Objective setting & appraisal

[Former Member]

Dear experts,

Our client is implementing Objective Setting & Appraisal (web based) which will be intregrated with portal. There will be three level of supervisor hierarchy for appraisal namely appraiser, reviewer & high level reviewer. with regard to this I have few queries, request you all to suugest your experties.

1. How the preparation phase i.e. how appraisal document will be created for each employees. For each employees appraiser, reviewer & high level reviewer should be identified by the system. This will complete the preparation phase.

I was seeing the phap_prepare transaction which creates document based on org unit, but this report creates the document upto appraiser level. The reviewer and high level reviewer are not identified by this program. Please suggest.

2. For the subsequent phase i.e. for planning,review,process & completed phase the appraisal form for each employee(appraisee) should flow using workflow to the respective supervisors for each of the appraisee. Please let me know how to achieve this?

Looking for your sincere advice.

Thanks in advance.

[Former Member · Accepted solution]

Hi Prakash,

Regarding your first question, my suggestion is to make your ABAPer copy PHAP_PREPARE_PA program and change accordingly so that the resulting list will include appraisers from the organizational chart hierarchy.

Regarding your second question, my answer depends on who are going to give points to employee. If all of them will give points, you may define first and second level appraisers as "Part appraisers" and while creating the form you'll give then sequence numbers 1 & 2 respectively. So the form will flow first to appraiser then to the first reviewer. Then the higher level reviewer shall be the appraiser. If only the appraiser is giving points, then make appraiser the "Appraiser" of the forms and make the reviewers "further participants".

Regards,

Dilek

[Former Member · Accepted solution]

Dera Dilek,

Thanks for your reply. It was indeed a good information from your side,but yet I want to varify my understanding with regard to the reply that you have given for my question no 1 and few more doubts/queries.

points:

1. you mean that the standard program should be copied and modified to add two more columns for

idetifying reviewer and high level reviewer as per the org structure. Please confirm.

2. Also as part of quetion 2, I would like to add that points/ratings will be given by all the supervisors for each of the objectives and competancies in the appraisal form and also overall final rating will be again given by each of the supervisors indivisually during in process phase. The average of overall rating of all the three supervisors will be the final rating for each of the appraisee. This is the scenarion, please suugest how to accomplish.

3. Once the supervisor is decided for all the three levels as above in point1 will workflow automatically move the appraisal form to the concerned person,once the user clicks on the push button or it requires some more configuration to accomplish the flow process.

Waiting for your reply.

Warm Regards,

[Former Member · Accepted solution]

Dear Prakash,

1. you mean that the standard program should be copied and modified to add two more columns for

idetifying reviewer and high level reviewer as per the org structure. Please confirm.

Yes, this is exactly what I mean. However, adding the columns to the resulting list is not enough. You ABAPer needs to also add these two people as part appraisals in the form via implementing the BADI HRHAP00_DOC_DEF_DE - Default Part Appraisers

2. Also as part of quetion 2, I would like to add that points/ratings will be given by all the supervisors for each of the objectives and competancies in the appraisal form and also overall final rating will be again given by each of the supervisors indivisually during in process phase. The average of overall rating of all the three supervisors will be the final rating for each of the appraisee. This is the scenarion, please suugest how to accomplish.

If all of the supervisors are going to add points and the final rating will be calculated from theirs', then I would suggest you to define each of the three supervisors as part appraisers and define the sequence accordingly. You would not need the appraiser in the form - No need for complication

3. Once the supervisor is decided for all the three levels as above in point1 will workflow automatically move the appraisal form to the concerned person,once the user clicks on the push button or it requires some more configuration to accomplish the flow process.

When you do the necessary settings and create the form, the status flow residing on the form will make sure that the form goes to the part appraisers respectively, in the sequence you've defined. You don't need to define an additional workflow. It is only necessary in very complicated cases.

Good luck!

Dilek

Edited by: Dilek Ersoz on Jun 16, 2009 12:55 PM

[Former Member · Accepted solution]

Dear Dilek,

Once again my sincere thanks to you. I would like to be more clearer from your side as your reply to my question no 1 in your immediate previous reply. Please explain little more on that. I am new to OSA.

Also as per the requirement since three level of reporting is required in our case, I need to prepare the appraisal document for each appraisee namely supervisor, reviewer and high level reviewer (three level), so that when the workflow triggers, for example: when the appraisee clicks the push button the appraisal form goes to his immediate supervisors and susequently when his immmediate supervisor clicks on push button it goes to his (appraisees') reviewer and and so on... as determined by the system during the appraisee's appraisal document preparation. Am I correct?

Please comment on my understanding and suggest.

With Warm Regards,

[Former Member · Accepted solution]

Prakash,

For three levels of supervisors, you don't need to prepare the form three times. When you define all the supervisors as part appraisers, the system automatically adds one new column into the form for each supervisor's appraisal. Thus, if there is one supervisor, there is one form with one part appraisal column; if there are two supervisors, there is again one form but two part appraisal columns this time, and so on.

Regarding the first question, what I am talking about is to copy the phap_prepare_pa program and add two columns (with names of second and third supervisors) to the resulting ALV list of the program. But modifying the resulting list of pa_prepare_pa is not enough. The functioning of the program should also be updated by the ABAPer so that the first, second and third supervisors will be assigned as part appraisers in the resulting form and their sequence numbers will be 1,2,3 respectively.

Dilek

[Former Member · Accepted solution]

Dilek,

Can I prepare the appraisal document for each employee upto appraisaer level only or should I prepare the appraisal document which will contain all the three level?

Though the form wil be routed through all the three level via workflow but it is not mandatory for client to have the names of all the supervisors in the appraisal form. Please suggest.

