ELECTRONIC AUTOMATIZED PERFORMANCE APPRAISAL WITH A

VIDEO CALL: A CASE STUDY OF MBARARA UNIVERSITY OF

SCIENCE AND TECHNOLOGY

By

TINDYEBWA DAN
2015/BCS/076/PS
Bachelors of Computer Science
tdanngolden@gmail.com, +256- 701 750 448

A Project Report Submitted to the Faculty of Computing and Informatics for the
Study Leading to a Project in Partial Fulfillment of the
Requirements for the
Award of the Degree of Bachelor of Computer Science of Mbarara University of


Science and Technology. Supervisor Mr. KAWUMA SIMON

Department of Computer Science

Faculty of Computing and Informatics, Mbarara University of Science and
Technology
simon.kawuma@must.ac.ug , +256 702 190 961
 December, 2021.

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 DECLARATION
I, Tindyebwa Dan declare that this work has been produced by me. I hereby state that this work is
mine. It has not been submitted to any other institution for another degree or qualification, either
in full or in part. Throughout the work I have acknowledged all sources used in its compilation.

Name Signature Date

Tindyebwa Dan ………………..……… ………………………….

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 SUPERVISOR’S APPROVAL

This project has been under my guidance and supervision.

Signature…………………………………………………Date…………………………………...

Dr. Kawuma Simon

Department of Computer Science

Faculty of Computing and Informatics Science

Mbarara University of Science and Technology

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 DEDICATION
This report is dedicated to the almighty God who has been there for me right from the beginning
up to now. A special dedication to my parents and friends, brother, sister who have supported me
on the journey of my education and always came throughout for me in times of need and prayer.

I also dedicate this report to Dr. Kawuma Simon, my project supervisor. He has shown great
concern to me and has seen me through the challenges that I faced on this project. I would not
have made it without his brilliant ideas and support.

May the Almighty Lord bless you abundantly for your kindness.

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 ACKNOWLEDGMENT
I would love to take the chance to thank my dear parents, brother, sister and friends that have
helped me in being able to reach this level where I am able to prepare myself for the real world.
Thank you so much for encouraging me, supporting me and being there for me in times of
hardships.

My grateful thanks go to Dr. Kawuma Simon, Dr. Nabaasa Evarist and all those that helped me
towards generating and polishing of the project idea and supporting me from the beginning all the
way to its completion. The lecturers who have equipped me with knowledge and ideas since day
one of freshman year, thank you for sharing your time and giving me an ear when I needed your
help.

I also take this opportunity to thank my course mates Tumusiime Ezra, Matovu Shafik who have
been there for me during the hard times of coding by giving me the helpful resources as far as
different modules were required.

God Bless you all.

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 ABSTRACT
This report explains the developed Electronically Automatized Performance Appraisal with a
Video call which computerize the manual way of making performance appraisals which was paper
based and personal physical meeting with the appraiser and appraisee. It provides a quickest way
of filling the forms without meeting physically.

The designed system was integrated with existing systems, use of webcam or any mounted camera
on a computer for a video call, microphone or head phones for voice recording, use web sockets
to allow real time voice and video communication between the appraiser and appraise during the
process of appraising. The communication between them happens at an agreed time to meet each
other after a partial filling of the form by the appraisee. The appraisee and appraise data is saved
in the database for safety record keeping. The appraisee fills only one form in a specific period
and in that period, the appraisee cannot get access to an empty form until when the period for the
next appraising comes. When the appraisee fills the form, it appears on the list of the forms to be
appraised by the appraiser and when the appraiser appraises, the form disappears from the list
since it is submitted to the next level of appraising.

The Researcher used Python programming, Django in python, NodeJS for socket programming,
Mysql for Database to come up with system architecture band and implementation. Electronically
Automatized Performance Appraisal with Video call has features of communicating live using a
video call, where a notification is sent to the appraisee from the appraiser about the time and date
when they will meet each other virtually for a discussion while appraising.

This system is an online based and therefore there is no need for the individuals to meet physically
for appraising.

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LIST OF ACRONYMS

E-Performance Appraisal Electronic Performance Appraisal

GB Giga Byte

GIMPA Ghana Institute of Management and Public Administration

HRM Human Resource Management

IDE Integrated Development Environment

KNUST Kwame Nkrumah University of Science and Technology

MNC Multi-National Corporations

PA Performance Appraisal

PAS Performance Appraisal System

PYQT Python Quick Time Designer

RAM Random Access Memory

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 LIST OF FIGURES
Figure 1; Traditional Fuzzy Approach ............................................................................................ 7

Figure 2: Shows the steps Involved in Evolutional Prototyping ................................................... 12

Figure 3: Showing System interaction and video call communication with client/server architecture
of the system developed ................................................................................................................ 25

Figure 4: Shows the EER/ER Diagram of the system .................................................................. 27

Figure 5: Shows a Level-0 Diagram for Electronically Automatized Performance Appraisal with a
Video Call ..................................................................................................................................... 28

Figure 6: Shows the flow diagram of the Electronically Automatized Performance Appraisal with
A Video Call ................................................................................................................................. 29

Figure 7; Shows Use case diagrams for Electronically Automatized Performance Appraisal With
Video Call ..................................................................................................................................... 30

Figure 8: Login page for the System Administrator. .................................................................... 31

Figure 9: The admin Control page ................................................................................................ 32

Figure 10: Adding a user to the system database .......................................................................... 32

Figure 11: Shows login page for all the users of the system ......................................................... 33

Figure 12: First page when the user Login into the system .......................................................... 34

Figure 13: Shows how to start appraising ..................................................................................... 34

Figure 14: Shows the Edit competence when the user has already filled the form and is able to edit
the competence.............................................................................................................................. 35

Figure 15: Shows the interface of appraisee page for joining the video call with the Appraiser. 36

Figure 16: Appraisee video call interface ..................................................................................... 36

Figure 17: Shows the interface of the Appraiser and the list of the employees ready to be appraised
....................................................................................................................................................... 37

Figure 18: Shows part of the details of the appraisee details viewed by the supervisor ............... 37

Figure 19: Appraiser video call interface ...................................................................................... 38

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Figure 20: Shows where the supervisor adds marks from and this interface shows already filled
supervisor rating............................................................................................................................ 38

Figure 21: Shows where supervisor adds his marks or rating....................................................... 39

Figure 22: Shows the page for the final comment of the supervisor in which he submits it to the
next level ....................................................................................................................................... 40

Figure 23: Vc/ DVc comments and approval ................................................................................ 40

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 LIST OF TABLES
Table 1; Critical element ................................................................................................................. 7

Table 2: Showing the number of respondents ............................................................................... 19

Table 3: Shows system software and hardware requirements for a computer to use ................... 24

Table 4: Work Break down Structure ........................................................................................... 48

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 TABLE OF CONTENTS

DECLARATION ............................................................................................................................. i

SUPERVISOR’S APPROVAL....................................................................................................... ii

DEDICATION ............................................................................................................................... iii

ACKNOWLEDGMENT ................................................................................................................ iv

ABSTRACT .................................................................................................................................... v

LIST OF ACRONYMS ................................................................................................................. vi

LIST OF FIGURES ...................................................................................................................... vii

LIST OF TABLES ......................................................................................................................... ix

TABLE OF CONTENTS ................................................................................................................ x

CHAPTER ONE: INTRODUCTION ............................................................................................. 1

1.1 Introduction ........................................................................................................................... 1

1.2 Background ........................................................................................................................... 2

1.3 Problem statement ................................................................................................................. 4

1.4 General Objective ................................................................................................................. 4

1.5 Specific Objectives ............................................................................................................... 4

1.6 Research questions ................................................................................................................ 4

1.7 Project significance ............................................................................................................... 5

1.7.1 Value proposition ........................................................................................................... 5

1.7.2 Innovation ...................................................................................................................... 5

1.7.3 Impact............................................................................................................................. 5

1.7.4 Business component ....................................................................................................... 5

1.8 Scope ..................................................................................................................................... 5

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CHAPTER TWO: LITERATURE REVIEW ................................................................................. 6

2.1 Introduction ........................................................................................................................... 6

2.2 Current systems and methods ............................................................................................... 6

2.2.1 Performance Appraisal System using a Multistage Fuzzy Architecture ........................ 6

2.2.2 Employee performance management and control in Africa .......................................... 7

2.2.3 Globalization of performance appraisals ....................................................................... 8

2.2.4 A test of assumed cluster homogeneity for performance appraisal management .......... 9

2.2.5 Evaluation of the performance appraisal systems in KNUST and GIMPA libraries... 10

2.2.6 The effectiveness of performance appraisal systems in private Universities in Kenya 11

CHAPTER THREE: METHODOLOGY ..................................................................................... 12

3.0: Introduction ........................................................................................................................ 12

3.1 Evolutionary Prototyping .................................................................................................... 12

3.1.1 Problem Identification.................................................................................................. 13

3.1.2 Requirement gathering and analysis ............................................................................ 13

3.1.3 Quick design ................................................................................................................ 13

