If you want each goal or action to be scored based on the KPI values defined by your company while creating the performance template, you should select the KPI Value List option from the Score Calculation Method field in Step 3.
Now, let’s explain how the score is calculated after selecting this option:
In the KPI performance system, scoring is based on predefined scores that reflect the employee’s level of achievement against their goals. The company defines threshold scores for each goal.
For example, a specific performance level may be worth 50 points, a higher level of achievement 100 points, and a significantly higher realized value 200 points. As employees complete their goals, they are evaluated based on these threshold scores, and their performance score is calculated accordingly.
This approach enables goals to be assessed using concrete criteria and allows performance to be tracked objectively and numerically. As a result, employees’ achievement levels can be clearly viewed and compared.
For the KPI Value List evaluation, employees can manually enter their own goals through the Sorwe application. However, in order for the score calculation to be accurate, the Excel file containing the KPI Values must be completed and uploaded to the system. To ensure the KPI Values function properly, this file must be uploaded before the final performance evaluation period.
These criteria can be configured in Step 3 while creating the performance template. After the performance process has been created, you can make updates from the Evaluation & Score Formula section.
Employees can also create their goals on a project basis.
For example, if working with an advertising agency is defined as a goal, this goal is either completed or not completed. However, in such cases, making a precise measurement can be challenging, as the goal may not be supported by a measurable metric. Therefore, in order to assess whether the goal has been achieved, a manager’s evaluation is required. To perform this evaluation, the manager can select one of the predefined criteria. For instance, the manager’s selection of Meets Expectations may correspond to 60 points in the system.
These criteria are defined in the Evaluation & Score Calculation section of the performance template. Even if the KPI Value List option is selected, project-based goals must still be evaluated by the manager.
However, we do not recommend including project-based goals within the KPI structure.
If the KPI Value List option is selected, please do not make any changes to the Minimum and Maximum Score fields under the Action Type Settings tab within Performance Process Settings, in order to avoid any conflicts with the KPI Values.
When you select KPI Values, the configuration proceeds as follows:
1. Initiating the Performance Process
For the Goal Entry Mode:
If you start the performance process gradually, the process begins from the top of the organizational hierarchy. As managers enter their own goals, the performance screens of their direct reports are activated, allowing employees to pull their managers’ goals and enter their own accordingly.
On the other hand, if you select the option to start simultaneously for all employees, employees can enter their own goals without waiting for their managers to complete their goal entries.
As another goal entry method, you may also choose to upload employees’ goals to the system via Excel. For detailed information on how to upload goals using Excel, you can review the article below.
2. Entering, Approving, and Progressing Goals
Employees can enter their goals themselves, or goals can be added via Excel upload.
When employees enter their own goals, these goals are submitted for their manager’s approval.
If goals are uploaded via Excel, you can configure and modify the approval options accordingly.
The manager can review the employee’s goals and either approve or reject them.
After the goals are approved, employees can make progress on their goals and actions.
3. Mid-Term Evaluation
If you would like evaluations to be conducted between performance periods, you can select the periods during which evaluations will take place from the Evaluation & Score Formulas section after starting the performance process.
In this section, you are also required to define the evaluation scale criteria for project-based goals and actions. It is important to assign the corresponding score for each level of the evaluation scale you specify.
When you select all performance periods here, employee goals are submitted to the manager for evaluation at the end of each period.
For example, once Q1 ends, the employee will see the notification below and can submit their goals for manager approval by clicking the Send for Manager Approval button, entering their self-evaluation, and saving it.
(Even if the employee’s goal is scheduled to end at the end of the Q2 period, it must still be submitted for the manager’s evaluation since Q1 and Q2 are selected as performance evaluation periods.)
When an employee submits a goal to their manager for evaluation, a notification is sent to the manager, who can review and evaluate the goal under My Team’s Goals. (You can see the screen the manager will view below.)
After clicking the Performance Evaluation button, managers can enter their comments in the evaluation field and either approve or reject the goal.
(There is no scoring during mid-term evaluations. In these evaluations, managers only provide their comments on the goal. The score is generated once the performance period is fully completed.)
4. Uploading the KPI Values Excel File
During the performance process, employees may have entered their goals themselves or goals may have been uploaded via Excel. For the KPI Value List, the existing goals must first be downloaded from the system as an Excel file.
To do this, click Options > Upload Goals in the performance template.
To download the existing goals, click the Download Goals button.
Then, to upload the KPI Value List, click the Upload Goals button.
Download the Template with KPI values.
In the Excel file for KPI Values, first delete the sample values, then copy and paste the Excel file containing the existing goals that you previously downloaded.
Do not delete any empty columns in the KPI Value List Excel file, as the order of the columns is important.
How Should the KPI Values Excel File Be Filled Out?
The KPI Value List Excel file will be as shown below:
continuation:
The Action Min Limit & Score and Action Max Limit & Score columns in this Excel file should be left empty.
The key fields here are the KPI Threshold Values. You can add as many thresholds as needed, and you must define threshold values separately for each goal. For example:
Action: Generating at least 50 new customers (leads) each month through LinkedIn, industry events, and digital marketing campaigns.
KPI Threshold Value 1: If 25 new customers have been generated…
KPI Threshold Score 1: The score should be 50 points.
KPI Threshold Value 2: If 50 new customers have been generated…
KPI Threshold Score 2: The score should be 100 points.
KPI Threshold Value 3: If 75 new customers have been generated…
KPI Threshold Score 3: The score should be 200 points.
You can adjust and increase these thresholds according to your own evaluation system.
If an employee achieves a value that falls between two threshold values, they receive a proportional score between the corresponding threshold scores. For example, if the actual value is 40, the employee will receive approximately 80 points, calculated proportionally between Threshold Score 1 and Threshold Score 2.
Once the KPI Value List is ready, you can upload your KPI Excel file by clicking the Upload Goals button and selecting the relevant file.
After uploading the file, the screen below will appear. If there are no errors, you can click the Start button.
5. Final Performance Evaluation
When the final performance period ends, the Send for Manager Approval button appears again, similar to the mid-term evaluation. The employee enters their comments on the final status of the performance and submits them to the manager.
Once the employee completes their self-evaluation, the manager receives a notification stating that their employee is waiting for approval of the performance evaluation.
In the KPI Value List configuration, the employee only provides comments on goals and actions and does not assign any scores.
Only in project-based evaluations, where there is no numerical value, is the manager expected to select a value from the evaluation scale.
After the manager completes this evaluation, the score is automatically generated based on the KPI Value List you uploaded, and the employee can view their total score, the points received from each goal, and the manager’s comments on their own screen.