MANAGING OLD MUTUAL

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1 MANAGING OLD MUTUAL A guide to the ACT NOW! Multi-Rater process Updated September 2014

2 MANAGING PERFORMANCE 02 Contents Introduction 03 Overview of process 04 The Welcome page 05 Changing your password 06 Choosing assessors 07 Approving assessors 11 Completing a self assessment 13 Completing a self assessment for someone else 15 Printing a Multi-Rater report 17 Viewing my team s progress on the 18 ACT NOW! Multi-Rater Printing my team s Multi-Rater reports 19 This guide is designed to help familiarise everyone with the new system and outline the actions needed to complete the ACT NOW! Multi-Rater process. Actions that are required to be completed by all staff have been highlighted by this icon. Actions that are required to be completed by managers have been highlighted by this icon. For more information and help using the system, please contact your HR Business Partner.

3 MANAGING PERFORMANCE 03 Introduction People work at their best and are motivated to perform when they clearly understand how their role supports the business and how their individual performance impacts on their financial rewards and career progression. Performance management is a business process that helps you do this by connecting your targets, objectives and business results to individual performance. Managing Old Mutual is the new online performance management system designed to provide you with simpler, more consistent tools and processes to undertake the above tasks. This involves measuring both the what and the how so that we connect our strategy and vision to our behaviour. Managing Old Mutual does both of the above, using a consistent, streamlined process with a single rating scale across the Old Mutual Group. The system uses a work-flow process, which will prompt you to complete your necessary tasks. You will receive these prompts/alerts via . You will be invited to use the system for the first time via a Getting Started from: For more information and help using the system, please contact your HR Business Partner.

4 MANAGING PERFORMANCE 04 Overview of process The system enables you to complete the four key steps in the annual performance management process online. The benefit is that the process will be more streamlined enabling you to keep better track of your performance in one place. But ultimately it is still just a system, and it has its limitations. What it can never replace is the regular, two-way, face-to-face conversations that you should be having with your manager throughout the performance year. Establishing Scorecards This is when you and your manager agree your scorecard for the coming year. This step helps you understand your role in meeting team goals in line with the strategic direction and challenges of the organisation and your business unit. Scorecards should focus on the critical few priorities for the year, and be specific, measurable, achievable, relevant and time bound (SMART). 1 Establish scorecards Mid-Year Review and Development Plans The Mid-Year Review is an opportunity to review your progress against current objectives and create a personal development plan for the next 12 months. 2 Mid-Year reviews & development plans ACT NOW! Multi-Rater The ACT NOW! Multi-Rater assessment is a questionnaire that you invite other people to complete to evaluate how well you demonstrate the ACT NOW! Behaviours. The process begins with you choosing a list of people to assess you. Your manager approves this list. You will also complete a self assessment. This feedback will be taken into account by your manager when they complete a final assessment of your performance at the Year-End Review. 3 ACT NOW! Multi-Rater Year-End Reviews The Year-End Review performance discussion is an opportunity for you and your manager to review overall performance and behaviours for the year. Your final rating is used to calculate any potential performance incentives or bonuses and for reference in other talent processes. The final rating may be modified by the ACT NOW! Multi-Rater and calibration. 4 Year-End reviews

5 MANAGING PERFORMANCE 05 The Welcome page Log in to Managing Old Mutual at This is your work address. Password If using the system for the first time or if you have forgotten your password, enter your address and click Forgot password. A second screen will come up, enter your address here as well. You will then receive an with a link allowing you to choose a password. Use your address and new password to log in to the system. TIP In the system, when you forget to enter information in a compulsory field, you will be notified with an error message: You are missing one or more required * fields. The missing field will be indicated with a * (asterisk)

6 MANAGING PERFORMANCE 06 Changing your password Once you have logged in you will see the Managing Old Mutual homepage. You can change your password at any time by accessing My Account in the top right corner of the homepage. Select Options & Change password Enter your current password, then a new password, then re-enter the new password. Click Save to save your new password. TIP When you change your password, choose a memorable but secure password. Your chosen password must include at least one capital letter and one number, and must be longer than eight characters.

7 MANAGING PERFORMANCE 07 Choosing assessors What to expect l Your first task will be to choose your assessors. You will receive an alerting you when it is time to do this. This launches the ACT NOW! Multi-Rater process in the system. l Your manager does not complete an evaluation for you, but they do approve the assessors you choose. When you log in, go to My actions and find the ACT NOW! Task in the My actions box. Click on this task. The new screen will show you the assessments you need to complete. Choose the Self appraisal task. Click on Begin This will take you to a screen where you can choose the assessors that you would like to provide feedback for you. TIP You may be presented with more than one Multi-Rater assessment task to complete. This is because you may be requested to assess someone else on the Multi-Rater, as well as yourself.