3.1.4 Building the prototype ................................................................................................. 13

3.1.5 Customer Evaluation .................................................................................................... 13

3.1.6 Refining Prototype ....................................................................................................... 14

3.1.7 Final Product ................................................................................................................ 14

3.2 Data Collection Instruments................................................................................................ 14

3.2.1 Interviews ..................................................................................................................... 14

3.3 Data processing and analysis .............................................................................................. 14

3.4 Data presentation and interpretation ................................................................................... 14

3.5 Limitation of the study ........................................................................................................ 14

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CHAPTER 4: DATA PRESENTATION, ANALYSIS, AND INTERPRETATION ................... 16

4.0 Introduction ......................................................................................................................... 16

4.1 Research Question One ....................................................................................................... 16

4.2 Research Question Two ...................................................................................................... 17

4.3 Research Question Three .................................................................................................... 18

Research Question Four ............................................................................................................ 20

CHAPTER FIVE: SYSTEM DEVELOPMENT AND IMPLEMENTATION ............................. 21

5.0 Introduction. ........................................................................................................................ 21

5.1 Requirements identification ................................................................................................ 21

5.1.1 User Requirements ....................................................................................................... 21

5.1.2 Functional Requirements ............................................................................................. 22

5.1.3 Non-Functional Requirements ..................................................................................... 22

5.2 System Requirements .......................................................................................................... 23

5.3 Architectural design of the system ...................................................................................... 23

5.3.1 Description of the designed application ....................................................................... 23

5.3.2 Hardware Specification ................................................................................................ 24

5.3.3 Software Specification ................................................................................................. 24

5.3.4 System Architecture ..................................................................................................... 25

5.3.5 Data Requirements ....................................................................................................... 25

5.3.6 System Flow ................................................................................................................. 26

5.3.7 Data Outputs ................................................................................................................ 30

CHAPTER SIX: SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS ..................... 41

6.0 Introduction ......................................................................................................................... 41

6.1 Summary ............................................................................................................................. 41

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 6.2 Evaluation ........................................................................................................................... 41

6.2.1 Data integrity................................................................................................................ 41

6.2.2 Security ........................................................................................................................ 41

6.3 Conclusion........................................................................................................................... 41

6.3.1 Legal and Ethical concerns .......................................................................................... 42

6.3.2 Positive implications of adopting the new System. ..................................................... 42

6.4 Limitations of the System ................................................................................................... 42

6.6 Challenges ........................................................................................................................... 43

6.8 Areas for further study ........................................................................................................ 44

REFERENCE ................................................................................................................................ 45

APPENDICE ................................................................................................................................. 48

A1: Project Schedule ................................................................................................................. 48

A2: Budget ................................................................................................................................ 48

A3: Development Environment ................................................................................................ 49

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 CHAPTER ONE: INTRODUCTION

1.1 Introduction

The evaluation of employee’s performance needs to be assessed and evaluated by the supervisor
in the organization thus becomes a logical and complicated task (Adnan Shaout and Jaldip Trivedi,
2013).

Performance simply means doing a profession effectively and efficiently, without much
instructions from the employer or supervisor. A good employee should always perform well in
terms of productivity and should always minimize the problems to an organization. This can be
done by being on work on time, not absenting. Performance of workers in any organization is very
crucial to the quality of the services.

Appraisal refers to the act of investigating and examining a person, machine, product to make
judgment on the quality, success, achievement or wants (Cambridge, 2021). Appraising involves
investing, analyzing whether a person or machine has been productive in the activities running in
the organization. For example, in a university, the activities include lecturing, supervision of
students, research carried out and successful projects worked on, and the daily involvement in the
running of assigned tasks by the supervisor.

The performance of workers is always evaluated or rated (Nikhil N. Salvithal, 2016) after a certain
period using a document called the Performance appraisal. This document is also termed as the
employee appraisal, merit rating, personnel rating and personnel performance evaluation.

Performance appraisal is therefore the systematic evaluation of the individual with respect to his
performance on the job and his potential for development. Performance appraisal employs rating
techniques for comparing individual employees in the work group, in terms of personal qualities
or deficiencies and the requirements of their respective jobs.

In today’s fast paced working environment, there are manual Performance Appraisal systems for
example the written documents are used by the supervisors to evaluate the employees. Due to use
of printed documentation, some of the methods for PE are not employed because they could take
a lot of papers to print the evaluation considerations. This is mainly because each method has its

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own considerations to evaluate the employees and it makes it hard to use all the methods as the
storage facilities for the used stationary will be limited year after year. These methods include;
Management by Objectives (MBO), 360-Degree Feedback, Assessment Centre Method,
Behaviorally Anchored Rating Scale (BARS), Psychological Appraisals, Human-Resource (Cost)
Accounting Method (Kissflow, 2020).

Also the Institutions are facing major storage issues where by in case of the employee, to access
his or her PA from when he/ she started working, it takes time to get the records and it would be
hard for the person who never kept them to get them where they are kept. A proposed solution to
the aforementioned matter is an E- Performance Appraisal System which will automatize the
appraisals from manual systems. This system is composed software in which the required
information is filled and selected during the time of evaluation.

1.2 Background

Globally, a large number of companies and organizations carry out Performance Appraisal to
make sure that good quality services and products are produced by the employees. This is always
carried out annually whether they are conducted formally or not and its takes place as a social
interaction which cannot surprise an employee since it forms a part of working contract (Clark,
2000) whereby the crucial concern to PAs is by specifying the expectations from the employee. A
number of organizations carry out PAs as a managerial tool for determining the performance levels
to achieve the organization’s strategies and mission and these companies are increasing at a very
high rate (Carifio, 2010) because they realizing effectiveness of a PA and they have begun to
emphasize the correct use of PA for the good performance of these organizations and maintaining
the high morale to ensure that the staff feel more appreciated for more hard work (Armstrong,
2001). The issues of accuracy, fairness in PA should be the major interest for human resource
management as it may be used for measuring the working performance to determine where the set
objectives are being fulfilled and why are they being well fulfilled so that to add on success of the
organization. PA helps to assess and summarize the past performance of the employees to help in
the development of the future performance objectives. According to (Half, 2015), most companies
hold performance appraisals annually. The statistics show the percentage of companies which
conducted the performance in 2015 and 2010 as follows respectively;

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 Quarterly 12% and 6% Twice a year 15% and 12% Once a year 52% and 60%

Necessary 16% and 18% Never 5% and 5%

conducted

In America, statistics also show that 25% of workers say their company’s performance appraisal
process is not effective (14% not very effective and 11% not effective at all) in improving the
workers performance, 37% very effective, 38% somehow effective. Whereas 89% of the human
resource managers say their companies’ performance appraisal process is effective in improving
the performance of workers where by 43% say it is very effective, 46%, somehow effective, 9%,
not very effective and 2%, not effective at all (Half, 2015).

In Africa, specifically in Kenya, the study shows that Performance Appraisal system is significant
to any organizational effort performance where by it gives the conclusion of the organization’s
success or failure. The study about the Kenyan university shows that best way to determine the
performance of the employees is by use of PA system (Richard Bitange Nyaoga, 2010)and the
employees are aware of the systems used in private institutions though they are not centered on
the serious formal objective for which they were developed and their effectiveness are centered on
training to the employees involved in the rating process and multi- rating systems. These ratings
involve for formality reasons. The company management team such as the company owners,
managers, deans, senior lecturers are being charged with a task of evaluating employees using the
manual methods of paper work which is more tiresome to the rater. Today's working environment
is in critical need of finding accurate, secure, timeliness and cost-effective alternatives to making
PA since we are in the world of technology creativity and innovations. The goal of this project is
to develop a system which can be used for Making PAs that are able to rate the employee in a
shortest period of time, with little resources needed and storage facilities for easy keeping and
retrieving of the required information about the employee.

The authors conducted a survey with more than 100 engaged people from African countries of
Ghana, Botswana, South Africa, Kenya and Zimbabwe and it was found out that 13.6% of the
interviewed group noted their organizations do not use any formal method of performance
appraisal (Macharia, 2019).
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1.3 Problem statement

Human resource managers and their teams spend a lot of time supervising and asking a lot of
questions about their experience and performance to every worker thus tiresome (Nations, 2013).
The manual method of preparing these manual documents for each worker causes more frustration
as it takes a lot of time to produce the report for each worker in the organization because looking
for the documentation for an individual in the places where they are kept is a challenge since the
employees are many. Also during the time of Covid-19, people and organization employees were
not allowed to meet (Lina Vyas, 2020) and thus hard to appraise the workers since there was a
need to stay away from each other or no direct interaction.

1.4 General Objective

To design a performance appraisal system that is able to evaluate the teaching staff automatically
given the input requirement and generate the report in the least possible time and allows virtual
communication between appraiser and appraisee.

