Department Administrator Self-Service
Overview of the Department Administrator Self-Service Module
The HRplus Department Administrator Module equips department administrators with key HR functions, including setting up event reminders, managing leave balances, updating employee profiles, and entering timesheet hours for payroll. Administrators can also request leave on behalf of employees, view leave entitlements, and request company assets for their teams. This role-based module ensures administrators efficiently oversee HR tasks within their designated departments, supporting an organized and effective workflow.
A Guide to Using the Department Administrator
Self-Service Module
Before using the module, please ensure the following:
• You are designated as a Department Administrator
• You have Company Access for your designated departments
• Core HR modules are fully implemented to support module functionality
Roles:
Department Administrator: Manages HR tasks in their department, such as updating employee profiles, entering timesheet data, handling leave requests, and setting event reminders. Accesses the Department Administrator Module.
Employee: Uses the Employee Self-Service (ESS) portal or app for tasks like leave requests. Has limited HRplus access.
Payroll Administrator: Processes payroll, reviews timesheet data from department administrators, and ensures accurate employee payments. Accesses the Payroll module, including specific payroll data sections.
HR Staff: Oversees HR management, approves profile changes from Department Administrators and provides guidance.
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Steps |
Department Administrator Self-Service: |
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User Self Service>Dept Administrators>>Employees>>[Select Employee] User Self Service>>Dept Administrators>>Timesheets User Self Service>>Dept Administrators>>Leave>>Employee Leave User Self Service>>Dept Administrators>>Leave>>[Search for Employee]>>[View]>>Request Leave User Self Service>>Dept Administrators>>DA Company Assets>>Request Asset User Self Service>>Manager>>Event Reminders |
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Employee Profile |
• Manage essential employee details and keep records up-to-date for your team. |
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Timesheets |
• Payroll Smart Entries feature enables department administrators to enter payroll cycle change data in batches, decentralizing the process from payroll administration and allowing data entry directly from the department into payroll. |
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Leave
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• View an employee’s leave entitlements, check the status of pending, rejected, or voided requests, and advise them on their remaining leave balance. • Submit leave requests on behalf of employees, useful for employees who don’t use the Employee Self-Service (ESS) portal or mobile app.
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Company Assets |
• Request an asset on behalf of an employee.
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Event Reminders
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• Create event reminders that trigger notifications for significant employee events within their assigned departments.
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Department Administrator Module Updates: What's
New?
This article provides a summary of recent updates to the HRplus Department Administrator module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.
November 1st - December 2nd, 2024
1. Leave: The screen was tested.
April 6th – May 2nd, 2021
1. Payroll Smart Entries: New features for department administrators to manage payroll smart entries, improving payroll accuracy and processing within their departments.
How to Update Employee Profiles for Your Department
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User Self Service>Dept Administrators>>Employees>>[Select Employee] |
Employee Profiles
As a Department
Administrator, you have the ability to access and update employee profiles for
team members within your assigned departments, based on the Company Access
granted to you. This access allows you to manage essential employee details and
keep records up-to-date for your team. While your permissions are limited to
specific departments, this functionality helps streamline internal updates,
ensuring information accuracy without needing to rely solely on HR for routine
changes.
Step 1: View the Employee Profile
Step 2: Edit the Employee Profile
You can still see the changes you have made by clicking on the 'Unapproved Changes' button which is now highlighted
Step 3: View Updated Profile with HR Approved
Changes
How to Enter Employee Timesheets for Payroll Processing
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User Self Service>>Dept Administrators>>Timesheets |
Payroll Smart Entries
The Payroll Smart Entries feature enables department administrators to enter payroll cycle change data in batches, decentralizing the process from payroll administration and allowing data entry directly from the department into payroll. Once the payroll administrator has set up the header for fixed entries, department admins can input timesheet hours, allowances, or other relevant data, then post and send it to the payroll fixed data entry screen. Payroll staff can then review and validate this information before it is incorporated into the pay cycle, ensuring accuracy before employee payments are processed
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• Enter all the respective entries. • Tab out of a row to save or click the Save icon. • When data entry is completed,click the Submit button to save all entries. • Repeat Steps 1-3 to enter Allowances, Deductions, Salaries, Other Income, etc. |
Step 2: Department Admin – Submit Timesheet Data to Payroll for Further
Processing
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• Once you have completed your data entry, post the data by clicking on the Post Rows Shown button. • The application will ask you to verify the command. Click OK. You will be notified when the data is successfully posted. • Rows are posted one page at a time, requiring the process to be repeated until all rows and pages have been posted to the Fixed Data Import screen in Import Cycle Changes. |
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Payroll>>Process Payroll>>Import Cycle Changes>>Fixed Data Imports |
Payroll staff can then review and validate this
information before it is incorporated into the pay cycle, ensuring accuracy
before employee payments are processed.
