Use this function to manage and keep track of the professional interviews conducted for a given employee.

The interview records can be created manually or automatically by validating an interview campaign (GESCEV function).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Duplication principle

You can duplicate an interview record to recover useful information from an interview and transfer it to another without having to enter this information again.

  • You can manually duplicate interview records directly from this function. In that case, you need to modify at least the interview date.
  • Likewise, the interview records can be duplicated automatically when generating a new interview campaign.

In both cases, the behaviors encountered on interview records are as follows:

  • The validation cycle of the new record is 'In progress', regardless of the initial validation cycle ('In progress', 'Validated by N+1', 'Validated by N+2').
  • Data from the General tab are kept.
  • On the Performance tab, the objectives from the previous interview record are recovered.
  • Data from the Skills tab are not kept. They must be reinitialized.
  • On the Training tab, the completed training courses match those of the evaluation period.
  • Data from the New objectives tab are not kept.
  • On the Comments tab, the comments from the previous interview record are recovered and displayed in the Previous interview reviewer and Employee previous interview fields (these fields cannot be accessed and therefore cannot be modified). Comments for the new evaluation can be entered in the Reviewer and Employee fields.

Workflow Rules

After the first validation (N+1) is carried out using this function, an email is sent to the reviewer N+2. This message contains the following information:

  • Name of the reviewer N+1
  • Name of the employee being evaluated
  • Date of the evaluation

The workflow rule is EVACPC and the associated data model is EVACPC.

Header

The header contains the employee identification and the dates of the evaluated period.

Upon manual creation, you can specify whether this interview is an annual interview or another type of interview (interview types are managed in the miscellaneous table no. 464 - Interview type).

Block number 1

Campaign (field CEV)

If you create the interview record manually, enter the interview campaign code, if it is required.
If the record was created by validating the Interview campaigns, the interview campaign code is displayed automatically.

Evaluated period (field EVADATSTR)
field EVADATEND
Employee ID (field REFNUM)

The ID number is the employee's unique identifier. It contains 1 to 15 characters.
It can be entered manually or left blank on creation. In which case it will be incremented automatically via a counter.
field SRN
Contract (field CTRNUM)

The contract number of the employee corresponds to one of his contract sequence number.
To inquire the various contracts of an employee, you must select:

  • his ID number,
  • the document type requested,
  • the event date in the left-hand side of the screen.
field CTRDAT
Position (field POT)

This field displays the title of the employee's current position on the start date of the period of evaluation.

Standard job (field JOBPOT)

This field displays the title of the employee's current standard job on the start date of the period of evaluation.

Reviewer (field EVAMAT)
Weight (field REVWEI)

Block number 2

Annual review (field FLGYEA)
Professional interview (field FLGPRO)
Assessment interview (field FLGBIL)
Interview type (field EVATYP)

Code of the interview type (interview types are for example performance, development, professional, etc.).
The list of interview types can be customized in the miscellaneous table no. 464 - Interview type.
The interview type is available in the selection panel to filter the list according to this criteria.
Validation cycle (field EVAVAL)

The validation statuses can be 'In progress', 'Validated by N+1', or 'Validated by N+2'. You cannot modify the statut manually.
Site (field FCY)
Company (field CPY)
Legislation (field EVALEG)

Tab General

This tab contains the reviewer identification and the interview date.

Evaluator

Date (field EVADAT)

 Date of the interview.

Internal evaluator (field EVAMAT)

ID number of the internal evaluator.
field SRN1
External reviewer (field EVALIB)

Name and first name of the external evaluator.
Evaluator N+2 (field EVAMAT2)

Those fields relating to the reviewer N+2 automatically display the ID number, name and first name of the reviewer N+2. These data
originate from the contract record (they are initialized on the contract record according to the setup of the business processes (GESFJH)).
field SRN2
Eval. description N+2 (field EVALIB2)

Tab Performance

Use this tab to view and enter the objectives defined for the period to be evaluated.

Block number 1

Scale (field EVASCA)

If you want this field to automatically display the scale code for the evaluation, you need to specify this code in the EVASCA - Default scale general parameter (TC chapter, CAR group). It is possible to define the scale code by folder/company for the required evaluation. The initialized code of the evaluation scale can still be modified.
If no parameter value is specified, no scale code is initialized. It is therefore recommended to enter a value for the parameter so as not to leave this field blank after the interviews are generated.

Grid Performance

Objective (field EVAOBJ)

Free text field where you can describe the objective (maximum of 250 characters).

Evaluation criteria (field EVACRIT)

Free text field where you can specify the evaluation criteria (maximum of 250 characters).

Level (field EVALEVOBJ)

Use this field to specify whether the objective has been reached or not on a level scale.

Reference (field EVALEVREF)

This information is linked to the scale level. You cannot modify it.

