Glossary of Terms

Active Employee
Active employees are employees that currently work for an organization and are active in the Trakstar system. Active employee may/may not complete self-appraisals. Active employees are in direct contrast to terminated/deleted employees.
There are three roles inside Trakstar: Employee, Manager and Administrator. A Trakstar Administrator may make global changes to the Trakstar system, e.g. add new employees, create Rating Scales, assign Positions and Managers, and configure auto-generated emails sent by Trakstar.
All Subordinates
All Subordinates refers to all employees below a manager in the hierarchy.
Appraisal Document
A document, specific to an employee, which contains sections, competencies, goals and notes for a specific Period. The Appraisal document may be in one of several states (draft, goal management, scoring, archived, unarchived).
Appraisal Due Date
The Appraisal Due Date refers to the target date by which the Appraisal should be Archived by the manager. Prior to the Appraisal Due Date, self-appraisals (optional) and all approvals (optional) should be completed. *Note:Trakstar uses the Appraisal Due Date to calculate when an Appraisal is overdue. Appraisals not Archived by the Appraisal Due Date will be considered past due, and Trakstar email notifications of delinquency may be sent.
Approve Appraisal
Approve Appraisal refers to the ability of a Manager, Human Resources or other employee to view an appraisal completed by a manager and determine if it is ready to be presented to an employee. If an Appraisal is approved, it may be sent back to a Manager to Print, or Finish and Archive. It is also possible that an Approved Appraisal also require additional approvals.
A person who approves an Appraisal.
Archive Appraisal
Archive Appraisal refers to the action taken by a manager to close an Appraisal that has just been completed. The act of clicking Archive Appraisal reveals the scored version of the Appraisal to an Employee.
Archived Appraisal
An Archived Appraisal is a past Appraisal that has been archived by a manager. The Appraisal is viewable by an Employee, Manager and Administrator that has privileges to see it. If an Archived Appraisal needs to be edited for any reason, only the Trakstar Administrator may re-open the Appraisal for editing. At that time, it is considered an “Unarchived Appraisal”.
Base Date
Every employee that has a position has a Base Date. A Base Date is the date from which future Next Appraisal Dates are calculated by the Process the employee uses. For example, if the base date is 1/1/2012 and the Process specifies that Appraisals are scheduled every 6 months from the Base Date, the employee’s Next Appraisal Date would be 7/1/2012.
Base Rating Scale
The Base Rating scale is how all competency ratings and overall scores are internally stored in Trakstar. All scores are calculated on a scale from 0-100.
Calculated Score
The “Calculated Score” is the raw overall score of an Appraisal. It is not formatted and will be calculated on a scale of 0-100. Based upon the Calculated Score of the Appraisal, Trakstar may output the score in a different format (word form, numeric, reverse numeric, percentage, hidden.)
Coaching Tips
Coaching Tips are stock language, housed inside the Trakstar Competency Library, to assist managers in providing feedback to employees.
A Competency is a performance indicator towards which an Employee strives to perform, e.g. Attendance, Leadership or Problem Solving. A Competency is associated with a Rating Scale. Trakstar contains a stock library of Competencies.
Deleted Employee
An employee that was once in the Trakstar database, but whose record and all associated current and archived Appraisals have been deleted.
Direct Reports
Employees that report directly to a Manager. In contrast, All Subordinates are employees that report directly and indirectly to a Manager.
Draft Appraisal
An Appraisal document created in preparation for the next Appraisal Period, created by either an Employee or a Manager, in order to set goals for the next Period.
Emails refers to the auto-generated emails sent by the Trakstar system to remind users of upcoming Trakstar events. The Trakstar Administrator manages email settings for an organization.
An active employee in the Trakstar database that may optionally conduct a self-appraisal, contribute to his/her Appraisal by suggesting goals, and take notes on accomplishments throughout the year.
Employee #
Employee number refers to a unique alphanumeric assigned to each employee inside the Trakstar database. Employee numbers may correspond to employee numbers associated with separate organizational systems which may be in use, or they may be random unique number assigned to employees inside Trakstar.
Goal Management
Goal Management is an Appraisal state in which employees and managers may annotate the Appraisal Document with goals, measurements and notes.
A Group refers to the any grouping of employees within an organization. In trakstar, Groups are typically used for reporting purposes, e.g., a report on all warehouse employees.
Refers to the right hand sidebar in the software interface.
HRIS is the ability of Trakstar to sync employee data with the Trakstar database. HRIS Sync is an optional feature, allowing larger organizations to benefit from the synchronization of employee databases.
A multi-rater is a peer (outside of the traditional Manager/Employee relationship) that provides feedback on the performance of a colleague.
Multi-Rater Feedback
Multi-rater feedback is the actual feedback provided by a peer on the performance of a colleague, requested and collected by a Manager. Multi-rater feedback may be anonymous, or not. Multi-rater feedback is shared with an employee at the discretion of the Manager, but it is not shared unless a manager deliberately takes action to share the feedback.
Navigation Bar
The Navigation Bar is the set of icons across the top of the interface, presented to a user upon log in. Each role in Trakstar (Employee, Manager, Administrator) has a different button set in Trakstar.
