How to create a custom library for employee assessments

PrazeMe's performance management functionality for conducting employee assessments or employee appraisals is designed to be easy to use but also flexible enough to handle the demands and specific needs of various organizations. We created a standard library of topics and questions and answers that were designed to be generic enough for the average manager.

We encountered many different businesses that thought we either had too many questions that they didn't need or they wanted to be able to change the topics to suit their specific needs. Basically, they wanted us to cut the noise and allow them to customize.

We are proud to say we listened and have opened up our system so they you can create your own library. A library is a set of topics, i.e. safety, productivity, etc. A topic consists of zero to N questions. A new feature we added was a questionless topic. These special topics are free form text entry with no scoring. Great for those custom data captures, like "what are the employee top skills", etc. Questions on the other hand are scored and used for the grand total.
Each question consists of multiple answers. These are what we call auto-text. When an answer is chosen (1-5), the text is placed into the box at the bottom of the topic during the assessment.

This allows a manager to quickly fill out the employee survey and the text is automatically created for them. Producing standardized employee assessments in a time efficient and productive manner.

Getting Started

We are assuming you have already created your company profile and your user profile. This will leave you staring at your dashboard.
The dashboard is where you can see all of your direct employees and see their latest employee evaluation.

There are two main ways to get to the library manager. The Did you know box at the bottom of the dashboard, or via the link on the company details page.

Employee performance management dashboard
Employee performance management dashboard
Company details view
Company Details View

Library Manager

Performance Management Topic Libraries
Performance Management Topic Libraries

The performance management topic library index displays the current System libraries as well as your custom libraries specifically tailored to your company.

You can browse the system library to get an idea of the topics available as well as the questions and answers. It's good to do this as you will likely want to import some of these topics into you custom library.

Click the Add New Company Library link

Create Library

You will be presented with the Create library view. You can either create an empty library where you create every topic yourself, or you can get a head start and import topics you know you like from our system library or even from other libraries you have already created.

Note: your company can currently only have 1 library active at a time. Meaning, all assessments wil use the active library. This does not affect assessments already started or finished.

Create Performance Management Topic Library
Create Performance Management Topic Library

Enter your library name and either choose create from scratch or select an existing library.

If you pick an existing library, we have made it very flexible in that you can hand pick which topics you want to import. Don't worry if you change your mind later, you can always import topics very easily later.

Select the topics you want to bring in and hit create. Note: If you bring in a large number, this could take a up to a minute.

Performance management library topics

Performance Management Library Topics
Performance Management Library Topics

The screen above shows you all the topics that exist in your customized library. The Title and Description are what appears on both the survey during the employee appraisal and on the end result product.

The View button lets you dive into the topic and you can click the slider toggle to turn on or off the topic for any NEW assessments using this library. Useful if you want deactivate a topic after it isn't relevant or while you are working on it.

If you didn't grab a topic from the initial creation step, or you want to pull topics in from multiple other libraries, you can use the Import Topics button at the top.

The Manage Topic Selection Groups button allows you to create preset selections for your users so they can auto-select topics based on their job role or requirements.

You can use the Create Topic button to add new topics. Remember, a topic with no questions is a non-scored fill in the blank and a topic with questions is scored and auto-text is provided based on the answers chosen.

Final Touches

WARNING your library is not setup to be used for new assessments until you set it as the primary library for your company.

You do this in two possible ways. You can edit your company profile, or you can click the Active For Company tick box on the library Manager.

The easiest way is to click Libraries on the breadcrumb, then click the tick box next to your library name. Example AFTER we selected the Example: Selective Import custom company library.

Topic Libraries Manager
Example showing custom library active for company for new profiles

What the manager sees...

Now that you have activated the library for your company, managers will use it for all new assessments.

Below is a topic selection screen for a new assessment after we made the changes for our custom library.

Assessment topic selection
Appraisal topic selection

What does a non-scored topic look like to the appraiser?

To be familiar with what a manager conducting an appraisal on a topic with no questions, otherwise known as a non-scored topic, below is an example.

Unscored fill in the blank topic
Unscored fill in the blank topic

What does a normal topic look like to the appraiser?

Here we have a normal topic scenario where the manager selects ratings for each question and then validates the auto-text by leaving it as is changing it to suit their purpose.

Scored appraisal topic
Scored appraisal topic

If you want to learn more, check out our other How To's