Evaluator's comment (field EVACMT)

Field where you can enter a comment (not mandatory).

Employee cmnt (field CMTMAT)
Scale

Use this action, located at the beginning of each line in the table, to access the definition of the scale and its various levels.

Tab Skills

Use this tab to:

  • View the skills required for the employee's position or standard job
  • View the validated skills
  • Update the validated levels of the skills

For each skill, you can view the descriptions of the scale levels and skill levels: click the Actions icon located at the beginning of each line in the tables, then click Level scale or Skill.

"Requested skills" section

To populate the table with the requested skills (when the table is empty upon record creation), use the Init skills action(available from the Actions icon located at the beginning of each line in the table).

The requested skills match the skills defined for the standard job or position the employee is associated with.

You cannot modify or delete requested skills originating from the initialization, nor can you add requested skills.

Each skill is associated with a reference scale and a level. The inheritance (folder, group, branch, standard job or position) is also specified.

SEEREFERTTO See the guidelines for the standard jobs and positions.

Validated skills section

The skills and levels originate from the employee's career record. They feature the skills required for the position or standard job, and validated for the employee.

Upon loading, those skills that are not validated yet for this employee (not on the career record) but that are required for the position or the job, are preloaded in the skill table. In that case, the skill displays an 'Initial' source and the level matches the level required for the job.

Creation of line(s)

You may need to:

  • Create lines for the first time (for example, in the case of an employee who has never been evaluated)
  • Add lines if the employee has already been evaluated but for another position, or if new skills are required for their current position or standard job

To populate the table with the validated skills, use the Init skills action(available from the Actions icon located at the beginning of each line in the table).

Likewise, skills to be validated can be loaded automatically into this table using the interview generation carried out from any interview campaign (Generation button in the Interview campaigns (GESCEV function)). In this case, the lines of the skills to be validated are created, but they are only prepopulated, in other words, skills are only preloaded into the table (and not validated yet). More precisely:

  • Only the skill, the level, the title and the reference are displayed
  • The Source column is populated with the 'Initial' status
  • The Acquisition date and Evaluated level columns are empty (these data will be displayed later on, when the skills are validated)

Line deletion

In the following cases, lines must be deleted because skills are no longer necessary:

  • A skill has become inactive (the Active check box has been cleared in the Skills record (GESCPC function))
  • A skill has been removed from a position or a standard job
  • A skill is no longer required for the position or standard job

To delete a line from a table, use the Init skills action (available from the Actions icon located at the beginning of each line).

Variances section

The graphical representation of the variances highlights the differences between the skills required for the standard job or position and the skills gained by the current employee at the end of the interview.
When the evaluated levels (validated skills) are updated, the values and the graphical representation are updated simultaneously.

Grid Requested skills

Skills (field EVACPC)

The requested skills match the skills defined for the standard job or position the employee is associated with.
Each skill is associated with a reference scale and a level.

Level (field EVALEV)
Reference (field LEVREF)
Inheritance (field ORICPC)

This field summarizes the skills of the current employee ID. Each skill is characterized by a level, an acquisition date and a source.
From the carriers record, you can view the history of these skills using the History action.
The Inheritance column can take the following values: 'Folder,' 'Group', 'Branch', 'Standard job', 'Position'.
The inheritance is derived from the standard job or the position:

  • When a skill displays the 'Manual' or 'Group of skills' inheritance in the standard job, the corresponding inheritance is 'Standard job',
  • When a skill displays the 'Manual' or 'Group of skills' inheritance in the position, the corresponding inheritance is 'Position'.
Level scale (field CODSCACPC)

Grid Validated skills

Skill (field CPCVAL)

 The validated skills originate from the Careers record.

Level (field LEVCPCVAL)

This column is populated with the last level known from the Careers record. The levels deriving from the Careers record cannot be modified. This field is not populated with the validated skills that have been added subsequently.
When a skill that has not yet been evaluated is added, the suggested level is the requested level.

Reference (field LEVREFVAL)
Source (field ORICPCVAL)

This column contains the same information as that specified on the Careers tab upon initialization.
You cannot modify this information.
The possible values are:

  • 'Training course', if the skill was validated at the end of a training program
  • 'Interview', if the skill was validated during a previous interview
  • 'Manual' if the skill was entered in the Careers module (case of a skill added directly by the HR manager in the careers record, thus not originating from an interview or a training)
  • 'Program', if the skill was validated from an individual program in the Training module.
Date of issue (field EVACPCDATV)

The acquisition date is initialized with the date of the current day every time an evaluated level is added or modified.

Evaluated level (field LEVCPCEVA)

New skill level of the employee.

Reference (field LEVREFEVA)

This information is linked to the scale level and you cannot modify it.

Development action (field ACTDEV)

Select a development action. These actions can be customized in the miscellaneous table 467 – Development action (for example: No action, Training, Tutorship period, etc.).

