POTENTIAL APPRAISAL HELP MANUAL - Tally … Internal Use Only Potential Appraisal Help Manual Page 4...
Transcript of POTENTIAL APPRAISAL HELP MANUAL - Tally … Internal Use Only Potential Appraisal Help Manual Page 4...
For Internal Use Only Potential Appraisal Help Manual Page 1
Contents
1. Introduction .................................................................................................................. 4
2. What is the process of the Potential Appraisal? .......................................................... 4
For the Employee ................................................................................................................. 5
3. Are there any pre-requisites before filling the Potential Appraisal? ............................... 5
4. What do I see on the main form? .................................................................................. 5
5. What is the process of filling the Potential Appraisal? ................................................... 7
5.1 Selection of the Competencies................................................................................ 8
5.1.1. Providing feedback .......................................................................................... 9
5.2 Filling the competency .......................................................................................... 11
5.3 Modification of the Appraisal ................................................................................. 13
5.4 Submission of the Appraisal .................................................................................. 14
For the Appraiser ............................................................................................................... 15
6. How do I start reviewing the appraisal? ...................................................................... 16
7. How do I finalize a competency for an employee? ...................................................... 16
8. What is the process to appraise the employee? ......................................................... 18
8.1 Select level for all competencies ........................................................................... 19
8.2 Save appraisal in Draft mode ................................................................................ 21
8.3 Save Appraisal ...................................................................................................... 21
9. How to send appraisal to employee’s draft? ............................................................... 22
10. How to track feedback of an employee? ..................................................................... 22
11. How to track changes in appraisal? ............................................................................ 24
Frequently Asked Questions .............................................................................................. 25
1. Why am I seeing only 3 or 2 competencies in my appraisal? ...................................... 25
2. Is it mandatory to fill all competencies? ...................................................................... 25
3. How do I select optional competencies? ..................................................................... 25
4. I have selected the optional competencies, yet I get only 3 competencies in my
potential appraisal? ............................................................................................................. 25
5. Why are the optional competencies that I had selected and the ones listed in appraisal,
different? ............................................................................................................................. 26
6. Why am I getting different competencies than before? ............................................... 26
7. Is selecting rating for all themes in a competency mandatory? ................................... 26
8. How many justifications would be enough to depict a behavior? ................................ 26
9. Who is/are Co-appraiser(s)? ...................................................................................... 26
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10. Why is my career path shown from 1st Apr, 2008 even though I joined Tally before this
date? ................................................................................................................................... 27
11. I have rated myself as “Expert” in one theme, yet overall competency shows only
“Competent”. ....................................................................................................................... 27
12. Where do I find the competencies pending for review?............................................... 28
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Prelude
The document explaining the Leadership Development Process (LDP) is available here.
This document is intended to give a brief understanding on how to fill the Potential
Appraisal and how the Potential Appraisal system works in the ESS. This document can
be used by both the Employee and the Appraiser for their understanding on the
capabilities, interface and usage of the same.
Any data, level, grade, or ratings is representative and is used as an example only.
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1. Introduction
The Potential Appraisal (PA) system provides an easy-to-use interface to the employees for filling out their yearly appraisal. It is designed to make the process more transparent between the employee and the appraiser.
The Employee will have to rate himself/herself on 5 competencies which will be selected as
below:
3 competencies will be mandatory for the Employee to fill for M and S cadre, and 2
will be preselected for T cadre.
The remaining competencies should be chosen after a discussion with the Appraiser.
2. What is the process of the Potential Appraisal?
Selection of competencies
Employee selects the optional competencies from
the provided List of Competencies.
Finalization of competencies
Appraiser will finalize/freeze the competencies
with the Employee.
Filling of the appraisal
Employee will fill the appraisal by rating oneself
& citing required justifications.
Submission of the appraisal
Once the appraisal is filled, the Employee
submits the appraisal.