Step 4: Payroll Staff - Timesheet Data Ready for Payroll Processing
Leave: How to View an
Employee's Leave Profile
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User Self Service>>Dept Administrators>>Leave>>Employee Leave |
Employee Leave
As a Department Administrator, if your company is using the HRplus Leave module, you have access to view an employee’s leave entitlements, check the status of pending, rejected, or voided requests, and advise them on their remaining leave balance. You can also submit leave requests on their behalf, making this feature especially useful for employees who don’t use the Employee Self-Service (ESS) portal or mobile app. This access enables you to support your team effectively with real-time leave management.
View Employee Leave Entitlements
View Employee Cumulative Leave
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Next you can apply for leave or request leave Leave: How to Request Leave for an Employee. |
Leave: How to Request Leave for an Employee
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User Self Service>>Dept Administrators>>Leave>>[Search for Employee]>>[View]>>Request Leave |
Request Leave
As a Department Administrator, start by reviewing an employee’s available leave balance in the HRplus Leave module. Once confirmed, submit the leave request on their behalf and track its status—whether approved, pending, or requiring action.
Step 1: View the Employee's Leave Entitlement
Step 2: Submit a Leave Request on Behalf of the Employee
For this example the employee is requesting ten (10) days Vacation Leave.
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Leave Type: Select the applicable leave type that is being requested. Start Date/Time off: Specify the date you intend to begin your leave and confirm whether it is a request for Time-off. Amount Requested: Enter the amount of days. Comments: Enter user comments. Send Now: Check if you want to send the request now for approval by default this field is checked. |
Step 3: View the Status of the Pending Request
To access your
submitted leave request, you can find it under the Pending Requests tab.
Step 4: View and Communicate the Employee's
Approved Leave Request
How to Use the Department Administrator (DA) Event Reminders
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User Self Service>>Manager>>Event Reminders |
Event Reminders
The Department Administrator can create event reminders that trigger notifications for significant employee events within their assigned departments, such as:
• Annual Review
• Birthdays
• Contract Ending
• Employee Anniversary
• Going On Leave
• New Hires
• On Training
• Performance Review
• Returning From Leave
• Terminations
Step 1: Enter an Event Reminder
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Event Types: Select the event you want to get reminders for. Reminder (Days Before): Enter the amount of days before the event you want to get the notification. |
Step 2: View Submitted Event Reminder
Step 3: View Event Reminder
Overview of the Goals Module
Goals Module Description
A goal is defined as a desired outcome that an individual or organization plans, commits to, and strives to achieve. Goals serve as targeted objectives within a developmental process and are often pursued within a set time frame, with deadlines to ensure progress and completion.
The Goals module enables the organization to establish and manage goals within a specific time frame.
Goals can be defined at various levels, including Company, Division, Department, Section, and
Employee, ensuring alignment across all layers of the organization. Additionally, goals can be integrated into employee appraisals, linking performance outcomes directly to appraisal scores.
This hierarchical
structure allows managers to drill down into specific goals, identifying the
personnel responsible for contributing to the results of a highlighted goal.
Through the Self-Service module,
both employees and managers can actively participate in the goal-setting and
management process.
A Guide to Using the Goals
Module
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This Guide and role list provides a comprehensive overview of the goal management process within the HRplus Goals Module.
HR (Human Resources) Department Responsibilities: • Defining the company's goal-setting process and ensuring alignment with the overall strategy. • Configuring goal-related settings in HRplus, including financial year, perspectives, point systems, and linking to appraisals. • Managing the "Goal Setting" event and ensuring timely participation from managers and employees. • Providing support and guidance to managers and employees throughout the goal-setting and review process. • Closing the financial year in HRplus and archiving completed goals. Managers Responsibilities: • Setting specific and measurable goals for their teams, aligned with company objectives and individual development plans. • Cascading goals from the company level down to individual employees, ensuring clarity and alignment. • Providing regular feedback and coaching to employees on their progress towards goals. • Adjusting goal targets as needed throughout the year to accommodate changing circumstances. • Recognizing and rewarding employees for their achievements and goal attainment. • Conducting final goal reviews with employees at the end of the performance period. Employees Responsibilities: • Reviewing and acknowledging their assigned goals. |
• Regularly updating their progress towards goals through progress reports in HRplus.
