Open

The evaluation is carried out until it reaches the final Approved stage. After that, the evaluation form is sent to an approver responsible for completing the evaluation.

The evaluation workflow outlines different stages that an evaluation document undergoes during the assessment process. For instance, an evaluation might undergo multiple rounds of assessments before the Evaluator gives their approval. Once approved, the evaluation process progresses to the subsequent level in the Chain of Approval (CoA). The crew member's position determines the choice of appraisal template. Consequently, a single CoA can support multiple workflows.

Module Peculiarities

Evaluation Form Template

An evaluation form is based on a template containing one or more sections. A section describes the evaluation topic and exists out of several questions. The answer type defines the format of the question and can be a free text field, multiple choice, or a set of values.
The evaluation form is divided into two: the left contains the crew members' assessment, while the evaluator uses the right.  Whether Evaluator and /or Evaluee section is available is determined by the workflow stage.

Weighing Result

You can determine the evaluation form's score by considering the importance of answers, questions, and sections. Once done, the system calculates the weighted score for each question, which involves multiplying the actual percentage of the score by the question's weight. Then, it aggregates these question scores to calculate the overall score for the section. Similarly, the system computes the weighted score for each section, and by summing the scores for all sections, we arrive at the overall calculated score for the Evaluation form.

Functionality

This section contains a description of the Evaluation features. By adhering to these guidelines, you will be on the right path to effectively utilizing the module.

To get started, log in to the Adonis Crew Portal. On the Home page, click the Evaluation tile:

Open

On clicking, you are then redirected to the page:

On the page, there are two operation tiles:

• My Evaluation (available to Coordinators and Subordinates). The tile displays a crew member’s ongoing and processed evaluations. For more information, see Evaluee Workflow.

• Co-Workers Evaluations (available to Coordinators and Approvers). The tile allows creating and managinevaluation forms. For more information, see Evaluator Workflow.

Evaluator Workflow

The Co-workers Evaluation tile is only available to Evaluators predefined in the Chain of Approval. For more information, see Define Chain of Approval.

As Evaluator, you are entitled to:

• Send evaluation forms to Evaluees and schedule meetings to discuss details. For more information, see Send Evaluation Form.

• Assess Evaluee's skills based on the evaluation forms filled out by Evaluee. For more information, see Execute Evaluation.

• Check the status of evaluation forms sent to Approver. For more information, see Check Evaluation Status.

Send Evaluation Form

As Evaluator, you can send out the evaluation forms to Evaluee on a regular basis or occasionally. For this, on the toolbar, click Create Evaluation:

The page displays two tabs:

• One-time evaluation is intended for occasional evaluations.

• Repeat evaluation is used for regular evaluations (with predefined time periods).

Send Evaluations Occasionally

To send a one-time evaluation form, first, make sure you are on the Create Evaluation page and proceed as described below:

1. Navigate to the One-time evaluation tab.

2. Expand the evaluation rule by clicking the arrow next to the evaluation form you want to send out to your teammates. This displays the list of crew members matching the position(s) preselected for the current evaluation form (see Compile Evaluation Form):

3. In the list of crew members, select the crew member to whom the evaluation form is to be sent and click CREATE.

4. When the confirmation message appears, click CREATE to confirm sending the evaluation document to the selected crew member:

As a result, the evaluation form is sent to Evaluee. The evaluation form status is set to Created:

Send Evaluations Regularly

To send evaluation forms on a regular basis, first, make sure you are on the Create Evaluation page and proceed as described below:

1. Navigate to the Repeat evaluation tab.

2. Expand the evaluation rule by clicking the arrow next to the evaluation form you want to send out to your teammates. This displays the list of crew members matching the position(s) preselected for the current evaluation form (see Compile Evaluation Form):
   
   

3. In the list of crew members, select the crew member to whom the evaluation form is to be regularly sent and click CREATE:

4. When the confirmation message appears, click CREATE to confirm sending evaluation documents to the selected crew member(s):

As a result, a set of evaluations documents are created and will be sent based on the predefined schedule.

