What is Employee Confirmation Process in Quikchex HRMS ? How does it work?

The employee confirmation process in Quikchex HRMS system ensures a structured and efficient review of employees approaching the end of their probation period. The following is an overview of the updated process from onboarding to final confirmation:

1. Employee Onboarding and Profile Creation

Employee Joins the Organization

• Profile Creation: When a new employee joins, their profile is created in the HRMS system, with basic details and employment information entered.
• Assign Confirmation Assessment Template: The Confirmation Assessment Template is assigned to the employee either during or after profile creation. This template now allows flexibility to assign different templates to various assessors (e.g., Reporting Supervisor, HOD).

2. Assessment During the Probation Period

Probation Period Settings

• Set Probation Duration: Admin can set a default probation period or customize it based on criteria such as work location or department.
• Template Customization: The Confirmation Assessment Template can include various question types (text box, drop-down, and checkbox). Admin can create multiple templates as required.

Assessment Completion by Designated Actors

• Assessment by Assessors: As the probation period nears its end, designated assessors, such as the Reporting Supervisor and Head of Department, complete the assessment forms.
• Assigning Assessors: In the updated UI, Admin can assign assessors by clicking on the employee and selecting the “Add Assessor” option, specifying the assessor name, the assessment template, and whether they can make recommendations regarding the employee’s confirmation status.

3. Admin’s Review and Actions in Confirmation Requests

Navigate to Confirmation Requests

• Access Confirmation Requests: Admin logs into the system, goes to the Employees Module, and selects the updated Confirmation Requests sub-module. The revamped UI now organizes requests by Pending and Completed Confirmations for easier navigation.
• Search and Filter: The Admin can search for employees by name or code and filter based on various criteria, providing a more sophisticated and user-friendly experience.

Assessment Status Overview

• View Assessment Progress: For each employee, the Admin can see details like employee name, joining date, confirmation due date, and confirmation status.
• Assessment Completion Status: If assessments are assigned to multiple assessors, the system displays progress, such as "2 out of 6 completed" for easy tracking.
• Probation Extensions: Any prior probation extensions are displayed, ensuring Admin has a full history of the employee’s probation period.

4. Admin Confirmation Process

Step 1: Review Assessment Form Responses

• View Feedback: Admin reviews feedback provided by assessors via the “View” icon. The new feature allows Admin to assign different templates to different assessors, providing tailored evaluations.

Step 2: Take Action on Confirmation

• Direct Confirmation or Extension: Admin has the ultimate authority to confirm or extend an employee’s probation, regardless of the assessors’ feedback. This includes an option to Enable Recommendation Action allowing assessors to recommend confirmation or extension, but the final decision remains with the Admin.
• Confirmation Details: Admin selects an effective confirmation date (adjustable as needed) and adds any relevant comments before confirming or extending.

5. Finalizing Employee Confirmation

Confirmation Completion

• Finalize and Update Status: Once confirmed, the employee's status is updated, officially marking the end of their probation period.
• Automated Status Updates: The system now reflects completed confirmation with updated statuses under the Completed Confirmations tab, providing a clear record for future reference.

This summary outlines the updated employee confirmation process, including enhanced UI features and greater flexibility in assessment and confirmation workflows. These updates streamline the review and decision-making process, making it easier to track and manage confirmations within the organization.