New Hire Evaluations (Video)

The following is a transcript of the video guide:

In this video guide we’re going to walk through the New Hire Evaluations.
This is for new hire employees, aka short-service employees typically that would have been there under 180 days.
Basically, this is on-boarding process for periodically evaluating these employees to see how they’re doing in the new hire process.
I’m going to walk you through what it looks like to actually do one of these evaluations, and then I’m going to show you what it looks like to design how you want your evaluations to work for your company.

I’m going to start out on the KPA EHS log In page, and I’m going to log in as a manager of the system, and they have a few different open tasks, but one of them is that they need to do an Evaluation 6 for Mark Wilson.

I’m going to go ahead and just show you what it’s looks like for them to fill out this task, and then I’ll show you why this task got here in a second.
Basically, they would just click on this task, it’s automatically assigned to them based on how long Mark Wilson has been here.
Maybe after, you know, 120 days, then this person, Jason Clark, got assigned an evaluation to do for Mark Wilson.
I’ll click on that evaluation and then basically it’s going to load automatically that I’m doing it for Mark Wilson, and then it’s just a series of short questions of rating them, you know, zero to three or N/A based on how he’s doing.

You could choose the different values here, you could do this from you iPhone or iPad as well.
You’re going to have a total score shown below of these points, and then you can see a percentage of how, this employee’s rate overall.
I did a 3-2-3 and that will be 8 out of 9, which is an 89% for this person, and then I’ll hit submit.
That’ll take me back to the home page.

I can see that that task is gone from my task list, and I’ve completed the evaluation.
As I go on, other people will get evaluations for him throughout that first six months.
Now I’m going to sign out, and I’m going to sign in as admin that really has full access to this system.
I’m going to go over to Mark Wilson’s employee profile.

This is the employee that we just evaluated.
You can see first of all that since he’s a short service employee, he has this little cap icon right here.
Then you can see his short service start date listed down here.
If you wanted to clear him of being a short service employee, you could just click edit and you could remove that short service start date.

If you wanted to make him a short service employee, you would just choose the date that his short service basically started for the company.
I’m not going to mess with that right now, I’ll leave it as a short service employee.
Then I’m going to scroll down, since I’m admin of the system, I can see quite a bit of information, including his evaluation scores.
If I expand that, I can see a listing of the evaluations that have been done for this employee, who actually did the evaluation, and what the score is that they gave him.

These are the total scores that he has received, and I can see there’s one evaluation that’s pending, and we’re going to do that one in a second.
If I click details, I see not only the total score, but actually see the breakdown of the questions that were answered.
I can see that Jason Clark evaluated this employee, Mark Wilson, on March 29.
He gave him a 13 out of 15, and I can see the actual scores for all the different questions that were asked.

That’s what it looks like to see and view the employee’s scores for the evaulations.
If I go to my home page, I can see that I actually have a evaluation that I need to do for Mark Wilson, and it’s a final evaluation.
That’s a little bit different than these other evaluations we’ve had.
If I click on that final evaluation, then it’s going to have a different look to it.

It’ll actually load Mark Wilson’s name and picture and some information about him, and even show me a full breakdown of the previous scores he has received and who filled out those reports.
The reasoning behind that is that normally you might have a District Manager or someone at maybe a higher level that would be doing these evaluations and they may not be particularly familiar with this employee unless they have a reminder of who they are, what their picture is, what their title is, when they were hired, what scores they’ve been receiving so far.
As a District Manger, I can go through this, I can see, like, yeah this looks like a good employee.
Looks like he’s been doing a great job.

I like his total score, it seems like Jason’s a fan.
I’m going to go ahead and click to graduate him.
That’s the only question I have to answer right there.
If I hit graduate, and then hit submit and go back to my home page, you’ll be able to see that that task is removed from my task list and I’ll go to my employee profile and, or actually I should go to Mark’s employee profile and you can see that he’s no longer a short service employee.

That icon is removed.
The short service date is gone.
Then, if people that have access to view new hire evaluations wanted to, they could subscribe to know whenever an employee has graduated from the process.
I’ll show you that in just a second.

Here is the listing of evaluations again, and then now I can see that that final evaluation is done by Derrick Brown.
I’m going to go into my notification settings to show you what it looks like to subscribe to whenever an employee graduates from the new hire or on-boarding process.
Since I have access to view new hire scores, I have this listing right here of a New Hire Graduation notification.
I have it set up where it’s going to ping me, it’s going to send me and email and ping me on my iPhone when an employee graduates.

I can see those scores right there, and see that he’s been graduated from the process, and be up to date and know what’s going on with that employee right away via email or iPhone or Android or whatever you wanted to, right there.
That’s what the process looks like by default, but you have the ability to, you know, opt out of that process all together.
Maybe you don’t want to do employee evaluations for new hires.
Or maybe it needs to look different for your company.

The way you would manage that is you go into the control panel, and you scroll down to the New Hire Evaluations button, and click on that.
This is the page where you can design that whole process.
We start it out and give you a good starting point for what would maybe be a common, on-boarding evaluation process.
But you can tweak that however you want.

For starters, you can disable the evaluations all together.
I can just click disable right there and then I go down and hit save changes, and then there would be no evaluation tasks automatically given.
But if you wanted to enable them, but perhaps you wanted to change the schedule you would do that here.
Right now by default in the system a task is generated on day five and the task is named Evaluation 1 for whatever the new hire’s name is.

The form, is the, this form that we’ve built in the report section, and it’s assigned to that employee’s HSE.
As you go down you can see there’s other evaluations that are done right here.
We have another evaluation on day 30 and that’s assigned to the mentor.
Then we have another one on day 60 and that’s assigned again to the HSE.

These are different forms in different reports.
You could go into that report section and you can see down here, these are the forms that they’re filling out, but you may want to create a new form that they have to fill out for that employee or you may want to edit one of these.
I could say, you know I want to ask another question on New Hire, Evaluation 2 that’s assigned to the mentor, and I’ll click on edit right there and this will take me to the report builder and it will list out the questions, and I’ll be able to add a question or even reword them if I wanted to.
This has, looks like five questions that are asked of them.

Maybe I want to make these a little bit more brief.
Maybe I want to go in, and I’m going to change the name of this one to just dependability, and I’ll hit done right there.
Now I’m just editing this form that that mentor is going to fill out for the second evaluation.
I could say, you know, job knowledge is not really an important question for us.

I’ll delete that.
Then whenever I’m done, I hit save changes, and that’s the new form that the mentor would fill out on day 30 for a new employee.
You could say, you know, we really don’t need that day 60 evaluation that’s done by the HSE.
I’m going to delete that one all together.

Boom, it’s gone.
You just need to hit save changes below.
You could even add more evaluations if you wanted to.
Then you could say, you know, we want another one on day 75 and we want it to be done by the supervisor.

That’s the process of scheduling these evaluations that are scored throughout the new hire process.
At the very end, it’s probably a good idea to have a final evaluation, and that’s what this one is.
It’s on day 181.
It’s at the very end of that process.

They fill out the New Hire Final Evaluation form and it’s assiged to the District Manager in this case.
It would be that employee’s field office, will have a District Manager, and that’s who would actually do this evaluation.
This one actually decides whether they graduate or not.
It would actually trigger the graduation email and removing the new hire status from that employee if the District Manager were to choose that that employee should graduate.

That’s a real fast run through of the new hire evaluation process and how you manage that and can change that to work for your own company.
If you have questions, definitely feel free to reach out to us.
We have other video guides that talk through building reports and forms loading employees and all those types of things.
The video guides may also be a helpful resource for you.