1.5 Specific Objectives

a) To carry out Literature review on performance appraisal systems.

b) To design a performance appraisal system that is able automate the reports of the teaching staff
performance and allows video call communication.
c) To test and validate the designed system

1.6 Research questions

1. What are the different methods of Performance Appraisal that are being used currently?

2. What features clearly differentiate these methods in different organizations?

3. How to automate the performance appraisals for easy management and what are the design
and technological requirements needed to develop the system?

4. What is the functional efficiency of the Electronically Automatized Performance Appraisal

with a Video Call system?

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1.7 Project significance
1.7.1 Value proposition

The feasibility of this system when deployed is in a such way that it will solve the delays in
appraising the employee and the reports’ generation about each teaching staff member where by
delays will be no more, and the appraiser and appraisee will meet virtually using a video call.

1.7.2 Innovation

Performance appraisals with high accuracy, auto generated reports from the database and virtual
video call communication.

1.7.3 Impact

Electronic automatized performance appraisal with video call is to computerize the traditional way
of Manual rating of employees using the paper work method. The proposed system aims to
overcome the difficulty of the existing systems and provides features selecting, adding comments,
generating reports and communicating virtually between the appraiser and appraisee without
meeting physically. Better accuracy to be attained in results as the system takes into account the
changes that occur in the different intervals of time and employs suitable algorithms.

1.7.4 Business component

Electronically automatized performance appraisal with video call will be sold to our target
customers; these are Government, primary schools, colleges, universities and other tertiary
institutions at a relatively low price.

1.8 Scope

The scope will cover the performance appraisal of teaching staff at Mbarara University of Science
and Technology (MUST).

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 CHAPTER TWO: LITERATURE REVIEW
2.1 Introduction

This chapter presents a brief review of previous studies and concepts considered relevant to this
study. It also identifies and assesses relevant theories and debates on employee performance
management and control in relation to how the practice is designed, applied and reacted to by
employees.

The rate at which the private organizations, companies and institutions are emerging has led to the
employing of different categories of people with different skills. This has led to the use of PAs in
order to increase on the performance.

The objective of reviewing relevant theories is intended to draw attention to existing knowledge
and debates get a historical background of the models of employee performance management and
control (Natukunda, Jan 2016).

2.2 Current systems and methods

2.2.1 Performance Appraisal System using a Multistage Fuzzy Architecture

This system uses the fuzzy reasoning approach which is used to design a better PA system. It is
based the prevailing system of PA for workers in US government and its agencies like the US-DOI
and state of Hawaii (Adnan Shaout and Jaldip Trivedi, 2013). This research states the different
performance categories which also show the minimum critical elements for employees’ rating and
each element is rated on the scale of 0 - 5 as shown in the table below.

Critical Element element Numerical Rating

Quality of work 1

Quantity and timeliness of 2

work

Reliability and initiative 3

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 Relationship with others 4

Safety and use of equipment 5

Total

Table 1; Critical element

The Traditional Non-Fuzzy Approach (Adnan Shaout and Jaldip Trivedi, 2013) would appraise
total rating of an employee using “Total Rating = Total Numerical Rating / No. of Elements”
and then the overall performance rating decided basing on some rules.

The paper also explains about the traditional fuzzy approach (Adnan Shaout and Jaldip Trivedi,
2013) where it would assess overall rating using all inputs that relates to single output using simple
if then rules as shown in the figure below

Figure 1; Traditional Fuzzy Approach

This paper states that The PA System can be developed based on the fuzzy approaches which are
traditional fuzzy approach that maps different inputs into a single output, and the one that uses
fuzzy logic in multi stage approach.

2.2.2 Employee performance management and control in Africa

The researcher here used the case study of Uganda (Natukunda, Jan 2016). According to the
research, the widely used management theories come from the western countries that is the Whites
countries where by the developing countries have to adopt these theories to use them for
development and efficiency of their employees. The study is based on theory approach which
applied a mixture of ethnographic procedures to enhance much to the prevailing study of workers’
perceptions of what actually happens basing on the performance management. In Africa, the

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human resource management has not been seen as an important matter as compared to financing
and investment, new technology for both production and marketing (Kamoche, 2011). A number
of experienced scholars like (Jackson, 2011) and (Horwitz, 2015) called for deeper exploration of
events in the daily experience of different African organizations in which the informal rules and
convections are beneficial. The (Natukunda, Jan 2016) seeks to address the focus on the
happenings in the Ugandan development of organizations as compared to western management,
research trends of management in Africa.

This study was to identify, critique the design of the employee performance management on a daily
basis in the developing Uganda’s organizations and also the exploration of the application and
response to the western approaches of performance control and management using the set
objectives. The importance of this research was to make the organizations understand the HRM in
Africa (Natukunda, Jan 2016) and its relevance and not developing the real system.

2.2.3 Globalization of performance appraisals

Globalization means in appraisals means interconnecting and rating the employees in different
parts of the world for example for the companies or organizations with many branches in different
regions. Following (Steven Appelbaum, 2011), the author indicates that the appraiser and the
appraisee must both be trained to limit the occurrence of the appraising errors whereby the training
should include the cultural, legal or/and customer variances and the regional appraisers should be
given the efficient tools to be used during appraising and they should develop a good
understanding with their employees to improve the process of appraising. The (Steven Appelbaum,
2011) indicates that globalization of performance appraising is not yet used by many organizations
and many of them are still using the station rating rather than using the virtual rating. The authors
in (Steven Appelbaum, 2011) have focused on the top management where it is not common to find
a manager having the different employees in the different regions of the world (Kamoche, 1996)
whereby the long distance relationship adds the challenges to the group that is to say the appraiser
and the employee and this due to the fact that there is not direct contact between the manager and
the employees. Decision making and dictating on the Human Resource strategies to be used by the
head quarter country is so challenging and higher level of Human Resource processes are needed
(Brewster, 2005) and the managers can no longer adjust the past practices for the upcoming

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changes. In the research made by (Steven Appelbaum, 2011), a number of researchers like
(Longenecker, 1997), (Schweiger, 1994) have found a number of pitfalls and failures in the PAs
on why they always fail and most of them are basing on the Psychometric errors which are led by
the psychological predisposition of the manager or appraiser during the process and (Appelbaum,
2008), (Edwards, 1988) has found out that using the multi-rater system of evaluation, self-
performance evaluation can yield the positive solution. The authors of this article consider 360
degree or multi-rater as the best approach which allows the manager to collect feedback of the
employee’s performance from the customers or for whom the employee provides the services.

2.2.4 A test of assumed cluster homogeneity for performance appraisal management

This test was carried out on four South Eastern Asian countries of Indonesia, Malaysia, the
Philippines and Thailand to observe the magnitude of divergence and its effect on the design
features of PA systems (Yongsun Paik, August 2000) which indicated that there are major
differences in the managerial practices and behaviors to the design and conduct of PA. According
to (Doz, 1986) (Geringer, 1989) (Martinez, 1989), the strategic control (which is the ability to
ensure that its various operating units around the world act in accordance with its overall policy in
a systematic and coherent manner) became the major challenge for Multi-National Corporations
during the expansion of their business boundaries across all the national borders. According to
these researchers, they identified that the important mechanism for which the strategic control can
be achieved include rules and regulations based on equity position, managerial ability and
contractual arrangements.

According to (Peters, 1992), the MNCs are turning their attention to issue associated with
employee performance management and control as they seek to optimize the employee
performance productivity and the PAs can help employee develop their skills, provide appropriate
incentives, determine compensation, and provide the information to guide to the human resource
planning in the MNCs.

The findings made by author in (Yongsun Paik, August 2000) suggested that it is not acceptable
for MNCs to use convergence theory in scheming the host country employee performance rating
systems based on current cluster analysis information but the managers should carefully design a
suitable performance appraisal system for foreign operations and home country operations. The

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challenge here is that the research was made specifically basing on a sample of four Asian
countries and not African countries where there is a big problem.

2.2.5 Evaluation of the performance appraisal systems in KNUST and GIMPA libraries

The researchers in (Akua Asantewaa Aforo, 15 August, 2012) used KNUST and GIMPA libraries
for their study of evaluating the PAS and they chose them because they have the PAS that contain
setting of goals, feedback, participation and incentives for performance. The questionnaires were
employed or used to 46 staff members from these different libraries where 50% of staff stated that
the libraries operated using the formal PAS, 34% had access to updated system objective and
procedures documentation, 67% were given formal job description and 80% were constantly
supervised at least every day, 74% of employees was assessed and rated within the academic year
where 67% held the formal meetings together with their employment supervisors discussing on
their performance and only 4 employees opposed their appraisal results during the period because
the hoped for promotions, study leave with pay, and recommendation and only 41% praised the
system as it was trustworthy to them. The (Akua Asantewaa Aforo, 15 August, 2012) indicates
that PA executes the major functions and these are; providing adequate feedback to support
workers’ development, act as the basis for changing the behavior for effective production of an
organization, and providing the valuable information to the supervisors. Traditional appraisal
techniques used by different organizations depending on their objectives include; ranking, trait
scale, critical incident, narrative and criteria based (Yee CC, 2019) and the other methods used
include management by objective, work planning and review, 360-degree appraisal, peer review
(Kissflow, 2020). A well-designed PAS may help the organization to know the best performers
and the worst performers which help the organization to know who to reward to create the
conducive atmosphere for both the employees and the organization efficiency (Akua Asantewaa
Aforo, 15 August, 2012). The researchers identified the flaws in the systems of these libraries
which creates inefficiency in the appraisal process and hinders the effectiveness of PAS, and
recommended for the modification like giving requisite training to staff without formal
professional training, job description manuals, and regular formal meetings. The challenge here is
that only the flaws were identified and not worked on to get solved, they were only the
recommendations.