Notes refers to the ability of Managers and Employees to take notes on accomplishments throughout the year. Manger may take notes on Employees, Employee may take notes on themselves. Optionally, the Trakstar Administrator may enable to ability for all employee to take notes on one another.
Numeric Score
Numeric Scores are Overall Appraisal Scores that are transformed from the Base Rating Scale to a smaller scale, typically 1-5, 1 always being the lowest possible Overall Appraisal Score.
Overall Appraisal Score
The Overall Appraisal Score is the final score that is associated with an Appraisal.
Override and Edit Description
Override and Edit Description refers to the ability of a Trakstar Administrator to override and edit default Rating Scale descriptions in Trakstar.
A Peer is a relationship between two users is not a part of the management hierarchy.
Percent Score
This is a format of the Overall Appraisal Score using 0-100%.
The Period refers to the window of time on which an Appraisal is rated (e.g. 6/1/2012 – 6/1/2013.) The Period can vary in time, depending on the needs of the organization. For example, a Sales Rep may be appraised quarterly and an Accountant may have an annual Appraisal.
Position refers to a job title, such as Accountant, Manager, or Warehouse Foreman. A position contains a collection of competencies, questions, and sections. Positions contain the default Appraisal document for employees.
Position Template
A Position Template refers to the a template of competencies, text and questions created by a Trakstar Administrator, with the purpose of sharing the template to multiple positions in an organization, increasing the efficiency of the Trakstar Administrator.
A Process is a collection of preferences that describe the appraisal workflow for a group of employees. Trakstar permits the creation of multiple Processes in order to accommodate the unique needs of an organization.
Process Schedule
The Process Schedule describes the frequency and interval of appraisal due dates for the users associated to the Process.
Range Score Format
A Range Score format allows a Process to output customized text as an Overall Appraisal Score based upon a specified range. For example, if a range between 60-80 outputs “Commendable” as text, an Overall Appraisal Score of 75 would be displayed as “Commendable” on an Appraisal.
Rating Scales
Rating Scales are the scales by which Managers and Employees select the level of performance at the time of the Appraisal. Rating scales are set by Trakstar administrators, and they are tied to Competencies. Rating Scale levels may be overridden at the Competency or Position level. The most common rating scale is a 5-point scale.
See also: Multi-Rater. This is the actual peer.
Restricted Administrator
A Restricted Administrator is a Trakstar Administrator who is only able to edit employees that are below a specified user in the management hierarchy.
Reverse Numeric Score
A Reverse Numeric Scale functions in the same manner as a Numeric Scale, except a 1 is the highest possible score (instead of the lowest.)
There are three roles inside Trakstar: Employee, Manager and Administrator. Each role has different responsibilities and levels of access inside Trakstar.
A Route is the path an Appraisal must follow through a potential series of of Approvers after it has been scored by a Manager.
Route for Approval
Route for Approval refers to the digital path taken by an Appraisal, after having been scored by a Manager, to garner additional approvals inside an organization, prior to presenting the Appraisal to an Employee. Routes for Approval are set by the Trakstar Administrator.
Score Appraisal
Score Appraisal refers to the action taken by a Manager or an Employee to rate performance throughout the appraisal period.
Score Formatting
Score Formatting refers to how Overall Appraisal and Section Scores will be displayed. Scores may be displayed as Numeric, Reversed Numeric, Percent, Range or Hidden.
Scoring Appraisal
An Appraisal Document that is in the Process of being scored.
A section is a component of an Appraisal document or Position Template. Section may contain a collection of competencies, questions or text. A section is assigned a weight, and the elements in a section contribute to the section score, which is displayed by the Score Formatting preferences.
Security refers to the ability of a Trakstar Administrator to set security settings for the Trakstar system. Password lifetime and security strength may be set by the Trakstar Administrator in the Settings>Security area.
A self-appraisal is an Appraisal that an employee conducts on himself/herself, in order to reflect upon job performance during the Appraisal period.
Signatures refer to the signature lines at the end of a printed Appraisal document where an employee, manager and (other) may sign in order for the document to be filed. Trakstar also supports electronic signatures.
Strategic Goals
Strategic Goals are goals held by an entire organization, such as “Grow the Company by 10%.” Individuals in the organization may have a unique goals that align and contribute to a Strategic Goal.
Terminated Employee
A Terminated Employee is an employee that is not longer active within an organization, but has records in Trakstar. A Terminated Employee may have taken a leave of absence with plans to return, or the terminated employee may no longer be a part of the organization. Either way, once terminated, the employee record is retained inside Trakstar for future reference. However, the terminated employe does not count towards the number of active licenses in the Trakstar system.
Unarchived Appraisal
An Unarchived Appraisal is an appraisal that was archived by the manager, and was re-opened for editing. Ratings, comments and overall scores may be modified, but only after the apprasial has been un-routed (if it was approved by any approvers.) Position changes cannot modify the content of the appraisal.
Username refers to the name assigned to each employee that is used to login to the Trakstar system. Trakstar Administrators may assign or change Username.