Employee-Related Reports
Employee-Related Reports |
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The selections are enabled and disabled based on the access rights assigned to the user for the Employees function. The Employee-Related Reports provide information about Employees in the system (used to generate/print confidential reports regarding employees).
Please note: The terminology for Performance has been changed to reflect Learning and Growth.
Reports: •Employee Learning and Growth Report •Employee Audit
Employee Data Verification •Incomplete Employee Information Report
Non Job-Related Reports •Choosing the Specific option allows Group Information by and Filter by Organization Unit, Job Group or Job Family depending on what was selected.
Group Information By & Filter
Note: When running Employee related reports, it applies to the fields on the Employee record.
(EMPLOYEE-RELATED)
•To group the information on the report by Job Family, check •To run the report for a specific Job Family, select a Job Family from the list.
(EMPLOYEE-RELATED)
•To group the information on the report by Job Group, check •To run the report for a specific Job Group, select a Job Group from the list.
•To group the information on the report by Location, check •To run the report for a specific Location, select a Location from the list.
Organization Unit
(EMPLOYEE-RELATED)
When a Learning and Growth Review is complete, you can print the Learning and Growth Report for a review (or reviews) for the selected Employee.
From the Main Menu move the mouse over Employees, •select Employees from the drop down menu. •select the Employee name for whom the Learning and Growth Report should be printed for. oThe first step in generating Learning and Growth Reports is determining which Employees to generate the reports for.
Notes about the Employee List: •Administrators see all Employees and, by default, generate Learning and Growth Reports that include all of the Reviews for the selected Employee(s). Note:The Retrieve on Demand is not available. •Leads see him/herself and all of the Employees who report to them. Leads do not see the names of co-Leads. If a lead selects him/herself, the generated Learning and Growth Report will include only their own Review. When a lead selects an employee who reports to him/her, the generated Learning and Growth Report will, by default, include all of the Reviews for the selected Employee(s). Leads will also see Employees in other organization units if they have completed reviews for that person. •Non-Leads who are not Administrative Users will see only their own records or Employees they have completed a review for and the generated Learning and Growth Report will include only their own Review. •click Employee-Related Reports,
•Select the Reviewer Role from the list. The default is Supervisor. •Select the From Date - click the date field then select the correct date from the calendar. The default From date is set to the number of days counting backward from today, based on the Policy: Employees >Employee Settings >Reports > When printing learning and growth reports, only include reviews completed in the past nn days (0 - 365). •Select the To Date - click the date field then select the correct date from the calendar. The default To date is today's date. •The Supervisor can now choose to include “ALL” comments for their review in the Print Learning and Growth Report. Check 'All Review Comments' if all comments should be printed in the report. This will list all the comments made by the Supervisor, Incumbent and if others have completed reviews for the Employee during the dates selected. If unchecked, the comments shown will only be by the Supervisor. •
Report Selection With this version of Encompassing Visions, the Learning and Growth report can be viewed for the selected Employee within the Employees module. The Competency Notes are part of the Learning and Growth Report and are the specific comments entered by the reviewer at the time they were evaluating competencies demonstrated by the employee.
Note: Future dates cannot be used for the Review Completion Date Filter. In addition, the 'To' Date must be on or after the 'From' Date.
Note: "All" Comments are those entered in from an incumbent, peer, client, supervisor or a manager. These comments will come from the Justifications, General Comments and the Competency Notes to be printed on the Print Learning and Growth Report while still limiting the review details and overall learning and growth calculations to just those of the supervisor.
The Print Learning and Growth (Performance) Report module is no longer available in this release.
Learning and Growth Report Summarizes information from all of the Learning and Growth Reviews presented in a hard-copy format for signing and filing.
Encompassing Visions generates a Dashboard Summary within the report (Located in the Learning and Growth Feedback Details) of the Learning and Growth Report that summarizes the technical skills and behavioural competencies identified in the review period as either a strength or development need for each employee. At a glance, the Dashboard Summary tells Management and the Employee the Employees's personal strengths and/or development priorities as they relate to the technical skills needed in the job.