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2.2.6 The effectiveness of performance appraisal systems in private Universities in Kenya

The PAS in private universities in Kenya were evaluated to know their effectiveness and the
systems they use and a cross sectional survey was taken to all the employees of Kabarak University
as it was cheap compared to longitudinal survey and the results from the sample can be inferred to
the larger population (Richard Bitange Nyaoga, 2010). Using the questionnaire to collect data, the
analysis of the collected data disclosed the PAS is the only best way by which an organization may
determine its level of performance of its employees. The employees in private universities are
aware of the type of PAS used serve the purposes of only the formalities than the purpose they
were designed by (Richard Bitange Nyaoga, 2010). The effectiveness is only based on training the
employees involved in the rating process and they are multi rating systems. This means that the
private universities do not measure the employees’ performance and this makes it so complex to
achieve the set objectives of Human Resource Management.

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 CHAPTER THREE: METHODOLOGY
3.0: Introduction

This chapter covers steps and procedures that were used in the specification of requirements,
design, testing and implementation of the proposed application. It explains the steps through which
the project work, design and development has been done so as to achieve the main objective of
designing and developing E-Performance Appraisal. The study provides the systems specifications
and suggests appropriate software from which a framework for the implementation of the system
has been developed.

3.1 Evolutionary Prototyping

The Researcher used evolutionary prototyping methodology to achieve research objectives and
research questions. Researcher used the mentioned methodology because of its advantages like;
missing functionality is easily identified due to the user feedback, working models that are
provided to customers so that they get a better understanding of the product under development.
It also enables prior interactions with the system even if it is not ready for use.

The methodology follows a number of steps which include Problem identification, Requirement
gathering and analysis, quick design, building prototype, customer evaluation, refining prototype
and final System for deployment.

Figure 2: Shows the steps Involved in Evolutional Prototyping

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3.1.1 Problem Identification

This is the first phase during research project where by researcher reviewed literature about
existing systems at the world level and identified the problem of with the current Performance
Appraisal systems.

3.1.2 Requirement gathering and analysis

This is the second stage of the research. In this stage all the users and system requirements that
are needed to come up with the solution of the problem have been gathered. For example, computer
camera, IDE, Workbench, current Performance appraisal documents and so. The researcher also
wrote an introduction letter for the approval to conduct the study in different Organizations. The
study was conducted for 3 days using the research guide, interviewed and observed Appraisal
systems used by different organizations.

3.1.3 Quick design

Under quick design phase of the methodology, the researcher developed the initial prototypes and
its application. In the very first prototypes, low fidelity prototyping was used to design interfaces
on papers using pens. To come up with more realistic interfaces, a mock up designer software
called Qt designer was used to design interfaces and then were converted to python files using a
command line.

3.1.4 Building the prototype

Under this phase, the researcher used the output of the quick design phase and created the system
file modules depending on the received input from the previous stage. Here the researcher had to
put the quick design phase into actual representation using software like Anaconda for Python.
This phase gave the researcher a clear view and understanding of the final product.

3.1.5 Customer Evaluation

Under this phase of research, users interacted with the system and gave feedback. The researcher
obtained feedback through asking Staff from the University how they have found the system
working. All the prototypes that were developed were presented to the Appraisers who reviewed,
interacted and tested them and later gave advice.

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3.1.6 Refining Prototype

Under this stage the researcher incorporated the feedback got from the system appraisers to come
up with a new and improved version of the system which was given back to the appraisers to test
and check if their concerns were addressed.

3.1.7 Final Product

After all the stages, the researcher was able to come up with a well-functioning system which
provided most of the functionalities required by the user.
3.2 Data Collection Instruments
3.2.1 Interviews
The researcher inquired from the qualified personnel like the Head of departments, faculty dean,
human resource management. The form was used to obtain facts, goals and information
procedures. It was used for the researcher to gain a great understanding of Performance Appraisal
system and all its related side effects and get a broader view of what was supposed to be tackled
at each stage.

3.3 Data processing and analysis

After all the data has been collected, the researcher transformed it into useful information which
was used during the design phase of the prototype and it helped to develop a working prototype
with in stipulated time since the researcher had all the required information.

3.4 Data presentation and interpretation

After using the different data analysis applications, the research will obtain the useful information
using different presentations like tables, graphs, charts, pie charts, line graphs to represent the
collected data and this simplifies the work load from the researcher

3.5 Limitation of the study

During research some problems arise which hinder the expected outcomes and they include the
following;

 There was failure to gain access to some departments in the University since employees’ data
is confidential and there was lockdown.

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 Financial support was not enough to invest in different activities like, communication,
transport, buying software, buying internet bundles since it was lock down.
 Time allocated for the research was not enough since the researcher had other academic
obligations to fulfill.

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 CHAPTER 4: DATA PRESENTATION, ANALYSIS, AND INTERPRETATION
4.0 Introduction

This chapter includes the presentation and analysis of data obtained from the field. The findings
are coined to the purpose of the study. It presents the collected data in a more organized and
summarized way.

4.1 Research Question One

What are the different methods of Performance Appraisal that are being used currently?

Finding out what methods and approaches used in the current system enabled a researcher to
clearly point out the loopholes within the existing systems and reach a desired situation. This was
achieved through the general objective that was generated. It was still at this point where many
interview guides were designed and disseminated to different stake holders as a target group for
the system.

According to the research made from different organizations, institutions, companies in Uganda,
it shows that most of the carry out performance appraisals at the end of every year and a few
number of them do not bother conducting the performance appraisals. Most of the institutions for
example the schools, universities and other institutions both private and government use the staff
performance appraisal form for the public service. They follow all the guidelines for managers and
staff in the Staff performance appraisal in the public service which was published by the Ministry
of Public service in July 2007 which is now about 14 years.

Following ministry of public service (Service, 2007) has the explanation and guidelines of how
the performance appraisals can be made and different organizations, institutions extract the guides
they can use for their organizations to measure the performance of their employees.

According to ministry of public service (Service, 2007), performance appraisals may be made after
a certain period of time depending on the need of the company or the institution. It specifies that
performance appraisals can be made in a certain period of assessment. It should be 1st July to 30th
June for confirmed officers in the Traditional Civil Service or every after six months for officers
on probation or 1st January to 31st December for confirmed Teachers.

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The document also specifies that each Appraisee has to complete two copies of the form whereby
in case of all staff in Central Ministries/Departments, a copy should be retained in the
Ministry/Department and the other copy sent to the Ministry of Public Service and for all staff in
a Local Government, one copy should be retained in the Department and another kept in the Office
of the Chief Administrative Officer or Town Clerk.

All the above procedures are followed after a printed document of performance appraisal form is
filled by the appraisee. The appraiser meets the appraisee physically to agree on what should be
considered when feeling the form. This means that the forms are filled manually and both parties
must meet physically to feel the form after a certain period of time.

4.2 Research Question Two

What features clearly differentiate these methods in different organizations?

Different organizations have different method of appraising their employees. Most of the time, the
government institutions or organizations and some other organizations always carry out
performance appraisals after a period of one year or annually (12 month). The employees sit with
their supervisors to agree on what should be included or what should be improved by the appraisee.

The employees of government organizations always complete two copies of the form whereby a
staff in Central Ministries/Departments leaves or retains a copy in the Ministry/Department and
sends another copy to the Ministry of Public Service whereas the staff in a Local Government, a
copy is retained in the Department and the other is kept in the Office of the Chief Administrative
Officer or Town Clerk.

Considering the other serious non-governmental organizations, many of them always conduct
performance appraisals after a period of six months. They are also always carried out manually by
filling the appraisal forms which are submitted to the organization managers or directors for
approval and actions.

Other organizations which are not serious do not even bother in performing the performance
appraisals because they assume it is the wastage of time and resources since they are not effective
to their companies.

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Some of the organizations allow the appraisee to fill the form and submit without meeting the
appraiser for agreement on certain issues. The appraiser then decide to award marks depending on
how he has been interacting with the appraisee in the day today working situation.

In general, the methods used in Africa and particularly in Uganda are manual methods where the
appraisee has to fill the forms, meet up with the supervisor or appraiser for agreement.

4.3 Research Question Three

How to automate the performance appraisals for easy management and what are the design
and technological requirements needed to develop the system?

Automation means that there is reduction of manual work by a person and dealing with data, it
means data can be inserted in the system and the system manipulates it into the required format or
results without the engagement of the user. This can be done by using different methods and
algorithms for computations. For example there is a need to calculate the overall performance level
of the employee and this uses an algorithm which is called whenever the overall result is required.

