Edit Appraisal (APPCHANGE)

Purpose

Use this procedure to perform a number of different activities related to editing appraisals. These include:

• Generating a list of appraisals to be edited based on a range of criteria;

• Editing appraisals directly from the report generated;

• Creating a new or future appraisal, using an existing appraisal as a template;

• Editing an existing appraisal, where the status is still 'In process';

• Completing an appraisal that has previously been saved;

• Renaming an appraisal;

• Deleting an appraisal created in error;

• Miscellaneous functions such as comparison and evaluation of appraisals are also available, see Helpful Hints.

Trigger

Perform this procedure when you need to carry out any of the editing functions listed under Purpose above.

Prerequisites

• An appraisal has previously been created for the selected employees.

• An 'Edit Appraisals' listing has been run that includes the employees with appraisals to be edited.

Navigation Path

Use the following navigation path to begin this transaction:

• Select to go to the Edit Appraisals screen.

Helpful Hints

Editing appraisals means processing data already in the system, and entering and saving new data. So, you can change existing records and enter new records for an employee, provided an appraisal has been created previously. Editing can be carried out for individual employees using a series of functions that become available when the 'Edit Appraisal' report has been generated. Functions available, but not covered in detail in this procedure, are listed below:

• Display

displays an appraisal for a selected employee.

• List

displays an Appraisal sheet for a selected employee.

For details on using the List function, refer to Procedure Create Appraisal.

• Compare

is an evaluation function that enables you to compare appraisals created, to check for parity and analyse any trends across appraiser(s)/appraisee(s). To use this function, it is recommended that as many aspects of the appraisal model/appraisal elements as possible are similar to make the comparison meaningful. In order to perform a comparison, one appraisal must be specified as the 'reference appraisal'.

• Average

enables you to analyse average evaluation scores for a range of appraisals.

• Select All

selects all appraisals listed in the 'Edit Appraisal' report for evaluation.

• Deselect All

cancels any selections for appraisals listed in the 'Edit Appraisal' report.

• Sort in ascending order

sorts selected appraisals listed in the 'Edit Appraisal' report.

• Sort in descending order

sorts selected appraisals listed in the 'Edit Appraisal' report.

• Refresh

updates the screen view of the 'Edit Appraisal' report if formatting changes are made.

Procedure

1. Start the transaction using the navigation path.

SAP Easy Access Main Menu

2. Double click Edit Appraisal to go to the Edit Appraisals screen.

Edit Appraisals

3. With the cursor in the Appraisal Model field, click

to go to the Appraisal model (1) window.

Appraisal model (1)

4. Click

to perform a search for the Appraisal models that exist in your organisation.

You can also use search terms with restrictions, but as an organisation does not tend to have many different types of Appraisal model, this method is not explained in detail.

Appraisal model (1) 3 Entries found

5. Click Checkbox Selected

to the left of the Appraisal type, eg, Annual Appra.

6. Click

to confirm your selection and return to the Edit Appraisals screen.

Edit Appraisals

7. Perform one of the following:

If	Go To
You want to further define the aspect of employee appraisals that you want to edit/analyse. Example: You want to select all annual appraisals where employees have gained a score of 'Poor' for the appraisal element 'Flexibility'	Step 8
The Appraisal model, eg, Annual Appraisal, parameter is sufficient for generating your Edit Appraisal listing.	Step 17

8. Click

to go to the Catalog: Display Appraisal model window.

Catalog: Display Appraisal model

9. Click

to expand the Appraisal model for which you want to further define selection criteria and go to the Catalog: Display Appraisal model window.

Catalog: Display Appraisal model

10. Click

to expand the Appraisal element(s) for which you want to further define selection criteria and go to the Catalog: Display Appraisal model window.

Catalog: Display Appraisal model

11. Click

to the left of the Appraisal criterion/criteria to be analysed in the report.

12. Click

to confirm your selections and go to the Additional Selection Criteria window.

Additional Selection Criteria

If you select more than one proficiency, eg, Flexibility and Team Working, both will display in the window above and separate evaluation criteria can be assigned to each.

13. With the cursor in the Evaluation field, click

to go to the Scale: Standard Scale window.

Scale: Standard Scale

The Scale type is determined by the assignments to the Appraisal model and the Appraisal group/criteria.

14. Click the proficiency you want to include as a selection parameter, eg

15. Click

to confirm your selections and return to the Additional Selection Criteria window.

Additional Selection Criteria

16. Click

to confirm your selections and return to the Edit Appraisals screen.

Edit Appraisals

When Further Selection criteria are defined, the

icon is highlighted green.

17. Complete the following fields:

• Period appraised

• to

• Creation period

• To

• Appraiser (1)

• Appraiser (2)

• AND

• OR

• Appraisee (1)

• Appraisee (2)

18. Perform one of the following:

If	Go To
You want to follow detailed instructions to select an Appraiser or an Appraisee	Step 19
You have already selected the Appraiser(s) and/or Appraisee(s)	Step 25

19. With the cursor in either the Appraiser or the Appraisee field, click

20. Click

to select this as the active Appraiser or Appraisee object type.

