diff --git a/content/applications/hr.rst b/content/applications/hr.rst index 4440d4114..1c1f42a30 100644 --- a/content/applications/hr.rst +++ b/content/applications/hr.rst @@ -8,6 +8,7 @@ Human resources hr/attendances hr/employees + hr/appraisals hr/frontdesk hr/fleet hr/payroll diff --git a/content/applications/hr/appraisals.rst b/content/applications/hr/appraisals.rst new file mode 100644 index 000000000..d60a326ff --- /dev/null +++ b/content/applications/hr/appraisals.rst @@ -0,0 +1,592 @@ +========== +Appraisals +========== + +In Odoo, the *Appraisals* application can be used to evaluate employee performance on a recurring +basis. Managers can evaluate the performance of their employees, and also allow employees to do a +self-assessment of their own. Appraisals are customizable, and can be set for any kind of schedule +desired. + +Appraisals give employees valuable feedback, including actionable goals to work toward, and +measurable skills to improve upon. Additionally, appraisals may form the basis for raises, +promotions, and other benefits. + +Regular appraisals are good for both the employees and the company, since they can accurately +measure performance based on company goals, and show employees where they need to improve. + +Configuration +============= + +The :guilabel:`Configuration` menu in the *Appraisals* application is where the settings can be +configured, feedback templates can be edited, frequencies can be set, evaluation scales can be +managed, data for 360 feedback can be stored, and goal tags can be viewed/created. + +Settings +-------- + +To access the *Settings* menu, navigate to :menuselection:`Appraisals application --> Configuration +--> Settings`. + +Feedback templates +~~~~~~~~~~~~~~~~~~ + +Feedback templates are form outlines used during an employee appraisal. Any edits made to a template +are, ultimately, reflected in the appraisals sent to employees. + +There are two default templates pre-configured in Odoo *Appraisals*: one for employee feedback, and +one for manager feedback. Each contains several sections, along with questions, and brief +explanations for how to respond to the questions. + +The :guilabel:`Employee Feedback Template` has the following sections: :guilabel:`My work`, +:guilabel:`My future`, and :guilabel:`My feelings`. + +The :guilabel:`Manager Feedback Template` has the following sections: :guilabel:`Feedback`, +:guilabel:`Evaluation`, and :guilabel:`Improvements`. + +Any desired changes to the default feedback templates can be made by making changes directly in each +template. + +Appraisals +~~~~~~~~~~ + +The :guilabel:`Appraisals` section of the settings menu determines the frequency that appraisals are +performed, and if it is possible to request additional feedback. + +.. image:: appraisals/appraisals-setting.png + :align: center + :alt: The appraisals sections with the timeline filled in and 360 feedback enabled. + +.. _appraisals/appraisal-plan: + +Appraisals plans +**************** + +By default, appraisals are pre-configured to be automatically created six months after an employee +is hired, with a second appraisal exactly six months after that. + +Once those two initial appraisals have been completed in the employee's first year, following +appraisals are only created once a year (every twelve months). + +To modify this schedule, change the number of months in the blank fields under the +:guilabel:`Appraisals Plans` section. + +.. important:: + If the :guilabel:`Appraisals Plans` section is modified, **all** empty :guilabel:`Next Appraisal + Dates` are modified for **all** employees. + +360 feedback +************ + +The :guilabel:`360 Feedback` option can be enabled to allow managers to request feedback from other +employees using a different survey form, at any time, independent of the appraisal schedule. + +Typically, managers ask for feedback from other people who work with an employee they manage. This +includes the employee's various managers, peers, and direct reports. + +To view the :guilabel:`360 Feedback` survey, click the :guilabel:`โ†’ Internal link` icon at the end +of the :guilabel:`Default Template` field. The :guilabel:`360 Feedback` survey loads, and any +desired changes to the survey can be made. + +For more information on how to edit a survey, refer to the :doc:`../marketing/surveys/create` +document. + +.. important:: + The :guilabel:`360 Feedback` form is a pre-configured survey within the *Surveys* application. In + order to use the :guilabel:`360 Feedback` option, including the ability to edit the survey, the + *Surveys* application **must** be installed. + +Evaluation scale +---------------- + +On each employee appraisal