According to the research made, many of the organizations and companies are still using the
manual systems of filling the paper forms which are then submitted to the supervisors for approval.
After when the appraisee has filled the forms, they have to meet their supervisors physically to
complete the forms. This is usually done after a broad discussion between the supervisor and the
appraisee on which they have agree on some issues like the way to improve performance and what
should be improved or stopped to increase the performance.

Therefore to reduce this, there is need for IT automation which refers to the process of creating
software and systems to replace repeatable processes and reduce manual intervention. It automates
manual processes that previously required a human touch and with IT automation, software is used
to set up and repeat instructions, processes, or policies that save time and free up staff for more
strategic work. With the rise of virtualized networks and cloud services that require rapid, complex
provisioning, automation is an indispensable strategy for helping IT teams deliver services with
improved speed, consistency, and security.

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IT automation provides significant cost savings like it reduces transportation costs, saves time and
helps one to do an activity when not at work place therefore automation can scale more quickly
with fewer errors and are more responsive to organization needs and a fully automated
environment can reduce the time to delivery for production when resources are ready from weeks
to less than a day.

Automation requires the consultations from the users on how they want the software to function
therefore the developer collects data from the users. Therefore the researcher aimed at finding out
the respondent’s view of the current manual design of the existing system of appraising and any
informed views about different methods used in search systems. The research focused on
determining the level of the respondent’s awareness about the current system and the view of the
employees on automating the process basing on the growing technology. This could act as a basis
to fully understanding the requirements and scope of the system. 54 people were interviewed and
the following were from these employees and employers.

Category Number of respondents Number of people Number of people who say all Total
who says the manual who like the manual disturb (Don’t like any)
system disturbs(who want system
automated)

Employees 18 08 06 32

Appraisers 12 04 00 16
(Supervisors)

Directors or 04 02 00 06
Managers

Total 34 14 06 54

Table 2: Showing the number of respondents

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As the questions were asked to 54 respondents, the finding show a high percentage of 63%
from the total number of respondents need to change from the old version which is manual to
automatic system which is computerized and can be accessed from anywhere as long as there is
network connectivity. 30% are still in ancient category and they therefore want to continue with
the old system of filling the manual papers and meeting the appraisers physically. Only 11%
respondents do not like either of the systems. It also requires listing the software to be used. In this
system, the softwares that were used to develop the system include python, Django in python,
MySQL, NodeJS for programming sockets, html with CSS and JAvaScript. A computer where
these software were installed for programming was used to develop the system for automating the
performance appraisals. The software developed allow the appraisee to fill the form wherever
he/she is as long as there is internet connection and he/she is able to communicate with the
supervisor or appraiser directly with a virtual video call rather than wasting transport to meet up
with the supervisor and it also saves on the time since it does not require movements.

This system can be accessed everywhere as long as the users have the gadgets to be used like the
smart phones, tabs or computer.

Research Question Four

What is the functional efficiency of the Electronically Automatized Performance Appraisal

with a Video Call system?

This research question focused on the final stages of the system to make sure that it was well
validated and tested with the target users so that when the needs arises for
deployment, the system will stand to help the user according to their needs and expectations. The
researcher tested the system with some people in the target group who interacted with system as
they gave feedback most especially on the concerns and the improvements that needed to be
addressed before final version of the system. This project will be of great importance to the
organizations, companies, institutions if they eagerly accept its services.

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 CHAPTER FIVE: SYSTEM DEVELOPMENT AND IMPLEMENTATION
5.0 Introduction.

This chapter represents the development and implementation of the project. It classifies the user
and system requirements, the architectural designs and consists of the development of the system
prototype. It also explains the project deliverables in details in terms of hardware and software that
were used to design and develop the different modules of the project, the mode of operation of
each, results achieved from the project.

5.1 Requirements identification

The requirements of the system are identified and characterized by the user, functional and non-
functional requirements, system specification and stakeholders.

5.1.1 User Requirements

Users are the main participants of the designed system because the system is designed for them to
interact with when the need arises. Users for the developed system are mainly the employees,
managers, employers or directors, therefore, the analysis and deliberation of their necessities is
very crucial.

Some of their needs in the system include the following.

i. Users require interactive user interfaces for better user experience. These enable them to
interact easily with the system. Design of these interfaces includes information architecture
and interaction design.

ii. Users require a system that is so simple to use and easy to understand its operations and
functionality without anyone to direct them. This eases their experience with the developed
system.

iii. Due to confidentiality, secrecy, and privacy, users entail having a secure system that requires
their authentication and thus encourages data integrity.

iv. Because time is an essential resource, users require a fast and efficient system which delivers
the requested information on time.

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 v. Users require a system that is able to detect and report errors to them in a language they
understand easily before they can go any further using the system. The system should be able
to easily recover from errors in case the mistakes are done unknowingly.

vi. The users require a system should allow them to generate and print reports and their history
of what they filled.

5.1.2 Functional Requirements

Functional Requirements define functionalities expected from Electronically Automatized

Performance Appraisal with a Video Call system. These include the following

i. The system captures and stores the data about the user. This is this contains the details
about the user including the bio data and the employment details of the user. Therefore the
system registers, stores employees, employers, supervisors and their details in the database.

ii. The system schedules the appraisal form and makes it available at the time when it is
needed to be filled. This enables the appraisee to get the form automatically and fills it.

iii. The system authenticates a user after successful provision of all required credentials. A
user who is new to the platform has to first register with the system and had to be verified
by the administrator.

iv. The system allows the employees to fill, edit their appraisal forms which are later submitted
for supervising and can be edited only before the supervisor comments on it. This is done
after a successful authentication.

v. The system allows communication between the employee and his or her supervisor where
they interact through a video call during agreeing on some issues during appraising.

vi. The system allows the registered administrators to log in to register, update or delete from
the database in case there is need to do any change.

5.1.3 Non-Functional Requirements

These describe aspects of the system that are concerned with how the system will provide the
functional requirements. And they include:

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 i. The system shall have user-friendly interfaces which will make the interaction of the users
with the system so easy.

ii. The system shall allow the mechanism of user authentication to shield data from
unauthorized users.

iii. The system shall allow future modification and expansion to increase functionality and
improvements depending on the users’ needs.

vii. The system shall be fast when executing user’s input, processing data and therefore will
have a high-performance rate thus providing a response to the user with incredibly little
waiting time.

5.2 System Requirements

System requirements are composed of both hardware and software requirements and the
requirements used that help on the connectivity of the system. The system requires a computer or
a smart phone which connects on internet to gain access. The system uses MySQL database with
strong encryption of data and enables users to properly login and be identified. Strong passwords
are emphasized as the system requires one to enter a strong password to ensure that the system
users are free from the attacks such as the hackers. Users shall not be allowed to appraise for more
than once and after a specific period of time and the user will not be able to view the information
of another user. Users with different roles have different pages where only activities by them are
displayed and this increases privacy of the system users.

5.3 Architectural design of the system

This section comprises of a detailed description of a set of Architectural design of the

Electronically Automatized Performance Appraisal with a Video Call system comprising of details
about the components used.

5.3.1 Description of the designed application

The designed system is an Electronically Automatized performance appraisal with a video call in
which the appraiser communicates with the appraisee through a video call for some agreements

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during appraising. The system enables the employees to feel the forms online and in which the
appraiser accesses the form and set the appointment day to meet so that the appraisee notes that
date and time to be able to attend the meeting with the supervisor to agree on the crucial issues.
After the agreement on a video call, the supervisor or appraiser then signs the form which is then
submitted to the next level which is the office of human resource to make sure that the appraisee
has corrected what he has been told to correct in the actions part of the appraisal form. When the
actions are corrected or when there is no actions or when the appraisee is successful, the form is
then submitted to the next level for the final approval. This system enables the employees to get
appraised remotely and contact via the video call at an appointed date for meeting. The system
automatically calculates the overall performance without the appraiser struggling looking for the
calculator.
The video functionality is embedded in the system where an appraiser makes a video call up to the
appraisee for successful meeting.

5.3.2 Hardware Specification

The hardware requirements include: A computer (with the specifications in the table below),
Ethernet cable, modem or MiFi.

Requirement Minimum Requirement Maximum requirement

Processor Intel i3 @ 2.0 GHz 2.5 GHz and above

Camera Standalone web camera or 1 or more

webcam on a laptop

Memory 4 GB RAM 8 GB RAM

Disk Space 500 GB Above

Table 3: Shows system software and hardware requirements for a computer to use

5.3.3 Software Specification

The Software requirements include:

The operating system with Windows 7, 8,1, 10 (64-bit),

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Python 3, Django, NodeJS, Visual Studio Community Edition 2017, WampServer 3.0, Database
System (MySQL Workbench 6.3 CE), PyCharm.

5.3.4 System Architecture

The system is designed using a client/server architecture, whereby there is both the client and
the server side. The client retrieves information from the server-side database which is MySQL
on the local server (WAMP server).

