Setting up the Employee Evaluator
In this section:
To use the Employee Evaluator, open the Human Resources
tab window and then click the Evaluate tab. If the program cannot
find an evaluation form on your computer, a window will appear
asking you to name and save a form before it will open the Employee
Evaluator window.
From the Employee scrolling list, select the employee
for which you wish to print a previous evaluation.
In the Previous evaluations scrolling list, select
the date of the evaluation you want to print out.
Click the Print button. In the print window that
appears, click OK to print the results of the selected evaluation.
Deleting previous evaluations
If needed, you can easily delete previous evaluations
from an employee's file.
n the Human Resources tab window, click the Evaluate
tab.
From the Employee scrolling list, select the employee
for which you wish to delete a previous evaluation.
Click the Clear File button.
Choose either Delete all evaluations
or Delete all evaluations but the most recent.
Click Delete.
Probation Periods
If your company utilizes probation periods for
new hires or perhaps for disciplinary action, mark the appropriate
checkbox and enter the beginning and end dates.
Notes
Click the Notes button to open a text window to
enter any information pertinent to this employee.
Click the Notes button.
Click Yes to display a password
prompt window. Be sure to write the password down and store it
in a safe place. There is no way to retrieve a password!
Enter the password and click OK.
If you clicked No to encrypting or have just entered
the password, the text window will display. The day/date will
automatically insert in the text window. Enter the text.
Once you have entered your note, you can save the
note by clicking File > Return to Payroll.
Click the Save button.
NOTE: If you set up a password for the employee
note, you will be prompted to enter this password in order to
access the note.
Creating evaluation forms
You can create as many performance appraisal forms as needed
with each form containing as many questions you deem necessary.
In the Human Resources tab window, click the Evaluate
tab.
Click the Form Setup button.
In the dialogue box that appears, enter a name for
the evaluation form you are creating, such as Performance Evaluation
Form.
Click Save. Once the form has been saved, you can
add whatever questions you want to it.
Adding questions to evaluation forms
In the Human Resources tab window, click the Evaluate
tab.
Click the Form Setup button.
From the Evaluation Form pop up menu, select the
form to which you want to add questions.
Click the New button.
In the Question text box, enter the question (limited
to 255 characters) exactly as you want it to appear on the evaluation
form.
Select the type of Response Format you want for this
question.
(Optional) Click the Next Question
button if you want to add another question to this evaluation
form.
NOTE: When you click the Next Question button,
the question you just set up is added to the evaluation form.
The New Question window remains open so that you can set up another
new question. Thus, you can add all of your questions to the evaluation
form at this time by clicking the Next Question button.
Click OK. Your question is added
to the evaluation form and you are returned to the Evaluation
Form Setup window.
Click Done to return to the Human Resources tab window
with the Evaluate tab selected.
Editing evaluation questions
There may be times in which you feel you need to
modify a question on an existing evaluation form. Use the following
instructions to do so. If you change the responses of a question
that has been used in previous evaluations, the employee's response
and score on that evaluation may no longer be valid. If you feel
that your changes may invalidate previous evaluations, set it
up as an entirely new question.
In the Human Resources tab window, click the Evaluate
tab.
Click the Form Setup button.
From the Evaluation Form pop up menu, select the
form which contains the question you want to edit.
From the Existing evaluation questions
scrolling list, select the question you wish to edit.
Click the Edit button.
Make the changes you want.
Click OK.
Click Done to return to the Human
Resources tab window with the Evaluate tab selected.
Deleting evaluation questions
Because an evaluation question may be part of a
previous evaluation, the program does not allow you to delete
a question from the Existing evaluation questions list. Instead,
the program allows you to delete the question from appearing on
future evaluation forms.
In the Human Resources tab window, click the Evaluate
tab.
Click the Form Setup button.
From the Evaluation Form pop up menu, select the
form which contains the question you want to delete.
From the Existing evaluation questions scrolling
list, select the question you wish to delete.
