How to setup Performance Management?

In HRSimplified there is a Module that can be activated that allow the user access to the Performance management module.

The overview of the module is as follows, this process must be used to setup the different sections and perform the assessments. 

Step 1 - Setup OKRs in the system

Step 2 - Create KPA's in the system

Step 3 - Create a Template for a Position (Job title) 

Step 4 - Add KPIs to the Template and link KPI to OKRs

Step 5 - Assign the Template to an Employee and set the Due date

Step 6 - Employee logs in and completes the Assessment after it becomes available and submits to manager for review

Step 7 - Manager reviews the Self Assessment and adjusts as needed, add review notes, add Skills Development and Training, and finalizes the Assessment.

Step 8 - Employee can then review the final assessment that the Manager submitted and comment on the assessment process.

Step 9 - Employee can download the Assessment in HRSimplified

Step 10 - Performance Management Insights are updated in real time to show data up to OKR level

NOTE: 

The Job Titles and Job Categories need to be setup and used by the company before they can use Performance Management, since the system assigns KPAs to a Job Title to create a Job Assessment Template.  

Performance Management Status flow

• Start Self Assessment - Assessment created and ready for Employee to complete self assessment
• Self Assessment Completed - Self Assessment completed by Employee and Manager needs to Review the Assessment 
• Manager Reviewed - The Manager has completed the Review and the assessment is now ready for final approval by Employee
• Review Completed - The Employee accepts the updates from the Manager and the Assessment is now final.

Step 1 - Setup OKRs in the system.

The HR Executive role is used for this.

Navigate to the Performance Management -> OKR Menu item and start by creating a new OKR in the top right corner.

With the first OKR, there will NOT have a Parent OKR, this will create the TOP level OKR in the OKR Diagram as well.

Once the OKR and sub items are created, a view of the OKR structure is possible by navigating to the OKR Diagram Tab.

Performance Management -> OKR Menu, then select the OKR Diagram Tab

There are multiple OKR types available to allow the Executive team to define the flow of OKRs from Mission to Vision and all the way down to Goals and Strategy.

Available OKR Types:

• Vision
• Mission
• Goals
• Strategy
• Tactics
• Action Plans

Structure of OKR to KPA and KPI

Step 2 - Create KPA's in the system

The HR Executive and Manager roles have access this menu.

Setup all the KPA's that the company would need, all KPAs are shared between the different managers in the business. 

The list of KPA's should be maintained by the HR department for better control over the Performance consistency

The Managers can then add the lower down KPI items to the KPAs as the build their Templates for the Assessments. 

Navigate to Performance Management -> KPA menu and create a new KPA

Step 3 - Create a Template for a Position (Job title) 

HR Executive and Manager can access this section

Now that the KPAs are available, the user must navigate to the My Templates menu for the next step.

Navigate to Performance Management -> My Templates menu and create a new Template (Or edit an existing one) 

To setup a new Template the user must select the Position they are creating the Template for, then they need to give it a Template name, a Template Short code and they need to select the Template type.

The Template types available are:

• Annual Employee Review
• Half Year Employee Review
• Quarterly Employee Review
• Monthly Employee Review
• Weekly Employee Review

Step 4 - Add KPIs to the Template and link KPI to OKRs

Once the Template is created, either in the same session as Step 3, or the Template can be saved and edited at a later stage to add the KPIs.

The KPIs are added to the Job Template that they are related to. Navigate to Performance Management -> My Templates, select the Job Title that needs to be edited and click on the second tab Template KPI Setup.

Select the Add button to create the new KPI, and start by selecting the Drop down list to select the KPA you want to assign to the Template. Once selected, the KPI name can be added (Free text), then select the OKR that it is related to the KPI. Once this is selected a Weight must be assigned to the KPI for Score Calculations (Make sure that the Weights have the same units for all KPIs on the same Template. - You only need to use numbers no %)

Note: Ensure to select a OKR that aligns with the KPI, this will feed though to the PFM Insights to allow Executive level analytics of the performance management.

Step 5 - Assign the Template to a Employee to complete and assessment for the Position

HR Executive and Manager can access this section

Navigate to the Performance Management -> Templates menu and select the Job Title you want to preform a assessment for.

Note: Only positions that are occupied by Employees in the organisation will be available to select. 

Select the corresponding Job title and click the Action menu, select View and Open the Assessment Modal and confirm this is the correct assessment to send to the Employee. 

Once confirmed that the template is correct, select the Assign Employee button, this will open a drop down list of Employees that report into the Manager, select the Employee that needs to complete the Assessment and the Due Date.

The Due Date will automatically be set to a specific period before the end of the Assessment Type 

(For instance a Annual Assessment will have a Due date of 11 months, and a Monthly assessment will be available after 21 days)

Once the Employee and Due date is selected, click the Create Performance Assessment button, this will close the modal and send the Assessment to the Employee for Self Assessment.

Step 6 - Employee logs in and completes the Assessment after it becomes available and submits to manager for review 

The Employ user can view the assessment but not complete it until the Due date is reached.

On the Employee Self Service Home section, Navigate to Home -> My Documents, select the Performance Assessments Tab.

The Employee will be able to see what Assessment requires them to complete by the Yellow Indicator in the Completed column. Select the Action menu and select Complete

The assessment modal pops up and allows the Employee to complete the assessment 

The Self Assessment requires the Employee to only rate themselves in the KPIs setup in the assessment template by the manager, they must select from the Drop Down 1 - 7 as a Score. 1 = Poor and 7 = Over achiever.

Once the scores are complete the Employee submits the Assessment by clicking the Complete Performance Assessment button. 

Step 7 - Manager reviews the Self Assessment and adjusts as needed, add review notes, and finalizes the Assessment.

HR Executive and Manager can access this section.

Once the Employee has completed their Self Assessment, the Manager can review the Assessment and finalize it.

The Manager needs to be navigate to the Performance Management -> Completed Assessments and select the Action menu for the corresponding Assessment.  

If the Assessment is ready to review a Approve Menu item is available to review and approve the Assessment:

The Manager will select Approve and the Review Modal will open:

Adjust the scores (if needed), select Skills to develop and Training (Course) to send the Employee on from the Training Recommendations section, and add a Review Note. 

Once completed the Manager can save (Finalize the assessment)

Step 8 - Employee can then review the final assessment that the Manager submitted and comment on the assessment process.

The Employ user has access to this.

When the manager has completed their review and updates to the Assessment, the Employee gets a final opportunity to review and supply feedback on way the assessment was conducted before they Approve it as final.  

Step 9 - Employee can download the Assessment in HRSimplified

The Employ user has access to this.

Once the full review process has been completed the Employee can navigate to Home -> My Documents go to the Performance Assessments Tab, and find the correct assessment.

By selecting the Action menu, they can view the assessment or download a PDF copy for their own records at any time.

Step 10 - Performance Management Insights are updated in real time to show data up to OKR level

HR Executive Only can access this section.

The data from the scores are presented in a Dashboard to the Exec users under the Performance Management -> PFM Insights. 

There are two sections to view the Training management for an Employee:

1. Overall list of all training for the Company 
2. On the Employee profile in the HR Admin section.

Over all list can be viewed under HR Planning -> Training Menu

The Individual Employees training planning can be viewed on the Employee record.

Navigate to HR Administration -> All Employees. Select the Employee you want to view and click Edit on the Action Menu.

Navigate to the Performance Management Tab on the Employee profile and select the Employee Training Management tab.

The Employees overall growth based on the Performance reviews conducted over time can be studied on the Performance 360 tab.