, job-specific, and leadership competencies are already defined, you can register competencies in the [Competency Management] menu, then import those registered competencies to build a competency evaluation.
For example, if you pre-register items such as 'Leadership,' 'Problem Solving,' and 'Collaboration' in Competency Management, you can select those competencies when creating an evaluation to use them as assessment criteria for probationary employees.
If competencies have not yet been registered, we recommend adding competency types and competencies in [Competency Management] from the left menu before creating the evaluation.
2. Creating an Evaluation
Click [Evaluation] → [Create Evaluation] at the bottom of the left menu.
In [Basic Information], you can set the evaluation title, target period, and evaluatees.
Evaluation Title and Target Period: Set the name and period for the evaluation, such as 'Probationary Employee Evaluation.'
Evaluatee Conditions: In the evaluatee conditions, be sure to select [Probationary] for the employment status filter. Based on the HR information reference date, employees with a probationary employment status can be pulled in as evaluatees.
Co-editors: You can select members who can jointly edit and manage this evaluation. Of course, users with the [Evaluation Management] permission have view/edit access to all evaluations regardless of whether they are included as co-editors.
In [Evaluation Elements and Stages], set the elements to be evaluated and the evaluation stages for the evaluatees.
In the detailed evaluation settings at the bottom, you can configure the evaluator assignment method for peer evaluations and the number of rounds for top-down evaluations.
I'm not sure which evaluation elements to choose
If you plan to conduct a competency evaluation during the probationary evaluation, please enable the competency element.
If you plan to evaluate against goals set during the probationary period, please enable the performance element.
If you plan to evaluate using elements other than competency and performance (e.g., attitude), please enable the custom evaluation element and rename it accordingly.
If you selected a competency or performance evaluation element in [Evaluation Elements and Stages], you can then configure in the next step [Evaluation Structure]
which evaluation stage each element will be assessed in.For example, if you use both competency and performance evaluation elements, you can set it so that performance is only evaluated during the 'self-evaluation' stage, while competency is only evaluated during the 'peer evaluation' and 'top-down evaluation' stages.
In the next step, [Evaluation Items], you can configure the competency and performance evaluation elements selected in [Evaluation Structure] in more detail. You can also set weights by competency and performance if you enable [Enter Weights].
For example, if you want to evaluate probationary employees on specific common competencies such as task alignment and logical thinking, enable [Link Competency Items], then click the [Add Competency] button at the top right of the evaluation competency settings table to add the competencies you want to evaluate.
Link Performance Items: You can configure it so that members directly link or enter their performance (goals).
In [Stage-by-Stage Evaluation Forms], you can configure the questions and whether to provide reference materials for the self, peer, and top-down evaluation forms.
If you enabled grade usage in [Stage-by-Stage Evaluation Forms] earlier, you can configure which grades to calculate and how to calculate them in the [Grade Calculation] step.
Clicking the [Grades to Calculate] tab will display the list of evaluation elements for which grades were enabled in [Stage-by-Stage Evaluation Forms].
For example, if you enabled grades only for the [Competency] evaluation element in the top-down evaluation form, only [Competency Grade] will appear under [Grades to Calculate]. Conversely, if you enabled grades for [Competency] in the peer evaluation form and [Performance] in the top-down evaluation form, both [Competency Grade] and [Performance Grade] will appear under [Grades to Calculate].
If you select [Calculate Overall Grade Only] under [Grades to Calculate], you can only configure the calculation method for the overall grade in the calculation method settings below.
In [Calculation Method Settings], you can configure how grades are calculated for each selected evaluation element.
Reflect Last Top-Down Evaluation Grade: Rather than aggregating results from all stages, only the grade from the top-down evaluation is reflected as-is.
Apply Weighted Calculation by Stage: Set a weight for each evaluation stage (self, peer, top-down, etc.), and the result calculated according to those weights is reflected as the final grade.
However, if there is no top-down evaluation stage, all evaluation elements default to the [Apply Weighted Calculation by Stage] option.
If there is only one evaluation element in a stage-by-stage evaluation form, the grade calculation method for that evaluation is automatically fixed to reflect the grade from that evaluation stage. For example, if performance evaluation is only conducted in the self-evaluation stage, the calculation method is automatically set to [Reflect Self-Evaluation Grade].