Training period (field STGCOD)

When the skill is validated (evaluated), you can enter the training course that the employee needs to complete if they need to complete a training course.
The selection list contains the possible training courses, based on the skill and evaluated level. In other words, they correspond to the training courses requiring a level that is identical or higher than the skill level evaluated during the interview. For example, if the evaluated skill is associated with a 'Beginner' level, the selection list contains training courses whose expected level for that skill is 'Average', 'Good', 'Very good' and "Excellent'.

Grid Variances

Skill (field CPCGRA)

The graphical representation of the variances highlights the difference between the skills required for the standard job or position and the skills gained by the current employee at the end of the interview.
When the evaluated levels (validated skills) are updated, the values and the graphical representation are updated simultaneously.
Requirements (field REQUIS)
Validated (field ACQUIS)
Init skills

Use this action (available in the Requested skills table) to initialize the requested skills, which are the skills known upon initialization. They match the skills originating from the standard jobs and positions. The reference position and standard job are those mentioned in the Careers function on the start date of the evaluation.

The initialized values are kept (stored), even if the skill guidelines are modified for the standard jobs or positions, and even if the employee changes position or standard job after the start of the evaluation period. You can update them by clicking the Init skills action as long as the evaluation has not been validated (action to be performed via the Validation button, for N+1 or N+2).

If no standard job or position has been declared for a contract employee, the Init skills action has no effect.
This action can be accessed when the evaluation status (validation cycle) is 'In progress'.
Level scale

Use this action to display the description of the scale levels.

Skill

Use this action to display the descriptions of the scale levels for the skill.

Init skills

Use this action from the Validated skills table to initialize the validated skills declared for the employee upon initialization. The validated skills and associated levels are kept (stored).

This action can be accessed when the evaluation status (validation cycle) is 'In progress'.

Level scale

Use this action to display the description of the scale levels.

Skill

Use this action to display the descriptions of the scale levels for the skill.

Tab Training

Training completed section

The completed training courses are displayed automatically if you have purchased the Training module. They match the training courses completed during the evaluation period.
You cannot enter completed training courses.

Requested training periods section

This table lists the new training requests for the coming period.
This table is empty by default. You enter the requested training courses or they are preloaded upon duplication.
You can add, modify or delete requests as long as the evaluation has not been validated.
Duplicating a record for the same employee ID/same contract chrono, but with a different evaluation date, allows you to initialize the requested training courses.
The requested training courses entered in the Skills tab are automatically transferred to the table of the requested training courses.

Grid Training completed

Training period (field STG)

List of the training courses the employee has attended during the evaluation period if you have purchased the Training module.
Domain (field DOMSTG)

This data is entered automatically if the training course is selected and a domain has been specified for this training course. You cannot modify it.

Theme (field THMSTG)

This information is populated automatically if the training course is selected and a topic is specified for this training course. You cannot modify it.

Status (field STA)

Use this field to view the status of the registration:

  • 'Entered': new registration
  • 'In progress': has been validated by the manager and is pending second validation
  • 'Confirmed': has been validated by the training manager
  • 'Closed': the training manager has ended the session
Session (field SES)

The session code, the dates of the session and the number of training hours of the registration are displayed.

Start date (field STRDAT)
End date (field ENDDAT)
Days (field NBRDAY)

The number of days is significant only when the type of the training period is "Short-term training period". This number is irrelevant when the type of the training period is "Other training period", as they are associated with a volume of hours.

Number of hours (field NBRHOUIPT)

The session code, the dates of the session and the number of training hours of the registration are displayed.

Grid Requested training periods

Training period (field EVASTG)

List of the training periods requested by the employee during their evaluation. The requested training periods are initialized by duplicating the interview form.
It is possible to enter a training period that already exists in the list for a new period, if this training period has not been already completed during the evaluation period. The new request is generated in the Training module for the upcoming period with a new request number.
Domain (field DOM)

Specify the domain of the required training course.
If you have entered a training course, and a topic is defined for this training course, this topic is displayed automatically.
If you have not entered any training course, you must enter the domain or the topic.

Theme (field THM)

Specify the topic of the required training course.
If you have entered a training course, and a topic is defined for this training course, this topic is displayed automatically.
If you have not entered any training course, you must enter the domain or the topic.

Start date required (field STRVLY)

You must enter the requested start and end dates of the training period.

End date required (field ENDVLY)
Priority (field PIO)

 Specify the priority (normal, high, maximum).

Request number (field DEMNUM)
Comment (field CMTSTG)

Enter a comment if necessary.

Training period

Use this option to access the Training period function.

Sessions

Use this option to access the Sessions function.

Training period

Use this option to access the Training period function.

Requests

Use this action to access the Training requests record.

