Keka Monthly Update – June 2020
Advanced Goal Management System
An effective process to manage Goals is critical in inculcating a strong foundation of leadership skills in your employees. However, many organizations find it difficult to find a system/process that aligns with their needs. For this reason, we have designed an Advanced Goal Management System which serves all your requirements.
- OKR (Objective and Key Result) Methodology: OKR is a Modern top down goal setting approach for better performance alignment used by high growth focused companies. Some of the benefits of OKR include improved focus, increased transparency, and better alignment between teams. OKR provides a simple structure and criteria for creating business goals as well as a number of rules and best practices, organizations can adopt.
- Traditional Methodology : Traditional goal setting focused on individual performance.
Global admin and Performance admin can manage objective settings from Performance >>Settings >>Objectives
- Equal Weight-age: In OKR method all the objectives will have equal weightage by default.
- Use Key results: Key Results are mandatory under the OKR method i.e. they can’t be disabled in OKR mode
Visibility of objectives:
- Company and Department objectives : All the objectives will be visible to all the employees across the organization, in order to promote transparency.
- Individual objectives : By default all the individual objectives are public in OKR (visible to everyone) whereas that can be changed at an individual level.
In the traditional method, key results are not mandatory. You can change it any time and weightage can also be set to either equal or be user-defined.
Visibility of objectives:
- Company and Department objectives: Visibility can be changed for both company and department objectives. By default department objectives will be shown to all the employees in that department.
- Individual objectives: By default all the individual objectives are private (Visible to managers and admins).
Who can create and manage objectives: Performance admin and Global admin will be able to create and manage all the objectives.
Department heads will be able to do create department objectives. If you want to add any other employees to take care of any type of objectives, you can add that employee name under company and department objectives.
Individual objectives also can also be managed by employee, reporting manager, manager of manager, department head, BU head or any other employee added based on settings.
Maximum number of objectives : Too many objectives can easily distract a person and can defeat the very purpose. It is recommended not to have more than 5 objectives.
You can set maximum number of objectives allowed in your organization. If employee is trying to add more than maximum no. of goals, system will not allow them to add.
Minimum number of objectives: The system will prompt an individual to add minimum number of objectives specified here.
Weight-age at Key Result level: You can set equal weight-age or user defined for key results when key results are enabled.
Priority: When equal weight-age is there at goal level user may not know which one to work on first. In that case they will set the priority.
A specified period of time in which few goals can be assigned to an individual or department or organization. The frequency of a time frame can be either Annual, Half yearly, Quarterly, Monthly, Weekly or can be custom as per this organization standards. A time frame gives motivation to meet the goal within the certain time for the employees.
How to create a time frame?
As a global admin or performance admin navigate to Performance >>Settings >>Objectives>>Time frames. You can create quarterly, annual, half year, monthly, 2 year, 3 year, 4 year, 5 year time frames. You also have the option to create a custom time frame.
View Time frames : You can view the assigned time frames as below.
Show/Hide time frames: If a time frame is hidden, then that time frame will not be shown for employees.
Time Frame Management:
While assigning an objective to employee it should be assigned to a time frame. This will be helpful to have a look for the list of objectives which are part of which period. An Objective might be in different phases, it can be In Progress or already accomplished or even on hold for some reason. Such information or analysis can be seen over a time frame using graphs, progress status of Objectives or Key Results in it.
All the objectives will be managed against a time frame as shown in the screenshot.
View and manage objectives (Based on the permissions they have given):
Employee can view and manage objectives from Me>>Performance>>Objectives
Manager can view and manage objectives from My team >>Performance>>Team Objectives and profile >>Talent tab >>Objectives
Admin can view and manage objectives from Performance>>Objectives>>Administration and profile >>Talent tab >>Objectives
Creation of objective without Key results: When there are no key results, plain goal will be created as shown below. You can update and delete the goal at any time.
When there is plain goal you can directly update the progress and status of the goal.
