Employee Evaluation for SWPS University

The Challenge

Key challenges we addressed

Digitisation of Evaluation Process

Universities are obliged to evaluate professional performance of academic teachers and researchers on an annual or biennial basis, considering many variables such as academic degree and professional path of each employee.

Process Automation

The evaluation had been conducted in document flow mode using either paper or a combination of digital and paper versions. This resulted in additional costs and slowed down the process significantly.

Simplifying the Formal Path

The procedure encompassed completion of forms, submission of documentation, appeal procedures, and all activities attributed to employees across didactic, scientific, research, and organisational areas.

The Solution

Digital Evaluation on Experience Cloud

The process has been moved to the university’s internal platform, built on Salesforce Experience Cloud. Employees use the same credentials to log into the portal as they use for other university IT tools. The entire report processing is handled through the portal.

The solution includes personalised communication via email notifications, administrative supervision with role-based access, interactive confirmation with digital signatures, appeal procedures, and automated workflows for individual and batch evaluations.

How we did it

Our Approach and Solution

Personalised Communication

Notifications sent to appropriate people at each stage of the procedure (the assessed employee, their superior, or the evaluating person) with reminders for form completion, missing information, and evaluation results.

Administrative Supervision

Role-based access ensures administrators can only see information for their unit. Super administrators with full visibility oversee correctness at the university level on behalf of the Vice-Rector’s office.

Interactive Confirmation & Digital Signatures

System-signed documents serve as confirmation for evaluation results. Action is required on both sides: users click to confirm they have read the information. An appeal procedure can also be initiated via the portal.

Reporting & XLS Generation

Custom solution for generating reports in XLS format containing summary information adequate to each administrator’s permission level, with additional tools for printing directly from Salesforce.

Customisable Workflows

In addition to automatic batch processes initiated for all employees, the system supports initiating the evaluation process for specific individuals. Forms are pre-filled based on login data and VDO integration.

VDO System Integration

The solution is effectively integrated with the internal IT system and the database of employees and students (VDO), ensuring personalised forms with pre-filled data.

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Results

What we achieved

Improving Employee Success

Accelerated, simplified, and partially automated appraisal procedures save time and contribute to a more dynamic and transparent evaluation of employee performance.

Delivering High-Quality Data

Robust systems and tools enhance data accuracy, relevance, and accessibility, achieving a higher quality of information retrieval across the organisation.

Sustainable Digital Approach

Digital transformation streamlines the evaluation process, offering a more seamless and eco-friendly approach that minimises paper waste and aligns with modern technological trends.

Streamlined Administrative Workload

Eliminating extensive paperwork, manual data entry, and storage expenses fosters a more cost-effective and efficient administrative workflow.

Secure Evaluation Framework

Robust encryption measures and access controls protect employees’ data, safeguarding confidentiality throughout the evaluation process and strengthening trust in the digital infrastructure.

In their words