Contact person: Business Client

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Location: Dakar, Senegal

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Performance appraisal system
Performance Management System (General information)

General Overview

Project Objective
To design and deploy a secure digital platform that:
• Enables annual performance agreements between employees and supervisors
• Facilitates structured and fair performance evaluations
• Supports HR decisions such as training, promotions, transfers, or performance-based actions
• Maintains a traceable performance history for all staff
• Scope

The system will be divided into two major phases:
• Performance Planning Phase – where staff and supervisors agree on yearly objectives
• Appraisal Phase – where staff are evaluated based on agreed objectives and defined competencies

Organizational Structure Integration
2.1 Hierarchy Definition
1. Apex Core Organization:
2. Departments: e.g., Administration & Finance, Conference Services
3. Divisions: Each department contains multiple divisions (e.g., HR under Admin & Finance)
4. Individual Staff: Assigned to specific divisions
Each unit is stored in a structured hierarchy, enabling clear reporting lines and goal cascading.

Functional Modules
3.1 User Management
Step-by-Step Specifications:
1. HR Admin creates organizational structure (departments, divisions, reporting lines).
2. Assign roles to users based on hierarchy.
3. Implement login via secure SSO or LDAP.
4. Role-based dashboard views and permissions activated upon login.
- Role-based access (Employee, Supervisor, Reviewer, HR Admin)
- Secure authentication (LDAP/SSO)

3.2 Performance Planning (Agreement Phase)
Step-by-Step Specifications:
1. HR opens the annual planning cycle in system settings.
2. Employee logs in to enter 4–5 SMART goals + up to 2 special projects.
3. Each goal includes title, description, KPI, target, and weight (%).
4. Supervisor receives a notification, reviews objectives, edits or approves.
5. Employee and supervisor digitally sign the agreement.
6. Mid-year review notification is automatically triggered for both parties.

3.3 Performance Appraisal Phase
Step-by-Step Specifications:
1. Mid-year self-assessment is enabled; employee reflects on progress.
2. End-year self-appraisal form is opened; employee rates own performance.
3. Supervisor rates performance on each objective and each competency.
4. System calculates individual scores for objectives and competencies.
5. Final score is computed based on HR-configurable weight (e.g., 70/30).
6. Reviewer validates ratings; adjustments allowed.
7. System generates overall performance rating.
8. Based on rating, system proposes recommendations (e.g., training, promotion).
9. All parties digitally sign and submit the final form.

3.4 Development Planning
Step-by-Step Specifications:
1. Supervisor and employee identify 3 development goals during appraisal.
2. Each goal includes the skill, development method, and deadline.
3. Supervisor recommends areas for improvement based on performance gaps.
4. AI analyzes these areas and suggests topical training modules.
5. Recommended trainings are proposed for the following year's Agreement.
6. HR reviews, edits, and finalizes training plans.
7. Progress tracked via completion status and optional uploads (certificates, feedback).

3.5 Reports and Dashboards
Step-by-Step Specifications:
1. HR dashboard shows organizational compliance with evaluation cycles.
2. Supervisors view performance summary of their direct reports.
3. Employees view their agreement, appraisal status, and feedback.
4. Export options: Excel, PDF, and visualization (charts, tables).
5. Filters available: year, division, status, rating range.

3.6 Archiving
- Secure storage of signed agreements and appraisals
- Search by name, year, division
- Role-based access to historical data

3.7 Security
- GDPR-compliant data handling
- Data encryption at rest and in transit
- Activity audit logs

3.8 Step Increase & Training Needs Reporting

A. Training Needs Report Generation
1. Draws from appraisal results—competency ratings and supervisor feedback
2. Flags competencies rated as “Needs Improvement” or “Not Observed”
3. Aggregates data by employee, division, department
4. Maps gaps to relevant training modules
5. Generates reports by unit or individual
6. Export: Excel / PDF / visualization

B. Step Increase Automation
1. System checks eligibility based on score thresholds and tenure
2. Pulls from uploaded salary scale (grade, step, monthly basic salary)
3. Calculates new step, effective date, and salary
4. HR reviews, adjusts, and confirms step increases

C. Individual Notification Letters
1. Custom letter templates using merge fields (name, new step, grade, salary, effective date)
2. PDF generation with signature field
3. Auto-email delivery with attachment
4. Letters archived in employee profile

Sample Template:
Dear [Employee Name],
Following your recent performance appraisal, we are pleased to inform you of your step increase.
Effective from [Effective Date], your new classification is:
- Grade: [New Grade]
- Step: [New Step]
- Monthly Basic Salary: [New Salary] UA
Keep up the excellent work!
Sincerely, Human Resources" (client-provided description)