This guide explains the evaluation screens you will actually see and how to fill them in, depending on your evaluator type (self / peer / top-down, etc.) in the Performance Management evaluation feature.
Overview of the Evaluation Flow
Evaluators proceed through the following steps depending on the evaluation type.
Fill in evaluation items
Designate peer evaluators (if designated by the evaluatee or their organization manager)
Check the evaluation request notification
Access the evaluation screen and enter evaluation items
Submit and revise
The screen layout and input method vary slightly depending on the evaluation type (self / peer / top-down). Each type is explained in detail below!
Evaluation Screen Guide by Stage
Checking the Evaluation Request Notification
Members receive a notification via to-dos, in-product alerts, and email asking them to fill in the items they will be evaluated on.
By clicking the notification or to-do, members can check the evaluation elements and their weights for the current evaluation. Under the [Optional Competencies] section, members can select the competencies they will be evaluated on for this evaluation.
In the [Performance Items] section at the bottom, you can click the input field to enter performance results directly, or click [Link Goal] to pull in performance results from the [Goals] menu that you want to be evaluated on.
Only goals for which the member is set as a goal owner or participant can be pulled in.
If a member clicks Submit without selecting performance items and optional competency items, a red indicator will appear along with the reason for not setting those items.
Designating a Peer Evaluator and Checking Notifications (When the Evaluatee Designates Directly)
When the evaluatee designates a peer evaluator directly, a notification saying [Please designate a colleague to evaluate you.] is sent via to-do, email, and in-product alert.
By clicking the notification, the evaluatee can designate a peer evaluator and enter the reason for designating that colleague as an evaluator.
If approval upon peer evaluator designation is enabled, an approval request is sent to the approver. If approval is disabled, the evaluator is immediately designated upon submission.
Designating a Peer Evaluator and Checking Notifications (When the Evaluatee's Organization Manager Designates)
The organization manager (evaluator designator) can click the notification or to-do to check which members they need to designate evaluators for, and then designate the evaluators.
Members can be selected from a list based on the evaluatee's primary organization, and evaluators can also be designated by directly searching a member's name.
If you are curious about the screens for other settings, please refer to the guide on the right (Go)
Accessing the Evaluation Screen and Entering Evaluation Items
If evaluation instructions were left for evaluators via the evaluation instructions setting when configuring the evaluation form, evaluators will see the instructions written by the administrator the first time they enter that evaluation.
View notification and to-do images when evaluation item writing begins
View notification and to-do images when evaluation item writing begins
When evaluation item writing begins, notifications are sent to evaluators at each stage as shown below.
You can also see that an evaluation writing request has arrived at the top of Home Feed - To-dos.
View email notification images when evaluation item writing begins
View email notification images when evaluation item writing begins
When evaluation item writing begins, email notifications are sent to evaluators at each stage as shown below.
If an evaluator did not receive an email notification, email notifications may be turned off in the evaluator's personal settings.
How administrators can preview an evaluator's screen
How administrators can preview an evaluator's screen
From the evaluation management screen, administrators click on each member's tab in [Progress by Evaluatee] or [Progress by Evaluator].
You can preview each evaluator's screen.
Exploring the Self-Evaluation Screen
For self-evaluation, click the evaluation request notification to enter the evaluation screen, and then fill in each item according to the questionnaire format set by the administrator.
When conducting a competency evaluation, you can hover over each competency and click [View Details] to see detailed information about that competency.
When conducting a performance evaluation, click [Linked Goals] to view your goals while writing the evaluation.
Once you have finished writing the evaluation, click [Submit] at the bottom right to submit your evaluation.
Exploring the Peer & Upward & Top-Down (Detailed Evaluation) Screen
Evaluators can see the list of evaluatees on the left side of the evaluation screen. If there are 2 or more evaluatees, you can select each evaluatee from the left list to navigate between them, write the evaluation, and submit.