form, final rating options appear by default. To view and edit these +options, navigate to :menuselection:`Appraisals application --> Configuration --> Evaluation Scale`. +This presents the ratings in a list view. + +The pre-configured ratings are :guilabel:`Needs Improvement`, :guilabel:`Meets Expectations`, +:guilabel:`Exceeds Expectations`, and :guilabel:`Strongly Exceeds Expectations`. To add another +rating, click the :guilabel:`New` button. + +When the :guilabel:`New` button is clicked on the :guilabel:`Evaluation Scale` page, a blank line +appears at the bottom of the list. Enter the name of the rating in the field. + +To rearrange the order of the ratings, click the :guilabel:`(six small gray boxes)` icon to the left +of a rating, and drag the rating to the desired position on the list. + +.. image:: appraisals/evaluation-scale.png + :align: center + :alt: The evaluation scale, with the new button and click and drag icons highlighted. + +360 feedback +------------ + +The :guilabel:`360 Feedback` section displays information for all the surveys currently configured +in the *Appraisals* application. To view the surveys, and their statistics, navigate to +:menuselection:`Appraisals application --> Configuration --> 360 Feedback`. + +.. image:: appraisals/survey-list.png + :align: center + :alt: A list view of all available surveys in the Appraisals application. + +Each appraisal (or survey) is presented in its own line on the :guilabel:`360 Feedback` page, along +with various information related to that particular appraisal. + +Each appraisal includes the following information: + +- :guilabel:`Survey Name`: the name of the specific survey. +- :guilabel:`Responsible`: the employee responsible for the survey, including the month and year + they were given that designation. +- :guilabel:`Questions`: the number of questions in that particular survey. +- :guilabel:`Average Duration`: the average time a user spends completing the survey. +- :guilabel:`Registered`: the number of people who have been sent the survey. +- :guilabel:`Completed`: the number of people who have completed the survey. + +Each appraisal also has two buttons at the end of each line: a :guilabel:`Test` button and a +:guilabel:`See Results` button. + +To see what an appraisal looks like for the end user (i.e. an employee), click the :guilabel:`Test` +button, and the appraisal loads in a new browser tab. The entire appraisal loads, and can be clicked +through without having to enter any answers. + +To exit, close the tab. Or, click :guilabel:`This is a Test Survey. โ†’ Edit Survey` at the top of the +page to be taken to the detail form for that particular survey. + +To view the results from everyone who completed an appraisal, click the :guilabel:`See Results` +button. This presents all the answers for the survey in a new tab. Each question provides +information on how many people responded to a question, and how many people skipped it. All answers +for each question are visible. + +To exit, close the tab. Or, click :guilabel:`โ†’ Edit Survey` at the top of the page to be taken to +the detail form for that particular survey. + +In addition to viewing the responses from past appraisals and surveys, new surveys can also be +created from the :guilabel:`360 Feedback` page. Simply click the :guilabel:`New` button in the +top-left of the page to create a new survey. + +For more information on how to create a survey, refer to the :doc:`../marketing/surveys/create` +document. + +.. note:: + In previous versions of Odoo, this section was referred to as :guilabel:`Surveys`. + +Tags +---- + +An additional feature of the *Appraisals* application is the ability to set :ref:`goals +` for employees. On each goal form, there is a field to add tags. The available +tags are pulled from a list that is configured from the settings. + +To view a list of all existing goal tags, and to create new tags, go to the :guilabel:`Goal Tags` +page, by navigating to :menuselection:`Appraisals application --> Configuration --> Tags`. + +All currently configured tags are presented in a list view. + +The *Appraisals* application does **not** have any pre-configured tags, so all tags need to be added +from this list, or directly from the goal form. + +To create a new tag from the :guilabel:`Goal Tags` page, click the :guilabel:`New` button, and a +blank line appears. + +Enter the name of the tag on the line. Then, press the enter key to save the tag, and create a new +blank line. Repeat this for all tags that need to be added. + +The list of tags is automatically arranged in alphabetical order. + +Appraisals +========== + +Navigate to the main *Appraisals* dashboard by opening