Creation of objective with Key results : When there are key results enabled, you will first need to create the goal and then add against the respective Key results. In this case we will take the metrics at key result level.
Add key Result : Once the goal is added, you can add key results to that goal.
Assign weight-ages to Key Results: You can either assign equal weightage or user defined weightages to key results. Based on the weightage assigned to key result, progress will be updated and you can update the status for key result as well.
So, based on the progress of all the key results under an objective, overall objective progress will also be updated.
Status of objective: When there are key results under objectives, based on the lowest status of key result, we show the objective status. So that employee can concentrate on that particular objective/Key result.
Comments: You can add comments against key result and objective at any time.
Objective details: In objective details page, you will be able to see each and every detail of objective which will give you clear vision. We are showing the average progress of objective as well.
Close and re-open of objectives: You can close the objective once it is completed. You can re-open it if you need to work on it again.
Clone Objective: You can clone either objective or both objective and key results. You can select the time frame in which you add the objective and can add.
Group objectives : Employees can see all the company and department objectives (Assigned department or all departments based on the permissions) from my group objectives.
If any employee has privilege to manage company or department objectives, they can do it from group objectives.
Managers: Managers can view and manage the objectives from my team based on the privileges given. Department head can create department objectives of his department by default. If they have ability to create individual/company objectives they can add and manage from My Team.
Graphs and Analytics: As an admin you can view stats such as : the number of objectives on track, number of objectives that need attention, and how many at risk so that you can take an action against it.
You can view the percentage of progress updated for a particular time frame and department.
You can also view what is the count of objectives in the time frame and the Top 10 departments based on the department objective progress.
After Identifying & assigning the list of objectives for a time period, one would not like to make changes on those. Through this Locking option modifying of objectives by employee or admins will not be allowed. A Locked Time frame will not allow to add new objectives or new key results to the existing objectives. But will allow to make progressive updates on it.
Close Period/Close Time Frame:
On completion of time period, admin can close the period so that no changes will be allowed further on the Objectives or Key Results in that Time frame. As this will helps to evaluate the employee performance over a time frame through his Objective progress.
Admin can get a clear idea on critical information such as employees without goals, employees who haven’t updated their goals, the goals that are active, the goals that are closed etc., so that if required, reminders can be sent to the concerned employees
Admin can add goals individually or in bulk through import.
Objective Templates : We have added sample templates which consists of objectives and key results. These give an idea of how an OKR should be. While adding an objective you will see an option to select from templates. Based on the tag you can add appropriate objective.
Note : Select from templates option will be shown when key results are enabled.
Custom privileges: We have custom privileges related to objectives which can be managed from Role and Permissions.
Goals integration with reviews :
Earlier we used to consider start date and end date for objectives-review. However, now we will be considering time frames.
Note: For existing reviews, start and end dates will be shown.
Weightage at Objective level: When user-defined weightage is selected, each goal will have some weightage and progress will be updated based on those weightages in that time frame. All the objectives sum should be 100 in a time frame.
Based on the goal weightage, rating will be calculated in reviews.
Note: All the existing objectives should be upgraded to time frames which have start date and end date, in order to make use of goal management.
Existing objectives will be shown under unassigned time frame until they are assigned to some time frame. Unassigned time frame will be shown for employee and in Talent tab. Objectives which are not yet mapped with any timeframe will not be allowed to update their progress, since all the activity against an objective will be captured against the assigned time frame which will be helpful for admin to evaluate performance of an employee over a time period. Here is a sample of unassigned objectives where employees can see their objectives list before time assignment is done.
How to assign time frames for the existing goals to use upgraded goal system?
To use the new Goal System without any major impact on your existing settings, all your existing goals in the system needs to me mapped against a time frame. To make this process easier for you, the Goal system upgrade wizard will guide you to do all respective actions. Goal system upgrade gets completed as soon as you map all your goals to the respective time frames.