On the right side of the screen, a [Reference Materials] area is provided. If the administrator has enabled this option, you can review evaluation content entered in other stages or past evaluation results in this area while conducting the evaluation. Additionally, clicking the [View Together] icon in the upper right allows you to view the scores or ratings received by the evaluatee in a previous stage while writing the evaluation.
When you click on a reference material, the selected reference material (from another stage or a past evaluation report) appears in the center of the screen.
The rest of the evaluation writing screen is the same as the self-evaluation. For performance evaluations, clicking [Linked Goals] will display the relevant goals and their progress on the right side of the screen, which you can refer to while writing the evaluation.
Clicking [Grade Distribution] in the upper right lets you view at a glance the distribution of scores or ratings assigned by the evaluator so far. You can use this to check whether ratings are overly concentrated in a particular grade and adjust accordingly.
Exploring the Nth-Round Top-Down Evaluation Screen (Top-Down Grade Adjustment)
In the top-down evaluation stage, you can review the grade distribution and allocation status by organization based on previous evaluation results, and make final adjustments to each evaluatee's score or grade.
If a grade was adjusted in a previous top-down evaluation stage, the number of grade levels adjusted is also displayed.
Click the View Together icon in the upper right to view the results from a previous stage while conducting the evaluation, according to the settings configured by the administrator.
As shown in the example image, when conducting the evaluation while viewing the results of the 2nd-round top-down evaluation, the 2nd-round top-down score/grade is displayed to the right of each evaluatee.
On the top-down grade adjustment screen, evaluatees are automatically sorted according to the company's organizational structure. They are first grouped and displayed by higher-level organization (e.g., division), and within each higher-level organization, the teams are listed in order.
This allows evaluators to quickly grasp the evaluation status by organization, or to compare the results of members within the same organization for more balanced grade adjustments.
For example, if the Technology Division has a Service Development Team and an Infrastructure Operations Team under it, a [Technology Division] tab is created at the top of the screen, and within that tab, members are displayed in the order of Service Development Team then Infrastructure Operations Team.
Additionally, for Nth-round top-down evaluators, you can hover over each evaluatee and click the [Reference Materials] button to view the evaluation materials set by the administrator while conducting the evaluation.
When adjusting grades, if an adjustment range limit has been set, you will see an indication that a grade adjustment limit has been configured on the grade selection screen.
If grades are adjusted beyond the range set by the administrator, the Nth-round top-down evaluator cannot submit the evaluation, and can click [Error Items] in the upper right to see which members have exceeded the grade allocation rate.
You can also use the Grade Distribution table on the right to check by percentage and headcount which grade allocation has been exceeded, and re-adjust the grades accordingly.
Don't worry if grade allocations and distributions differ by organization! The [Grade Allocation Table] shows not only the overall grade distribution but also the grade distribution broken down by organization in detail. You can use this distribution to re-allocate and adjust grades.
You can also click the checkboxes on the left side of each evaluatee to adjust grades in bulk. Once all adjustments are complete, click [Submit] in the upper right to submit the evaluation form!
Revising a Submitted Evaluation
Evaluators can revise a submitted evaluation at any time before the submission deadline.
How to check evaluation writing requests and view submitted evaluations
From the left menu, go to Home Feed → To-dos → Tasks to Do, and select the evaluation you want to revise from the list.
Setting filters
Open the [To-do Type] filter and select [Evaluation Writing Request] to see the list of evaluations that need to be filled in.
Viewing already submitted evaluations
On the same screen, add the [Progress Status] filter and select [Completed] to view only the evaluations you have already submitted.
Click [Edit Evaluation] at the bottom right, revise the evaluation content, and submit again.
For evaluations involving grade adjustment, such as 2nd-round top-down evaluations, click [Edit] in the upper right to revise the submitted evaluation and submit it again.
If you click on an evaluation whose submission deadline has already passed, you will see a message indicating that the deadline has already expired.