the :guilabel:`Appraisals` application. The +:guilabel:`Appraisals` dashboard is the default view. + +To view the dashboard at any point in the application, navigate to :menuselection:`Appraisals +application --> Appraisals`. + +All appraisals are displayed on the dashboard in a Kanban view, by default, with a list of groupings +on the left side of the dashboard, including :guilabel:`Company`, :guilabel:`Department`, and +:guilabel:`Status`. + +Click any grouping option to view appraisals for **only** the chosen selection. + +.. note:: + Only groupings with multiple selections appear in the list. For example, if a database only has + one company, the :guilabel:`Company` grouping does **not** appear, since there is no other + company to select. + +Each appraisal card displays the following information: + +- :guilabel:`Name`: the employee's name. +- :guilabel:`Department`: the department the employee is associated with. +- :guilabel:`Company`: the company the employee works for. This only appears in a multi-company + database. +- :guilabel:`Date`: the date the appraisal was requested, or is scheduled for in the future. +- :guilabel:`Activities`: any activities that are scheduled for the appraisal, such as + :guilabel:`Meetings` or :guilabel:`Phone Calls.` If no activities are scheduled, an activity can + be scheduled from the :guilabel:`๐Ÿ•˜ (clock)` icon, located in the bottom-left corner of an + appraisal card. +- :guilabel:`Manager`: the employee's manager, indicated by the profile icon in the bottom-right + corner of an appraisal card. +- :guilabel:`Status banner`: the status of the appraisal. A banner appears if an appraisal is + marked as either :guilabel:`Canceled` or :guilabel:`Done`. If no banner is present, that means the + appraisal has not happened, or has not been scheduled yet. + +To view the details of any appraisal, click on the card to open the appraisal form. + +.. image:: appraisals/dashboard.png + :align: center + :alt: The Appraisals dashboard with each appraisal in its own box. + +New appraisal +------------- + +To create a new appraisal, click the :guilabel:`New` button at the top of the :guilabel:`Appraisals` +dashboard to load a blank appraisal form. Then, enter the following information on the form: + +- :guilabel:`Name`: enter the employee's name. +- :guilabel:`Manager`: select the employee's manager from the drop-down menu. The manager is + responsible for completing the :guilabel:`Manager's Feedback` section of the appraisal. This field + auto-populates after the employee is selected, if they have a manager set on their employee + profile. +- :guilabel:`Appraisal Date`: the current date is automatically entered in this field. This field is + automatically updated once the appraisal is completed or canceled, with the corresponding date of + completion or cancellation. +- :guilabel:`Department`: select the employee's department from the drop-down menu. This field + auto-populates after the employee is selected, if they have a department set on their employee + profile. +- :guilabel:`Company`: select the employee's company from the drop-down menu. This field + auto-populates after the employee is selected, if they have a company set on their employee + profile. + +.. note:: + The only required fields for the appraisal form are the employee's :guilabel:`Name`, the + :guilabel:`Manager`, and the :guilabel:`Company`. + +Once the form is complete, click the :guilabel:`Confirm` button to confirm the appraisal request. + +Once confirmed, the employee receives an email stating that an appraisal was requested, and is then +prompted to schedule an appraisal date. + +The status changes to :guilabel:`Confirmed`, and the :guilabel:`Employee's Feedback` section of the +:guilabel:`Appraisal` tab is grayed out. The information in that section only appears after the +self-assessment is published by the employee. The :guilabel:`Final Rating` field also appears once +the appraisal request is confirmed. + +If there are any existing appraisals for the employee, an :guilabel:`Appraisal` smart button appears +at the top of the page, listing the total number of appraisals there are for the employee. + +Ask for feedback +~~~~~~~~~~~~~~~~ + +As part of the appraisal process, the manager can request feedback on an employee from anyone in the +company. Feedback is usually requested from co-workers and other people who interact with, or work +with, the employee. This is to get a more well-rounded view of the employee, and aid in the +manager's overall assessment. + +To request feedback, the appraisal **must** be confirmed. Once confirmed, an :guilabel:`Ask +Feedback` button appears at the top of the form. + +When