If you previously enabled the [Overall Evaluation] grade in the Stage-by-Stage Evaluation Forms -> Top-Down Evaluation Form settings and set the overall evaluation grade to [Matrix Combination], you can configure in the overall grade calculation method whether to calculate by weight or combine grades by evaluation element using a matrix.
In the [Grade System] step, you can configure the grade system and matrix grades to be used in this evaluation.
(e.g., Grade S = 95 points or above) In the next Grade Distribution step, you can set the percentage of employees per grade, such as 'Grade S = top 10%.'
3. Managing the Evaluation
Once you have finished creating the evaluation, go to [Evaluation] in the left menu, select the evaluation you just created, and navigate to the Evaluation Management screen!
The following features are available in the Evaluation Management Home and Evaluation Progress screens.
Evaluation Item Announcement: Run a period during which members can directly select the competencies/performance to be evaluated.
Evaluatee/Evaluator Setup: Finalize the evaluatees (probationary employees) and assign stage-by-stage evaluators automatically or manually.
Start Evaluation and Set Period: Set the start and end dates for each evaluation stage (self, peer, etc.) and begin the evaluation.
Progress Monitoring: Check in real time who has completed the evaluation and who is still in progress, and send reminder notifications.
Close Evaluation: Once all evaluations are completed, finalize and close the evaluation.
In the [Evaluatees] menu, evaluatees are automatically populated based on the HR information reference date and evaluatee conditions set in the evaluation. After reviewing the evaluatee list, if there are any members who need to be removed, check the checkbox on the left and click the [Delete] button at the bottom.
4. Conducting a 1-on-1 Based on the Completed Evaluation
You can conduct a 1-on-1 with a member based on the completed evaluation content. Click [1-on-1] → [Send 1-on-1] in the left menu.
Enter the 1-on-1 participants, schedule, and invitation message, then click [Send 1-on-1] at the bottom.
During the 1-on-1, you can view the member's review results in the [Review] tab on the right side of the 1-on-1 screen. Note that the content of a 1-on-1 can only be viewed by the participants of that 1-on-1, and even a super admin cannot view the content of a 1-on-1 they did not conduct.
FAQ
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Evaluatee Assigns.'
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Evaluatee Assigns.'
When set to [Evaluatee Assigns], once the peer evaluation assignment period configured by the admin arrives, the following notifications will be sent to evaluatees via in-product notification, email, and to-do.
Evaluatees who receive the notification can click [To-Do] to select the peers who will evaluate them.
Other members in the same organization as the evaluatee (based on their primary organization) are displayed.
If an evaluatee wants to be evaluated by someone other than the members recommended by flex, they can search for that person directly and select them as an evaluator.If evaluator assignment approval is enabled, the evaluator is confirmed only after the designated approver gives [Approval].
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Team Lead Assigns.'
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Team Lead Assigns.'
In the evaluation management screen, click [Evaluators] - [Peer Evaluation], then click the [Auto-Assign Assigners] button in the top right.
The default condition for the peer evaluator assigner is set to the team lead of the evaluatee's primary organization. After reviewing this information, click [Assign].
Once peer evaluator assignment begins in the evaluation management screen, a to-do, notification, and email will be sent to the assigner.
The assigner can click the notification or to-do to review the members for whom they need to assign evaluators, and then assign evaluators accordingly.
Members in the same organization as the evaluatee (based on primary organization) can be selected from the list, or you can search for a member's name directly to assign them as an evaluator.
Admins can check the evaluator assignment status per evaluatee in the [Evaluators] - [Peer Evaluation] tab of the evaluation management screen. Additionally, in [Evaluators by Assigned Count], you can verify that evaluatees are not concentrated on certain evaluators, and directly edit peer evaluators as needed.
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Evaluation Manager Assigns.'
I'd like to see what the screen looks like when the peer evaluator assignment method is set to 'Evaluation Manager Assigns.'
In the evaluation management screen, under Evaluation Preparation - Evaluators - Peer Evaluation, you can assign evaluators for each evaluatee.
By default, members in the same organization as the evaluatee (based on primary organization) are displayed in the list. You can select evaluators from the list or search for a member's name directly to assign them as evaluators.
You can also bulk-assign evaluators by checking the checkboxes in the member list.
Where can I configure the peer evaluator assignment approval?
Where can I configure the peer evaluator assignment approval?
Click [Settings] - [Approval Policy Management] - [Evaluation] - [Evaluator Assignment Approval] tab at the bottom of the left menu to configure it.