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Frappe HRMS - Ch03 Performance Management

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Frappe HRMS – Chapter 3: Performance Management

Part of the Frappe HRMS documentation series.  |  Upstream: github.com/frappe/hrms

The Performance Management module covers goal setting, appraisal cycles, KRA-based evaluations, peer and manager feedback, and employee performance tracking.

1. Masters Setup

1.1 KRA (Key Result Area)

Purpose: Defines the functional areas against which employees are evaluated (e.g., "Sales Target Achievement", "Customer Satisfaction", "Project Delivery Quality"). KRAs are assigned to designations and then pulled into appraisal templates.

Steps:

  1. Go to HR → Performance → KRA → New.
  2. Enter KRA Name and description.
  3. Link to a Department if the KRA is department-specific.
  4. Save.

1.2 Appraisal Template

Purpose: A reusable appraisal structure that defines which KRAs and goals are evaluated, their weightages, and the scoring criteria. Used as the basis for all Appraisal records within a cycle.

Steps:

  1. Go to HR → Performance → Appraisal Template → New.
  2. Enter Template Name (e.g., Office Staff Annual Review, Field Technician Assessment).
  3. Add KRAs with percentage weights (must total 100%).
  4. Add Goals or competency dimensions as needed.
  5. Save the template.

1.3 Employee Feedback Criteria

Purpose: Defines the structured dimensions used in peer and manager feedback (e.g., Communication, Teamwork, Initiative, Technical Competency). Ensures consistency in feedback scoring.

Steps:

  1. Go to HR → Performance → Employee Feedback Criteria → New.
  2. Enter the Criteria Name and description.
  3. Save.

2. Appraisal Cycle

Purpose

An Appraisal Cycle defines the review period (e.g., Q1 2025, Annual 2025). All appraisals for that period are grouped under the cycle, enabling centralized tracking and reporting across the organization.

Prerequisites

  • Appraisal Templates ready
  • Review period and dates confirmed by HR and management

Steps

  1. Go to HR → Performance → Appraisal Cycle → New.
  2. Enter Cycle Name, Start Date, and End Date.
  3. Set the Appraisal Template to be used.
  4. Define the cycle stages and their deadlines:
    • Goal Setting
    • Self Assessment
    • Manager Review
    • Final Rating
  5. Save and submit. System creates Appraisee records for eligible employees.

Next Step

  • Generate Appraisal records from the cycle for each employee.

3. Goal

Purpose

An individual goal record for an employee within an appraisal cycle. Goals are SMART targets set at the start of the cycle and rated at the end.

Steps

  1. Go to HR → Performance → Goal → New.
  2. Select the Employee and link to the Appraisal Cycle.
  3. Enter Goal Title and description.
  4. Set KRA linkage and Goal Weight.
  5. Define measurable target metrics.
  6. Save.

Goals can also be created directly from the Appraisal record.

4. Appraisal

Purpose

The individual appraisal document for one employee in one cycle. Captures self-assessment, manager ratings, KRA scores, goal completion, and the final weighted score. This is the primary review document.

Prerequisites

  • Active Appraisal Cycle
  • Goals set for the employee
  • Appraisal Template selected

Steps

Employee Self Assessment

  1. Employee opens their Appraisal record.
  2. Under each KRA, enters self-rating and justification.
  3. Marks goal completion status for each goal.
  4. Submits self-assessment for manager review.

Manager Review

  1. Manager opens the same Appraisal record.
  2. Reviews self-ratings and adds manager scores for each KRA.
  3. Reviews and rates goal completion.
  4. Adds overall comments and final rating.
  5. Submits for HR review.

HR / Final Rating

  1. HR confirms the final rating.
  2. Sets overall appraisal result (e.g., Exceeds Expectations, Meets Expectations, Needs Improvement).
  3. Submits and closes the Appraisal.

Scoring Logic

  • Each KRA has a weight percentage.
  • Final score = Σ (KRA Rating × KRA Weight ÷ 100).
  • Goal completion contributes based on its configured weight.

Next Step

  • Use appraisal results as basis for Employee Promotion or Salary Revision.

5. Employee Performance Feedback

Purpose

Collects structured feedback from peers, direct reports, or managers — distinct from the formal manager appraisal. Supports 360-degree review processes.

Prerequisites

  • Active Appraisal Cycle
  • Employee Feedback Criteria defined

Steps

  1. Go to HR → Performance → Employee Performance Feedback → New.
  2. Select the Employee being reviewed and the Reviewer.
  3. Link to the Appraisal Cycle.
  4. Rate the employee against each Feedback Criterion.
  5. Add qualitative comments.
  6. Submit.

6. Appraisal Overview Report

Purpose

Cross-cycle performance summary. Displays all employees, their appraisal status, and final ratings within a selected cycle. Used by HR and management for calibration and talent review.

Access

HR → Performance → Reports → Appraisal Overview.

Filter by:

  • Appraisal Cycle
  • Department
  • Designation
  • Rating range

Workflow Summary

Step DocType Actor
Define evaluation areas KRA HR
Build review structure Appraisal Template HR
Open review period Appraisal Cycle HR
Set measurable targets Goal Employee + Manager
Rate performance Appraisal Employee → Manager → HR
Gather 360 input Employee Performance Feedback Peers / Manager
Review results organization-wide Appraisal Overview Report HR / Management
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