Company: Link Technologies
Case No: L12153. Project: 12.40: LinkSOFT Version 12.40 - 12.41
Logged By: Rashna (Edge Business Solutions) on 02 Feb 2021 08:15AM
Priority: Low
Product: Payroll & HR
Group: Enhancement
Time Taken: 7.50 (Weight: 7.50)
Version: 12.40
Assigned To: Sanjay (Link Technologies)
Circulation: Alvis, Development, Rashna, Sanjay
Resolve By: Friday, 30 April 2021 11:59 PM [1175 days since logged date]
Status: Closed
Subject: Improvements to Appraisal Maintenance and Entry
Summary:    
Agreed to develop the following improvements:

Add a configuration for "Employee Score is required"
Add a configuration for "Manager Score is required"
A score of 0 requires a comment - add a rule "CommentIsRequiredForZeroScore"

Add a new Batch Entry form for "Appraisal Scores". Users with access to this form can override Score and comments for employees in their pay team.

-------Previous design below this line ---

Business Scenario


Below is the list of tasks that we would like to perform. Items 1 to 3 can be achieved in the current system.

  1. HR creates an "Appraisal Form" with KPIs. The KPIs are reviewed and altered at every appraisal.
  2. The "Appraisal Form" is printed and given to the employees.
  3. Employees fill the scores for each KPI and submit the form to HR.
  4. HR updates the "Employee" and "HR"  scores in LinkSOFT

Item 4: Only the employee is able to update the "Employee" score and the HR is able to update the "HR Score". HR is only able to update scores after the employees have submitted their scores. 

 Note,

The system was designed with the following in mind:

  1. Employee score can only be entered by the employee. 
  2. The manager score can only be entered by the manager.

Audit Notes:Edited by rashna on 13/04/21 11:38. Edited by sanjay on 13/04/21 09:16. Edited by sanjay on 13/04/21 09:15. Edited by sanjay on 12/04/21 16:20. Edited by rashna on 12/04/21 14:11. Edited by alvis on 25/02/21 10:44. Edited by rashna on 25/02/21 10:29. Edited by rashna on 25/02/21 10:29. Edited by rashna on 02/02/21 08:15. 
28 Jan 202110:24AM Comment 1 by Rashna (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 29-01-2021 05:00 PM Time Taken: 1.00 Notes: ETC extended from: 27/01/2021 to 29/01/2021

--- Email Discussions with FiCAC ---

Lorraine from FICAC has provided their response in Red. 

Thanks for the update. However, we need below clarifications

  1. Why has FICAC chosen that the employee scoring will be a manual process? This has been the process from the beginning and is still sufficient for the Commission as there are 2-3 Officers that vet an Officer’s performance before it passes through the Manager to  HR for the Deputy Commissioner’s final decision.
    1. Employees updating scores directly into ESS will save data entry time for HR and reduce printing costs. Some things are still done on paper till today like payment vouchers, cheque signing etc.  Hence, it is no different to staff appraisals which is done on a yearly basis.
  2. What controls are in place to ensure that scores have been correctly updated by HR from the "Appraisal Forms" submitted by the employees? Please advise the basis of your question as it seems you are questioning/auditing our processes & procedures?  Secondly, such questions were not raised when you had provided the previous link software for our usage. 
  3. Do you capture comments from employees when they provide scores on paper? We do not see the relevance of this question as the previous system you provided to us had the same process and you did not raise such issues when we used the system for several years.

We need the above details so we justify the request to the development team. Please refer to case E00971 for further details.  We advise that you review your questions as we have engaged other IT companies that have tailormade software to accommodate sensitive matters for us and they have never raised such questions.

