Key insights from any HR-related review, including discussion points, timing, and follow-up actions, can be tracked within Empeon Workforce under each Employee Profile. Follow-up reviews can even be scheduled and Alerts can be set up in order to remind Workforce Users of upcoming review dates.
While performance evaluations and disciplinary meetings, can be tracked so can rate reviews which is what this feature is most commonly used for. This is because associated with any type of review, raise amounts and new pay amounts can be recorded.
Rating Codes
In order for any HR-related review to be tracked, a Rating Code must first be set up to define the type of review that it is. Once the Rating Code is created, it can then be documented or scheduled within the Employee Profile.
To set up a Rating Code, navigate to the HR section within the Company tab, and select the Reviews Card.
On the next screen, it will show any active Rating Codes that have been set up within the system. To set up a new Rating Code, click the blue button labeled "+ New Rating Code" in the top right corner.
When setting up a Rating Code, there will only be two fields that need to be completed:
- Code - Set the code name of the Rating Code that represents the type of employee review it will be used for. There is a character limit of 10 when entering the code.
- Description - This is where a description and any additional information can be entered for the code.
Once both fields have been entered, click the blue 'Save' button to finalize the Rating Code. The Rating Code will now be ready for assignment.
Assigning HR Reviews
Once the Rating Code is established on the company level, it can then be assigned on the Employee Profile within the Reviews section: People Tab (Select Employee) > HR > Employment > Reviews.
The Reviews section of the Employee Profile is where employee reviews are documented. It does not affect whether the review itself takes place; it simply documents the type of review and when it occurred, or is scheduled to occur.
To assign the Rating Code, click the blue 'plus' sign in the top right corner. In the example below, we are assigning a Rating Code for "Merit" in order to schedule a merit review.
- Review Date - Set the date for when the Merit review took place, or will take place.
- Reviewer - If desired, enter the name(s) of who will be conducting the review with the employee.
- Rating Code - This is where the Rating Code is linked to the review, indicating the type of review this will be. All options available from this dropdown are active Rating Codes.
- Raise Amount/New Pay Amount - As noted, Rating Codes are most commonly used to facilitate pay rate reviews. For reviews such as a Merit review centered around a pay increase, the proposed increase can be entered here.
- Next Review Date - If this is a recurring review or if the review warrants a follow-up, the next review date can be scheduled. This field is important if the Alert for "Employee Upcoming Review Date" has been set up to remind Workforce Users via email of upcoming reviews.
- Effective Date - This date indicated when the Rating Code was assigned on the Employee Profile. This is NOT the date the actual review is scheduled for.
There are also fields on this screen for Reviewer Notes and Employer Notes and these are fields more applicable for when the review takes place. These fields can be used to document what was brought up and discussed by both parties. The notes entered here will be saved for future reviews where more notes can be added.
Please note that there is also the option to attach any applicable documents to this review, and this can be another method for how the review is documented.
After reviewing each field on this screen, click the blue 'Save' button to finish assigning the Rating Code. In addition to the "Employee Upcoming Review Date" Alert to help Workforce Users stay on top of review dates, there is also an Employee Reviews Live Report available where specific dates or Rating Codes can be filtered.