Send Evaluation Forms in Batch

To make the workflow more efficient, you have the possibility to send out the evaluation forms in batch.

For this, follow the steps below:

1. Navigate to Create Evaluation on the toolbar and expand the list of crew members matching the position(s) preselected for the current evaluation form:
   
   

2. Select the Evaluees whom you want to send out the evaluation forms to and click CREATE. This opens the Confirm dialog:
   
   

3. On the Confirm dialog, click CREATE to proceed.

As a result, the evaluation form is sent to the selected Evaluees. The affected evaluation forms statuses are set to Created:

Execute Evaluation

On sending the evaluation form to a crew member, as Evaluator, you are waiting until the evaluation form is filled out and sent back to you for review. To review and process the evaluation form, navigate to Evaluation > Co-workers Evaluation > Execute Evaluation:

On the page, proceed as described below:

1. In the Select the workflow drop-down list, select the workflow to be used for evaluation. This reveals the stages defined for the active workflow.

2. On the table, select the stage to view the evaluation form of a teammate.

3. Open the evaluation form by clicking View. Clicking the command displays the evaluation form:
   
   

    

4. Click SUBMIT to proceed.

As a result, the evaluation form is sent to a teammate for further processing.

The following commands are accessible to Evaluator:

• REJECT sends the evaluation form back to a teammate. The evaluation form moves back to the previous stage.

• CANCEL discards the changes made in the form.

• APPROVE (available to only Approver) confirms that Approver verified the form and agreed with the answers in the form. The status of the evaluation form is Approved.

• DISMISS cancels the evaluation form. The status of the evaluation form is Dismissed. The evaluation form is not subject for further processing.

• SUBMIT sends the evaluation form to an approver for further processing. The status of the evaluation form is Submitted.

Check List of Co-Workers

Switch to the List of Co-Workers page listing your teammates based on the predefined chain of approval. For more information, see Define Chain of Approval.

In the list, you can check for whom you can create or execute evaluation forms.

Check Evaluation Status

As Evaluator (Coordinator or Approver), you can check the evaluation form status. For this, switch to the Status of Evaluation page that shows your teammates' evaluation forms and their current status:

As Approver, you can choose to view, approve, or reject the evaluation form by clicking the respective command.

Stand in for Evaluator

In case Coordinator leaves their position during an ongoing activity, Approver can take over the responsibility and manage the Evaluation forms submitted by Evaluee(s). This functionality ensures a smooth transition and continuity in managing ongoing evaluation forms even in case of urgent or unexpected Coordinator turnovers.

For this, it is enough to provide Approver with respective access rights. For more information on how to grant access, see Set Roles and Permission Levels.

Generate Report

You can generate Evaluation reports for approved Evaluation documents.

To generate a report, follow the steps below:

1. Navigate to Reports on the toolbar. This opens the Reports page:

2. Select the Evaluation report to be generated. This opens the Evaluation list dialog:

3. On the dialog, proceed with the following fields:

   • Date. In the calendar picker, select the start date from which the evaluation results should be included into the report (the end date is the current date).

   • Employee PINs. From the drop-down list, select employee’s PIN numbers to be included into the report. You can select a number of employees. In this case, the Evaluation report will contain evaluation results for all the selected employees.

   • Include. Select the checkboxes to indicate the data to be available in the report.

4. Once completed, click GENERATE.

As a result, the generated report appears on the screen:

Evaluee Workflow

The My Evaluation tile is intended for Evaluees required to pass an evaluation of their skills and/or performance.

To access the evaluation form, proceed with the following steps:

1. Locate the Evaluation tile on the dashboard.

2. Navigate to Evaluation > My Evaluation to view evaluation form(s) pending for processing:

Process Evaluation

On accessing the evaluation form, you can now proceed to fill it out. For this, first, make sure you are on the My Evaluation page displaying the evaluation form thumbnails:

Thumbnails may contain the following information:

• Stage of the evaluation form: Created, Rejected, Approved, etc.