• Actively participating in goal review discussions with their managers.
• Seeking clarification or support from their managers when needed.
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Steps |
Description |
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Step 1 |
Set up Goal Parameters (base data that is required by the rest of the module): |
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Talent Management>>Goals>>Goal Setup |
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Goal Perspectives |
HRplus uses the Balanced Scorecard approach to performance management. In keeping with this approach, four (4) default perspectives, on which goals are based, are available: Financial Business Customer Internal Business Processes.
Additional user-defined perspectives can be added with a colour selected for each perspective for ease of display. |
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Financial Year |
• Goals are defined by financial year and as such, the period of the financial year for each company must be defined. Indicate the status of each financial period: Open or Planning: the year is active and goals can be entered. Closed: the financial year is closed (all goals in this period are Inactive and Archived). |
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Goal Points |
• For each company, the maximum number of points an employee can receive for a goal. • When setting up Goal Standards for the company, the default standard of Fully Meets must be less than or equal to this maximum value. |
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Appraisal Link Options |
• This option facilitates the linking of the Goals module to the Appraisals module – points rewarded can be transferred to the employee appraisal form.
• If the Goals module is not being used, then you do not need to complete this option. |
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Dependency Types
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• Dependency types are events and/or items that may prevent an employee from achieving the goal e.g. budget constraint, inadequate tools, incomplete training. Five (5) default dependency types are included: Budget Coaching Economic Tools Training |
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Task Levels (Optional)
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• Task Levels are used for goals that have been defined as Random Challenges or Missions (Goals>>Goal Details>>Goal Type]). • For each type of goal, a task level must be selected via Talent Management>>Goals>>Company Goals>>Goal Grid [expand record]>>Tasks. |
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Assigned By
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• For each Company, select either Self (logged-on user) or On Behalf (logged-on user acting on behalf of the company) to define who has the responsibility for setting up goals |
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Step 2 |
Set Up of the HR Event - Goal Setting: |
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Personnel>>Event Reminders>>Master Email Settings Talent Management>>HR Events>>HR Admins Talent Management>>HR Events>>Notification Talent Management>>Manage Events>>Events User Self Service>>Manager>>Talent>>Goals>>Goal Setup |
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Email Notifications |
• Emails to an employee's external email account when the Goals form is issued. |
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Goal Setting |
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HR Admins |
• The persons responsible for organizing the Employee Goal Setting event. |
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Goal Notifications
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• These notifications are sent to employees and managers to inform them about upcoming or completed goal events. • On logon, employees will receive notifications via Company Notifications or Inbox that goals have been assigned. |
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HR Admin Goal Setting Event
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• The Employee Goals event enables managers and employees to complete their assigned goals. HR or managers are responsible for setting up and managing the event. • Managers can view the goals assigned to their employees and manage the process. |
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Step 3 |
Manager and HR Led Employee Goal Setting: |
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[New Goal]>>Goal Details |
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Goal Details |
• Goal Details includes basic goal data – name, perspective, year, goal type, weight, due date etc. Goals should be set up by hierarchy: Company Division Department Section Employee
Company goals must be created first but can be linked to lower-level goals. Division, Department, Section, Employee goals must be linked to higher-level goals. |
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Assignment Details |
• Assignee (Assigned To) and Assigner (Assigned By) of the goal. • These employees are filtered by company or any other hierarchical level. • Each goal is assigned to a single employee. • On logon, employees will receive notifications via Company Notifications or Inbox that goals have been assigned. • Managers can view the goals assigned to their employees and manage the process via User Self Service>>Manager>>Talent. • For the most part, the Goal screens are the same for HR, Manager and Employee with minor variations due to the status of each (e.g. an employee cannot enter Dependencies or change Targets, Progress Reports are only entered by employees, managers can manage the goal setting event and can view goals for only their direct reports etc. |
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Target Details |
• Goal Targets are defined, in units, for each quarter. The system calculates the total Target based on the calculation type (Sum or Average) defined. • Results and Points fields are also included to be updated as the goal is processed. |
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Goal Standards |
Define Points for the default Goal Standards of: Far Exceeds Exceeds Meets Fully Meets Minimum Unacceptable |
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Competencies |
• User-defined Competencies and Competency Levels, required to complete the selected goals are defined. |
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My Goals |
• All goals assigned to the employee will be displayed. |
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Adjust Targets |
• Ideally, targets should not be changed on impulse. As such, you cannot override the original targets but you can adjust them. Adjustments to the targets are entered via new records – new quarterly amounts that are used to change the targets. • The system recalculates the total Target and displays the new most current value. • The original targets will not be displayed as they are constantly being changed. • For example, if you wish to change an existing target of 20,000 to 15,000, then enter a -5000 value in the respective quarter. |
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Goal Costs |
• User-defined items of cost (Advertising, Market Research, Proposal Writing etc.) are defined.