Learning and Growth Summary (Learning and Growth Feedback Details)
NOTE: If your organization wants to use Learning and Growth Reviews to identify training needs and SKILL/COMPETENCY strengths BUT NOT RATE EMPLOYEE PERFORMANCE, the ‘Overall Learning and Growth Results’ and ‘Overall Feedback Results’ sections of the Report can now easily be hidden. Simply go to Administration>Job/Learning and Growth Report Options>and de-select (under the Learning and Growth Report Options tab) the check marks for ‘Overall Learning and Growth Table’ and the ‘0.000 to 5.000//10.000’ options as well as the ‘0.000 to 5.000//10.000’ under the Overall Feedback Results and Save. Competency Notes
Navigating the Screen Features •Click Print Report to print the report. •Click Archive Report to save the report for review and approval. See Archive Learning and Growth Reports for more information.
Employee Section
The header section includes information about the Employee and is pulled from the Employee Record (as maintained in the Employees function of the Employee Module). The exception is the information specific to the Job - Job Reference, Job Title and Job Level.
When Printing Competency Reviews Only If the date range chosen for Competency Reviews for an employee span more than one job (if the Employee has changed Jobs in that period of time), the system cannot calculate learning and growth and will print "'Employee' was in more than 1 job during the selected Review Period." A table of the search criteria will list the Job Title, Job Reference, Review Type, Reviewer Name, Reviewer Role, and Completed. In this case, you will want to narrow the date range to capture just one Job then print a second report to capture a second Job.
When Printing Work Plan Reviews Only When the only reviews included in the 'Review Completion Date' filter, are work plan reviews, the job from the current Employee record will be used to look up the Job Reference, Job Title and Job Level.
Note: Check the listing of employee names in the 'Archived Learning and Growth Reports' module to find Learning and Growth Reports that were previously generated and saved. Only Learning and Growth Reports with a Competency Review can be archived.
When Printing Both Work Plan and Competency Reviews When both are being printed the same rules apply as when printing Competency Reviews.
If "NO" Reviews match the search criteria the following will appear.
Reviewers Section
The Reviewers section identifies which reviews were included in the generation of the report.
The remainder of the report prints the results from the reviews completed, in both tabular and text format, including learning and growth ratings. For additional explanation regarding specific areas of the learning and growth report, please contact crelations@encv.com.
NOTE: The System Administrator can now turn off sections of the Learning and Growth Report. This will allow the Organization to customize the report to their needs. This is done in the Administration Module>Job/Learning and Growth Report Options>Learning and Growth Report Options.
The following is a generated Print Learning and Growth Report showing in detail. The report shows only those reviews that have been done by the supervisor. There may or may not be reviews completed for Work Plans.
Note: •The Learning and Growth Calculations have been changed to no longer use the 3.000 scoring system. It now uses the 5 or 10 point scale. Easier to understand and to explain because there is now a direct correlation to the 5/10 point review tooltips and the 5/10 scoring system. •Evaluation Options have been replaced by the Learning and Growth Rating terms that appear in the Competency Reviews, Skill Reviews and Work Plan Reviews. They allow an evaluator to rate learning and growth based on a series of questions. Behind the scenes, weightings are assigned to each answer, allowing the system to calculate a score for each review. These weightings cannot be modified, but the terms and definitions are customizable.
Note: Competency Characteristics Tooltips (of a range of 1 through 10 or 1 through 5)directly align with the Learning and Growth Ratings terminology.
Learning and Growth Calculations: Evaluated Points For example, Technical Skills, if there is a rounding error (Job Importance x Response Average)and there is a slightly different number showing under the Evaluated Points column - the Evaluated Points is the right number because the number showing under Response Average has been rounded up.
Competency ratings in ENCV are significantly influenced by two things: 1) the relative importance (from 1 to 10) of each competency in the job the incumbent is paid to do, and 2) how well job incumbents demonstrate job competencies. In this way, incumbents performing very important job competencies at a high level will likely realize a very good overall competency rating in ENCV, even if some lesser important job competencies are not performed at the same level of proficiency.
In the Employee Learning and Growth Report, the job competency ‘Importance Rating’ assigned to each listed competency is system generated based on the Job Description and Job Evaluation process that determined the job level / compensation range for the job. Having this direct link (unique to ENCV) helps to ensure a clear and consistent understanding of expectations and deliverables between the incumbent and their supervisor. It also guarantees that learning and growth ratings are truly based on what the job incumbent is paid to do, not what the employee or supervisor thought the job required.
Feedback objectivity is supported by ENCV as it enables one or multiple reviewers to provide learning and growth feedback on any particular individual.