Until and unless the goal system is not upgraded, user will be redirected to Upgrade step on every visit of Goal Management.
On clicking over Upgrade Wizard, privileged user can see the sections like time frame management, goal assignment to those time frames can be done by choosing the date ranges of the goal start date and end dates. The time frames which are already created under objective settings will be reflected here automatically, you can use them to map the goals from here
On clicking over Assign Time frame to existing goal, user can see the list of time frames created in system along with goals that are mapped automatically against those time frames based on start date and end date of goals.
On clicking over the goals count, user can see the list of goals against the timeframe as per the selected dates along with it’s details as shown below:
After selecting all the goals date ranges against the time frames created, admin can complete the goal upgrade wizard by clicking on ‘complete’, which prompts the user about any unmapped goals still there in system as shown in below. by clicking on ‘complete’, which prompts the user about any unmapped goals still there in system as shown in below.
On clicking confirm, all the unassigned goals in the existing system will be linked against a custom time frame that will be created automatically by the system based upon the start and end dates of the goals there in system and all these unmapped goals can be accessed from Past Goals section
Advance Requests and Travel Desk in Mobile App.
Ability to add an advance request and to submit receipts for the same is now available on the Mobile App.
From now on, 3 options/ cards will be available under Expenses tab, with respect to the user’s Expense policy.
- “Expenses” includes the ability to add an Expense, ability to add a Claim, view all the Expenses and pending claims.
- “Advances” includes the ability to add an Advance Request and to submit Receipts for Settlements.
- “History” includes the view of all Past Claims, Advance Requests History and Advance Settlements History.
Following is the path to add an Advance Request from Mobile app. Go to ME -> Expenses -> Click on Advances -> Click on “+” icon available at the Bottom Right.
Following is the path to add receipts for the requests in ‘Pending receipts to be submitted’ phase. Go to ME -> Expenses -> Click on Advances -> Click on Pending receipts to be Settled -> Tap on advance request for which you want to add receipts.
Adding to this, User will also be provided with an option called “Save as Draft” for all those requests in ‘Pending receipts to be submitted’ which enables the user to add receipts at any time and can submit it when needed.
Following is the path to view the history of Advance Requests and Advance Settlements. Go to ME -> Expenses -> History.
To avail this feature, please update to the latest version i.e., Version 1.2.0 of Keka HR mobile app available on both Play Store and App Store.
Update to the latest version of Keka HR Mobile App from the links given below:
Configure events related to Work From Home , On Duty & Remote Clock-In Requests from Event triggers (Notification Engine)
You can now configure Attendance related events in Event triggers.
Following are the events which can be accessed through Event triggers from the path: Settings>Integration & Automation>Event triggers
- Work From Home Created – This event will be triggered When Employee created an Work From Home request
- Work From Home Cancelled- This event will trigger When Employee cancel Work From Home request
- Work From Home Rejected- This event will trigger When Employees in the approval chain or Global Admin or HR admins rejects the work From Home request
- On Duty Created- This event will trigger When Employee created an On Duty request
- On Duty Cancelled- This event will trigger When Employee cancelled an On Duty request
- On Duty Rejected- This event will trigger When Employees in the approval chain or Global Admin or HR admins rejects the On Duty Request
- Remote clock- In Created- This event will trigger When Employee created an Remote clock-In request
- Remote clock-In Approved- This event will trigger When the Remote clock-In request is completely approved
- Remote clock-In Rejected- This event will trigger When Employees in the approval chain or Global Admin or HR admins rejects the Remote Clock-In Request
You can enable or disable the email notification using status. You can Add, Delete or Disable multiple actions in an event as per your requirement. Template, recipients editing all such advanced options in notification engine can be used to configure these events as per your needs.
All the above-mentioned events are added directly in Event triggers, For Work From Home created, On Duty Created, Remote Clock-In Request created events, you need to add from Add New option as these events are new and will be triggered when the request is created. These are in addition to the mails which will be triggered to the employees in approval chain
Estimate hours against the tasks present in the project.