Figure 3: Showing System interaction and video call communication with client/server architecture of the system developed

5.3.5 Data Requirements

This system has a database which is a server-side database where the very essential information is
captured during registration. Database here is Appraise which is hosted on local host which is a
backend platform for building Web systems It offers real time database, multiple authentication
types and hosting platform Data is then stored and only accessible online when hosted.

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5.3.6 System Flow

This section brings into light the operation and the flow of the system for both the server and
client side from when the user accesses the system until the time when s/he logs out of
the system and the physical database design of the system

5.3.6.1 EER/ER Diagrams

This shows the relationship between the tables in the database and how they are connected to each
other.

MySQL was used to design a database named Appraise and it has 20 tables named
auth_group, auth_group_permissions, auth_permission, auth_user, auth_user_groups,
auth_user_user_permissions, django_admin_log, django_content_type, django_migrations,
django_session, staffappraisal_appraiseecomment,
staffappraisal_appraiserandappraiseeagreement, staffappraisal_appraisercomment,
staffappraisal_competence, staffappraisal_department, staffappraisal_faculty,
staffappraisal_overallperformance, staffappraisal_performance, staffappraisal_profile and
staffappraisal_vccomment. The database has 11 main tables for saving data while other tables
are for sessions and user accounts and their password.

The main 11 eleven tables staffappraisal_profile table is used to record the profile of the user,
staffappraisal_department table is used to record the departments in an organization,
staffappraisal_faculty table is used to record the faculties in the institution,
staffappraisal_performance table for recording the performance of the employee,
staffappraisal_competence table for recording the employee competence,
staffappraisal_appraiserandappraiseeagreement table for recording the agreement between the
appraiser and the appraiser, staffappraisal_appraiseecomment table for recording the appraise
comments, staffappraisal_appraisercomment table for recording the appraisers comment,
staffappraisal_vccomment table for recording the vc comments,
staffappraisal_overallperformance table recording the overall performance.

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The figure below shows the field names and their data types, the primary keys and the foreign
keys.

Figure 4: Shows the EER/ER Diagram of the system

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5.3.6.2 Data Flow Diagram (DFD) of the system.

The figure below show the Data Flow Diagram of EAPAVC system

Figure 5: Shows a Level-0 Diagram for Electronically Automatized Performance Appraisal with a Video Call

5.3.6.3 Flow chart of the system.

The figure below shows the flow chart of the system.

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Figure 6: Shows the flow diagram of the Electronically Automatized Performance Appraisal with A Video Call

5.3.6.4 Use case diagram for Performance Appraisals

Use cases are used to describe the main processes in a system and the interactions between the
processes (use cases) and external systems or individuals called actors. This is as shown in the
diagram below.

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Figure 7; Shows Use case diagrams for Electronically Automatized Performance Appraisal With Video Call

5.3.7 Data Outputs

This part explains how the system works in terms of adding, editing, deleting or retrieving data.
The system depends on the data that’s saved in the database and can be retrieved securely by only
the authorized and authenticated users with user friendly interfaces. The following shows how the
system works and how the output is obtained by the user.

5.3.7.1 System Administrator

The system Administrator is the person who controls the system. The system administrator has
many technical privileges for controlling all the data for the users, and can among others add
information, delete information and update information for the user. The users’ accounts are
created by the administrator to avoid non-employees from creating the illegal accounts and
accessing the system without the organization awareness. The figure below show the login page

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for the administrator which has two input fields for username and a password that accepts a
minimum eight characters with at least one uppercase character, digits and other signs.

Figure 8: Login page for the System Administrator.

The figure below show the Administrator control page which has every database table in which
s/he can add, edit, delete the user’s data. Also, the administrator can activate or deactivate the
system user or adds the user from this interface and also gives privileges to the users in the system
depending on their roles.

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Figure 9: The admin Control page

For example, the page below is adding a user to the system and all the pages follow the same
criteria for adding, editing and deleting from the database.

Figure 10: Adding a user to the system database

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5.3.7.2 Employee (Appraisee)

This is the person who works for an organization and should be appraised after a certain period of
time. Every employee or appraisee must have an account with the system and must fill the
appraisal form after a certain period of time. The following are the pages in which the employee
interacts with to fill the appraisal form. The following is the login page. The login page
authenticates the authorized users where they enter in their login credentials that is username and
password where each employee of the organization must have his own credentials.

Figure 11: Shows login page for all the users of the system

Note: Not only the appraisee uses the above login page and the first page in Figure 12, but all the
system users. What differs is that different users have different roles they play in the system. For
example, apart from the appraisee, there is the appraiser (Supervisor), the Human resource, the
Vc/ DVc. All these play different roles and after login into the system, they do not access the same
pages. Each role has its own page it accesses since they have different actions to the system.

After login success, the Appraisee accesses the following page

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Figure 12: First page when the user Login into the system

After the first page with cautions, the employee or the appraisee goes to the Dashboard on the side
menu to start the appraisal process whereby he or she selects “Appraising” then add competence
as shown in the figure below.

To start appraising him or herself, the user

clicks on appraising which is at (1), this
opens a drop down menu which has options.

The appraisee then clicks on Add

competence (2) which opens the page for first
step of the form.

The appraisee is now read to appraise him or

herself.

Figure 13: Shows how to start appraising

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Below is the first page for appraising.

Figure 14: Shows the Edit competence when the user has already filled the form and is able to edit the competence

When the user is beginning the process, the page above is empty and then fills it and submits the
data, which takes him or her to another page. The he completes filling the appraisal form, then he
is able to edit the form before the supervisor signs it and after the signing and approval of the
supervisor, the form then disappears until next appraising period.

After filling the appraisal form, the appraisee then waits for the supervisor to make the appointment
day and time on which they will meet and discuss about the key issues while appraising. When the
supervisor receives the list of the employees to be supervised, he makes appointment on which
date he should meet each appraisee for supervision on a virtual meeting in the system for certain
agreements. The figure below shows an interface of what the supervisor need to make agreement
with the employee and how the employee can join the video call.

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Figure 15: Shows the interface of appraisee page for joining the video call with the Appraiser.

When the supervisor is ready on the call, the appraisee then joins the call for a meeting as shown
in the diagram below.

Figure 16: Appraisee video call interface

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5.3.7.3 Supervisor (Appraiser)

Below are the interfaces for the supervisor and some of the elements are different from other users
interface.

Figure 17: Shows the interface of the Appraiser and the list of the employees ready to be appraised

For example the supervisor appraises Nabimanya Emmanuel, he will disappear from the list of
people waiting to be appraised. When the supervisor selects the employee to appraise, the first
page is the details containing the information which the employee filled before meeting up with
the supervisor as shown in the figure below.

Figure 18: Shows part of the details of the appraisee details viewed by the supervisor

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After reading all the details in which the appraisee has filled, the supervisor then clicks on the
button to him or her to the next page which is the actions page to be agreed in the meeting which
are as shown in the page below.

Figure 19: Appraiser video call interface

The figure below shows where the supervisor adds rating and comment for a specific rating for the
appraisee in the meeting.

Figure 20: Shows where the supervisor adds marks from and this interface shows already filled supervisor rating

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To add the supervisor rating, the supervisor clicks on the update button which takes him directly
to the selected key out and he is only allowed to edit only his rating, other editing are done by the
employee incase told to do. The following page is shown when update is clicked.

Figure 21: Shows where supervisor adds his marks or rating

The supervisor finally comments using the interface below and either continues accessing the
system or logs out.

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Figure 22: Shows the page for the final comment of the supervisor in which he submits it to the next level

5.3.7.4 Vice Chancelor/ Deputy VC

When adding the comments, the Vc/ DVc also first reads the details about the appraisee including
the comments of the supervisor. Then after reading everything, then he signs and approves the
appraisal with a comment.

Figure 23: Vc/ DVc comments and approval

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 CHAPTER SIX: SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS
6.0 Introduction

This chapter presents the summary of background context, objectives, methodology and findings.
It also presents the conclusions and recommendations for managing the challenges of information
flow in the new system and in the global ICT sector for further research.
6.1 Summary

The developed prototype of an Electronically Automatized Performance Appraisal with a Video

Call is an improved version of other performance appraisals (manual systems) and can be designed
much better with better resources and technology for quick access.

6.2 Evaluation
6.2.1 Data integrity.
The system files are modified and updated by only the registered and authorized administrator who
has all the privileges on users account. The users also modify their appraisals before the supervisor
can comment on them and after the supervisor, no more editing by the appraisee.

6.2.2 Security
The developed system gives access to the users after a login success with username and password
authentication. This is the most requirement to access the system which is done at the beginning
or on the first page of the system. This means that the security requirements are met by this system
because only the authorized and eligible users are allowed to access the required resources

6.3 Conclusion

The fundamental objective to design and development of Electronically Automatized Performance

Appraisal with a Video was to computerize the traditional way of filling the manual forms with
pens, physical meeting between the employee and the supervisor. The System performs most of
the calculations itself using the algorithms with reduced human intervention. Therefore, the IT
department used should support the core objective of the system which involves teaching the
system administrator (how to register, manage appraisals, system logs), appraiser and appraisee
(how to access the system, fill appraisals, submit them).