• Instructions to be fulfilled.

• Number of days within which the form is to be completed.

• Date when the evaluation form was sent.

Now, click the thumbnail to open the evaluation form:

Fill in the fields in the form and click SUBMIT to send it back to your Evaluator for review. This opens the Confirm Submit dialog, where you can provide a comment:

Click SUMIT. As a result the evaluation form is successfully submitted.

Housekeeping

This section enables you to perform a one-time setup of the module both in the Adonis Administrator Portal and Adonis Crew Portal.

Adonis Crew Portal Setup

To get started, log in to the APP Crew Portal. When the Home page appears, click the Evaluation tile:

On clicking, you are then redirected to the page:

On this page, click the Housekeeping tile to start configuring the module:

Set up Evaluation Workflow

On defining the chain of approval in the Adonis Administrator Portal (see Define Chain of Approval), you need to separately define the workflow between Coordinator, Subordinate, and Approver. For this, navigate to the Evaluation module > Housekeeping > Setup Workflow:

On the page, click NEW EVALUATION WORKFLOW. This evolves the Create New Evaluation Workflow dialog:

Fill in the following fields:

• Code. Enter a unique alpha-numeric code.

• Name. Enter the evaluation workflow name.

Click SAVE to proceed.

On saving the created workflow, you can see the predefined workflow stages:

To add stages to the evaluation flow, click NEW STAGE in the Create new Evaluation Workflow dialog:

In the Add details dialog, fill in the fields:

• Step is a predefined sequential number of the step.

• Evaluator timeline text. Enter a brief instruction/message that appears in the evaluator timeline.

• Status. From the drop-down list, select the current stage status: Assign, Submitted, Review, Processed, Ready to process.

• Code. Enter a unique alpha-numeric code of the evaluation workflow stage.

• Name of the Stage. Enter the evaluation stage name. The name must be unique.

• Evaluee timeline text. Enter a brief instruction/message that appears in the Evaluee timeline.

• In the Access rights for the Evaluator to modify visibility and editing settings of the Evaluation form with the following options section, define the read/write rights for both Evaluator and Evaluee. There are three options: Read, Write and Hide.

  • Evaluee access
    The access rights for Evaluee are defined by selecting one of the options in the drop-down menu: read, write, hide the Evaluation form. Please note that Evaluator cannot edit the Evaluation form side designed for Evaluee, but only read and hide it.

  • Evaluator access
    The access rights for Evaluator are defined by selecting one of the options in the drop-down menu: read, write, hide the Evaluation form. On this side, Evaluee can only read the information or, otherwise, the Evaluator’s side might be unavailable to Evaluee.

• Submit by Evaluee. Select in the case, at the current stage, the form must be submitted by Evaluee.
  
  

Selecting the option enables the Enable Reject button for the Evaluee option which might be unchecked.

• Submit by Evaluator. Select in case in the current stage the form must be submitted by Evaluator.

• Duration to submit form. Enter the maximum amount of days within which the form must be submitted.

• Show Scores on the form. In the section, select one of the options that allows displaying scores in the evaluation form.

When completed, click SAVE to proceed.

As a result, a new stage appears in the Create New Evaluation Workflow dialog.

Create Template

You can create different templates for electronic forms intended for evaluating crew members' performance.

A template is a customizable set of sections which may contain predefined:

• Answer types: Yes/No, TRUE/FALSE, Multiple Choice, etc. For more information, see Add Form Answers.

• Question(s) to be used in a form. For more information, see Add Form Questions.

• Section(s) to be available in a form. For more information, see Add Form Sections.

On adding all the template components, refer to Compose Template to get to know how to create a template.

Add Form Answers

To add form answers, first, navigate to Evaluation module > Housekeeping > Template. The Answer tab then opens up:

On the Answer tab, click NEW ANSWER STRUCTURE. This opens the Create new Answer Structure dialog:

In the dialog, fill in the following fields:

• Code. Enter a unique alpha-numeric code.