Project managers and other privileged users can now add estimated hours against a task to help them keep track of things efficiently.
To add the estimated hours, go to Tasks tab under a project:
Left navigation bar> Projects> Project List >Select project.
Enter the value in the Estimated hours field and click on the Add option. Here progress of each task can be displayed using progressive bar. All the time entries independent of their status are considered while calculating the burnt hours
User can also view the changes made to the estimated hours.
User can also view overall progress from Burnt hours Vs Estimated hours from the widget available on project dashboard. Here percentage of hours completed, Total estimated task hours and the remaining hours to be spent will be displayed.
Advanced Notification Engine – Free trail for unsubscribed users until July 31st 2020.
We, at Keka, have been tirelessly working on improving our product/service to automate HR processes. The Advanced Notification Engine is primarily responsible for sending messages (emails) that are generated through Keka and help the organization and its employees stay connected and updated with custom event triggers, integrations, and more.
The Global Admins can Define and Manage the notifications to streamline internal workflows with custom email messages.
Here are a few key features that you should know:
- Configure email templates and Email alias (from the name) to align with the Vision of the organization.
- Define recipients to notify and update stakeholders on different instances, including leave, attendance, etc.
- Flexibility to structure the email notification by marking recipients in carbon copy.
- Option to configure triggers with multiple notifications for the same event to simplify communication between respective user roles from other departments. Example: When an employee is added, you may configure one email for the asset manager, one for hr manager, one for reporting manager, and so on so forth.
- Pause / Disable email notifications as per the need or update the email template or change recipients on all available events.
- Simplify communication with employees an option to configure SMS triggers too.
- Web-hooks support for complex notification scenarios. This will extend, expand, and automate the HR processes furthermore.
- We are not stopping here. We are also exploring further to come up with push notifications through Microsoft Teams in the near future.
This new feature will be part of the new Strength Plan of Rs. 9,999.00/- and the Growth Plan of Rs. 13,999.00/-. If you are not part of these plans, don’t worry! we provide you with a trial for 30 days which is until 31st July 2020 post which, you may upgrade your plan to new Strength or Growth plan.
Note: Customers who are not part of the New Strength and Growth plans will not be able to use this feature and configure the notifications, all your existing configuration will be reset back to default actions post free trial.
Integrate and send event notifications to your Slack channels with Advanced Notification Engine feature
Are you using Slack application for internal communication in your organization?
Whenever a new employee is added, a notification can be sent automatically to your organization-slack channel to introduce the new employee.
Do you want to post employee birthday / work anniversary wishes to your slack channels automatically? This has now been made possible!
Do you want your HR team slack channel to be notified with all the updates of exit and other events, this too is possible now!
As a modern HR platform, Keka always provides you the advanced features to simplify your process and helps you stay connected without missing any updates. You can now integrate your Slack application with Notification Engine feature in Keka and receive automatic updates to your slack channels for any event.
This can be configured by Global Admin from the path: Settings >> Integrations & Automation >> Event Triggers
Open any event to add Slack Action. You can add multiple actions for a single event which gives you the ability to post the same event to multiple slack channels as per your requirement.
You can use the placeholders and configure your own notification message which will be posted to your slack channel using the provided slack channel URL
Slack Channel URL:
- Add an internal webhook application in your slack account, select a channel to which that webhook should be posted
Check the Slack URL once the webhook is added, provide it in Keka while configuring Slack Event and the message will be posted to that particular slack channel automatically.
You can customize the name and image of that webhook in slack to represent it with your organization specific details.
Stay tuned for further updates. We are constantly working on new features here to provide you ultimate support from Keka.
Note: To avail this feature, you must be subscribed to Strength or Growth plans. Otherwise you cannot access this once the free trail expires. Please contact our support team at email@example.com or firstname.lastname@example.org for further queries.