Review by Appraiser
Appraiser will review the appraisal, recommend
changes, if any, and keep the appraisal on draft
mode.
Appraisal completion
The Appraiser makes the suggested changes (if
any) to the appraisal. The appraisal is then
submitted for a review to the people committee
for a finalization of the ratings, and their effects
thereon.
Review by Co-Appraiser
Co-Appraiser(s) will review the appraisal,
suggest changes if any and jointly finalize the
appraisal.
Review by T-Cadre member
All T-Cadre members of the department (e.g.
RnD/HR etc.) review the appraisal and suggest
changes if any.
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For the Employee
3. Are there any pre-requisites before filling the
Potential Appraisal?
The employee has to ensure completion of the following critical things before filling the
appraisals:
The 2 or 3 relevant competencies have to be selected and finalized.
All previous continuous appraisals that fall in current appraisal period should
have been filled and appraised.
4. What do I see on the main form?
The main form of the Potential Appraisal (PA) contains of all the previous Continuous Appraisal ratings, the list of competencies to be filled by you, your total experience in Tally and other similar details. The fields and entities on the main form are self-explanatory. To understand the purpose of a link, simply hover the mouse over a button or the hyperlink and read the resultant pop-up. For immediate understanding, some buttons and hyperlinks are indicated and explained in short, as below:
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1. Autosave is ON - When the appraisal is in Autosave on mode, it gets saved every 5
minutes, only if changes are made. You can also use Ctrl+S to save your appraisal.
However, it is recommended to keep ‘Autosave’ on so that your data never gets lost.
To turn ‘Autosave’ into off mode, click on the same link.
2. Show Other Competencies: Clicking on this hyperlink directs you to the ‘Show
Other Competencies’ page, that gives the competencies for which you have entered
data, but the competencies were changed to different one(s) later. The ‘Show Other
competencies’ page displays the justification cited for the themes under that
previously selected competency. This link will appear only after all the competencies
are finalized. Hence it does not appear when you have yet to choose your optional
competencies.
3. Expand All - Click Expand All link to expand and view the definition and themes
under each competency. Click ‘Collapse All’ to see the condensed view.
4. Help - Click the ‘help’ button to read a short explanation on Foundational
Competency. Click the button again to hide the explanation.
5. View examples for the competency - Click the ‘bulb’ button to view actual
examples and illustrations, as have been shared by your colleagues, for that
competency. Clicking on this button will take you to the sample justification page,
available for your reference. From this page, you can also select the Level/rating, cite
justifications and attach documents for the listed themes under the competency.
6. View Competency matrix - Click on the view competency matrix button to get a
bird’s-eye view of your rating in the selected competency. Further, you can click on
the same button to edit previously entered competency data.
7. Help (Overall score) - Clicking this ‘help’ button gives a short description about how
is the Overall score calculated. Click the same button again to collapse the
description.
8. List of Competencies - Click on the ‘available here’ link to view the list of
competencies page. This page enables you to select the 2 or 3 relevant
competencies.
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9. Competencies to be filled – The competencies relevant to you will be listed, and
clicking on any competency will list the themes relevant to it. You can select the
level/rating for each of the themes, cite justifications and add attachments under a
competency.
5. What is the process of filling the Potential Appraisal?
The Potential Appraisal lists the relevant competencies and its respective themes. You
have to appraise yourself against 5 competencies. Each theme under a competency should
be given a level/rating, with a brief justification.
Find the Potential Appraisal listed in the Appraisal Tracking page, as shown below:
Click Fill against PA, to go to the main form and start filling the appraisal.
Check the box adjacent to ‘Show Ratings’ to see the ratings for the previous appraisals.
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5.1 Selection of the Competencies
Based on the cadre, some competencies will automatically display in the Finalized
Competency section. An employee has to then select the remaining 2 or 3 foundational
competencies from the Competencies list after discussing with the appraiser. For this:
1. Click on the available here button in the Foundational Competency section
to go to the List of Competencies page.