• No actual cost values are entered. |
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Tasks and Linked Costs |
• User-defined Tasks, with start and due dates, required to complete the selected goals are set up. • Each Task is linked to a Cost item (previously defined). • The Actual and Budgeted Costs for the selected task are then entered. The system updates the Costs with these values – so that the actual and budgeted costs for items of cost are displayed side by side. • The system also calculates the percentage of the Budget used based on the Actual cost and displays this value. |
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Dependencies |
• User-defined Dependencies (events, items, things that may hinder the achievement of the goal) are defined. • A Start date and date by which the issue should be resolved Date, as well as the person responsible for resolving and the person who actually resolved the issue are also defined. • Any rewards to be attained for the resolution of the issue are also entered. • The resolution of dependencies, like Feedback and Coaching, may involve an ongoing conversation until the issue is resolved. • HR is responsible for entering dependencies. |
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Linked Goals
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Step 4 |
Feedback Loop and Goal Progress: |
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Home>>My Performance>>My Goals>>[Select Goal]>>[+]>>Progress Report>>[New Progress Report] User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Progress Reports |
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Progress Report |
• Progress Reports are submitted by the employee to whom the goal has been assigned. • Each Progress Report includes Results (units) and the option to update files in support of the results. • Based on the Results, the system updates the goal’s bar chart to show Target % and Results %. • Targets/Results can also be shown inversely – to cater for low targets (errors, attendance, punctuality) – the colours of the bar chart will change (green for low targets as opposed to red for normal targets). • A Progress Graph is also available.
The attributes of the goal are updated and displayed graphically via bar charts and colour-coded for ease of display: Target Results Actual and Budgeted Costs Percentage of Budget Used Calculation Used (Sum or Average) Weight
The Total Targets and Total Results for goals of a specific type (Financial, Customer, Business etc.) are also calculated and displayed – each type in a different colour. |
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Feedback and Coaching |
User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Feedback and Coaching>>[Send Feedback] • This involves an ongoing conversation between the Assignee (employee) and the Assigner (usually the employee’s manager). • The conversation entails entering Topics, providing feedback and receiving coaching. The conversation may go back and forth until the goal/topic is resolved/achieved. |
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Adjust Targets |
User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Adjustable Targets • Ideally, targets should not be changed on impulse. As such, you cannot override the original targets but you can adjust them. Adjustments to the targets are entered via new records – new quarterly amounts that are used to change the targets. • The system recalculates the total Target and displays the new most current value. • The original targets will not be displayed as they are constantly being changed. • For example, if you wish to change an existing target of 20,000 to 15,000, then enter a -5000 value in the respective quarter. |
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Rewards |
User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Rewards>>[New Reward] • Three (3) default Reward Types are available: Points, Badges, Other. • If Points are rewarded, then the Goal Standard and corresponding Points that the employee has achieved will be selected. These Points may or may not be transferred to the employee’s Appraisal form depending on your selection in Step 1 - Appraisal Link Options. •If Other is selected then enter any user-defined description. •Badges (Guru, Expert, Professional) - currently not available.
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Step 5 |
Viewing Goal Results: |
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Talent Management>>Goals>>Employee Goals>>Goal Grid Talent Management>>Goals>>Employee Goals>>Goal Chart |
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Goal Grid |
• You can view the results/status of the goal at any time via the Goal Grid |
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Goal Chart |
• The Goal Chart allows you to view the company goals graphically. The goals are categorized and displayed via pie charts. You can drill down to view goal details.
