Workflows

HR · SAP export in, departments and quota confirmed, invitations out.

1. 1Upload the cleaned SAP CSV
2. 2Confirm departments and assign a HOD to each
3. 3Set the bell curve, org-wide and per department
4. 4Set the appraisal rules — over-quota, justification
5. 5Send invitations to every HOD

Upload parsing and email delivery are simulated for the prototype.

HR admin · Users, departments, per-department quota overrides, appraisal rules.

1. 1Add, edit or deactivate HOD and HR accounts
2. 2Add a department and place it under a division or group
3. 3See it appear on the org chart with its own sittings
4. 4Override the bell curve for one department

HOD · Invitation email → unique link → OTP → the guide.

1. 1Open the invitation email
2. 2Follow the link and request a code
3. 3Enter the 6-digit OTP
4. 4Read the guide, then start rating

A code is required at every sign-in — there is no password to remember.

HOD · Rate, justify big swings, rank within band, recommend promotion, submit.

1. 1Rate each person; the quota panel moves live
2. 2Justify any 2-band swing — required before submit
3. 3Set rank order inside each rating band — required
4. 4Recommend promotion; eligibility is derived
5. 5Change in appointment → new designation becomes mandatory
6. 6Submit — the form locks and HR sees it

HOD (host department) · Transferred or concurrent staff, rated on their own tab, outside the quota.

1. 1Open the Secondary Ratings tab
2. 2Rate and add remarks
3. 3Confirm the bell curve is untouched — no quota is consumed

HR + HOD · One department at a time, before anything moves up.

1. 1Pick the department sitting
2. 2Walk the list; adjust where agreed
3. 3End the round — the column locks and is timestamped

What the HOD submitted is frozen, so an adjustment never overwrites it.

Division director + HR · Division A: 4 departments, 312 staff, pre-filled from HOD.

1. 1Open the Division A sitting
2. 2Sort by rating to group the bands; rank order breaks ties
3. 3Filter to the B’s, tick a few, compare side by side
4. 4Change ratings and promotion decisions — saved as you go
5. 5Check the board at division level
6. 6End the round; untouched rows carry forward on record

Group head + HR · Group A: 8 departments, 662 staff — bigger than its divisions.

1. 1Open the Group A sitting
2. 2Dept 7 and 8 show Division n/a — they join here directly
3. 3Departments with a division carry what that division decided
4. 4Move a promotion from one person to another
5. 5End the round

ARU + HR · All 14 departments, 1,240 staff, one continuous sheet.

1. 1Open the ARU sitting
2. 2Filter by job grade and rating to narrow at this size
3. 3End the round — final ratings on record

HR · Reopening is refused once a level above has closed.

1. 1Open a closed sitting from the structure list
2. 2Reopen it — logged with who and when
3. 3Change something and close again

HR · Which departments have submitted, which sittings are done.

1. 1Department status, rated counts and due dates
2. 2Every sitting with its state and closing timestamp
3. 3Nudge an outstanding HOD

HR, presenting · Read at any level: quota in seats and %, and the names behind the numbers.

1. 1Pick a level and meeting — every figure recalculates
2. 2Quota utilisation by job grade and by department, seats and %
3. 3A/B/C headcount per job grade
4. 4Click through to who is promoted, and to what grade
5. 5Same for change in appointment, with the three cases split out

HR · Who touched what, when, at which level, from what to what.

1. 1Every rating and decision change, HOD and moderation alike
2. 2Round closes and reopens
3. 3Filter by person, department or level

HR · The master file back out to SAP, carrying every level.

1. 1Download the master CSV
2. 2HOD, Division, Group and ARU columns, plus the final rating
3. 3Hand off to SAP — outside the prototype

HR · Group allocation, live utilisation, leftover redistribution.

1. 1Upload the budget file per group
2. 2Used and remaining react to the ratings in scope
3. 3Redistribute leftovers at HR’s discretion

Phase 2 — may or may not be implemented.