2. Select the 2 or 3 competencies. To select, click on the check-box adjacent to
the required competency as shown.
3. Enter comments to explain the reason behind choosing the competency in the
Enter Comments section.
4. Click Save to save the selection.
5. The appraiser will then finalize the competencies.
Once the remaining optional competencies are finalized, they will also be shown in the
Finalized competencies section. Other competencies section will show the remaining
competencies. The Show Log button will show an operational log or an activity log for the
competencies. Clicking on the ‘Fill PA Form’ link will take you back to the main form.
After the competencies have been finalized between your appraiser and you, the List of
Competencies page will show the ‘Finalized Competencies’ and ‘Other Competencies’ that
were suggested during the process of selecting competencies, as shown below.
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Clicking on the Back button will take you back to the Main Form.
You will come across some competencies that have a plus symbol beside them. These
competencies require feedback from the reportee(s).
5.1.1. Providing feedback
In case, you need to provide your feedback for an employee/appraiser you are/were
reporting to, you will see the pending feedback listed in your dashboard as shown.
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To provide feedback,
1. Click on the ‘Click here to give feedback’ link in the green color. You will be
directed to the Potential Feedback page.
In the potential feedback page you will see a list of the employees, for whom you
have to provide feedback.
2. Under ‘Options’, click on ‘Provide Feedback’ link to see the list of
competencies on which you have to provide feedback for that respective
employee as shown.
You will have to rate for the competencies listed and cite justification for the
same.
Clicking on the ‘Workstreams’ link will give you a list of workstreams in which you
have worked for/with that employee/appraiser, as shown.
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Only after the feedback from the reportee(s) is received can the appraisal be appraised by
the appraiser.
5.2 Filling the competency
In the main form,
1. Click on a competency to view and select a Level (Basic/ Competent/
Advanced/ Expert) for the themes under it.
2. Click on the add/view justifications button to cite justifications indicating
the reason behind selection of a level
i. Click add justification button to add more justifications
ii. Click delete button to delete a justification
3. You can attach e-mails, documents, citation etc. in the Attachment field to
support your justification.
In case you want to attach multiple files or documents,
Compile the required files into one Zip file and then attach the zip file to support your
justification.
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Alternatively, you can also fill a competency from the competency example page:
1. Click on the View examples for the competency button . You will see the
following screen:
2. Now, click on a Level (Basic/ Competent/ Advanced/ Expert) to view and
understand sample justifications.
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3. Then tick on the checkbox against Select this level written in red color, for
finalizing your rating for every theme.
4. Click on Justifications to cite justifications, add/delete justifications, and
attach e-mail, citations, documents etc.
To upload multiple files, compile the required files into one zip file and then
upload the same.
5. Click the I’m Done button once you have completed selecting the level and
cited your justifications for each theme under the competency. Clicking this
button will take you back to the ‘Main Form’.
5.3 Modification of the Appraisal
In case, you would like to make changes to your appraisal later, you can save the appraisal
in draft mode, by clicking Save as Draft in the main form.
To modify the Appraisal,
1. In the Appraisal Tracking page, click on Action button, then click on View.
2. Click on Edit Appraisal, and modify the appraisal as required.
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5.4 Submission of the Appraisal
Once your Appraisal is ready to be reviewed, click on the Submit Proposal button in the
main form.
The Appraisal will now be in Pending Appraisal mode in the Appraisal Tracking page. It is
now ready for the appraiser’s review and inputs.
Note:
In case there are any discrepancies, post the submission of the appraisal, then there is an
option to move the filled appraisal into a draft mode. Moving the appraisal to draft is possible
only through the appraiser’s login. For this:
1. From the Appraisal Tracking page, go to the appraisal to be moved in to
draft mode
2. Click on the Action, and then click on Move to draft.
3. Cite a proper reason for the action
4. Save the page
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For the Appraiser
Once the completed appraisal is submitted by the employee, the appraiser can find this
appraisal in his/her Appraisal Tracking page, as shown below. To go to the Appraisal
Tracking page, under Track/ Listing in ESS, click on Appraisal Appraisal Pending from
me (under Colleague).
