OnTrack FAQ's

Questions

1. Can the number performance reviews (evaluations) conducted each year be changed?
2. Can we use our own rating scale?
3. Can we use our own organization's colors and logo?
4. How much customization is required?
5. Do we need a web-server in-house?
6. How does the system identify users?
7. How does the system handle a dispute between an employee and a manager?
8. How are changes/additions to performance plans or development plans authorized?
9. Can we change the modules or components that make up a performance management system?
10. Can employees see different components or screen layouts or particular fields, just from their logon?
11. Can items such as photographs and supporting documents be held in an employee's record?
12. What happens if a user forgets their password?

Answers

1. Can the number performance reviews (evaluations) conducted each year be changed?
   Yes. The generic product is set at twice per year, but it can be set at whatever frequency a manager or employee requires, eg, monthly, quarterly or yearly reviews. As a standard feature, different employees in different areas of an organization or different employees reporting to the same manager can have a different number of reviews in a year. Review names are created by the system administrator. An unlimited number of reviews can be conducted for an employee during a performance year.
2. Can we use our own rating scale?
   Yes, this is totally user-defined.
3. Can we use our own organization's colors and logo?
   Yes, you can have whatever you want in terms of images and colors (as long as they comply with Microsoft standards).
4. How much customization is required?
   None is necessary. You can buy the product off-the-shelf. However, you can also customize any aspect of the product and use your terms and business rules.
5. Do we need a web-server in-house?
   Yes if you are hosting it. No, if we host it on our servers.
6. How does the system identify users?
   Through their network logon and password or the login from any other organization-wide system.
7. How does the system handle a dispute between an employee and a manager?
   Once a review is completed, the employee can access a dispute screen which sends an email to his/her manager and to the HR Department. It is up to the organization how this is acted on. Alternatively, disputes are handled off line using a standard grievance process.
8. How are changes/additions to performance plans or development plans authorized?
   Whenever any change is made to a component of the performance management process, it is saved and then validated by the user making the change, through entering their network password, ie, only the user can authorize their own changes. Once a change is validated, a new status date for that component is displayed. Only an employee can add comments about progress to their part of the performance and development plans, and to their overall assessments, and only managers can add comments to their parts. Each party can see what the other has written but they cannot change the other's comments.
9. Can we change the modules or components that make up a performance management system?
   Yes. All components are optional. You can pick and choose what you want. It is even possible for some components to be mandatory for everyone while other components are required for only a few employees, eg, senior executives.
10. Can employees see different components or screen layouts or particular fields, just from their logon?
    Yes.
11. Can items such as photographs and supporting documents be held in an employee's record?
    Yes, and this is only limited by the size of your database (storage capacity).
12. What happens if a user forgets their password?
    Once the user has supplied their logon ID, the system can email the user a new password. In addition, there is a secret question and answer feature. Answering the secret question correctly enables the creation of a new password.