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Close/Archive Goals |
• Once goals have been completed, they may be closed off/archived. • Goals are not closed individually – the financial year must be closed by setting the Status to Closed. • You can view-only archived goals via the Search option. • Prior to archiving goals, the next financial year must be created. • All goals that are checked as Repeatable will be duplicated in the new financial year. You may edit these goals if you wish. |
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Duplicate Goals |
Goals may be duplicated via the following: Goal Setting event Repeatable Goals (see Close/Archive Goals)
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Goal Setting |
• Indicate the Company and Year and the system will display the relevant employees with a Create Goals button next to each. • A 2-step wizard will be displayed when the Create Goalsbutton is clicked. The first step is checking the type of goals you wish to duplicate:
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Glossary of Terms found in the Goals Module
A
Actual Task Cost: The real, incurred expenses associated with the completion of a task, project, or goal. Adjust Targets: Modifying predetermined targets due to evolving circumstances, requirements, or performance evaluations.
Appraisal Link Options: Different methods or approaches for linking performance appraisals with specific goals or objectives.
Archive Goals: The action of transferring completed or obsolete goals into an archived state for historical reference.
Assigned By: The individual or entity responsible for allocating a specific goal to an employee, team, or department.
Assignment Details: Specific information related to the allocation of a goal, including description, scope, resources, and timelines.
Assignment Type – Self (Business): A categorization indicating that an individual has assigned a goal to themselves within a business context.
Assignment Type – Resource: A classification indicating that a goal assignment involves allocating resources such as personnel, time, and materials.
B
Balanced Scorecard: A strategic performance management framework that considers various perspectives (financial, customer, internal processes, learning and innovation) to measure an organization's success.
Budget Task Cost: The estimated or allocated cost associated with executing a task required to achieve a goal, usually specified within a predefined budget.
C
Cascading Goals: The process of aligning and connecting objectives at different levels of an organization, ensuring that everyone's efforts contribute to the achievement of the overall organizational strategy. Challenge Points: Points or rewards earned for overcoming challenges, obstacles, or difficulties while working towards achieving a goal.
Company Culture (Goal Option): The inclusion of objectives related to company culture, values, or behaviors as potential goal options for employees to pursue.
D
Dependencies: Relationships between tasks, goals, or activities that determine their sequence or influence each other's outcomes.
F
Financial Year: The twelve-month period used for financial planning, reporting, budgeting, and goal setting within an organization.
G
Goal Name: A unique identifier or label assigned to a particular goal for easy reference and tracking.
Goal Parameters: Specific criteria, conditions, or limitations that define the scope and requirements of a goal. Goal Perspectives – Financial: A viewpoint within the Balanced Scorecard framework that focuses on financial metrics and outcomes.
Goal Perspectives – Customer: A perspective within the Balanced Scorecard framework that emphasizes customer-related metrics and objectives.
Goal Perspectives – Internal Business Process: A viewpoint within the Balanced Scorecard framework that centers on improving internal processes and operations.
Goal Perspectives – Learning and Innovation: A perspective within the Balanced Scorecard framework that highlights goals related to organizational learning and innovation.
Goal Plan: A structured outline detailing the steps, resources, and timeline required to achieve a specific goal. Goal Points: Points accrued based on progress or achievement towards a goal, often used for tracking and recognition purposes.
Goal Results: The outcomes, achievements, or deliverables that stem from successfully completing a goal. Goal-Setting Event: A structured and focused gathering where individuals or teams define specific goals and objectives aligned with the organization’s strategy.
Goal Specification: A clear and detailed description of a goal, outlining its purpose, scope, and expected outcomes.
Goal Standards: Defined benchmarks or criteria representing the desired level of performance or achievement for a specific goal.
Goal Start and Due Date: The designated start and end dates for initiating and completing a goal. Goal Status: The current stage or condition of a goal, indicating whether it’s in progress, completed, or paused.
Goal Target Result Calculation: The method used to calculate the outcome or results of achieving a goal’s target.
Goal Type: A categorization that classifies goals based on their nature, such as performance, developmental, strategic, or personal growth goals.
Goal Weights: The relative importance assigned to different goals when calculating an overall performance score or assessment.
J
Job Goal: A goal that aligns with an employee’s specific job role, responsibilities, and performance expectations.
L
Leader Board: A ranking or list displaying the performance or progress of individuals or teams based on specific criteria.
Linked Goals: Goals that are interconnected or related, often influencing each other’s outcomes or contributing to a larger objective.
Linked Tasks and Costs: Tasks or activities associated with a goal that impact its financial aspects and are interconnected.
M
Measure or KPI: A quantifiable metric or Key Performance Indicator used to assess progress toward a goal or objective.