Clicking on the ‘[More]’ link in green colour, against an employee name, will display a brief
appraisal summary, as shown.
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6. How do I start reviewing the appraisal?
To start appraising an employee,
1. Click on Do, against an appraisal in the Appraisal Tacking page. You will be
directed to the main form of the employee’s appraisal
Alternatively you can also click on Action, then on View Appraisal to go the main
form.
7. How do I finalize a competency for an employee?
Once the employee selects their 2 or 3 optional competencies, they will appear in the
Appraiser’s List of Competency page.
To go to the List of Competencies page, from the ESS, under Track Listing, go to
Appraisal Competencies Colleague
As an appraiser you can finalize the competencies or add new competencies from the
Competency tracking page, as shown below. The buttons and hyperlinks are self-
explanatory. However, some buttons and links are explained below for quick understanding.
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1. Search box - Here, you can search the name of an employee, a cadre or a
designation to see the required results, so as to finalize the competencies.
2. Export button - Click this button to export the list of competencies in an excel sheet,
to save it on your desktop.
3. Delete button - Click on the Delete button to delete a competency for an employee.
4. Add New - Click on the Add New link to add new competencies for an employee.
5. Show Filters - Click on this link to filter competency tracking list as per, Competency,
Status (Pending, Finalized) and Colleague. Click on Hide Filters to hide this section.
6. Finalize Selected - Click on this link to finalize the competencies for the selected
employee(s). You can also find the Finalize Selected link at the bottom of the page.
7. Checkbox - Click on a checkbox adjacent to the required employee name to select
the employee for finalization of the competencies. Selection of a checkbox is possible
for those employee(s) whose competency is pending for finalization.
1
2
5
6
7
3
4
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Now, to finalize a competency pending for an employee,
1. Select the employee (whose competency is pending for finalization) by clicking
on the respective checkbox
2. Click on Finalize Selected link.
3. Click on the Save button adjacent to the select employee to save the
changes made.
8. What is the process to appraise the employee?
As an appraiser, you have to evaluate the employee’s appraisal, cite reasons and
justifications for any change in the level/rating. To do this, go to the Appraisal Tracking page:
1. Click Do against employee name. You will be directed to the main form of the
Potential Appraisal, as shown below.
The fields and entities on the main form are self-explanatory. To understand the purpose of
a link, simply hover the mouse over a button or the hyperlink and read the resultant pop-up.
For example, click on the help button adjacent to a section to read a short explanation
on the same. For immediate understanding, some buttons and hyperlinks are indicated and
explained in short, as below.
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1. Autosave is ON - When the appraisal is in Autosave on mode, it gets saved every 5
minutes, only if changes are made. You can also use Ctrl+S to save your appraisal.
However, it is recommended to keep the Autosave on so that your data never gets
lost. To turn ‘Autosave’ into off mode, click on the same link.
2. Expand All - Click Expand All link to expand and view the definition and themes
under each competency. You can select the level for a theme in this section. Click
Collapse All to see the condensed view.
3. View examples for the competency - Click the ‘bulb’ button to view actual
examples and illustrations, as have been shared by your colleagues, for that
competency. Clicking on this button will take you to the sample justification page,
available for your reference.
4. View Competency matrix - Click on the view competency matrix button to get a
bird’s-eye view of the rating as given by the appraiser in the selected competency.
Further, you can click on the same button to edit previously entered competency
data.
5. List of Competencies - Click on the ‘available here’ link to go the Competencies
tracking page, which will enable you see the mandatory and finalized competencies
of the employee.