 

Thanks
Rashna


02 Feb 202108:15AM Comment 2 by Rashna (Edge Business Solutions) Case L12153 added to project 12.4
25 Feb 202110:29AM Comment 3 by Rashna (Edge Business Solutions) ETC was changed from 29/01/2021 to 19/03/2021
12 Apr 202104:18PM Comment 4 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 14-04-2021 04:01 PM Time Taken: 1.00

Agreed to develop the following improvement:

  1. Add a configuration for "Employee Score is required"
  2. Add a configuration for "Manager Score is required"
  3. A score of 0 requires a comment - add a rule "CommentIsRequiredForZeroScore"



13 Apr 202111:38AM Comment 5 by Rashna (Edge Business Solutions) ETC was changed from 19/03/2021 to 30/04/2021
22 Apr 202111:40AM Comment 6 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 28-04-2021 10:19 AM Time Taken: 2.00
PART A - Development work for this case has been completed.

1. The change will be available in version:12.41.0422

2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

  1. Added security to allow a user to override appraisal score entry and submission

3. Affected Areas:

  1. Performance Appraisal -> Appraisal 
    1. User with this access can submit on behalf of the employee, manager & HR
    2. Score Summary -> KPI Details
      1. User with this access can enter score and comment on behalf of the employee, manager & HR

4. The issue was caused by:

  1. Allow manual entry 

5. Notes
6. Next Step
(Review and System Test (Developer) -> UAT (Quality) -> Documentation): UAT


27 Apr 202109:06AM Comment 7 by Alvis (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 29-04-2021 08:53 AM Time Taken: 0.50
Documentation completed

27 Apr 202111:06AM Comment 8 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 29-04-2021 11:05 AM
Please proceed with UAT

27 Apr 202104:31PM Comment 9 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 29-04-2021 04:02 PM Time Taken: 1.00
Part A - System Test/UAT Results
1. Developer comments are complete and accurate(Yes/No):
2. Complete Table 1 below:

Table 1 - Test Results
Test NoTest CasePass/FailComments
1Assign a user access to the security menu "HR471-11". This user should be able to edit appraisal scores and comments on behalf of employees, managers, and HR.pass
2User can submit the application as the employee. This submission automatically submits as Manager and HR and marks the appraisal as closed.pass



Environment Details
1. OS version:
2. 
Application version:12.40.0427.RC1
3. 
Setup:
4. 
Server:10.0.0.14
5. 
Database:DEMO-LINKSOFT

Part B: Next Step: for review


28 Apr 202109:42AM Comment 10 by Rashna (Edge Business Solutions) Assigned To: Alvis (Link Technologies) Followup Date: 30-04-2021 08:40 AM Time Taken: 1.00
QA Results
Tests carried out according to requirements specified on the case header

Test Results Summary

Table 1 - Summarised list of issues
NoTest DescriptionPass/Fail
1

Create a "SuperUser" with access to ""HR471-11"

  1. Create the appraisal for employee E012.
  2. Update the employee score from "Score Summary". 
  3. "SuperUser" should be able to submit the employee score and comments
Pass
2Update the "Manager" and "HR" score using the "SuperUser"Pass
3

Create a "SuperUser" with access to ""HR471-11"

  1. Create the appraisal for employee E104
  2. Update the employee score from "Score Entry". 
  3. "SuperUser" should be able to submit the employee score and comments

Fails, unable to update scores from "Score Entry". 

Message -  "appraisal has not been submitted by the employee." 


Environment Details

  1. OS version: Windows Server 2012
  2. Application version: 12.40.0427RC1
  3. Setup: Demo
  4. Server : 10.0.0.14
  5. Database: LINKSOFT-DEMO-124

Next Step

  1. For Review

    28 Apr 202110:53AM Comment 11 by Rashna (Edge Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 30-04-2021 10:48 AM Time Taken: 1.00

    Discussion between Sanjay, Alvis, and Rashna

    1. The Super User should be using the "Score Summary" to manually update the "Employee, HR, and Manager" score simultaneously.
    2. The "Score Summary" will require each score to be submitted in sequence before the appraisal can be closed. 
    3. Consultants to train users on the above during implementation.

    Next Step - Closure




    28 Apr 202111:03AM Comment 12 by Sanjay (Link Technologies) Assigned To: Sanjay (Link Technologies) Followup Date: 30-04-2021 11:03 AM
    Thanks Rashna

    If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12153 in the subject line of all emails regarding this issue.

    Document size: 19.1 KB
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