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Uploading and downloading objectives in Excel

Introduction

This article describes how a manager can download the objectives for his/her team members into an Excel template. The manger can use this Excel to update the objectives and upload them back into the application.

Possible usages:

  • A manager can download the objectives 2019 and upload them for the 2020 process.
  • The objectives can be downloaded at the end of the year to give all objectives scores and upload them again.

Prerequisites

To make use of this functionality the following items should be activated:

  • Tab "Objectives" under "Performance Management" - only visible for Managers;
  • Permissions for Downloading and Uploading the template with Objectives.

How the downloading works

On the tab "Objectives" the user can see the objectives for a certain year.

This "Period" filter is also used by the link "Download template" to download the objectives in an Excel template.

The Excel template will contain a row for each objective for all the direct reports. Each field used in the entire process is exported to the Excel template. Example: if the document is still in the "Objective setting" phase, the application will also exported the score fields used in the Year-end Review.

In the export the lines for inactive employees are not included.

How the uploading works

On the tab "Objectives" there is a link "Uploaded templates" in the action bar. This brings the user to the overview of previous uploaded objective templates.

In the action bar of this page there is also a link to upload a new template. In the popup you can select a template and the Period for which you want to upload the objectives.

When uploading a template the application first will perform a number of pré-checks:

  • The columns "Employee", "Job", "Org.unit", "Category" and "Title" should be filled in.
  • Columns with drop-down values should contain valid values.

If these checks are not successful the file won't be processed.

Next the application will process the lines one by one. It will first perform a number of lookups to find the matching employee and objective:

  • Search for employee: while searching it will replace the special characters and look on the combination first name - last name and vice versa to increase the chance of finding a match.
  • In case there a multiple PM documents for an employee the application will also search for on Job and Org. Unit.
  • Is there already an objective with the same name? If not a new objective is added.

Only the fields that are active in the current phase of the PM document are updated.

Objectives in the PM document that are not in the uploaded template are set to deleted. So by changing the title in the Excel template a new objective is created and the old objective is deleted.