Workflow Sample: Keep the Personnel Evaluation Sheet Confidential against Even Authorized Users

Google Apps, the Cloud-based Groupware never stops their evolution.
Dec. 2012, they started providing 'Attachment' files easily from "Google Drive", Online Storage (which has been released Apr. 2012).

"Multifunctionality of Gmail", "Affinity with the Android Smartphone", "the usability of Google Calendar", have been the reason of the popularity of Google Apps, but from now on, "The broad-mindedness (?) of Google Drive" will be a big favor of the people. It will not be long before "file servers" in companies disappears from the world.

In the following Personnel Evaluation Workflow, "Evaluation Process" proceeds referring the personnel evaluation sheet kept in Google Drive. It indeed is a workflow of the age of cloud computing.

Reference: Gmail and Drive Getting Closer

[Personnel Evaluation flow]

The superb point of this workflow is that nicely utilizing "Advantages of the external file".

First, "evaluation items different by the departments" are absorbed to the files. When you design a Personnel Evaluation flow, you tend to set evaluation items as a data item that flows in the workflow, such as "cooperativeness" "sales contribution" "management skills". As a result, the workflow would be defined for each department, and become hard to be surveyed. It is important that "evaluation criteria" to be evolved by each department, but the operational procedures should be common in-house.

In addition, for this delicate personnel information, it makes the "File viewing authority" and access permissions crossing. Personnel in the Management department does not need to view all data flowing through the personnel evaluation flow. There must be information to be recorded, only between an evaluator and a subject who evaluated. There, the mechanism that even the data viewing authority of the workflow cannot view "the external file part", is built.

Incidentally in general terms, on Cloud-based information system, there will no need to appoint a "Super User (root, admin, etc.)" who has mighty authority. And cooperative system operation by "Petite (?) superusers" will becomes possible. Not only you can reduce the risk of leakage of information by "criminal acts of an internal", it also reduces the risk of information leakage or falsification by hijacking the super-user account by "Cracking from the outside".

[Personnel Evaluation Workflow: '2. Check Sheet, Entry before Interview' screen]