21. With the cursor in either the Appraiser or the Appraisee name field, click

to go to the Choose Person window.

Choose Person

The search terms displayed are determined by the last search method used. If you are not presented with the above view immediately, click the

tab.

22. Click

repeatedly next to the relevant branches of the organizational structure to display the names of the employees you want to select as Appraisers/Appraisees.

23. Click Checkbox Selected

next to the names to be included in the report.

24. Click

to confirm your selections and return to the Edit Appraisals screen. The view of the screen will look similar to the following example.

Edit Appraisals

In the example above, the report is being used to generate a list of appraisals in the period specified. The selection parameter for Appraiser is set to 'Person'. When generated, the report will output any appraisals for the Appraisal type 'Annual Appraisal', between 01.01.2000 and 31.12.2000, where Mr Kevin McCleod is the appraiser.

25. Complete the following fields:

• Without appraisal

• Display existing

• Appraisal status panel

• Individual and overall appraisals

• Subappraisals

26. Click Enter

to validate your entries and go to a view similar to the following Edit Appraisals screen.

Edit Appraisals

27. Click

to run the report and go to the Edit Appraisals report screen.

Edit Appraisals

All appraisals meeting the specified criteria are displayed in list form, together with their current status. In the above example, appraisals carried out by 'Person' Mr Kevin McCleod and 'User' MORGANA is listed.

28. Click

next to the appraisal to be edited.

A number of editing options can now be undertaken. See Helpful Hints and Step 29 for details.

29. Perform one of the following:

If	Go To
You want to change an appraisal with the status 'In Process'	Step 30
You want to change the status of an appraisal from 'In Process' to 'Completed'	Step 35
Re-name the appraisal on an individual basis	Step 40
Create a new appraisal, using a previous appraisal as a template	Step 45
Mark an appraisal as a Reference for performing evaluations and comparisons	Step 49
Delete an appraisal	Step 51

30. Click

to change an appraisal.

An appraisal with the status of 'In process' can be updated as often as required, provided the status is not changed to 'Completed'.

When completed, an appraisal cannot be changed. If a serious error has occurred, then you may have to delete the appraisal, see Step 51. It may also be possible to create a new one using an existing appraisal as a template, see Step 45.

31. Update appraisal details as required. For example, add missing evaluation scores or insert notes, as required.

For details on how to add evaluations and notes to an appraisal record, refer to Procedure Create Appraisal.

32. Click Save

to save your entries.

33. Click Go Back

to return to the Edit Appraisals report screen.

Edit Appraisals

34. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

35. Click

to change the appraisal.

If you are not fully satisfied that the appraisal is complete, do not proceed with this step.

36. Update appraisal details as required. For example, add missing evaluation scores or insert notes, as required.

For details on how to add evaluations and notes to an appraisal record, refer to Procedure Create Appraisal.

37. Click

to save/complete the appraisal and go to the Edit Appraisal - Annual Appraisal screen.

Edit Appraisal - Annual Appraisal

The system displays the message, "Appraisal "Annual Appraisal" completed successfully."

The Appraisal status is changed to 'Completed'.

38. Click Go Back

to return to the Edit Appraisals report screen.

Edit Appraisals

The Appraisal status is updated in the report to 'Completed'.

39. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

40. Click

to go to the Rename window.

Rename

The name of the appraisal defaults from the Appraisal model, but this can be amended on an individual basis, as required. All other specifications for the appraisal remain the same.

41. Enter a new description as required, eg, Interim Annual Review.

42. Click Save

to save your entries and display the system message "Data saved" on the Edit Appraisals report screen.

Edit Appraisals

43. Click

to refresh the Edit Appraisals report screen.

Edit Appraisals

The new appraisal name is displayed.

44. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

45. Click

to create using the selected appraisal as a template and go to the Prepare Appraisal - Interim Annual Review screen.

Only appraisals with a status of 'Completed' can be used as templates.

Prepare Appraisal - Interim Annual Review

The screen name will vary according to the appraisal used as the template.

This function is especially useful for preparing appraisal forms for the following year/ review period.

46. Change and save the details, as required.

For details on how to create an appraisal, refer to Procedure Create Appraisal.

47. Click Go Back

to return to the Edit Appraisals report screen.

Edit Appraisals

The new appraisal is displayed

48. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

49. Click

to mark an appraisal as a reference for use in comparisons and with the averages function (see Helpful Hints).

50. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

51. From the Edit Appraisals report screen, select the menu path to go to the Delete appraisals window.

Delete appraisals

52. Click

to proceed and return to the Edit Appraisals report screen.

Edit Appraisals

The deleted appraisal is removed from the display.

53. Perform one of the following:

If	Go To
You want to perform additional editing tasks	Step 29
You want to exit	Step 54

54. Click Cancel

twice to go to the SAP Easy Access Main Menu screen.

55. You have completed this transaction.

Result

You have edited an appraisal, using one or more of the functions detailed in this instruction.