• Answer. Enter the answer type name.

• Description. Provide a brief description of the answer type.

• Control type. From the drop-down menu, select one of the options: Text box, Radion button, Drop down list, Numbering, Check box, Date.

When completed, click SAVE at the bottom of the Create New Answer Structure dialog.

As a result, a new record becomes available on the Answer tab.

Add Form Questions

To add form questions, first, navigate to the Evaluation module > Housekeeping > Template > the Question tab:

On the Question tab, click NEW QUESTION. This opens the Create new Question dialog:

In the dialog, fill in the following fields:

• Code. Enter a unique alpha-numeric code.

• Question. Type a question to be used in the form.

• Description. Provide a brief description of the question.

• Weight. Enter a numeric value specifying the importance of the question.

• Answer type. From the drop-down list, select the answer type predefined in Add Form Answers.

When completed, click SAVE.

As a result, a new record becomes available on the Question tab.

Add Form Sections

To add form sections, first, navigate to Evaluation module > Housekeeping > Template > the Section tab:

On the Section tab, click NEW SECTION. This opens the Create new Section dialog:

In the dialog, fill in the following fields:

• Code. Enter a unique alpha-numeric code.

• Name. Enter the section name.

• Weight. Enter a numeric value specifying the importance of the section.

• Description. Provide a brief description of the section.

On filling in the fields, select the questions to be added to the section. The listed questions are fetched from those predefined on the Question tab. For more information on how to add form questions, see Add Form Questions.

When done, click SAVE to add a new form section to the table.

Compose Template

To create a form template, first, navigate to Evaluation module > Housekeeping > Template > the Template tab:

On the Template tab, click NEW TEMPLATE. This opens the Create new Template dialog:

In the dialog, fill in the following fields:

• Code. Enter a unique alpha-numeric code.

• Name. Enter the template name.

• Description. Provide a brief description of the template.

On filling in the fields, select the sections to be added to the template. The listed sections are fetched from those predefined on the Section tab. For more information on how to add form sections, see Add Form Sections.

When done, click SAVE to add a new template to the table.

Compile Evaluation Form

After defining various workflows and composing templates, you can now specify a workflow and a template based on which crew members are to be evaluated. For this, navigate to Evaluation module > Housekeeping > Selection Criteria:

To add a new evaluation rule, click NEW SELECTION CRITERIA. This opens the Create new selection criteria dialog:

In the Details tab, fill in the following fields:

• Evaluation Rule Code. Enter a unique alpha-numeric code.

• Evaluation Template. From the drop-down list, select the evaluation template to be used. The list of evaluation workflows is fetched from those predefined in the Compose Template. You can only use a Template once for one Selection Criteria.

• Evaluation Workflow. From the drop-down list, select the evaluation workflow to be used. The list of evaluation workflows is fetched from those predefined in the Set up Evaluation Workflow. It is possible to use the same Workflow for multiple Selection Criteria.

In the Criteria section, specify set the scenario according to which the evaluation form is to be sent to both offshore (crew members onboard a ship) and onshore employees (office employees).

To define the scenario for crew members' (offshore) evaluation forms, first, make sure you are on the Crew Criteria tab of the Criteria section. Then, fill in the fields as described below:

• Empty date. Select the checkbox if the evaluation form is to be sent randomly (without any preconditions).

• Criteria (available if Empty date is unselected). From the drop down list, select one of the options: After Sign-on, Before Sign-off, Today. By selecting the option, you can define when the evaluation form is applicable.

• Plus (available if Empty date is unselected). Enter the number of days following the event defined in the Criteria option.

• More Options. Click it to expand more options.

• Repeat. Select the checkbox to allow sending evaluation form on a recurring basis.

• Every (available if Repeat is selected). Enter the number of days to define the frequency for how often evaluation forms to be sent out (e.g. every 3 days).

• Until (available if Repeat is selected). From the calendar view, select the date until which the recurring event is to be carried out.

