Performance Management System Roll out 2009. Agenda Vision / Mission of PHLVision / Mission of PHL...

Performance Management SystemPerformance Management System

Roll out 2009Roll out 2009

AgendaAgenda• Vision / Mission of PHLVision / Mission of PHL

• eVolveeVolve – Performance Management System in PHL – Performance Management System in PHL

• Performance EvaluationPerformance Evaluation

• Calculate Final ScoresCalculate Final Scores

• KRA Setting through KRA Setting through eVolveeVolve– KRA Setting KRA Setting – Form SelectionForm Selection

• Mid Year ReviewMid Year Review

• E-Mail CommunicationE-Mail Communication

• FAQsFAQs

Our VisionOur Vision

To become the most admired pharmaceutical company in India with leadership in market share, research and profits by:

– Building distinctive sales and marketing capabilities – Evolving from licensing to global launch of own patented products– Inculcating a high performance culture – Being the partner of choice Always adhering to ‘our values’ based on

our obligations as trustees of customers, appraisees, shareholders and society

– We shall pursue world-class standards in our People, Products, Processes, Partnerships and Performance Encouraging Innovation and Nurturing Intellectual Capital

We seek We seek quantum growthquantum growth to lead in the domestic market and to lead in the domestic market and enhance our international presenceenhance our international presence





• KRA Setting through KRA Setting through eVolveeVolve– Form Selection Form Selection – KRA Setting KRA Setting



• FAQsFAQs

Mid Year ReviewMid Year Review(2009-10)(2009-10)

Organizational goals aligned to your goalsHow much we have achieved and what is the focus for next

year, etc…Rewards, recognition, growth, development, etc…

Performance EvaluationPerformance Evaluation(2009-10)(2009-10)

KRA Setting KRA Setting (2009-10)(2009-10)

Performance EvaluationPerformance Evaluation(2008-09)(2008-09)

Identify gaps or reasons for performance for both high and low performance

KRA Setting KRA Setting (2010-11)(2010-11)

Performance Management Flow ChartPerformance Management Flow Chart

e-Performance Management Systeme-Performance Management System

eVolveeVolve will be instrumental in: will be instrumental in:

• Making our PMS more efficient and transparent. Making our PMS more efficient and transparent.

• Effectively streamlining measurable achievements & Effectively streamlining measurable achievements & recognition recognition

• Minimizing human intervention. Minimizing human intervention.

eVolveeVolve - - not just goal settingIt’s about gaining deep KNOWLEDGE of our talent base so that our ACTION,

enables us to take CARE of our performing assets.

For who all?For who all?

Eligibility:• All employees who have joined on or before 30th September,

2008

• Employees who have joined on or after 1st October, 2008 will be appraised from a performance and development perspective & would be eligible for flat increment.

• Employees who have joined on or after 1st January, 2009 will not be appraised and given any increments (however, their regular performance review would take place – for confirmation, etc)

• Employees who have resigned and are serving notice period will not be eligible for any assessment and salary increment








• FAQsFAQs

Performance EvaluationPerformance Evaluation

Performance AppraisalPerformance Appraisal

A structured formal interaction

between a appraisee and appraiser (manager),

during which

performance of the appraisee is reviewed and discussed,

with a view to identify

strengths and areas for improvement

(opportunities for overall development –

of the appraisee and in turn organization)

Why do Performance evaluations?Why do Performance evaluations?

• Help achieve Organizational goals and mission

• Clearly communicate expectations

• Document performance issues & achievements.

• Communicate feedback

• Recognize accomplishments and reward performance

• Development of action plan for performance improvement

The Performance Evaluation ProcessThe Performance Evaluation Process

Pre-meeting activities for appraiserPre-meeting activities for appraiser

• Involve the appraisee– Agree on a time and place well in advance– Ask the appraisee to prepare their ideas and objectives in writing– Ask for a self-evaluation

• Gather data– Job description– Past feedback & performance data– Training records

Conducting the Appraisal Meeting by the appraiserConducting the Appraisal Meeting by the appraiser

1) Be preparedo Determine discussion direction

o Anticipate objectives

o Gather supportive documentation

2) Communicate Effectivelyo Avoid communication roadblocks – Vague, demeaning or

derogatory language, poor listening skills, strong emotions, one-way conversation

o Be clear and concise, be honest, not harsh, be an active listener

3) Set the right toneo Establish a supportive environment

o Private location – Maintain confidentialityo Quiet and undisturbed – Eliminate distractionso Level playing field – Avoid playing superioro Timing – Choose a quiet time, do not take phone calls

o Demonstrate Respecto Timeliness – Conduct reviews by due dateo Appointments – Don’t act like the appraisee’s time is less valuableo Advance notice – Allow the appraisee to be prepared o Icebreaker – Start on a friendly and relaxed note

o Have an enabling mindseto Tone – Professional and supportiveo Focus – Future goals and objectiveso Open-minded – Seek explanationso Emotions – Calm and centered

Conducting the Appraisal MeetingConducting the Appraisal Meeting (contd.)