Mission Points: Points earned by contributing to an organization’s mission or larger strategic goals. My Goals: A section or feature within a performance management system where employees can view and manage their assigned goals. P
Process Goals: Goals focused on improving or optimizing specific business processes within an organization. Progress Reports: Periodic updates or assessments detailing the advancement and status of goals.
R
Reporting Requirements: The criteria and frequency for providing updates or reports on goal progress. Rewards: Incentives or recognition provided to employees for achieving or making progress toward their goals.
S
SMART Goals: Goals that are Specific, Measurable, Achievable, Relevant, and Time-bound, enhancing their clarity and effectiveness.
Strategic Plan: A comprehensive document outlining an organization's long-term goals, objectives, and methods for achieving them.
Target Details: Specific information about the desired outcome or achievement of a goal.
Target Inverse: A scenario where the objective is to minimize or decrease a particular value or outcome.
T
Task Level: The degree of detail at which tasks are subdivided within the context of a goal.
U
Update Type: The manner in which progress updates or changes are communicated, such as real-time updates or scheduled reports.
What are the Summary Steps to Create a Goal?
The summary steps to create a Goal are as follows:
1. Setup Goal Details - enter goals for employees.
2. Setup Assignment Details - assign goals to relevant employees.
3. Setup Target Details - set targets for employees.
4. Setup Goal Standards - establish the criteria for rewarding points when targets are met.
5. Adjust Goal Targets - adjust targets as necessary based on existing factors.
6. Setup Goal Cost - enter any costs associated with the goal.
7. Setup Tasks/Responsibilities - enter the specific tasks required to complete the goals.
8. Setup Goal Dependencies - enter any events or factors that may hinder the completion of goals.
9. Setup Competencies - enter competencies required to achieve the goal.
10. Setup Goal Standards - define the criteria
for rewarding points.
How to set up Goal Details
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[New Goal]>>Goal Details |
Goal Details
Managers can directly set goals for their employees, either during collaborative discussions that consider KPIs and other relevant factors or by proactively setting up goals in advance. These goals can then be reviewed at the start of the goal year or financial period.
Additionally, managers can use the Goal Wizards via User Self Service >> Manager >> Talent >> Goals >> Goal Wizards to input goal details efficiently.
Set Up Goal Details
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Goal Perspective: In line with the Balanced Scorecard approach, select the perspective that best fits the goal. The Goal Perspective helps categorize and differentiate goals, ensuring alignment with strategic objectives. Level: The hierarchical organisation level will be displayed: Company, Division, Department, Section, Employee. If the goal is being set by the manager, they should select the level rank as "Employee," indicating that the goal is being assigned directly to the employee. Job: select the job to which the goal applies. Only employees holding the selected job can be assigned this goal. From Job Goals • Check this box if you wish to select goals for the selected job that were previously set up via Personnel>>Setup>>Organisation>>Structure>>Jobs>>[expand record]>>Job Goals. These job goals will be displayed for selection via the Goal Name drop-down list. If the Job Goals box is not checked, then the Goal Name drop-down list will only display goals from the Goals module. Goal Name: Enter a custom name for the goal, or select and modify an existing goal from the dropdown list as needed. Goal Specification: Enter the detailed description of the goal, ensuring it follows the SMART criteria (Specific, Measurable, Achievable, Relevant, and Time-bound) for clarity and effective tracking. Year: Select the financial year to which the goal applies. The Start and End Dates of the selected year will be displayed, and you may adjust them if needed, ensuring the dates remain within the previously defined financial year (Goal Setup >> Financial Year). Repeatable: Check this box if you wish to duplicate the goal in the future. For example, if a goal is not completed, you can duplicate it and adjust the dates to extend its validity. Only goals marked as Repeatable will be available for duplication when selecting goals to be reused. Goal Weight: Enter a user-defined numeric value to represent the importance of the goal to the company. If the Appraisals module is being used, this value will contribute to the employee's overall score. The total weight within each Goal Perspective should sum to 100%. For an employee's overall goal weight across all perspectives, the total can also sum to 100%, meaning the weights from each perspective are adjusted based on their significance to the organization. This ensures the overall performance score reflects a balanced evaluation of the employee's contributions across various perspectives. |
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Goal Type: Select the category that best fits the goal: Company Culture, Job Responsibility, Mission, or Random Challenge. Goal Status: Choose the appropriate status for the goal: Active, Inactive, Cancelled, Completed, or Suspended. Only Active goals can be edited.
