Mr.

Chirendu Gupta, Managing Director,

Tel: +91-79 4000 7881; Mobile: + 91 98250 18568
Email: chirendu@vervesys.com

Case Study for Staff Appraisal System

For

Verve Systems Pvt. Ltd.

Ver 0.1 Draft

Copyright 2009-2010 Verve Systems Pvt. Ltd.

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Verve Systems Pvt. Ltd.

Case Study Document for Staff Appraisal System

Table of Contents
1.

REVISION HISTORY ................................................................................................................................... 3

2.

PROJECT NAME ........................................................................................................................................ 4

2.1. OVERVIEW....................................................................................................................................................... 4
2.1.1. Client Introduction ................................................................................................................................ 4
2.1.2. Project Introduction .............................................................................................................................. 4
2.2. REQUIREMENT/ NEED........................................................................................................................................ 4
2.3. SOLUTION ....................................................................................................................................................... 5
2.3.1. Screenshots ........................................................................................................................................... 5
2.3.2. Features .............................................................................................................................................. 10
2.4. CHALLENGES .................................................................................................................................................. 10
2.6. TECHNOLOGY STATISTICS .................................................................................................................................. 10
2.7. PROJECT DURATION ........................................................................................................................................ 10

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1. Revision History
Ver

Date

Description

Author(s)

Approved by /Date
(dd.mm.yyyy)

1.0

28/08/2009

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Case study document

Ravi Ranjan

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2. Staff Appraisal System

2.1. Overview
2.1.1. Client Introduction
Our client is Australias leading software solution provider in e-governance. Verve Sytems is their preferred
vendor to create various solutions right from business intelligence, human resource management,
performance management, project management etc.

2.1.2. Project Introduction

Staff Appraisal system is a web based employee appraisal portal which enables the managers to prepare
appraisal Reports for their employees. It is a complete transformation of the employee appraisal process
which includes all granular features of staff record maintenance but in regards to their skills and competencies.
The application life cycle begins from employees, their managers, the projects they do including the progress
status, task allocation and performance meter. Incorporated HR process with the application allows the
managers to manage leaves of staff members and also to find suitable candidates (internaly) for the vacant
positions in the organization. The application is an ideal package for medium to large organization where
reviews and appraisals take a huge amount of time, resources and also uniformity is not guaranteed.

2.2. Requirement/ Need

It was very difficult for our client to perform manual appraisals for their huge base of human resources.Their
existing HRMS is not flexible enough to meet their appraisal requirements.They needed an application which is
secured enough to keep confidential records of their employees including name, number, position,
department, supervisor and manager with ability to manage employees Personal development plan (PDP)
process with links to MS Outlook for email reminders and updates.Which can manage the 360 degree appraisal
process for their employees and can Store list of training courses including course type, location and supplier
of each courses & goals for each employee with the ability to input: weighting, achievement, comments and
ratings. The System should have the ability to add comments from employees, managers and supervisors
throughout the year for each employee and can store employee leave details to incorporate with PDP data.
The application could provide a platform to the employees for their short, mid and long term career planning
and as well to the organization also for their succession planning.They needed the application to provide a list
of standard reports generated by the system and can develop Adhoc reports that can be easily customized.

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2.3. Solution
2.3.1. Screenshots: Welcome Page

After logging-in with the assigned username and password an employee can access various module of the
application based on the authorization level given to him by the administrator(s) of the application.In the My
home section of logged-in employee a brief details of his Competency rating, Goals completion,Trainings,Task
appraisal as well as alerts for the Tasks which is due to the user can be viewed.Navigating through the other
tabs such as Goals,Tasks user can get details of it including its current status,trend chart etc and can enter
actual results, comments and attach documents to the task.
While in the Area of interest section Employees will be able to view positions and its requirements that best
suit their skills. They can attach more skills through Attach Skill button.On adding or removing skills, the
position pane on the right will update to give the employee their true progress to meeting position
requirements. Employees can add positions that they are interested in applying for.