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6.3.1 Legal and Ethical concerns

The data captured from the users is secure and is only used for intended purpose. This is because
this data is intended for only official work and is used by only authenticated people.

Data protection is done by assigning a username and password to every user and this increases
privacy of users since each user is able view the data which belongs to him or her only. Data and
system security was ensured in the following ways;

a. Confidentiality was ensured by encryption of Username and Password which are created
at the registration of the system user and these are used for logging into the system thus
protecting data against disclosure to unauthorized individuals.
b. Integrity involves maintaining the consistency, accuracy, and trustworthiness of data over
its entire life cycle in that data cannot be altered by unauthorized people even if you are a
system user.
c. Availability was ensured through an algorithm to make the appraisal form ready exactly
when the time for the next appraising starts and the system is maintained through upgrades
data backups.

6.3.2 Positive implications of adopting the new System.

If this system is implemented in accordance to a major objective, employers and employees and
will benefit and get to know that it the easier way to complete the appraise process than using the
manual ways. Time will be saved, transport saved and it will always be available when time for
filling the forms reaches and it can be filled by the applicants.

6.4 Limitations of the System

The system caters for only users with some computing skills and those that are in a position to
hold and use smartphones. This is a problem as knowledge concerning the use of computing
devices is still an issue in developing countries like Uganda.

Users without smart phones and an internet connection or connection to the server won’t be in a
position to access the system resources or make any requests to the server.

Regarding security, with the development environments used for example MySQL, the system
encrypts sensitive information such as passwords, for restricted access. No special security

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algorithms or measures were therefore designed for this system. This was due to time as our
constraint.

It should also be noted that, due to time as a constraint, some of the functionalities of the system
were not perfectly designed as required.

6.5 Recommendations

The researcher recommends further improvement of the system by other researchers but
considering the main objectives and aims of what the system was developed to solve. The system
has its major functionalities on the server-side database, therefore the researcher recommend any
researcher who is interested in improving the system to improve on the front end considering
security of users’ information in the system.

The system can also be designed to alert users when their accounts are hacked without their
knowledge, help to change their security passwords. This can be done through sending of text
messages and email messages.

The university should build a research hub in which researchers should be given enough resources
like internet access, devices to use to make sure that they are supported and given advices during
development of the systems up to the end.

6.6 Challenges

Finance was a major challenge as the researcher needed money to support the development process
for example for buying internet bundles.

A challenge of internet access due to unstable network and slow internet as the researcher needed
it mostly to make research to obtain correct approach on how the researcher can successfully have
project well done. There was a challenge to balance class work activities and the project since both
were vital towards completion of the course.

6.7 Experiences and skills gained

The researcher gained much experience and helpful skills during the research process. There is a
strong believe such skills will help the researcher handle the field pressure and be able to succeed
in any innovation that may arise in future within different fields of study.

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The researcher learnt how to work individually as the whole project was done alone and this led
to self-belief that a challenge can be solved alone without the effort of others and this increased
self-capability of the researcher.

6.8 Areas for further study

More research should be conducted on designing the mobile applications for the users and the
system administrators for easy access of the forms using the mobile application. This makes access
to the system very easy to the smart phone users.

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 REFERENCE
Adnan Shaout and Jaldip Trivedi, 2013. Performance Appraisal System –Using a Multistage Fuzzy
Architecture. International Journal of Computer and Information Technology, Volume 2, pp. 405
- 411.

Akua Asantewaa Aforo, K. A.-A. A., 15 August, 2012. Evaluation of the performance appraisal
systems in KNUST and GIMPA libraries. In: Accra, Ghana: s.n., pp. 301-306.

Appelbaum, S. N. D. a. C. M., 2008. Performance evaluation in a matrix organisation: a case study

(Part two). Industrial and Commercial Training, Volume 40, pp. 295-299.

Armstrong, M., 2001. Human Resource Management Practice. In: s.l.:Kogan Page Publishers, 8th
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Brewster, C. a. S. V., 2005. Guest editorial. Global HRM: aspects of a research agenda. Personnel
Review, Volume 34, pp. 5-21.

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Available at: https://dictionary.cambridge.org/dictionary/english/appraisal
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Carifio, J., 2010. Development and validation of a measure of relational leadership. In:
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Doz, Y. a. P. C., 1986. Controlled Variety: A Challenge for Human Resource Management in the
MNC. Human Resource Management, Volume 25, pp. 55-71.

Edwards, M. a. S. J., 1988. Performance appraisal for matrix management. Journal of the Society
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Geringer, J. a. H. L., 1989. Control and Performance of International Joint Ventures. Journal of
International Business Studies, Volume 2, p. 235–254.

Half, R., 2015. How Effective Are Performance Appraisals?. [Online]

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appraisals
[Accessed 05 03 2021].

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Cambridge: Cambridge University Press.

Kamoche, K., 1996. The integration-differentiation puzzle: a resource-capability perspective in

international human resource management. International Journal of Human Resource
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Kamoche, K., 2011. Contemporary developments in the management of human resources in

Africa. Journal of World Business, Volume 1, pp. 1-4.

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appraisal-method/
[Accessed 08 th May 2021].

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[Accessed 05 Dec 2021].

Longenecker, C., 1997. Why managerial performance appraisals are ineffective: causes and
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Macharia, N., 2019. Human Resource and Performance Management in Africa. [Online]
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management-in-africa-7584fbfbc8f2
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Nations, U., 2013. Human Resources Management and Training. In: United Nations Economic
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Natukunda, L., Jan 2016. Employee performance management and control in Africa: The case of
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Richard Bitange Nyaoga, K., 2010. THE EFFECTIVENESS OF PERFORMANCE APPRAISAL

SYSTEMS IN PRIVATE UNIVERSITIES IN KENYA. An Assessment of Kabarak University
Performance Appraisal Systems, 7 April, pp. 123-134.

Schweiger, I. a. S. G., 1994. Optimizing the value of performance appraisals. Managerial Auditing
Journal, Volume 9, pp. 3-7.

Service, M. o. P., 2007. Staff Performance appraisal in the Public Service. In: Guidelines for
Managers and Staff. s.l.:s.n., pp. 1-37.

Steven Appelbaum, M. R. T. G., 2011. Globalization of performance appraisals: Theory and

applications. Article in Management Decision, May, pp. 570-585.

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s.l.:PWASET, pp. 231-235..

Yongsun Paik, C. M. V. a. H. D. S., August 2000. A test of assumed cluster homogeneity for
performance appraisal management in four Southeast Asian countries. International Journal of
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 APPENDICE
A1: Project Schedule

Table 4: Work Break down Structure

Milestones Description Milestone Criteria Planned Date

M0 Start Project Requirement Gathering 23-May-2021

Requirement gathering, Target 14-June-2021

design and analysis customers
reviewed
Proposal
reviewed

M1 Start Designing Design Phase 21-June-2021

Project Life Cycle Develop the initial
Objectives prototype.
Study the various
components and their
various functions
M2 Start Implementation phase 7-Sept-2021
Implementation
The main objective will Create the program 15-Oct-2021
be achieved. framework Coding
functionality of the
interfaces.

M3 Test

Designed prototype 08-Nov-2021

tested and documents
reviewed.
M4 Evaluation Phase
A2: Budget

Category Details Quantity Amount in

UGX
Data Internet 120,000

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 Tools Laptop 4GB RAM 750GB 1 1,500,000
Windows OS
Transport Costs 100,000
Other 600,000
Total Accumulated 2,320,000

A3: Development Environment

Item Applied for Availability by

Methods
Use Case Requirements Capturing M0
Tools
Laptop Design M1
Equipments
PyCham IDE Design M1
Qt5 Designer
Workbench

Languages
UML Design M2
Python Functionalities
MySQL Database

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Programming Code

Code for the view that acts as an API for the System to send and retrieve data

from django.http.response import HttpResponse

from django.urls.base import reverse, reverse_lazy
from staffappraisal.models import AppraiseeComment, AppraiserAndAppraiseeAgreement,
AppraiserComment, Competence, Performance, Profile, VcComment
from staffappraisal.forms import AssessmentForm, AssessmentFormSuper, CommentForm, CommentvcForm,
CompetenceForm, CommentForm,AppraiserForm, PerformanceForm, ProfileForm
from django.db import reset_queries
from django.forms.forms import Form
from django.http import request
from django.shortcuts import get_object_or_404, redirect, render
from django.views.generic.base import TemplateView
from django.views.generic import CreateView, DetailView, ListView, UpdateView
from django.db.models.functions import Extract
from django.db import IntegrityError

from django.contrib.auth import authenticate, login, logout

from django.contrib.auth.models import User, auth
from django.contrib import messages
import datetime

def LoginView(request):
if request.user.is_authenticated:
return redirect("staff:index")
else:
if request.method=="POST":
username = request.POST['username']
password = request.POST['password']
user = authenticate(request,username=username,password=password)
if user is not None:
login(request,user)
return redirect("staff:index")
return render(request, "auth/login.html")

def LogoutView(request):
auth.logout(request)
return redirect("staff:login")

class RegisterView(TemplateView):
template_name = "auth/register.html"

