Automated Performance Reports Workflow in SharePoint

About the Program

Category: Information Technology (Best in Category)

Year: 2020

The objective of the project was to automate a manual process to host and streamline the distribution, collection, storage and tracking of Performance Report (Appraisal) forms, using San Diego Assessor/Recorder/County Clerks’ existing SharePoint internal online portal. Phone calls to supervisors for progress updates were eliminated to enable automated reports and notifications. Additionally, the performance report-form portal was built using a design to allow the addition of new capabilities and functionality that has since been expanded to other form types. The use of electronic verifiable signatures allowed the automation of Performance Evaluations. This ability was leveraged using SharePoint 2013. This allowed security administration, separation of stored Performance Evaluations and the storage of the completed evaluations to be saved into an immutable format. Automation of Performance Report evaluations eliminated the need to physically store and destroy paper performance appraisals, while addressing privacy issues since completed paper Performance Evaluations required special handling. Replacing a paper-based process with a digital based automated workflow provided “real time” performance indicators of Performance Evaluations and improved the Personnel Department’s ability to monitor the status of scheduled Performance Evaluations. Email notifications were sent containing a link thus enabling the action to begin their Performance Evaluation.