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Screenshots: Organisational chart

Staff Appraisal system generates an Organisational chart for a manager based on the staff members in their
chain of command the competency level of each employee (in that position) and whether they are Active /
Inactive(Green/Red).More details can be viewed by selecting a node from the chart.
Screenshots: Appraisal List

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The system generates a list of all the current outstanding appraisals for staff members.A manager/Appraiser
can select a staff member to perform the appraisal. The system will automatically send reminders to
Manager/Appraiser when the employee is due for review. Employees can view past appraisal of themselves or
a staff member in their chain of command. System provides the option of self assessement as well to the
employees.A Manager can even compare the appraisals.

Screenshot: Goals

Managers or Administrators can create goals anywhere in the Organisation Tree. These goals are made up of
tasks that are required to accomplish the goal. Each goal rolls up through the organisation tree based on a roll
up rating. Depending on the skills required, Users can assign a position and employee to the task. With this
applicaition Users can specify the rating (weight) of child Goals, Departments and/or Positions.

Screenshot: Staff Members

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Staff Appraisal Application enables the Managers or Administrators to Add/Edit/Delete new employees. If an
employee is assigned to any task or goal, then while deleting the employee, the system will ask for a
confirmation to remove the employee from all assigned tasks or goal(s). Managers or Administrators can
assign skills to a staff.
Depending on Organisation Structure and requirements, Administrator can specify positions that will be
instrumental in achieving various Goals and Tasks throughout the organisation. Administrators/Manager can
also specify skills, Competencies, Legislative & Operational Requirements for a particular position. The
application enables the Managers or Administrators to setup groups as per their requirement and assign
employee to a group and also have the rights to Activate/De-Activate an employee. If an Employee is DeActived, they will not be able to log-on to the system.

Screenshot: Succession planning

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Succesion planning section shows the positions that are vacant or will be vacant in near Future.The application
provides Administrator/Manager the ability to select Staff Members that better suit requirements of the
position.They can view the skills of each employee as well as any past appraisals and based on the Probable
List of Staff Members, Managers / Supervisors can perform their Succession Planning.

One of the unique features of this application is its Report module which can be incorporated with different
applications also with the minimum configuration. Reports are developed in Crystal Reports and .rpt files can
be placed on the Web Server.Managers/Employees can generate reports to view their goals, appraisal based
on their security setting and chain of command.Administrator/Manager can restrict Employees to view specific
reports.If an Employee has access to the Reports section then they will be able to generate reports as per their
requirement.

2.3.2. Features

Employee Records Management

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360 Degree Employee Appraisal

Appraisal comparision
Organization Hierarchy set up
Integration with external HRM system
Multiple security layer
Integrated E-mail Alert s for various modules
Employee Training & Development management
Skills & Competency mapping
Tasks & Goals Management
Enables the employees, managers and supervisors to provide feedbacks
Employee leave management
Employee career Planning(short, medium and long term)
succession planning for the Organisation
Report generation

2.4. Challenges
Scale complexity was the biggest challenge of the project because with the few numbers of employee details it
was quite easy to use any application but our client needed an application which could manage thousands of
human resource on one single platform.
They needed the application flexible enough to be even incorporated with external system too, Which poised
another big challenge.As System has to be integrated with various different platforms and there might be the
possibility that they must be using different database, So seamless integration feature had to be in the system
which was quite a challenging task.
Another challenge with this application was to keep it simple and easy-to-use because with such a large
volume of data and several functionalities included in the application were bound to make it complex and
lessen its flexibility.And one of the requirement Ability to manage offline appraisals including records of
completion for outdoor staff and staff that are not necessarily computer literate was going to compound its
challenge even further.
2.5. Technology Statistics
Development Tool: Visual Studio 2005, Flex 3.
Database

: SQL Server 2005

Plugins

: Weborb

2.6. Project Duration

6 Months

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