Click the Delete button.
NOTE: The deleted questions are indented slightly.
When a deleted question is highlighted, the Delete button will
change to Undelete.
Click Done to return to the Human
Resources tab window with the Evaluate tab selected.
Undeleting evaluation questions
There may be times when a question you've previously
deleted from the evaluation form needs to be undeleted.
In the Employees tab window, click the Evaluate
button.
In the Employee Evaluator window, click the Form
Setup button.
From the Evaluation Form pop up
menu, select the form which contains the question you want to
undelete.
From the Existing evaluation questions
scrolling list, select the question you wish to undelete.
Click the Undelete button.
NOTE: The selected question shifts to the left
and the Undelete button will change to Delete.
Click Done to return to the Human Resources tab window
with the Evaluate tab selected.
Moving evaluation questions
You can arrange your evaluation form questions
in any order you wish by using the Move Up and Move Down buttons.
In the Human Resources tab window, click the Evaluate
tab.
Click the Form Setup button.
From the Evaluation Form pop up
menu, select the form which contains the question(s) you want
to move.
From the Existing evaluation questions
scrolling list, select the question you wish to move.
Click either the Move Up or Move
Down button to move the question.
Click Done to return to the Employees
tab window.
Printing evaluation forms
You can print out a copy of your evaluation form
if you wish to examine the setup of the questions you've added.
In the Human Resources tab window, click the Evaluate
Click the Form Setup button.
From the Evaluation Form pop up
menu, select the form which contains the question(s) you want
to print.
Click the Print button.
In the print window that appears, click OK
to print the evaluation form.
Click Done to return to the Evaluate
section of the Human Resources tab window.
Deleting Evaluation Forms
To delete a form, open the Defaults ƒ folder
in your Aatrix Top Pay folder (or the Aatrix Payroll Folder if
you are not using QuickBooks). Drag the form you don't want to
the Trash.
Evaluating employee work performance
This section covers all topics related to the evaluation
of your employee's work performance. Topics covered are:
- Evaluating employees
- Printing and deleting evaluation results
- Setting up reminders for future evaluations
Evaluating employees
When you have finished setting up an evaluation
form, you can use it to evaluate the work performance of your
employees. Based upon your responses, the program will provide
you with a score for each employee you evaluate.
In the Human Resources tab window, click the Evaluate
tab.
From the Employee scrolling list, select the employee
you wish to evaluate.
Click the Evaluate button.
Select the evaluation form you wish to use.
Click OK.
Choose the appropriate response for the displayed
question. If the displayed question does not apply to this employee,
select the "question doesn't apply" checkbox at the bottom of
the window. The question will not be printed on the employee's
evaluation form, nor will it be included in the employee's evaluation
score.
NOTE: This option is grayed out for text answer
questions.
Click the Next button to advance to the next question.
To return to the preceding question, click the Previous button.
You can also display a question by selecting (highlighting)
the desired question in the Questions list.
Click the Save button.
Fill in the Save Review window with relevant information.
(Optional) Enter any applicable comments in the text box (up
to 255 characters).
(Optional) Enter the date for this employee's next review.
(Optional) Print a copy of this review.
Enter the name or initials of the person who conducted this
evaluation. This field is required in order to save the review.
Click Save. The evaluation will be added to the employee's
file.
Setting up evaluation reminders
Use this feature to set up reminders and due dates
for conducting employee evaluations.
In the Human Resources tab window, click the Evaluate
tab.
From the Employee scrolling list, select the employee for
which you wish to set up an evaluation reminder for.
Click the Remind button.
In the text box, enter the date you want to be reminded of
an employee evaluation.
Click OK.
On the date that this reminder comes due, the program
will remind you to conduct the evaluation when you start your
computer as well as when you open your payroll program.
Note: You can set up multiple reminder dates
for the same employee (for example, 6/27/04, 7/27/04, and 8/28/04)
by simply repeating steps 3-5, and entering a different date each
time.
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