Tab New objectives

Use this tab to describe the objectives set for the next evaluation period.

Grid New objectives

Objective (field EVAOBJ)

Enter the objectives for the coming evaluation period.

Evaluation criteria (field EVACRIT)

Enter the evaluation criteria of the objectives for the coming period.

Tab Missions

This tab displays the missions requested for the employee's position.
To populate the table with the missions, use the Init skills action (available from the Actions icon located at the end of the line).

Block number 1

Scale (field EVAMIS)

If you want this field to automatically display the scale code for the evaluation, you need to specify this code in the EVAMIS – Default responsibility scale general parameter (TC chapter, CAR group). It is possible to define the scale code by folder/company for the required evaluation. The initialized code of the evaluation scale can still be modified.
If no parameter value is specified, no scale code is initialized. It is therefore recommended to enter a value for the parameter so as not to leave this field blank after the interviews are generated.

Score

Missions
Init missions

Use this action to populate the table with the missions.

Tab Prospects

Use this tab to describe the employee's professional project and mobility requests.

Professional project

Professional project (field PRJPFL)

Describe the employee's project.

Functional mobility

Position (field EVAPOT)

In the fields linked to the functional and geographic mobility, define the employee's mobility wishes.

Standard job (field EVAJOB)
Profession (field EVAJOBGRP)
field WJOBGRPDES
Profession date (field EVAJOBGRPD)

Geographic mobility

Mobility (field FLGMOB)
Requested date (field AREDAT)
Region (field ARE)
Site (field EVAFCY)

Grid Actions

Action (field ACTACT)

 In the Actionsgrid, define the actions needed to carry out the professional project.

Lead-time (field ACTDAT)
Term (field ACTMOD)

Tracking

Training followed (field FLGACTFOR)

The manager checks this box if at least one training action exists over the evaluated period.

Acquired certification element (field FLGCERTIF)

The manager checks this box if at least one acquired certification element exists over the evaluated period.

Professional or salary progression (field FLGEVO)

The manager checks this box if at least one professional or salary progression exists over the evaluated period.

Tab Comments

Use this tab to enter general comments at the end of the interview.

Evaluator previous interview

field EVACMT1

This section displays the reviewer's general comment on the previous evaluation It is initialized by duplicating the previous interview.

Employee previous interview

field CMTMAT1

This section displays the employee's general comment on the previous evaluation It is initialized by duplicating the previous interview.

Evaluator

field EVACMTNEW

This section can be used to enter the reviewer's general comment on the current evaluation.

Employee

field CMTMATNEW

This section can be used to enter the employee's general comment on the current evaluation.

Reports

By default, the following reports are associated with this function :

  EVALUATION : Interview

  LISTEVA : Interview list

This can be changed using a different setup.

Specific Buttons

Validation

  • When creating or modifying the evaluation, the validation cycle is 'In progress'.
  • After a first validation, the cycle moves to the 'Validation by N+1' status and the behaviors are as follows:
    • You can no longer modify the fields in this record. Only the Validation button remains accessible. Use it to move the evaluation status from 'Validation by N+1' to 'Validation by N+2' (enables a second reviewer to perform a validation).
    • According to the requested training courses, the system generates training requests in the Training module (if you have purchased this module and only if the request number is empty. The request number is entered after validation). In the Training module, the source of the request is then 'Interview'.
    • The validated skills that have been added and those skills whose level has been reevaluated are updated in the employee's Career record (GESECP record). The source of the validated skills moves to 'Interview' in the Career record.
    • The validated skills that have been added to the interview record and that do not appear in the Career record are added to the Career record. The source of the added skills moves to the 'Interview' status;
    • The validated skills that have not been modified in the interview record are not updated in the Careers record.
    • You can no longer modify the interview record if its status is 'Validation by N+2.
    • The transition from the 'In progress' status to the 'Validation by N+1' and then 'Validation by N+2' status is an automatic process and it cannot be manual.

Score

Use this action to calculate the average reviewer score for all the forms associated with the employee's interviews. This average score is displayed in the Reviewer score field (Missions tab, Score section).

SEEINFO This action is only available for multi-reviewer interview management. Multi-reviewer interview management is only possible if the EVAEN - Interview activity code is activated. Caution, this activity code is reserved for a few countries only (outside of Europe).

You cannot modify the record period directly in the header. To modify the period, use this function.

You cannot modify the interview type directly in the header. To modify the interview type, use this function.

You cannot modify the reviewer directly in the header. To modify the reviewer, use this function.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Evaluator not entered

It is mandatory to enter an internal or external reviewer.

Annual interview record already exists on xx/xx/xx

An annual interview form has already been entered for the fiscal year.

The reviewer cannot be the employee to be evaluated

The reviewer is the employee being interviewed.

Tables used

SEEREFERTTO Refer to documentation Implementation