Next, complete the Goal Assignment Details. |
User Self Service>>Manager>>Talent>>Goals>>Goals>>[New Goal]>>Assignment Details |
Assignment Details
This section captures information about how and to whom the goal is assigned. It includes details such as whether the goal is assigned by a manager or self-assigned and the employee or team responsible.
Set Up Assignment Details
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Assignment Type Resource: Check this option to assign the goal to an employee. |
Self (Business) - Select this option to assign a high-level, stand-alone goal to an employee. This type of goal cannot be linked to any other goals, as the Linked Goals option will be disabled (Company Goals >> Goal Grid >> [expand record] >> Linked Goals).
Assigned To/By: Choose the respective employee who is either assigning or receiving the goal. The Division, Department, and Section drop-downs will be filtered according to the selected Company and Job.
Employee Status: This is display-only, showing only Active employees for selection.
Note: A goal can only be assigned to one employee at a time. The assigned employee will be notified through Home >> Intranet >> Company Notifications or Home >> Intranet >> My Message Inbox and can view the goal details or send progress reports via Home >> My Profile >> My Goals.
Next, set up Target
Details.
How to set up Target Details
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[New Goal]>>Target Details |
Target Details
Define the specific measurable outcomes (Key Performance Indicators) that will track progress toward achieving the goal. These targets provide clear benchmarks for performance and ensure the goal is aligned with the overall objectives. KPIs should be quantifiable and time-bound to accurately assess goal achievement.
Targets can only be entered for new goals. When creating a new goal, ensure that the Goal Details, Assignment Details, and Target Details are fully completed before saving. Once the record is saved, target information cannot be modified. If changes are needed, you must delete the existing goal and create a new one. The quarterly targets can be adjusted using the adjusted target feature.
Set Up Target Details
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Update Type: Select either Daily, Weekly, or Monthly to specify how frequently progress reports must be submitted for the goal. This ensures regular tracking of goal progress based on the selected update frequency. Result Calculation: Choose either Sum or Average to determine how the goal target is calculated. • Sum Example: If Quarter 1 to 4 values are 10, 15, 20, and 25, the system will add them (10 + 15 + 20 + 25 = 70) and display 70 in the Target (in Units) field. • Average Example: If Quarter 1 to 4 values are 10, 15, 20, and 25, the system will calculate the average ((10 + 15 + 20 + 25) ÷ 4 = 17.5) and display 17.5 in the Target (in Units) field. Quarter 1 to 4: Enter the value of the Goal target by quarter. Results 1 to 4: These fields are automatically populated when employees submit progress reports via Home >> My Profile >> My Goals. They cannot be manually edited. Points 1 to 4: These fields are populated when Reward Points are assigned to employees (Goals >> Company Goals >> Goal Grid >> [expand Goal record] >> Rewards). Points are linked to the Appraisals module and will appear on the employee’s appraisal form if applicable. Target (in Units): This is an auto-calculated field based on the sum or average of the values entered in the Quarter 1 to 4 fields. Measure: Enter the user-defined KPI (Key Performance Indicator), such as a 20% increase in sales revenue, production of 500 additional units, or gaining 10 new customers per month. This defines the specific metric for tracking goal achievement. Goal Plan: This section outlines the strategic approach for achieving the goal. It includes the steps, resources, timelines, and milestones required to meet the target. The Goal Plan serves as a road map for both employees and managers to ensure alignment and track progress throughout the goal's life cycle. Reporting Requirements: Specify the frequency and format for progress updates related to the goal. This includes details such as whether reports are submitted daily, weekly, or monthly, and any specific information or metrics that should be included in each report. Clear reporting requirements help ensure consistent tracking and timely feedback on goal progress. Inverse: Inverse: Check this box for goals where lower values indicate better performance (e.g., attendance and punctuality). For instance, an employee with fewer days late or absent will score better. Other examples include reducing error rates, minimizing customer complaints, or decreasing production downtime. In such cases, the bar chart will display green for employees with lower scores. The colors and corresponding percentages will visually indicate performance levels based on the goal target. |
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Once Goal Details, Assignment Details and Target Details have been saved, the goal will be displayed on the list. |
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>Target Details>>Goal Standards |
Goal Standards
Goal Standards define the criteria for rewarding points, aligning with targets achieved by each quarter. For example, if a quarterly target is met, a predetermined number of points is awarded, ensuring clarity and alignment with performance objectives. These points will appear in the Targets screen and contribute to the employee's overall goals.