To define the scenario for office employees' (onshore) evaluation forms, first, make sure you are on the Employee Criteria tab of the Criteria section. Then, fill in the fields as described below:

• Empty date. Select the checkbox if the evaluation form is to be sent randomly (without any preconditions).

• Criteria (available if Empty date is unselected). From the drop down list, select one of the options: Contract Start date, Employment Start date, Today. By selecting the option, you can define when the evaluation form is applicable.

• Plus (available if Empty date is unselected). Enter the number of days following the event defined in the Criteria option.

• More Options. Click it to expand more options.

• Repeat. Select the checkbox to allow sending evaluation form on a recurring basis.

• Every (available if Repeat is selected). Enter the number of days to define the frequency for how often evaluation forms to be sent out (e.g. every 3 days).

• Until (available if Repeat is selected). From the calendar view, select the date until which the recurring event is to be carried out.

Now, switch to the Ranks tab to define the position(s) for which the evaluation form is applicable:

To add a position, first, click NEW RANK. This enables editing the table fields:

• Code is fetched based on the position selected from the drop-down list in the Name column.

• Name. From the drop-down list, select the position for which the evaluation form is to be applicable.

Click Save next to the added record in the table.

When completed, click the SAVE button at the bottom of the dialog to add a new evaluation rule to the table:

Adonis Administrator Portal Setup

This section will walk you through the setup required in the Adonis Administrator Portal:

• Define Chain of Approval

• Define Roles, User Groups

Define Chain of Approval

The Chain of Approval functionality allows defining the levels (along with positions) between which the documents will be circulating.

To get started, access the chain of approval levels by using one of the tips below:

• Navigate to Chain of Approval > Levels.

• On the main menu, select Chain of Approval > Chain Levels.
  
  

To create a hierarchical tree structure, select Evaluation in the listed module names and proceed as described below:

1. Right-click the Evaluation module name and select New Chain in the menu. The following dialog appears:
   
   

    

2. In the Chain dialog, enter the name of a new chain.

3. Click SAVE to proceed.

As a result, a new chain will become available under the selected module:

Now, set an approver for the created chain. To do this, follow the steps below:

Right-click the newly created chain and select New Approver in the menu. This opens the Approver dialog:

1. From the Position drop-down, select the position you want to assign to the chain.

2. Click SAVE to proceed.

As a result, an approver level is added to the tree-view structure of the chain levels:

To define a coordinator:

1. Under the selected module, right-click the added approver position and select Add Below > New Coordinator from the menu. This opens the Member dialog:
   
   

2. From the Position drop-down list, select the position you want to assign. On selecting, you can enable the options below:

   • Is Passive makes a position unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing.

   • Is Coordinator sets the coordinator level in the chain of approval.

   • Subordinate creating and submitting the document gives a subordinate the permission to create and submit time registrations.

3. Click SAVE to proceed.

As a result, a coordinator level is added to the tree-view structure of the chain levels:

To add a subordinate, follow the steps below:

1. Right-click the added coordinator and select Add Below > New Subordinate from the menu. This opens the Member dialog:
   
   

2. From the Position drop-down list, select the position you want to assign. On selecting, you can enable the options below:

   • Is Passive makes a position unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.

   • Is Coordinator set the coordinator level in the chain of approval.

   • Subordinate creating and submitting the document gives a subordinate the permission to create and submit time registrations.

3. Click SAVE to proceed.
   
   

As a result, a subordinate level is added to the tree-view structure of the chain levels.

Define Roles, User Groups

Once logged into Adonis Administrator Portal, follow the directions in:

• Set Roles to create roles and set their permission levels.

• Define User Groups to collect roles into groups as well as assign crew members’ positions to certain groups.

Maintain Reports

Before getting started, be advised to navigate to your FTP area and download the IMOCrewList report:

http://download.adonis.no/files/upgrade/Personnel%20Portal/2023.41/Reports/

When done, please upload the report and refer to the instructions in Maintain Reports for more information on how to proceed.