Compliance Forms for Delhi
Form H – Register of Employment & Remuneration of Employees
All establishments should maintain Form H – Register of Employment & Remuneration of employees. This register contains all the components of Salary in a consolidated manner month wise.
To view this report, navigate to Payroll >> Reports >> Compliance Reports >> Form H – Register of Employment & Remuneration of Employees (under Delhi compliance forms)
Form G – Register of Employment & Remuneration
All establishments should maintain Form G – Register of Employment & Remuneration. In this register details like Name of the establishment, employee, Nature of work, Wage period, fines & deductions & Overtime are mentioned.
To view this report, navigate to Payroll >> Reports >> Compliance Reports >> Form G – Register of Employment & Remuneration (under Delhi compliance forms)
Ability to configure custom fields in the Project creation.
Under this update, we have provided an option to add custom fields while adding basic details while creating project.
User can add custom fields from Project>>Settings>>Custom Attributes.
On clicking “Manage Custom Attribute” a full window pop-up will appear- to add or edit Custom attributes
We have given some default field types that can be added as a custom field, User can make field as mandatory and non-mandatory fields.
Once custom fields are added they will be reflected on the project creation stepper widget, on basic details step of adding project.
Added Asset status and Asset location filters in Asset reports
We have added Asset status and Asset locations in all the asset reports to filter out the data easily. Users can easily check the Assigned, Available and Not available assets in different locations
These filters are added in all reports in Assets:
- All assets in each asset type
- All assets
- Recovered assets
Excluding Weekly-Offs/Holidays while applying for Work from Home/On Duty Requests.
You can now restrict employees from raising Work from Home(WFH) or On-Duty(OD) request on Weekly-offs and holidays by enabling the “Restrict employees from raising work from Home/On Duty” setting provided under the Capture Scheme of the respective employee.
There are three types of options which can be chosen under that restriction setting :
- Holidays & Weekly-Offs : Restricts employees from raising WFH/OD requests on Holidays and Weekly-Offs.
- Holidays Only : Restrict employees from raising WFH/OD requests on Holidays Only.
- Weekly Offs Only : Restrict employees from raising WFH/OD requests on Weekly-Offs Only.
How to enable/Disable this setting for a particular capture scheme :
- Time Attend>> Attendance Tracking>> Capture Scheme>> Choose the edit option for which the capture scheme has to be edited>> WORK FROM HOME/ON DUTY>> Enable/Disable – Restrict employees from raising Work from Home(WFH)/On Duty request on ‘Holidays & Weekly-Offs/Holidays Only/Weekly-Offs Only’.
NOTE : If the employees tries to apply for WFH/OD for a particular date range and if that date range includes Week-offs or holidays then, those days will be excluded from the request automatically.
Ability to view week-offs and holidays in My team – Team time off calendar
You can now view the week offs and holidays of your team members in the ‘Team time off calendar’. Department heads, Reporting manager, L2 manager, Every employee in the organization can access this from their My Team > Summary screen. Week-offs will be shown based on the effective date of assignment of the week off policy.
This helps the Reporting managers and the employees to check their team availability quickly.
Week-offs (yellow) and holidays (green) are represented with different colors to identify them easily
Ability to assign Reporting manager to an employee through Bulk add and Bulk Update employee details imports
While adding employees in bulk through ‘Employee personal details’ import, you can now assign the reporting managers also in the same import instead of using job details import separately after importing the employees. Assigning a reporting manager is not mandatory in this import, you can assign them later after importing, if required. The same can be done or the existing reporting manager details can be updated from ‘Update Employee details’ import as well.
You need to provide the reporting manager employee number to assign the reporting manager.
This also helps in sending employee added email notification to reporting managers just after importing the employee.
Sending notifications to all employees in the organization irrespective of their registration status in Keka
Employees tend to miss out on notifications from the organization if they are not registered with Keka. In order to address this problem, we are now sending all notifications to employees of that particular organization irrespective of whether or not they are registered with Keka.