Weights, standards, and points are user-defined and should adhere to the company’s goal-processing procedures. The maximum points awarded are determined by settings configured in Talent Management >> Goals >> Goal Setup >> Goal Points.
Step 1: Select the Goal
Step 2: Set the Goal Standards
Step
How to set Competencies
required to achieve a Goal
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Competencies>>[New Competency] |
Competencies
Competencies required to achieve the goal are entered here. These competencies are set up in Personnel >> Setup >> Organisation Setup >> Qualifications-Related Codes >> Competencies and can be linked to the specific goal. Competency Levels must be specified to indicate the level of expertise required to successfully complete the goal.
Set Up Competencies to Achieve Goals
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Competency Code: Select the competency. Competency Level: Select the desired competency level the employee must have. |
View the Competencies required to Achieve the Goal
View the Competencies required to Achieve the Goal
As a manager, how do I Adjust a Goal Target?
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Adjustable Targets |
Adjustable Targets
This feature enables you to modify existing targets when needed. The system automatically recalculates and adjusts the targets based on the values you enter, with the original targets being replaced as they evolve. These adjustments allow for flexibility in goal management, ensuring targets can be updated to reflect changing priorities or circumstances.
For instance, if you need to decrease a target from 2,500 to 500, you would input a value of -2,000 in the appropriate quarter. This ensures that performance tracking remains aligned with realistic and current expectations.
You are not allowed to delete Targets!
Step 1: Select a Goal
Step 2: Enter Adjustable Targets
Step 3: View Updated Adjusted Targets
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The system will also update the Total Target of the goal to always reflect the most current targets. Upload File: Click to upload a supporting document. |
The calculations for the targets above are as follows:
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Quarter 1 |
Quarter 2 |
Quarter 3 |
Quarter 4 |
Totals |
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01/01/2024 (Original Target) not shown |
2500 |
2500 |
2500 |
2500 |
10000 |
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19/08/2024 |
0 |
-500 |
200 |
0 |
-300 |
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12/09/2024 |
-2000 |
0 |
0 |
0 |
-2000 |
How to set up Goal Costs?
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Costs |
Goal Costs
Use this option to enter any costs associated with the goal. When tasks are assigned to the goal, you can input the budgeted and actual costs, if applicable. These values will automatically update on this screen as the tasks are entered and tracked.
Step 1. Enter the Cost Description
Step 2. Enter the Task and link the Cost
Step 3. View the Updated Costs
How to set up Tasks and linked costs to achieve a Goal
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goals]>>[+]>>Tasks>>[New Task] |
Tasks
Use this option to enter the specific tasks required to complete the goals here. Tasks are time-bound and linked to associated costs. You can also input the budgeted and actual costs for each task, ensuring accurate tracking of both time and expenses related to goal completion.
How does it work?
Budgeted and Actual Costs: These costs are entered by the manager after discussions with the employee regarding what is needed to achieve the goal. HR can also enter these costs based on company policy. Once entered, the costs automatically update in User Self Service >> Manager >> Talent >> Goals >> [Select Goal] >> [+] >> Costs for tracking and review.
Enter Task Details and Linked Goal Costs
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Task Name/Description: Enter user-defined tasks and associated costs. Start/End Date: Enter the task start and end dates. Linked Goal Cost: Select the task to link the goal cost to. Budgeted Cost for Task: Enter the budgeted expenditure to cover the cost of this task. Actual Cost for Task: Enter the actual expenditure incurred to perform this task. |
View the Total Costs against the Goal
Percentage of Budget Used: The percentage of the Budgeted Cost used i.e. Actual Cost/Budgeted Cost * 100 $7,500/$8,000 * 100 = 93.75% |
View all Costs associated with Goal Tasks
How to set Goal Dependencies
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User Self Service>>Manager>>Talent>>Goals>>Goals>>[Select Goal]>>[+]>>Dependencies>>[New Dependency] |
Dependencies
This section allows you to enter any events or factors that may hinder the completion of goals. You can link the goal to the specific dependency and assign responsibility for resolving it. Managing dependencies ensures potential obstacles are addressed to keep progress on track.
Set Up Goal Dependencies
Dependency Type/Description: Select the dependency type and enter the description.
Person Responsible for Resolving: Select the person who would resolve the dependency.
Issue Start/Resolved Date: Enter the start and end dates.
Resolved By: Select the person who resolved the dependency.
Reward Description: Enter a user-defined description if any rewards are given.
View and Address all Goal Dependencies
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