6. Competencies to be reviewed – The competencies relevant to the employee will be
listed, and clicking on any competency will list the themes relevant to it. You can
select the level/rating for each of the themes, cite justifications and add attachments
under a competency.
8.1 Select level for all competencies
Selection of level for the themes under competencies can be done only from the
main form. To view themes under competencies,
1. Click on Expand All link or click on a competency to see the themes under it,
as shown below.
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2. Click on the required level.
In case you need to cite a better justification supporting the selected level, click
on ‘This justification IS NOT relevant’ in the Appraiser’s comment section.
You can now cite the required justification and attach documents to support the
same.
You can also add more justification by clicking on Add button.
3. If you select a different level/rating for a theme, as compared to the one selected
by the employee, you will need to cite the reason behind the level/rating.
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8.2 Save appraisal in Draft mode
The appraisal has to be saved in draft mode to get suggestions and review
comments from the co-appraiser(s) and T-cadre members.
To save the appraisal in draft mode, simply click on Save as Draft button after you
complete selecting the level for all the competencies.
8.3 Save Appraisal
After making the necessary changes suggested by the co-appraiser and T-cadre
members, the appraisal is ready to be reviewed by the people committee for
finalization of the ratings, and their effects thereon.
1. To save the appraisal, simply click on Save button.
2. Ensure that you have received the feedback/ review comments from the
employee’s co-appraiser, and mark the check-box next-to ‘Co-Appraiser has
reviewed the appraisal and is in agreement’.
The appraisal for the employee can be submitted only when you mark the above check-box.
The Appraisal will now be ‘pending for review’ and will be reviewed by the people committee,
hence completing the Potential Appraisal cycle.
Please Note: The appraisal ‘Save’ button and co-Appraiser check-box will be disabled in
case, the employee has selected competencies that require feedback from his/her reportees,
and complete feedback has not been received.
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9. How to send appraisal to employee’s draft?
In case the employee needs to make any changes to the appraisal you can send it to
the employee’s draft. From the Appraisal Tracking page, select the appraisal to be
sent to employee’s draft mode:
1. Click on Action, and then click on Move to Draft
2. You will be directed to the Move to Draft page where you have to cite the
reason behind moving the appraisal to the employee’s draft.
10. How to track feedback of an employee?
You can track the status of the feedback to be received for the employee you are to
review, from the Main Form of the employee’s appraisal. Go to the competency that
needs feedback from reportees, you will see a button for the themes under the
competency. Clicking on the button will display a feedback matrix for the
theme. The matrix will show the rating provided by the employee’s reportee (as
feedback) and any feedback yet not received from the reportees, as shown.
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In the above screenshot, the employee Amit Khare’s appraisal has to receive
feedback from 2 reportees.
You will see the number 1 under basic denoting that, 1 of the reportee has already
given feedback and has rated Amit Khare as Basic. You will see the number 1 under
Pending, denoting that 1 reportee has yet to send the feedback and rate Amit Khare.
The screen denoting complete feedback received for employee Amit Khare is as
shown.
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11. How to track changes in appraisal?
For both the appraiser and the employee, once the appraisal is sent to draft, the ‘View
Conversation History’ link will be displayed in the main form. Clicking on this link will let you
view the data entered before the appraisal was put to draft mode, as shown.
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Frequently Asked Questions
1. Why am I seeing only 3 or 2 competencies in my
appraisal?
You have to appraise yourself on 5 competencies. The 3 or 2 competencies that you see are
the mandatory competencies that the organization has chosen for you. Remaining
competencies will have to be chosen by you after discussing with you appraiser. Once your
appraiser finalizes the remaining competencies, they will start appearing in PA form.
2. Is it mandatory to fill all competencies?
Yes. It is mandatory to propose a rating for all the themes in any given/selected competency.
In a case where you don’t find yourself fitting in any of the levels i.e. Basic, Competent,
Advanced or Expert, you can mention the rating as Not Yet Basic (NYB) for that respective
theme. Please note, NYB is also a rating. There is nothing wrong in rating yourself as NYB in
any of the themes; after all there will always be things we need to improve on.