Employees will be notified regarding all the updates related to their leave, attendance, payroll information etc. in the organization automatically.
Ability to add employees in private profiles list
Now you can hide any employee’s public profile from the portal. Normal employees will not be able to access these profiles, though admin will still have access to these profile from places such as reports etc.
Profile added in this private profile screen will not be visible in Employee directory, Global Search Dashboard, widgets(Work Anniversary, Birthdays, New Joinees) and from Team employees in Reporting Managers Profile >> About page.
Global Admin and HR Manager can manage these private profiles from Org >> Employee >> Private Profiles.
You can download the excel file of all these private profile employees as well from the download option provided
You can remove the employees from this private profile list at any point of time. Employees will be visible to everyone then onwards.
Revamped Project’s Tab
Complete redesign of Projects tab under Timesheets with enhanced UI that provides the user with all the information in a go.
Navigate to Projects tab using the following path: Left navigation>> Project>>Projects:
List of Projects:
Once you navigate to the projects tab, on this screen List of projects will be displayed along with the information such as Project name, project code, client name and date of creation. Along with the details we have provided the options such as View, Edit and Delete options to make it easy for organizing.
Adding a Project:
To add a project, click on the Add button present on the list page which opens a three-stepped wizard.
Step 1- Adding basic details of project
Step 2- User can opt, whether the project should be billable or non-billable. If we choose billable, further two more options will be displayed to opt for Adding non billable time entries and link to expenses to the project.
Step 3-Configure settings related to timesheet submission,
Note: First check-box can only be allowed to enable “When the project is marked as non-billable project”
After creating a project we have certain sub tabs to View summary, Add members to the project, Add tasks, view reports of the created project:
- Here we display comparison of billable and non-billable hours using Pie chart and line chart
- We are displaying year wise revenue generated using bar chart
- We show number of hours Pending to be invoiced in a widget
- We show pending invoice amount to be paid and timesheet approvals waiting on, in different widgets.
- In this tab user can manage team by performing add/edit/delete resources(Team members) to the project
- Here we can add/edit/delete tasks to any project
- With the import button we can tasks as well from task repository
- These reports are based on individual project by default, but global admin can use filter to see all projects reports
This tab again has four sub tabs:
Approval chain: Here we can edit the default approval chain that has been added to all newly created projects to their individual approval chain, we can also choose whether we need approval for the respected project or not, simply by disabling the checkbox
Project Managers: Under this we can set privileges for a project manager, By default the person who creates the project is assigned as project manager, we can change further, and there should be at least one project manager for each project created
Timesheets: This tab is used to make timesheet related changes regarding submission of timesheet
Billing’s tab : This tab deals with all the billing related changes for a project
Now you can configure emails related to Leave, Attendance and Timesheet approval in Event Triggers
Now you can configure Leave, Attendance and Timesheet events emails as per you your requirement you can enable/disable email notification for a particular event with the help of ‘Status’ . You can configure the template or recipients as you want, you can even add multiple emails for the same events.
The existing events which we have moved to Event Triggers (Notification engine):
- Leave Approved: When an employee leave request is approved completely
- Work from home request Approved: When an employee Work from home request is approved completely
- On duty request Approved: When an employee On duty request is approved completely
- Remote Clockin request Approved : When an employee Remote Clockin request is approved completely
**Note : These emails are other than approval chain emails, These will be sent as per configured settings when these requests are approved completely
We have included two more additional events:
- Leave Requested
- Timesheet Approved
(You can add these events from Company Settings >> Integration and Automation >> Event Triggers : Add new event)
Leave Requested : When an employee requests for leave, email will be sent as per template given while adding this event. This will be helpful if you want an email to be triggered to a department head for say an employee requests for leave.
This email will be sent in addition to the leave request mail which triggers to the approvers configured in approval chain
Timesheet Approved: When an employee timesheet is approved, an email will be sent as per template given while adding this event