Employee Evaluation for SWPS University
Headquarters: Warsaw, Poland
Students: 17,500 at undergraduate, postgraduate, and doctoral levels
Campuses: 6, located in major Polish cities
Challenges
Digitization of the Evaluation Process
Universities are obliged to evaluate the professional performance of academic teachers and researchers on an annual or biennial basis. The process should consider many variables, such as the academic degree or professional path of a given employee (research or teaching)
Process Automation
Until now, the evaluation has been conducted in the document flow mode using either paper or a combination of digital and paper versions. This resulted in additional costs and slowed down the process.
Simplifying the Formal Path
The procedure encompasses the completion of forms, submission of documentation, procedures for appeal, and all activities attributed to employees. The assessment focuses on the didactic, scientific, research, and organizational areas of the project.
Solution
The process has been moved to the university’s internal platform, built on Salesforce Community. Employees use the same credentials to log into the portal as they use to access other university IT tools. The entire report processing process is handled through the portal.
Solution
Personalized
Communication
The upcoming stages of the procedure are communicated through notifications sent to the e-mail accounts of the appropriate people (the assessed employee or his superior, the evaluating person).
Administrative
Supervision
The process’s correctness is overseen by administrators, who have access to Salesforce but can only see the information on the unit they represent. Two people have super administrator rights, which means that they can see everything (they represent the Vice-Rectors office) and can watch over the correctness of the process at the university level.
Notification
Management
The process configuration includes preparing mechanisms to send notifications from Salesforce to employees, as well as reminders (appropriate to the stage of the process, for example, about the necessity to fill out a form, enhancing missing information, evaluating a subordinate employee, letting them know about obtaining an evaluation, etc.)
Interactive
Confirmation
System-signed documents serve as confirmation for evaluation results. Action is required on both sides (a signed-in user clicks to confirm that he/she has read the information) and is subject to assessment.
Appeal
Procedure
It is also feasible to initiate an appeal procedure against the grade that has been obtained on the portal.
Reporting
and Printing
A custom solution has been prepared for generating reports in XLS format, containing a summary of information (adequate to the level of permissions of a given administrator). Currently, an additional custom tool is being prepared that allows you to print data directly from Salesforce and generate reports on a specific path.
Customizable
Workflows
In addition to the automatic course of the process, which is initiated at a single time for all employees subject to assessment during a given settlement period, it is also feasible to initiate the process for a specific individual.
Personalized
Forms
The forms that are displayed for individual people contain certain data, which are filled in based on their login data and based on all data available in SF thanks to integration with VDO (e.g., name, surname, academic degree, unit, etc.).
Seamless
Integration
The solution has been seamlessly integrated with the internal IT system and the database of employees and students (VDO)
Looking for
trusted partner?
Great Salesforce projects start with detailed research and development.
Outcomes
Improving
Employee Success
The accelerated, simplified, and partially automated appraisal procedures for employees save time and contribute to a more dynamic and transparent evaluation of their performance.
Delivering
High-Quality Data
Achieving a higher quality of information retrieval involves implementing robust systems and tools that enhance data accuracy, relevance, and accessibility.
Implementing
Sustainable Approach
This digital transformation streamlines the evaluation process, offering a more seamless and eco-friendly approach that aligns with modern technological trends and the commitment to minimizing paper waste.
Streamlining
Administrative Workload
This shift towards digital evaluations eliminates the need for extensive paperwork, manual data entry, and storage expenses, fostering a more cost-effective and efficient administrative workflow.
Secure
Evaluation Framework
Using robust encryption measures and access controls, the system ensures the protection of employees’ data, safeguarding confidentiality throughout the evaluation process and strengthening trust in the digital infrastructure.
Your university may benefit from this solution if it has
01
A need to simplify and optimize the evaluation process for academic teachers and researchers.
02
A desire to transition from traditional document flow modes, which may involve paper or a combination of digital and paper versions, to a more streamlined and fully digital evaluation process.
03
A goal that the system covers everything from form completion and document submission to appeal procedures, consolidating all activities attributed to employees in a unified digital platform.
04
A goal to improve employee success by facilitating real-time feedback, goal tracking, and performance insights, ultimately contributing to their overall job satisfaction.
05
A need for efficient reporting and printing processes within the evaluation system, providing a user-friendly platform for managing the assessment process.
06
A desire to defined responsibilities for administrators, fostering an organized evaluation process that enhances overall clarity and transparency in their roles.
Want to work with us?
Great Salesforce projects start with detailed research and development
Let’s talk about your needs
Incredible care for the client’s needs, a wonderfully supportive implementation team full of willingness to help and patience. Thanks to their commitment and knowledge the process ran as smoothly as possible. It was (and still is) a pleasure to work with.
Kamila Dryjańska
Head of Admissions
