KPI and performance bonus

The Rifena KPI cycle follows this order:

KPI catalog → Assign target → Score → Submit for approval → Approve and freeze bonus → Verify in payroll

Any amount shown before final approval is an Est. bonus. The official amount is frozen only by the final approval decision. Changes to the KPI definition after that point do not alter an approved bonus.

Configuration owner: HR or the performance-policy owner.

Target and scoring owner: a manager or person with scoring access for the assigned scope.

Approver: the person holding the current approval step; they cannot approve their own score.

Result owner: the employee, who reads it under My KPI.

Before you begin

• The KPI approval workflow has an appropriate active owner.
• The configuration, scoring, and approval owners have the correct data scope.
• The payroll template used for bonuses contains a KPI bonus component.
• The template has been published again after adding or changing that component.

Do not skip the payroll connection

The KPI screen states that approved scores are paid through the KPI bonus component in the payroll template. If the active template does not contain it, or a template change has not been published, the score may be approved while the payslip still has no bonus.

1. Create a KPI definition

Open HR → KPI → KPI catalog and select New KPI.

1. Enter the KPI name.
2. Enter the KPI code, or leave it empty to generate one.
3. Write a description that gives target owners and scorers the same standard.
4. Select a Metric unit, such as VND, percentage, orders, or another suitable unit.
5. Select the Direction:
   • Higher is better for a metric meant to increase;
   • Lower is better for a metric meant to decrease.
6. Select the Review cadence: monthly, quarterly, or annual.
7. Select the Applied scope for the company, groups, or positions.
8. Select the Score → money model.
9. Review the Payout curve, then save.

Choose the payout model

Model	How it behaves on the screen
Linear	The bonus percentage rises with achievement; a Payout cap (%) can limit it
Tiered	Each achievement range pays one fixed percentage; ranges must not overlap
Weighted	The target bonus is allocated by each KPI’s weight and multiplied by achievement

For Tiered, add at least one tier and enter From achievement % and Pays % of bonus. Only the highest tier may leave To below % empty.

For Weighted, the active KPI weights for the same employee and period must total 100% before scores can be submitted.

Test the payout curve

The Payout curve uses the current inputs to show how achievement becomes a bonus percentage. Before saving:

1. test a result below target;
2. test exactly 100%;
3. test a result above target;
4. check the cap or tier boundaries; and
5. confirm the result follows the company’s approved policy.

2. Assign employee targets

Open HR → KPI → Targets and select Assign target.

1. Select an Active KPI.
2. Select the Payout period.
3. Select one or more Assigned employees.
4. Enter the Target.
5. Enter the Target bonus (VND) — the amount paid at 100% achievement.
6. For a Weighted KPI, enter the KPI weight (%).
7. Review the selected employees and select Assign.

Expected result: each employee, KPI, and period appears under Targets with the correct target, target bonus, and weight when applicable.

Rifena will not create a duplicate assignment for the same employee, KPI, and period. If it reports that one exists, find the existing record instead of repeating the action.

3. Score and save a draft

Open HR → KPI → Scoring & approval.

Score one employee

1. Select Score.
2. Select the KPI, period, and employee who has an assigned target.
3. Enter the Actual value, or enter Achievement % directly when the company has already confirmed the percentage.
4. Review Score → money.
5. Select Save draft.

When Achievement % is entered directly, the result is marked Manual and replaces the percentage derived from actual value and target. Read it back before submission.

Score in bulk

1. Select Bulk score.
2. Select the KPI and period to load assigned employees.
3. Enter a result on each row ready for scoring.
4. Leave unsupported rows empty; they will not be saved.
5. Select Save draft and check how many rows were created or skipped.

If the list displays only part of the employee total, narrow the KPI or period filter and continue. Do not treat the visible subset as the complete list.

4. Review drafts and submit

Under Draft:

1. Open every score due for review.
2. Check the employee, KPI, period, target, actual value, and achievement.
3. Check the Est. bonus.
4. For weighted KPIs, confirm the employee’s total weight for the period is 100%.
5. Select Submit for approval.

Expected result: the score becomes Pending approval. Its details show who owns the current step when the workflow has multiple steps.

If the approval route is no longer active, open the details and use Re-submit for approval when offered. Do not create another score for the same employee, KPI, and period to replace one already waiting.

5. Approve and freeze the bonus

The current approver opens the Pending approval score.

1. Check the employee, KPI, and period.
2. Compare actual value, achievement, and estimated bonus.
3. Check the current step and assignee.
4. Select Approve when the figures are correct.
5. Otherwise, select Reject and enter a specific reason.

In a multi-step workflow, one approval completes only the current step. The score becomes Approved after the final decision.

On final approval, Rifena calculates and freezes the bonus. The score can no longer be edited; payroll uses the frozen amount and does not recalculate it from a KPI definition edited later.

Do not approve your own score

Rifena blocks both approval and rejection when the decision-maker is handling their own score. Check the workflow and assign the work to another authorised person; do not broaden access merely to bypass this control.

A Rejected score can be entered again in line with its reason. Before rescoring, confirm that the previous record is rejected rather than creating an unnecessary duplicate.

6. Hand the result to payroll

Before creating the payroll run that includes KPI bonuses:

1. Filter Approved by the correct period and employee scope.
2. Check the Frozen bonus on every score to be paid.
3. Select Open Payroll Builder from the note on the KPI screen.
4. Confirm that the applicable template contains KPI bonus under earnings.
5. Publish the template again if it was just changed.
6. Create and review the payroll run through the monthly payroll journey.
7. Open representative payslips and compare KPI bonus with the frozen score.

Only Approved scores are eligible for this hand-off. Draft, Pending approval, and Rejected scores are not confirmed bonus amounts.

7. The employee reads the result

The employee opens My KPI. It is a read-only personal view containing a summary and score list.

The employee can check:

• KPI and period;
• actual value and achievement;
• score state;
• frozen bonus after approval; and
• rejection reason when applicable.

Notifications for pending, approved, or rejected scores open the relevant score details. The user can choose channels under Account → Notifications. Pausing a channel does not remove its history from Notification Center.

If the result is not right

• Cannot assign a target: check that the KPI is Active, the period is valid, and the employee has no duplicate assignment.
• An employee is missing while scoring: they have no assignment for the selected KPI and period or sit outside the scorer’s scope.
• Cannot submit a weighted KPI: the employee’s active weights for the period do not total 100%.
• No approval action: check the current owner, approval access, and data scope; a scorer cannot approve their own score.
• A Pending approval score has lost its route: open it and use Re-submit for approval when available.
• The payslip has no bonus: check that the score is Approved, the template contains KPI bonus, and the latest template version is published.
• The amount differs from an earlier estimate: use the approved record’s Frozen bonus, not a draft or a KPI definition changed later.

The cycle is complete when

• The KPI definition has the correct direction and payout model
• The payout curve has been tested at meaningful thresholds
• Every employee has the correct target, period, and target bonus
• Draft scores were reviewed before submission
• Approval ended as Approved, or Rejected with a reason
• The payroll template contains KPI bonus and is published
• The payslip bonus matches the score’s Frozen bonus
• The employee can read the correct result under My KPI

Continue reading

• Monthly payroll cycle
• Payroll foundation
• Approvals and permissions
• For managers
• Support when the bonus is missing from a payslip