Objectivity is further supported with multiple detailed questions that are system prompted for any particular competency that has a high ‘Importance Rating’ (usually 7 or higher) in the job performed by the person being reviewed. Having detailed questions makes a review of the more important job competencies appropriately more consistent and thorough. Any competencies scored as ‘Cannot Comment’ in learning and growth reviews are not factored into the Overall Competency Rating for that individual, so their learning and growth rating is not influenced in any way by that result.
So lets review how the calculations work.
1. In the Employee Learning and Growth Report, each listed Competency has an ‘Importance Rating’ that is unique to the job the employee is assigned. 2. The report will list the number of people (# of Reviewers) who completed a learning and growth review for the employee during the selected review period. 3. Any reviewers who couldn’t comment on a particular competency will show under the ‘Cannot Comment’ column. 4. The ‘Response Average (Max 5/10)’ reflects the rating scale that reviewers used (1 to 5, or 1 to 10) to respond to Competency review questions in the learning and growth review. The number in this column attached to each Competency is the specific response (if one question) or the average of all detailed responses calculated by ENCV to three (3) decimal places. 5. The numbers showing in the ‘Evaluated Points’ column are the result of multiplying the competency ‘Importance Rating’ with the ‘Response Average’ numbers - a. An ‘(Actual) Evaluated Points’ total is calculated by the software by adding up the individual ‘Evaluated Points’ for all competencies listed/reviewed; b. A ‘(Maximum Potential) Evaluated Points’ total is calculated by the software to determine what the total number would have been if the incumbent had received an Outstanding rating (5/5 or 10/10) for every competency listed/reviewed; c. ‘Maximum Potential’ is divided by ‘Actual’ Evaluated Point totals, and that number is then multiplied by 5 (or 10) to determine Learning and Growth Rating to three (3) decimal places based on the rating/review scale used. 6. The resulting number is then mapped into the Competency Summary table displayed in the report to provide terminology and definition to the learning and growth rating calculated by the software.
Encompassing Visions has added two audit reports. The Employee Audit Report details changes made to the selected Employee within a specific time frame.
Two tables are created within each report: Employee Details and Employee Skills. The auditing listing in each table is sorted by date, with the newest entries at the top of the table. Each change will create a separate line on the table in the report.
Administrator Note: The audit tracking in Employees is driven by the policy: Do you want to enable Auditing in the Employee and Employee Skills? This policy is defaulted to NO. Audit tracking will begin with the policy is set to YES. If this policy is not enabled, the Employee Audit reports menu items will be hidden from the list. Accessible for Users with a level 5 on "Employees" in their assigned Profile.
Employee Audit (Selected Employee)
Select Date Range
Report Sample,
•This report will always show what has been updated, inserted, or deleted on an Employee's detail screen and by whom (user id). The report also displays the Employee's updated, deleted or renewed skills/certifications. •The report can be printed, saved to a file or exported to Word.
Note: Accessible for Users with a level 5 on "Employees" in their assigned Profile.
Employee Skills Expiration is a report that lists the expiration date for Skills that require renewal. In the Skills section of the Help you will find instructions for the types of Skills that require renewal and how to configure them.
Select the Skill Expiry menu item from the Actions box (located in the Employee Related Reports).
•Enter the From and To dates to capture the dates the Skill will expire. •Determine whether you need to see all employees or just those who have expiring Skills. Click
•Click •The Employees Skills Expiration report lists the Employee ID, Employee Name, Job Title, Skill Reference, Skill Title, whether the Skill is Active, its Type, Effective Date, Expiration Date and whether it has been Renewed.
In Version 2018.2.0, The Employee Skill and Certificate Expiration Listing Report has been given a new look along with a color code for expired and soon to expire skills and certifications.
Sample,
Incomplete Employee Information Report The Incomplete Employee Information Report will identify any Employees with missing information. The first step is to choose which fields to test for:
•Choose the fields to test for; checked •Click Select All to select all of the fields. •Click •Select all the desired parameters and filters and click
Additional Parameters: •Group by Organization Unit
Generated Report:
The second Employee Audit Report tracks changes made to any Employee in the Organization, where the Employees are assigned, within a specified time frame. To run the report, select Employees Audit Report in the Actions box.
Enter the Start and End dates for the report either in the following format: yyyy-mm-dd or by using the
Report Sample,
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