Workflows & SOPs

Reference · Workflows

Workflows & SOPs

The whole module, wired together. Seven end-to-end Standard Operating Procedures — from designing a scorecard to running a full review cycle, entering manual metrics, approving pay steps, and the employee's own self-check. Each names the exact screen and button for every step.

The master pipeline

Every SOP is a slice of one loop. You design the scorecard, open a period, assign people, calculate, review, and act on the result.

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SOP 1 — Design a role scorecard (Template)

1. Open the builder

   KPI Matrix → Templates → Add Template. Give it a role-obvious Name and an optional Description.

2. Pick a starting mix

   Decide from the five built-in profiles (General Staff, Technical/Developer, Customer-Facing, Management, Operations) which weight balance fits — see the profile table.

3. Enable metrics & set weights

   In each category panel, tick the metrics you want and set the Category Weight. Skip the long tail — aim for 3–8 active drivers. Watch for the Manual badge: only enable a manual metric if you'll maintain it.

4. Hit 100%

   Make the category weights total exactly 100% — the footer total turns from red to blue. Save.

   ⚠️

   Only category weights must total 100. Metric weights within a category are blended proportionally over whatever produced data, so they needn't pre-sum to anything.

5. Avoid double-counting conduct

   If you enable policy_adherence, don't also give discipline_score + leave_compliance full weight — Policy Adherence already rolls those up. Pick one approach.

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SOP 2 — Run a full review cycle

The cycle lifecycle you'll drive:

1. Create the cycle

   KPI Matrix → Review Cycles → Add Review Cycle. Set Name, Type (cadence), Template, and the Start/End dates of the real evaluation window. Save.

   ⚠️

   The period dates define what the engine counts — set them to the period being reviewed, not today.

2. Assign the team

   Go to KPI Matrix → Team Matrix → Assign Employees. Pick this cycle and template, multi-select the employees, optionally a Reviewer, and click Assign. Rows appear as Pending.

3. Enter any manual metrics

   If the template uses manual metrics, follow SOP 3 for each employee before calculating.

4. Calculate

   Back on Review Cycles, on the Open cycle click Calculate. The engine scores every assignment; the Progress bar fills and the status advances.

   ⛔

   Calculate only works while the cycle is Open. If the button's missing, check the status badge.

5. Review the results

   Read KPI Overview (distribution + top performers) and Team Matrix (per-person grid). Click any View to open a scorecard; check the Data Sufficiency bar and drill into the category breakdown.

   ℹ️

   Set anyone with a low (amber) sufficiency bar aside — new hires and long-leave staff shouldn't be ranked on thin data.

6. Act on pay

   Go to SOP 5 — Recommendations — to approve or reject the salary steps the cycle produced.

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SOP 3 — Enter manual metrics

1. Open the manual-entry modal

   For the assignment, open its manual entries. You'll see one row per manual metric with a Value and a Notes box.

2. Type the raw values

   Enter each metric's value in its own unit (a 1–5 rating, a count of hours, a percentage) — not a 1–5 score; the engine normalizes it. Add notes for the evidence. Save.

   ⚠️

   Enter manual values before you calculate, or they won't be in the score. If you add them after, use SOP 4 to re-score that person.

3. No manual metrics?

   If the modal says “No manual metrics configured for this assignment,” the template is fully automatic for this person — nothing to do.

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SOP 4 — Re-score one person

1. Fix the underlying data

   Correct the attendance/task/leave record in its own module, or update the manual entry.

2. Open the assignment detail

   Team Matrix → the person's View (eye) button.

3. Recalculate

   Click Recalculate in the modal footer. Just this employee is re-scored; the composite, rating and breakdown refresh.

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SOP 5 — Approve salary progressions

1. Open the queue

   KPI Matrix → Recommendations. Filter Status → Pending.

2. Read each proposal

   For each row check the Score, Rating, Step Change and New Salary. Cross-check against the person's scorecard if in doubt.

3. Approve or reject

   Approve (green tick) accepts the step — it creates a draft salary-history record that still goes through payroll approval. Reject (red cross) records a reviewed “no change”. Both are audit-logged.

   ⚠️

   Approving does not pay anyone yet — it hands a draft change to payroll. Nothing skips the normal pay approval chain.

4. Handle the flags

   Watch for manual review (no salary grade), at grade ceiling, PIP flags, and demotion-review flags — these need an HR decision, not just a click.

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SOP 6 — Automate with the nightly job

1. Opt the cycle in

   Set a cycle's Auto-calculate flag on and leave it Open with its real end date.

2. Confirm the job

   php erpat cron:list should show auto_calculate_kpi_cycles (runs 01:30 daily).

3. Let it run

   After the period-end date passes, the next nightly run scores the cycle and moves it Open → Calculating → Review. You review results the next morning.

   php erpat cron:run auto_calculate_kpi_cycles   # or trigger it now

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SOP 7 — Check your own performance (Employee)

1. Open your profile

   Go to your own Team Member profile and click the KPIs tab.

2. Read your score

   The big number (1–5) and its rating band are your headline. “Not yet calculated” just means the cycle hasn't run.

3. Read your trend

   The Score Trend line shows you across cycles — direction matters more than any single period.

4. Read the breakdown

   The Category Breakdown shows which areas lifted or lowered you. Bring it to your one-on-one. Full guide: Your Performance.

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Permissions per SOP