In this sixth edition we will focus on tips around...
System - Checkpoints in Performance Templates.
Best Practice - a requisition for every appointment?
HR Operations – Performance Templates to Track Pay Point/ Role Progression.
Checkpoints in Performance Templates.
Here are 3 tips and tricks relating to checkpoints in a performance template:
1. As you probably know, we can stage activities using a workflow, but we can’t time anything in a workflow to be delivered at exactly the right time. As a workaround for the onboarding survey, we build in an onboarding survey checkpoint into our Success Plan (probation) template to occur at the 6-week mark. This way, the new starter gets the prompt to complete the survey at the right time without manual intervention.
2. There is often debate about how many checkpoints are too many. For most clients, quarterly checkpoints are enough, and often the client is okay if the 3- and 9-month checkpoints are skipped, provided the mid-year and end-of-year checkpoints are completed. You can determine this in the checkpoint settings:
For optional checkpoints, you make the skip button visible and have the mandatory checkbox off:
For mandatory checkpoints, the skip button is left unchecked and the mandatory box is checked:
3. When setting up checkpoint questions, you can choose who is asked the question – the employee, the manager, or both.
This allows you to craft questions with the right perspective – e.g. “how would you describe your performance…” for the employee; and “how would you describe your team member’s performance…” for the manager.
Best Practice: a requisition for every appointment?
Back in the day… before Contracts Manager, the only way to issue a contract via the system was through the recruitment module.
This meant that if we wanted to issue a contract to an internal applicant, we had to push them through a requisition and offer them a job. So, we only issued contracts via the system to a candidate (internal or external) for roles that were new to them (not contract extensions/variations).
What we realised from this is that it effectively allowed us to report on any role which had been vacated and replaced regardless of whether it was filled by an internal or external candidate.
We now recommend to clients that they adopt this approach despite having the ability to issue contracts via Contracts Manager for cross-boarding.
To support this, for some clients we have created a “Direct Appointment” requisition workflow, which simplifies the process when an internal candidate has been ‘tapped on the shoulder’, or an external candidate has been poached/approached or serendipitously arrived, making the recruitment and selection process unnecessary.
Either way, creating a requisition for the role ensures that there is a record that there was a vacancy, that it was filled, and by whom.
We recommend to clients that they only use Contracts Manager to issue contracts related to variations (hours, location, salary etc) and any appointments; even fixed term leave-coverage appointments are recorded with a requisition.
Steps to do this are:
1. Raise the requisition
2. For internal candidates or external candidates who have previously applied – add them to the Talent Pool for the position they will fill.
Open the requisition and Add candidate – for internal or existing candidates – add from Talent Pool.
For new candidates, choose ‘new candidate’ and add them to the shortlist.
Make them an offer via the system:
Once the offer is accepted, their contract will appear on their profile:
As will the position appear in their careers menu:
And, if visible, (for clients with HR Core, but not payroll), the new role will display for admins in their Employment History tab on their profile:
To track role application and progression, using this best-practice method of raising a requisition for all new appointments will improve the quality of your recruitment and employee records.
Performance Templates to Track Pay Point/ Role Progression.
Often, the ELMO system can be used in ways that were not originally thought of or intended when being developed.
One example of this is where we have helped clients utilise a custom performance appraisal for progressing an employee to a more senior role through a structured development program.
The plan can draw in existing courses from the learning module and allow for other training that needs to be completed to be set in the plan.
The template can have notes and attachments enabled and make use of ratings that can be customised to show verification of training instead of a performance rating.
The employee can enrol in the courses directly via the plan as they progress through the development actions set out for progression into a more senior role.
By keeping these items together in a structured plan, managers can easily track and understand how the employee is progressing at any time.
If another manager or employee need to provide an assessment of competence, the manager can easily be switched by an Administrator, the assessment completed and then reverted back to their reporting manager.
There is also the potential to use the 360-degree function to seek input from others, if qualitative input is also required to support the progression decision.
Once the employee has completed all items in the plan and their competency has been verified, it can be set to automatically move to a review and approval phase for the next role level and pay point and of course notifications can be customised to help guide and inform the employee and manager throughout the plan.
Credit: Content written by Martha Travis and Penelope Twist
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