Common Mistakes in AppraisalCommon Mistakes in Appraisal

a) Manager is ill-prepared with facts & figures.

b) Appraisee is not given adequate notice

c) Discussion is rushed or interrupted

d) Appraisee is not given the opportunity to share views

e) Manager’s tone is punitive or condescending

Appraisee’s ResponsibilitiesAppraisee’s Responsibilities

• Conduct a thorough self evaluation

• Provide input to supervisor in the development of individual goals that contribute to departmental goals and the Organizational Mission

• Discuss concerns and/or questions about any part of the job or performance review with supervisor

• Identify and participate in training and development discussions

Calculate Final ScoresCalculate Final Scores








• FAQsFAQs

Part A–Performance Evaluation for the YrPart A–Performance Evaluation for the Yr

Kindly evaluate on the basis of the scale given below-Kindly evaluate on the basis of the scale given below-101% & above 86-100% 71-85% Below 70%101% & above 86-100% 71-85% Below 70% ( 4 ) ( 3 ) ( 2 ) ( 1 )( 4 ) ( 3 ) ( 2 ) ( 1 )

So your KRA Score is 2. 5 So your KRA Score is 2. 5 With 90% Weightage FINAL KRA = 90%*2.5 = 2.25

Sr.No.KRA's / Objectives

Result Achieved Weightage

Self Evaluation

Superior Evaluation

Acheivement Scores (Wt*Superior Evaluation/100)

50% 3 3 1.530% 3 2 0.620% 3 2 0.4

100% 2.5

(To be filled by appraiser & appraisee)

Part C – Critical AttributesPart C – Critical Attributes

(To be filled by appraisee & appraiser)

Attributes Self Rating Supervisor Rating

1.Communication Skills 3 3

2.Initiative 4 3

3. Team Work & Interpersonal Relationships

2 3

4. Customer Responsiveness 4 2

5. Result Oriented 3 3

6. Planning & Organising 4 3

Total 17

Therefore your average score is 17/6 = 2.83Therefore your average score is 17/6 = 2.83

Thus at 10% weightage Final Critical Attribute Score=2.83*10%=0.28Thus at 10% weightage Final Critical Attribute Score=2.83*10%=0.28

How do you calculate the final scoreHow do you calculate the final score

Therefore the final Score will be

KRA 90% = 2.25+Critical Attribute 10% = 0.28 --------- 2.53 ---------

Please maintain 2 decimal points in KRA & Critical Attributes ScoringPlease maintain 2 decimal points in KRA & Critical Attributes Scoring





• KRA Setting through KRA Setting through eVolveeVolve– KRA SettingKRA Setting– Form Selection Form Selection



• FAQsFAQs

KRA SettingKRA Setting

Why set KRA?Why set KRA? KRA are set to:

• To help attain organizational goals

• Get Results

• Improve Performance

• Develop Skills, Ability and Knowledge

• Provide a Challenge and Sense of Achievement

KRA AlignmentKRA Alignment

PHL Strategy

PHL Goals

Business Goals

Functional Goals

Individual KRA

Objectives/Goals Performance Measures

Action Plan

Mission/Vision

KRA-SettingKRA-SettingIntegration of objectives & Two-way process of agreeing objectives

.

Organizational

Departmental

Team

Individual

Improve levels of customer Service

Specify aspects of customer service for which function is responsible and overall improvement targets

Specify team targets within the functional areas of customer service and the improvement targets for the function

Specify individual targets for contributing to the achievement of team targets

SMART ObjectivesSMART Objectives

S - Specific

M - Measurable

A - Achievable & Agreed

R - Realistic & Relevant

T - Time bound

SMART KRA SettingSMART KRA Setting

S – Specific•Easy to understand•Specific desired future results•Defines the goal by answering: who, what, when, why, how…

M – Measurable•Describes how each goal will be measured.•Decide measures of Success•Answers the following questions:

- How will I know/show the results has been achieved?

A - Achievable

&

Agreed

•With all the other commitments within the department, is this goal achievable?•Is this goal within the departments control and influence?•Most important, the goal has to be decided by mutual consensus and agreement.