3. How do I select optional competencies?
In ESS, go to Appraisal -> Competencies -> Self. Here you will get a list of optional
competencies which you can select. After selection, your potential appraiser will have to
finalize the competencies.
Alternatively, you can navigate to the potential appraisal interface by clicking on ‘available
here’ under ‘Foundational Competency’ section.
4. I have selected the optional competencies, yet I get only
3 competencies in my potential appraisal?
Competencies will start appearing once your appraiser has finalized them. If you have
selected competencies without discussing with your appraiser, please get them reviewed by
the appraiser. Once you and your appraiser are in agreement, your appraiser will finalize the
competencies. After finalization, the competencies will start appearing in your potential
appraisal.
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5. Why are the optional competencies that I had selected
and the ones listed in appraisal, different?
It is possible that the competencies you have selected may not be best suitable for you. In
such a case, your appraiser can change the competencies you have chosen and finalize
what he/she thinks is better for you. If you disagree with these competencies selected by the
appraiser, you can have a discussion with him/her and come to an agreement.
6. Why am I getting different competencies than before?
Your appraiser can change the finalized competencies till you have submitted your appraisal
if he/she feels that the competencies finalized are not right for you. You can speak to your
appraiser and get it clarified.
7. Is selecting rating for all themes in a competency
mandatory?
Yes. It is mandatory to propose a rating for all the themes in any given/selected competency.
In a case where you don’t find yourself fitting in any of the levels i.e. Basic, Competent,
Advanced or Expert, you can mention the rating as Not Yet Basic (NYB) for that respective
theme. Please note, NYB is also a rating. There is nothing wrong in rating yourself as NYB in
any of the themes; after all there will always be things we need to improve on.
8. How many justifications would be enough to depict a
behavior?
You should enter ATLEAST 2 justifications to depict a behavior. There is no upper limit for
this. You can enter as many justifications as you want to. We feel, 3-4 justifications are ideal
to depict any behavior.
Please Note, justifications are not mandatory if you propose NYB (Not Yet Basic) in any
theme.
9. Who is/are Co-appraiser(s)?
Co-appraiser is the person who will assist your Potential Appraiser in doing your appraisal.
Co-appraiser will generally be employee(s) whom you have reported to during the appraisal
period. He/ She can only view or read your appraisal after you have submitted the same.
The feedback given by the co-appraiser to the potential appraiser is offline (i.e. it is not
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recorded in the PA’s system). An Appraisal can go for review only after co-appraiser has
seen the appraisal.
10. Why is my career path shown from 1st Apr, 2008 even
though I joined Tally before this date?
This is because the ESS system along with the Grade/Cadre system came into being from
July 2008. So the system has data only from 2008.
11. I have rated myself as “Expert” in one theme, yet
overall competency shows only “Competent”.
The overall score in a competency is the combined score of the rating given on each theme
in that competency. For each theme, the rating can be:
- NYB
- Basic
- Competent
- Advanced
- Expert
Ratings given for the themes are added-up to get the rating for the Competency. For a
competency ‘X’, if the sum of the ratings of the themes of ‘X’ is ‘Y’, then the rating of ‘X’ will
be:
Range of Y Rating of X
0 – 2 NYB (Not Yet Basic)
3 – 6 Basic
7 – 12 Competent
13 – 24 Advanced
25 – 40 Expert
This is why, even when you say “Expert” in 1 theme, the Competency rating says
“Competent” as Expert (8) lies in the range 7 – 12.
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12. Where do I find the competencies pending for review?
You can find/ track the employee’s competencies pending for review in the ESS system
under Track Listing.
If you are an appraiser and you want to find employee’s competencies, simply go to
Appraisal Competencies Colleague.
If you are an employee, and you want to find the competencies you had selected go to
Appraisal Competencies Self.