| Paper-Based Systems |
| Appraisal Forms are handed to (if hard copy) or sent to employees by email, or they may use existing copies they have “filed” somewhere. PROBLEM: Different versions of Appraisal Forms for the same Job Title may be “out there” among managers and staff in the organization. |
| Job Descriptions are done in MS Word or similar format. PROBLEM: Also here, different versions for the same Job Title may be “out there”. |
| Monitoring the status of appraisal completion is done by contacting managers and asking them how far they have progressed with it. PROBLEM: Time-consuming and inaccurate. |
| Performance record notes are kept (if at all) in some electronic (typically MS Word) or handwritten format. PROBLEM: Such notes may get easily lost, plus are difficult to sort through when used during appraisal interviews. |
| Appraisal Forms are completed in writing, or using e.g. MS Word or Excel formats. PROBLEM: These need to be gathered by HR from all managers, and then added to employee personal files – by hand or electronically – which are both extremely time-consuming, plus some forms may get lost in the process. Also time-consuming to retrieve again if necessary. |
| Performance ratings and feedback from other managers an employee has worked with are gathered on separate, paper-based appraisal forms. PROBLEM: This is a logistical nightmare, plus averages have to be calculated by hand or by using a spreadsheet. |
| To view the contents of employee Appraisal Forms, Managers and HR have to first find the file/s where they were stored. PROBLEM: Very time-consuming. Files (if hard copy) may even be kept at not-so-easily-accessible physical locations. |
| Employee performance percentages and/or rating averages need to be calculated by hand, or ratings need to be added into a spreadsheet for calculations. PROBLEM: Potential data input and calculation errors, not to mention the amount of time to do all of this. Where are these filed? |
| Staff performance data inputs and comparisons need to be made by using tools such as spreadsheets. PROBLEM: The amount of time inputting these data; possible errors with inputting; limited capability to do different reports on a spreadsheet. |
