Probation setup
Menu Path: Setup > HR Setup > Probation Setup
Accessible: Application Administration
Probation process setup activities are detailed in this article. If you are not able to see this page then probation process has not been activated, you can activate it from HR Setup > HRIS Setup > Processes tab.
1. Probation setup
Probation extension limited - if you want to limit the number
of times or the period for which probation extension can be requested then enable
this parameter, once this parameter is enabled the two child parameters are also
visible
- Maximum probation extension period : this parameter controls
the maximum period for which a probation extension can be requested
- Probation extension frequency : the number of time probation
extension can be requested is controlled by this parameter
Probation extension / Separation closure rights : through this parameter you can control who will have the rights to extend probation period or process records which have been updated as "Separation Requested"
Send confirmation alert xx weeks in advance - this setting allows to control when the alert for probation confirmation is to be sent to employee and his manager
Generate probation confirmation and extension letters - if this parameter is selected as No then the confirmation / extension letters are not generated during the process
All these setup parameters when changed will impact only the probation confirmation requests which have not been initiated. This means that only after the employee submits his probation confirmation form the changes in setup data will not impact the form. The data linked to probation extension will be frozen at the form level when the first probation extension request is submitted.
2. Probation policies
Probation
policies are used to define the probation period, assessment workflow and mapping the appropriate probation template. When a new employee joins the company the applicable probation policy is mapped to him and based on that the probation
period is decided. Probation period is always defined in months - so if an employee joins
on 15/January an probation period is 3 months then probation period will get
over on 14/April. Due date for probation confirmation will be shown as 15/April.
System comes preconfigured with a default probation policy which cannot be deleted or deactivated. This policy's eligibility condition will always be "All" and cannot be changed.
2.1 Creating a Probation Policy
You can create new policies by clicking on "Create Probation Policy" button. Multiple probation policies can be created. Each new policy has the highest priority by default. If an employee is getting mapped to multiple policies the one with higher priority will get mapped to him.
- Policy name : provide a name for the policy
- Probation period : probation period is always defined in months, maximum value of probation period can be 100 months
- Probation template : map the desired probation template, refer to the next section in this article on how to create a probation template
- Assessment levels : you can setup the process with a maximum of two assessors, at least one assessor is needed
- Probation template : map the desired probation template, refer to the next section in this article on how to create a probation template
- Assessment levels : you can setup the process with a maximum of two assessors, at least one assessor is needed
- Eligibility criteria : the eligibility criteria is used to identify which employees will
be mapped to this policy. The criteria is a logical expression which gives list
of employees as output. You can create criteria based on the multiple parameters like Company, Employee Type,
Employment Status, Department, Division, Gender, Marital Status, Contract
Duration, Employment Period, Office Location, Level, Work Nature. But these parameters
should have history tracking enabled. After creating the formula it can be tested by clicking on "Test Formula" button.
2.2 Modifying a Probation Policy
A probation policy can be edited and modified. All the variables / components of a probation policy can be modified. The changes in probation policy will impact only those probation records where no work has been done on the probation form by either the employee or the assessors. If the
Whenever the eligibility criteria in a policy is changed due to which some employees get mapped , system will ask you to reconfirm by showing the popup as shown below.
3. Probation templates
In
this tab you can create and manage probation templates. You can setup evaluation criteria and scoring / rating scale and also take open ended feedback
from employee / assessors. Different set of feedback points can be shown to employee and assessors.
To create a new probation template click on "Add New" button.
3.1 Probation template creation
In the first section, update the following
- Template name : provide a name for the template
- Participation by employee : this is a very important parameter. If you do not want the employee to participate in the process, select "No". If you want to take employee's input but also want the assessor to proceed with the feedback if employee does not provide input then select "Optional". If you want the assessor to wait for employee's inputs and proceed only after they have been received then select "Mandatory".
- Employee's assessment basis : if you select "Criteria" then the assessment is based only on a a set of criterion, if you select "Rating" then employee will be able to do a self rating on predefined rating scale. If you select "Scoring" then employees will be able to do a self scoring up to a maximum score. Either of Rating or Scoring options can be used, both cannot be used.
- Assessment levels : one level of assessment is mandatory, you can choose to activate the second level if you want
- Assessor's assessment basis : this parameter is similar to "Employee's assessment basis"
- Employee's assessment basis : if you select "Criteria" then the assessment is based only on a a set of criterion, if you select "Rating" then employee will be able to do a self rating on predefined rating scale. If you select "Scoring" then employees will be able to do a self scoring up to a maximum score. Either of Rating or Scoring options can be used, both cannot be used.
- Assessment levels : one level of assessment is mandatory, you can choose to activate the second level if you want
- Assessor's assessment basis : this parameter is similar to "Employee's assessment basis"
Click on "Next" to save these values and to move to the next stage of template design. If you wan to make any changes to the above parameters you will have to use the "Change" button at the end of the first section.
Note - you cannot have both Rating and Scoring as basis across employee and assessors.
3.2 Rating table
If assessment through rating is activated then you can design the rating scale as shown above.
3.3 Employee feedback
- Instructions to Employees : you can write down the guidelines / points which you want the employees to understand before they fill up their probation form
- Criteria : create the criteria on which you want the employees to provide their feedback
- Comments mandatory : if you want to make the comment on a criteria mandatory you can do so
- Max score : this column is visible only if scoring based assessment is activated, you need to specify the maximum score which can be given against a criteria here
- Comments mandatory : if you want to make the comment on a criteria mandatory you can do so
- Max score : this column is visible only if scoring based assessment is activated, you need to specify the maximum score which can be given against a criteria here
3.4 Assessor's feedback
- Instructions to Assessors : you can write down the guidelines / points which you want the assessors to understand before they fill up their probation form
- Criteria : create the criteria on which you want the assessors to provide their feedback
- Comments mandatory : if you want to make the comment on a criteria mandatory you can do so
- Max score : this column is visible only if scoring based assessment is activated, you need to specify the maximum score which can be given against a criteria here
- Criteria : create the criteria on which you want the assessors to provide their feedback
- Comments mandatory : if you want to make the comment on a criteria mandatory you can do so
- Max score : this column is visible only if scoring based assessment is activated, you need to specify the maximum score which can be given against a criteria here
3.5 Form design
- Score / Rank updation : you can control if updation of score / rank is mandatory or optional from this feature
- Overall remarks : if you want to take overall remarks and want to make them optional or mandatory you can do it
- Supporting upload : if you want to give a feature to upload supporting documents to employee or assessors you can do so
- Overall remarks : if you want to take overall remarks and want to make them optional or mandatory you can do it
- Supporting upload : if you want to give a feature to upload supporting documents to employee or assessors you can do so
If you have enabled scoring based review you will have the option to automate the probation confirmation / extension process.
- You can specify the weightage you would like to give to Assessor 1 and Assessor 2
- Minimum score for confirmation : employees getting this or more than this score will be automatically confirmed
- Minimum score for confirmation : employees getting this or more than this score will be automatically confirmed
- Minimum score for extension : for employees getting less than confirmation but more than extension score the probation will get automatically extended
For automating probation confirmation / extension process the score updation by assessors has to be mandatory.
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