the :guilabel:`Ask Feedback` button is clicked, an :guilabel:`Ask Feedback` email pop-up form +appears, using the :guilabel:`Appraisal: Ask Feedback` email template, which sends the +:guilabel:`360 Feedback` survey. + +Enter the employees being asked to complete the survey in the :guilabel:`Recipients` field. Multiple +employees may be selected. + +The email template has dynamic placeholders to personalize the message. Add any additional text to +the email, if desired. + +If required, an :guilabel:`Answer Deadline` can be added, as well. + +If any attachments are needed, click the :guilabel:`Attachments` button, and a file explorer window +appears. Navigate to the file(s), select them, then click :guilabel:`Open`. + +When the email is ready to send, click :guilabel:`Send.` + +.. image:: appraisals/ask-feedback.png + :align: center + :alt: The email pop-up when requesting feedback from other employees. + +Appraisal form +~~~~~~~~~~~~~~ + +Once an appraisal is confirmed, the next steps are for the employee to fill out the self-assessment, +after which the manager completes their assessment. + +.. _appraisals/employee-feedback: + +Employee's feedback +******************* + +To complete their portion of feedback, employees should navigate to the main +:menuselection:`Appraisals application` dashboard, where the only entries visible are appraisals for +the employee, themselves, and/or anyone they manage and have to provide manager feedback for. + +Click on the appraisal to open the appraisal form. Enter responses in the :guilabel:`Employee's +Feedback` section, under the :guilabel:`Appraisal` tab. + +When completed, click the :guilabel:`Not Visible to Manager` toggle (the default setting once an +appraisal is confirmed). When clicked, the toggle changes to :guilabel:`Visible to Manager`. + +.. image:: appraisals/employee-feedback.png + :align: center + :alt: The feedback section for the employee with the toggle button highlighted. + +.. _appraisals/manager-feedback: + +Manager's feedback +****************** + +After the employee has completed the :guilabel:`Employee's Feedback` section, under the +:guilabel:`Appraisal` tab, it is time for the manager to fill out the :guilabel:`Manager's Feedback` +section. + +The manager enters their responses in the fields in the :ref:`same manner as the employee +`. + +When the feedback section is completed, click the :guilabel:`Not Visible to Employee` toggle (the +default setting once an appraisal is confirmed). When clicked, the toggle changes to +:guilabel:`Visible to Employee`. + +.. image:: appraisals/manager-feedback.png + :align: center + :alt: The feedback section for both employees and managers. The toggle buttons are highlighted. + +Skills tab +~~~~~~~~~~ + +Part of an appraisal is evaluating an employee's skills, and tracking their progress over time. The +:guilabel:`Skills` tab of the appraisal form auto-populates with the skills from the :doc:`employee +form <../hr/employees/new_employee>`, once an appraisal is confirmed. + +Each skill is grouped with like skills, and the :guilabel:`Skill Level`, :guilabel:`Progress`, and +:guilabel:`Justification` are displayed for each skill. + +Update any skills, or add any new skills to the :guilabel:`Skills` tab. + +If a skill level has increased, a reason for the improved rating can be entered into the +:guilabel:`Justification` field, such as `took a fluency language test` or `received Javascript +certification`. + +Refer to the :ref:`Create a new employee ` document for detailed instructions on +adding or updating a skill. + +After an appraisal is completed, and the skills have been updated, the next time an appraisal is +confirmed, the updated skills populate the :guilabel:`Skills` tab. + +.. image:: appraisals/skills.png + :align: center + :alt: The skills tab of an appraisal form, all filled out. + +Private note tab +~~~~~~~~~~~~~~~~ + +If managers want to leave notes that are only visible to other managers, they can be entered in the +:guilabel:`Private Note` tab. The employee being evaluated does **not** have access to this tab, and +the tab does **not** appear on their appraisal. + +Schedule a meeting +------------------ + +Once both portions of an appraisal are completed (the :ref:`employee ` +and :ref:`manager ` feedback sections), it is time for the employee and +manager to meet and discuss the appraisal. + +A meeting can be scheduled in one of two ways: either from the *Appraisals* application dashboard, +or from an individual appraisal card. + +To schedule an appraisal from the dashboard of the *Appraisals* application, first navigate to +:menuselection:`Appraisals application --> Appraisals`. + +Click the :guilabel:`๐Ÿ•˜ (clock)` icon, beneath the appraisal date on the desired appraisal card, and +a :guilabel:`Schedule Activity` pop-up window appears. Then, click :guilabel:`+ Schedule an +activity` to create a blank activity form. + +Select :guilabel:`Meeting` for the :guilabel:`Activity Type` from the drop-down menu. Doing so +causes the form to change, so only the :guilabel:`Activity Type` and :guilabel:`Summary` fields +appear. + +If scheduling an activity other than a meeting, such as a :guilabel:`Call` or a :guilabel:`To-Do`, +the fields that appear on the :guilabel:`Schedule Activity` pop-up form change, accordingly. + +.. note:: + The :guilabel:`๐Ÿ•˜ (clock)` icon may appear as a number of different icons, depending on what, if + any, scheduled activities are in place, and the color represents their corresponding due dates. + + If no activities are scheduled, that is represented by a gray :guilabel:`๐Ÿ•˜ (clock)` icon. + + However, if a specific activity is scheduled, the icon may appear as a :guilabel:`๐Ÿ“ž (phone)` + icon for a phone call, a :guilabel:`๐Ÿ‘ฅ (group of people)` icon for a meeting, and so on. + + The color of the icon indicates the status; a green icon means an activity is scheduled in the + future, and a red icon means the activity is past due. + + For more details on activities, refer to the + :doc:`../productivity/discuss/overview/plan_activities` document. + + .. image:: appraisals/activity-icons.png + :align: center + :alt: The appraisal cards with the various activity icons highlighted. + +Enter a brief description in the :guilabel:`Summary` field of the :guilabel:`Schedule Activity` +pop-up window, such as `Annual Appraisal for (Employee)`. + +Next, click the :guilabel:`Open Calendar` button. From the calendar page that appears, navigate to, +and double-click on, the desired date and time for the meeting. + +Doing so opens a :guilabel:`New Event` pop-up form. From this pop-up form, make any desired +modifications, such as designating a :guilabel:`Start` time, or giving a :guilabel:`Name` to the +meeting. + +Add the appraisee in the :guilabel:`Attendees` section, and include anyone else who should be in the +meeting, if necessary. + +To make the meeting a video call, instead of an in-person meeting, click :guilabel:`+ Odoo meeting`, +and a :guilabel:`Videocall URL` link appears in the field. + +Once all the desired changes are complete, click :guilabel:`Save & Close`. + +The meeting now appears on the calendar, and the invited parties are informed, via email. + +.. image:: appraisals/meeting.png + :align: center + :alt: The meeting form with all information entered for Ronnie Hart's annual appraisal. + +The other way to schedule a meeting is from the individual appraisal form. To do this, navigate to +the :menuselection:`Appraisal application` dashboard, then click on an appraisal card. + +Next, click on the :guilabel:`Meeting` smart button, and the calendar loads. Follow the same +directions above to create the meeting. + +.. note:: + If no meetings are scheduled, the :guilabel:`Meeting` smart button says :guilabel:`No Meeting`. + +.. _appraisals/goals: + +Goals +===== + +The ability to set goals for employees to work toward is an important feature of Odoo *Appraisals*. +Goals are typically set during an appraisal, so the employee knows what they need to work toward +before their next appraisal. + +To view all goals, navigate to :menuselection:`Appraisals application --> Goals`. This presents all +the goals for every employee, in a default Kanban view. + +Each goal card contains the following information: + +- :guilabel:`Skill`: the name of the goal. +- :guilabel:`Name`: the employee the goal is assigned to. +- :guilabel:`Deadline`: the due date for the goal. +- :guilabel:`Progress`: the percentage of competency set for the goal. +- :guilabel:`Employee`: the profile icon of the employee the goal is assigned to. + +If a goal is completed, a :guilabel:`Done` banner appears in the top-right corner of the goal card. + +.. image:: appraisals/goals.png + :align: center + :alt: The goals Kanban view, with nine goal cards. + +.. note:: + Every individual goal requires its own entry for each employee. If employees have the same goal, + a goal card for each employee appears on the list. For example, if both Bob and Sara have the + same goal of `Typing`, two cards appear in the Kanban view: one `Typing` goal for Bob, and + another `Typing` goal for Sara. + +New goal +-------- + +To create a new goal, navigate to :menuselection:`Appraisals application --> Goals`, and click +:guilabel:`New` to open a blank goal form. + +Enter the information on the card. The information requested is all the same