R - Realistic

&

Relevant

•Is the goal in alignment with the mission, vision& guiding principles of the PHL•Does the goal relate to broader objectives that your department wishes to achieve?•Is the time frame reasonable?

T - Time bound•What is the specific time frame to achieve the goal/ (beginning & end date)•Establish a time frame for short & long term goals, taking into account other factors such as delivary by others & coordination•Include interim steps & a plan to monitor progress.

Go to: Go to: www.myphl.inwww.myphl.in

• Log on to the appraisee website : www.myphl.in

• Select eVolveeVolve from the H.R.H.R. Section

• The eVolveeVolve homepage will open.

• First time users will log on to the site:– User id: < Employee Code > e.g.. 706620– Common password: < welcome >

• The system will ask you to change your password. This will be your personal password. Change and Remember your password for all further processes which will happen through eVolveeVolve .

http://www.myphl.com/

Log into the e-PMS systemLog into the e-PMS system

For First Time Users:

•User id: <appraisee Number>

•Password: welcome

For Existing Users:

•User id: <appraisee Number>

•Password: < New Password>

Change PasswordChange Password (Only for first time user)(Only for first time user)

Please Note:Please Note: This screen will appear for only those users who have logged in the system for the first time.

Old Password i.e. welcome

New Password








• FAQsFAQs

Form SelectionForm Selection

• After registering and logging on the system, the opening page of eVolveeVolve will be displayed.

• Click on My Inbox, placed on the top right corner of the page and select Form Selection.

• It will happen in 2 Steps:– Step (a): Selecting the appraiser/reviewer, appraisal form and the period of

appraisal applicable to you.

– Step (b): Do the Goal Setting.

Form SelectionForm Selection

Register your Appraisal Details

– Select the appraiser/reviewer, appraisal form and the period of appraisal applicable to you.

– Do the Goal Setting.

• Select the Business and the Appraisal form applicable to you from the drop-down box.

e.g. Pharma Solutions / Corporate / Band I / Band II /Secretarial Support

• Select the name of your appraiser, reviewer and HR manager, from the search window. Please confirm the names before you select them.

• Select the VALID Appraisal period. e.g. From: 01.04.2009 To 31.03.2010

Select your appraisal formSelect your appraisal form

Select valid appraisal periodSelect valid appraisal period

Form Selection completeForm Selection complete

Please Note:Please Note: Form Selection screen will get non editable once the form selection is complete. Please reconfirm all the information before you save them.

– Select the appraiser/reviewer, appraisal form and the period of appraisal applicable to you.

– Do the Goal Setting.

• Click on MY INBOX and select Goal Setting. Part A of KRA form will appear on the screen.

• Select Part A of the form

• Set your KRAs / Goals / Objectives for the appraisal period.

• Save the form as Save as Draft when you are working on it, and not finalized your goals. Unless you save the form as draft, all the data fed in the form will be lost, once you log out of eVolveeVolve.

• To Submit the form, click on the Send to Appraiser.

KRA SettingKRA Setting

Setting KRA & Target/Weightage

Appraisal formsAppraisal forms

PART E not to be filled by appraiseenot to be filled by appraisee

Only to be filled by the Appraiser

KRA FormKRA Form

Recruitment Closing the vacancy in minimum ti Closed position in less than 90 days 30

Fill your KRAsFill your KRAs

Please Note:Please Note: To add new KRAs, new rows can be added to the existing form.

Check sum of weightagesCheck sum of weightages

Please Note:Please Note: The weightages will differ depending on the Band and the Division

Save as draft OR Submit for ApprovalSave as draft OR Submit for Approval

Please Note:Please Note: Form will not get submitted till all the required columns/rows are filled.

Final KRA submission Final KRA submission








• FAQsFAQs

Mid Year ReviewMid Year Review

• Click on My Inbox, placed on the top right corner of the page.

• Select Mid Appraisal form.

• If you want to save the form to return to rework on it, then save it as ‘Save as Draft’.

• Fill the Mid year appraisal form and ‘Submit to appraisal’ for approval.

Mid Year AppraisalMid Year Appraisal

Open Mid Appraisal Form

Fill & submit for approvalFill & submit for approval

ePMS

Avg. time to fill vacancy is 21 days.34 vacancies filled till date








• FAQsFAQs

E-Mail CommunicationE-Mail Communication

Mail communicating approvalMail communicating approval

Mail communicating rejectionMail communicating rejection








• FAQsFAQs

FAQ’sFAQ’s

Select FAQ from My InboxSelect FAQ from My Inbox

Select FAQ

Select the QuestionSelect the Question

Performance Management System Roll out 2009. Agenda Vision / Mission of PHLVision / Mission of PHL...

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