Also for the workflow purpose the client do not want to follow the OM structure as defined in SAP, but it wants for each employee the appraiser, reviewer & high level reviewer for appraisal purpose should be different from OM structure and workflow should move the document accordinlgy. In such scenarion, I will have to prepare the appraisal document also in the same way may be for one level or for all the level as asked above.

Please suggest how to accomplish the same?

For IDP purpose the client do not have any standard process, but still if the appraiser feels any IDP to maintain for his subordinate he mention the area of development( IDP) with action plan and target date of completion in the hard copy of appraisal form. I have to suggest what is the standard SAP process related to IDP while doing appraisal.

I had configured the form, and had used standard badi. This badi brings the development plan item in the appraisal form, if it is maintainted in the PPPM for a particular employee for whom appraisal is done.

Please suggest what should be standard sap solution with regard to IDP, as client want to maintain the same.

Your suggestions are helping me lot in understanding OSA, with your kind consent I would like to keep sending my queries whenever required.

With Regards,

[Former Member · Accepted solution]

Hi Prakash,

Can I prepare the appraisal document for each employee upto appraisaer level only or should I prepare the appraisal document which will contain all the three level?

If you don't include any part appraisers, then you would have a form with only appraiser level and appraiser columns available -i.e. system adds part appraisal columns dynamically-

Though the form wil be routed through all the three level via workflow but it is not mandatory for client to have the names of all the supervisors in the appraisal form. Please suggest.

If other supervisors are not obligatory, in the status flow, add one more button for In Process-Part Appraiser substatus which will may complete the form immediately

Also for the workflow purpose the client do not want to follow the OM structure as defined in SAP, but it wants for each employee the appraiser, reviewer & high level reviewer for appraisal purpose should be different from OM structure and workflow should move the document accordinlgy. In such scenarion, I will have to prepare the appraisal document also in the same way may be for one level or for all the level as asked above.

Please suggest how to accomplish the same?

You may not use the PHAP_PREPARE transaction for bulk form preparation if you have such a specific case. In that case, I would advise you to use PHAP_CREATE to create the special forms one by one

For IDP purpose the client do not have any standard process, but still if the appraiser feels any IDP to maintain for his subordinate he mention the area of development( IDP) with action plan and target date of completion in the hard copy of appraisal form. I have to suggest what is the standard SAP process related to IDP while doing appraisal.

I had configured the form, and had used standard badi. This badi brings the development plan item in the appraisal form, if it is maintainted in the PPPM for a particular employee for whom appraisal is done.

Please suggest what should be standard sap solution with regard to IDP, as client want to maintain the same.

I've never implemented IDP in appraisal forms. But if there is a standard BADI that integrates IDP with appraisal system, this would definitely be the SAP solution recommendation

Regards,

Dilek

[Former Member · Accepted solution]

Dear Dilek,

I was not well during immediate past and therefore could not clarify my doubts with regard to the reply you had sent to me.

My many thanks to you for being with me in solving my queries.

To start with,

I would like to once again summarize the requirement process of client and as well my understanding with you, whatsoever is discussed as of now.

As discussed there will be three level of appraisal hierarchy namely appraiser, reviewer and high level reviewer.All the three supervisor (appraiser) will give rating to appraisee for each of the objective and competency in the appraisal form.

Overall final rating will also be given by the them and system will calculate the average of final rating as a fix/completed rating for appraisee.

As all the supervisors are giving rating therefore as suggested by you, I will consider all the supervisors as a part appraiser.

Now there are two main issues .

1. The creation of appraisal form i.e. preparation of appraisal form (In-Preparation phase) via standard program (using phap_prepare) or customized program which will be modification of the standard program (phap_prepare transaction) for identifying reviewer and high level reviewer.

In my scenario standard program needs to be modified to identify the appraiser (part appraiser as suggested) reviewer (basically part appraiser as suggested, but he should be higher in post compared to appraiser) and high level reviewer (basically part appraiser but higher in post compared to reviewer) for each employee to prepare the appraisal document. This will complete the appraisal document preparation for all the employee.

With change in standard program (phap_prepare) as suggested by you this activity will be completed.

I hope system will identify appraiser, reviewer and high level reviewer and prepare the appraisal document as per the organizational reporting structure/hierarchy, but to map the requirement, I will consider them as a part appraiser while configuring appraisal template (phap_catalog).

Please verify my understanding with yours and suggest if any. Having agreed on my above points by you, I would like to discuss regarding workflow requirement.

2. The next area of concern is regarding workflow mapping i.e. the form should move from appraisee to appraiser (part appraiser) then from appraiser to reviewer (part appraiser) and from reviewer to high-level reviewer(part appraiser) and again the form will move from high level reviewer to appraisee and then from appraisee to appraiser (part appraiser) then appraiser to reviewer(part appraiser) and finally from reviewer to high level reviewer(part-appraiser) to complete the entire appraisal process.

In order to accomplish this workflow requirement, what are the things which will be configured in the form.

3. Also want to know is there any linkage between step1 & step2 as discussed above.

Meaning if I am preparing the document upto appraisal level only and no reviewer and high level

reviewer using the transaction phap_prepare , then in such a scenario can I move the form thru

reviewer (part appraiser) and high level reviewer (part appraiser) as part of workflow to complete

the appraisal process?

4. If appraisal document is created/prepared using customized program which fetches the data for appraiser, reviewer and high level reviewer for each employee and prepares the header information for the appraisal document, then in such a scenario will workflow move the appraisal form to appropriate supervisors (part appraisers) as per the header information? What do I need to do or suggest workflow consultant please suggest.

Also highlight the points for maintaining OM structure in this regard so that custom program will prepare the document containing all the three supervisors.

Regards,

[Former Member]

Yet to find final answer.