information that +appears on the :ref:`goal card ` in the Kanban view, with the addition of a +:guilabel:`Tags` field and a :guilabel:`Description` tab. + +The current user populates the :guilabel:`Employee` field by default, and the :guilabel:`Manager` +field populates with the manager set on the employee profile. + +Make any necessary changes to the form, and add any notes that might be useful to clarify the goal +in the :guilabel:`Description` tab. + +.. image:: appraisals/new-goal.png + :align: center + :alt: A goal form filled out for a Python skill, set to 50% proficiency. + +Completed goals +--------------- + +When a goal has been met, it is important to update the record. A goal can be marked as `Done` in +one of two ways: from the main :guilabel:`Goals` dashboard, or from the individual goal card. + +To mark a goal as `Done` from the main :guilabel:`Goals` dashboard, click on the :guilabel:`โ‹ฎ (three +dots)` icon in the top-right of a goal card. + +.. important:: + The :guilabel:`โ‹ฎ (three dots)` icon **only** appears when the mouse hovers over the corner of a + goal card. + +Then, click :guilabel:`Mark as Done` from the resulting drop-down menu. A green :guilabel:`Done` +banner appears in the top-right corner of the goal card. + +To mark a goal as `Done` from the goal card itself, click on a goal card to open that goal's form. +Then, click the :guilabel:`Mark as Done` button in the top-left of the form. When clicked, a green +:guilabel:`Done` banner appears in the top-right corner of the goal form. + +Reporting +========= + +The *Appraisals* application tracks two metrics across two different reports: an :ref:`appraisal +analysis `, and a :ref:`skills evolution `. + +.. _appraisals/analysis: + +Appraisal analysis +------------------ + +To access the *Appraisal Analysis* report, navigate to :menuselection:`Appraisals application --> +Reporting --> Appraisal Analysis`. This displays a report of all the appraisals in the database, +highlighted in different colors to represent their status. + +Appraisals in yellow are completed, appraisals in orange are in-progress (the appraisal is +confirmed, but not completed), and appraisals in gray are scheduled (according to the +:ref:`appraisals/appraisal-plan`), but have not been confirmed yet. + +The report displays the whole current year, by default, grouped by department. + +To change the calendar view presented, change the date settings in the top-left of the report. The +options to display are :guilabel:`Day`, :guilabel:`Week`, :guilabel:`Month`, and :guilabel:`Year`. +Use the arrows to move forward or backward in time. + +At any point, click the :guilabel:`Today` button to present the calendar to include today's date in +the view. + +The report can have other filters and groupings set in the :guilabel:`Search...` bar at the top. + +.. image:: appraisals/analysis.png + :align: center + :alt: A report showing all the appraisals for the Appraisal Analysis report. + +.. _appraisals/skills-report: + +Skills evolution +---------------- + +To access the *Skills Evolution* report, navigate to :menuselection:`Appraisals application --> +Reporting --> Skills Evolution`. This displays a report of all skills, grouped by employee. + +All the lines of the report are collapsed, by default. To view the details of a line, click on a +line to expand the data. + +Each skill has the following information listed: + +- :guilabel:`Employee`: name of the employee. +- :guilabel:`Skill Type`: the category the skill falls under. +- :guilabel:`Skill`: the specific, individual skill. +- :guilabel:`Previous Skill Level`: the level the employee had previously achieved for the skill. +- :guilabel:`Previous Skill Progress`: the previous percentage of competency achieved for the skill + (based on the :guilabel:`Skill Level`). +- :guilabel:`Current Skill Level`: the current level the employee has achieved for the skill. +- :guilabel:`Current Skill Progress`: the current percentage of competency achieved for the skill. +- :guilabel:`Justification`: any notes entered on the skill explaining the progress. + +.. image:: appraisals/skills-report.png + :align: center + :alt: A report showing all the skills grouped by employee. diff --git a/content/applications/hr/appraisals/activity-icons.png 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a/content/applications/hr/employees/new_employee.rst +++ b/content/applications/hr/employees/new_employee.rst @@ -143,6 +143,8 @@ another resumรฉ line. After the new employee form is saved, the current position and company is automatically added to the :guilabel:`Resumรฉ` tab, with the end date listed as `current`. +.. _employees/skills: + Skills ~~~~~~