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class ViewUsers(TemplateView):
template_name = "users/users.html"

class ViewList(TemplateView):
template_name = "supervisor/appraiselist.html"

class Profiles(TemplateView):
template_name= "alluser/profile.html"

class SuperandApprai(TemplateView):
template_name= "users/bothforhr.html"

def get_context_data(self, **kwargs):

context = super(SuperandApprai, self).get_context_data(**kwargs)
context['lists-selected']=Competence.objects.filter(user=self.request.user)
return context

class IndexView(TemplateView):
template_name = "users/index.html"

def LoginSystem(request):
username = request.POST['username']
password = request.POST['password']
user = authenticate(request,username=username,password=password)
if user is not None:
login(request,user)
return redirect("staff:index")
else:
return render(request, "auth/login.html")

def Register(request):
if request.method == 'POST':
firstname = request.POST.get('first_name')
lastname = request.POST.get('last_name')
email = request.POST.get('email')
username = request.POST.get('username')
password = request.POST.get('password')
password1 = request.POST.get('password1')
user=User(
first_name=firstname,
last_name=lastname,
email=email,
username=username,
)
if password1 == password:

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 user.set_password(password)

a = user.save()
return redirect("staff:login")
return render(request, "auth/register.html")

class CompetenceUpdateView(UpdateView):
model = Competence
form_class=CompetenceForm
template_name = "users/competence_update_form.html"
success_url='/'

class AppraiseeCommentUpdate(UpdateView):
model = AppraiseeComment
form_class=CommentForm
template_name = "users/comment_update_form.html"
success_url='/'

def AppraiserAndAppraiseeAgreementView(request, pk):

my_objects = AppraiserAndAppraiseeAgreement.objects.filter(competence__id =pk)
form = AssessmentForm()
return render(request, "users/assessment_update_form.html", {'objects':my_objects, 'form':form})

def UpdateAppraiserAndAppraiseeAgreement(request, pk):

my_objects = AppraiserAndAppraiseeAgreement.objects.get(pk =pk)
if request.method == 'POST':
app =AppraiserAndAppraiseeAgreement.objects.get(pk=pk)
form = AssessmentForm(request.POST, instance=app)
if form.is_valid():
fm = form.save()
return redirect('/update_assessment/'+str(my_objects.competence.pk))

def CompentenceCreateView(request):
form = CompetenceForm()
dat = datetime.datetime.now()
month = dat.month
print(month)
# compent_check_1 = Competence.objects.filter(user=request.user, submitted_on__month=month)
compent_check_1 = Competence.objects.annotate(start_year=Extract('submitted_on',
'month')).filter(user=request.user)
print(compent_check_1)
if compent_check_1.count() > 0:
return redirect('update_compentence/'+str(compent_check_1[0].pk))

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 if request.method == 'POST':
form = CompetenceForm(request.POST)
if form.is_valid():
fm = form.save(commit = False)
fm.user = request.user
fm.save()
return redirect('/as/'+str(fm.pk)) #localhost/as/7

return render(request, 'users/competence.html', {'form':form})

class SuccessView(TemplateView):
template_name='users/success.html'

class CommentView(CreateView):
model = AppraiseeComment
form_class = CommentForm
template_name= 'users/comments.html'
success_url="/success"

def form_valid(self, form):

compentence =get_object_or_404(Competence, pk = self.kwargs.get('pk'))
form.instance.competence=compentence
return super().form_valid(form)

class ProfileView(CreateView):
model = Profile
form_class = ProfileForm
template_name = 'alluser/profile.html'
def form_valid(self, form):
form.instance.user=self.request.user
return super().form_valid(form)

class PerformanceView(CreateView):
model = Performance
form_class = PerformanceForm
template_name = 'supervisor/action.html'
def get_success_url(self):
# pk = self.kwargs['pk']
return reverse("staff:act", kwargs = {'pk':self.kwargs['pk']})

def form_valid(self, form):

compentence =get_object_or_404(Competence, pk = self.kwargs.get('pk'))
form.instance.competence=compentence
# form.instance.user=self.request.user

53 | P a g e
 return super().form_valid(form)

def get_context_data(self, **kwargs):

# Call the base implementation first to get a context
context = super().get_context_data(**kwargs)
# Add in a QuerySet of all the books
context['performances'] = Performance.objects.filter(competence__id=self.kwargs.get('pk'))
return context

def AssessmentView(request, pk):

competence = get_object_or_404(Competence, pk=pk)
asses = AppraiserAndAppraiseeAgreement.objects.filter(competence=competence).count()
form = AssessmentForm()
if request.method == 'POST':
form = AssessmentForm(request.POST)
if form.is_valid():
fm = form.save(commit = False)
fm.competence = competence
fm.save()
return redirect('/as/'+str(competence.pk)) #localhost/as/7
return render(request, 'supervisor/assessment.html', {'form':form, 'competence':competence, 'assess':asses})

class ListCompetenceView(ListView):
model = Competence
context_object_name = 'competences'
template_name='supervisor/appraiselist.html'

def get_queryset(self):
"""
Return only the competences where the currently logged in user is the head
"""
queryset =
Competence.objects.filter(user__profile__department__faculty__faculty_head=self.request.user,appraiseecom
ment__appraisercomment__comment_justification__isnull=True)
return queryset

"""
Fetching details using the DetailView
"""
class AllDetailView(DetailView):
model = Competence
template_name='supervisor/detail.html'

def form_valid(self, form):

54 | P a g e
 comp = get_object_or_404(Competence,pk = self.kwargs.get('pk'))
return comp

class AllDetailViewapp(DetailView):
model = Competence
# form_class=CompetenceForm
context_object_name="details"
template_name = "supervisor/detail.html"

class CommentappView(CreateView):
model = AppraiserComment
form_class = AppraiserForm
template_name = 'supervisor/commentsuper.html'
success_url='/success'

def form_valid(self, form):

comm1 = AppraiseeComment.objects.get(competence__id = self.kwargs['pk'])
form.instance.appraisee_comment=comm1

try:
form.instance.super_visor=self.request.user
return super().form_valid(form)
# code that produces error
except IntegrityError as e:
# return render("auth/register.html", {"message": e.message})
return HttpResponse("ERROR: Comment already exists!")

class AgreementView(CreateView):
model = AppraiserAndAppraiseeAgreement
form_class = AssessmentFormSuper
template_name = 'supervisor/last.html'
def get_success_url(self):
return reverse("staff:agreement", kwargs = {'pk':self.kwargs['pk']})

def form_valid(self, form):

assess =get_object_or_404(AppraiserAndAppraiseeAgreement, pk = self.kwargs.get('pk'))
form.instance.appraiserandappraiseeagreement=assess
# form.instance.super_visor=self.request.user
return super().form_valid(form)

def get_context_data(self, **kwargs):

# Call the base implementation first to get a context
context = super().get_context_data(**kwargs)
# Add in a QuerySet of all the books

55 | P a g e
 context['agreements'] =
AppraiserAndAppraiseeAgreement.objects.filter(competence__id=self.kwargs.get('pk'))
return context
def EditOutput(request,pk):
disp = AppraiserAndAppraiseeAgreement.objects.get(pk=pk)
return render(request,"supervisor/editlast.html",{"outputing":disp})
class UpdateOutputall(UpdateView):
model = AppraiserAndAppraiseeAgreement
form_class = AssessmentFormSuper
template_name = "supervisor/editlast.html"

def form_valid(self, form):

form.instance.super_visor = self.request.user
return super().form_valid(form)

def get_success_url(self):
comp_id = self.object.competence.pk
return reverse_lazy("staff:agreement", kwargs = {'pk':comp_id})

class ListCompetenceVCView(ListView):
model = Competence
context_object_name = 'competences'
template_name='vc/appraiserlist.html'

def get_queryset(self):
"""
Return all the competences where signed by the supervisor
"""
queryset =
Competence.objects.filter(appraiseecomment__appraisercomment__comment_justification__isnull=False)
return queryset

class AllDetailViewVC(DetailView):
model = Competence
# form_class=CompetenceForm
context_object_name="details"
template_name = "vc/details.html"

class CommentvcView(CreateView):
model = VcComment
form_class = CommentvcForm
template_name = 'vc/commentvc.html'
success_url='/success'

def form_valid(self, form):

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 comvc = Competence.objects.get(id=self.kwargs['pk'])
form.instance.appraiser_comment=comvc
try:
form.instance.user=self.request.user
return super().form_valid(form)
# code that produces error
except IntegrityError as e:
# return render("auth/register.html", {"message": e.message})
return HttpResponse("ERROR: Comment already exists!")

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