8 MANAGING PERFORMANCE 08 You will be presented with two different categories of assessors Direct Reports and Peers and Other Stakeholders. Refer to the Glossary on page 21 for definitions. TIPS You will require between 5-10 assessors. There should be a minimum of three in both categories. If you have three or less direct reports you will only see the Peers and Other Stakeholders category. Any direct reports should be added to this category. To add an assessor, click on the plus (+) sign above the green strip in either of the categories. A User is someone who is an Employee of Old Mutual. An External User is someone who is external to Old Mutual. See Glossary on page 21 for more information. If you think they are likely to be on the system then click Add User. A sub-window will appear allowing you to search for the person using a number of criteria including last name or first name. Once you have found them, they will appear in a list. Click on the plus (+) sign next to their name to add them as an assessor and then click Done or search for further people.

9 MANAGING PERFORMANCE 09 Adding External Users To add an External User (a person not registered to use the system), click on Add External User. A sub-window will appear where you can search through external users that have previously been added. Or you will be able to Add New External User. To do this you will need to add their name and an address.

10 MANAGING PERFORMANCE 10 Fill in their name and address and click Add. Click Done when all external assessors have been added. Once you have added your assessors: l Tick the Select box to the far right of each name. l Click Continue. The sytem will then take you to a screen where you can complete your self assessment. Do not complete your self assessment until your manager has approved your assessors. Click Save & Return to exit.

11 MANAGING PERFORMANCE 11 Approving assessors l Managers will not be asked to evaluate their direct reports during the ACT NOW! Multi-Rater process. l Instead, their role is to approve the assessors that their direct reports choose to complete the ACT NOW! Multi-Rater for them. l Managers will receive an alerting them when it is time to log in to the system and approve assessors. l If any direct reports have not selected assessors, managers should ask them to do so as this launches the Multi-Rater process. To approve assessors click on the Approve assessors (Managers only) quick link on the home page. TIP In the system, Peers is a collective term for all assessors who have a working relationship with an employee. Peer is also a specific category of assessors within this list. You will see a screen that displays all of your direct reports who have peer relationships. The number of Peers indicates the number of people already approved to complete a Multi-Rater assessment for each direct report. Approval pending indicates the number of people still required to be approved or denied as Multi-Rater assessors.

12 MANAGING PERFORMANCE 12 To approve or deny pending requests use the eye icon on the right hand side, to select the direct report for whom you would like to approve or deny the assessors chosen. Approve or deny the selected assessor by clicking on the green tick for approval or red cross for denial. You will need to discuss amendments to the list with your direct report. What happens when assessors are approved? If an assessor is not a user on the system, they will receive an with a link to the Multi- Rater where they can perform the assessment on your direct report. If the assessor is a user on the system, they will receive a new task through the system asking them to complete the assessment on your direct report. Users will also be notified by . TIP While you won t complete an ACT NOW! Multi-Rater on your direct reports, you will need to complete one for yourself and may well be chosen to complete one on people you have a working relationship with. You will receive an alerting you to this and a task will be assigned to you in the system.

13 MANAGING PERFORMANCE 13 Completing a self assessment When you log in, go to My Actions and find the ACT NOW! Task. Click on this task. The new screen will show you the assessments you need to complete. Choose the Self appraisal task. This will take you to a screen where you choose the assessors that you would like to complete a Multi-Rater on you. TIP You may be presented with more than one Multi-Rater assessment task to complete. This is because you may be requested to assess someone else on the Multi-Rater, as well as yourself. Check your assessors are approved and selected and then press Continue to begin your self assessment.

14 MANAGING PERFORMANCE 14 You will now be asked to complete the ACT NOW! Multi-Rater for yourself. Take the time to familiarise yourself with the rating scale instructions at the top of the assessment screen. Begin the review by clicking on the appropriate rating for each behaviour. Once you have completed all 36 questions, click Continue to complete two free-format questions. Then click on Submit or Save and Return. If you choose the Save and Return option you can review your answers at another time before submission. Once you have submitted you cannot change your selections but you will still be able to review them.

15 MANAGING PERFORMANCE 15 Completing an assessment for someone else When you log in, go to My Actions and click on the task you wish to complete. The new screen will show you the assessments you need to complete. Click on Begin next to the asssesment you wish to complete. You will now be asked to complete the ACT NOW! Multi-Rater. Take the time to familiarise yourself with the rating scale instructions at the top of the assessment screen.

16 MANAGING PERFORMANCE 16 Begin the review by clicking on the appropriate rating for each behaviour. Once you have completed all 36 questions, click Continue to complete two free-format questions. Then click on Submit Assessment or Save & Return. If you choose the Save & Return option you can review your answers at another time before submission. Once you have submitted you cannot change your selection but you will still be able to review them. To print your self assessment click Print. A pop up screen will show the competencies and you can print these by clicking File in the top left corner of the screen and then Print.

17 MANAGING PERFORMANCE 17 Printing a Multi-Rater report If you wish to print your ACT NOW! Multi-Rater report, choose the My ACT NOW! Multi-Rater Report quick link on the Welcome page. Then click on the options icon on the far right hand side of the Multi-Rater report you wish to print. You will then be able to view the summary report on screen or click on the PDF icon View Assessment Report to print or view a full report. Pop up blockers need to be disabled.

18 MANAGING PERFORMANCE 18 Viewing my team s progress on the ACT NOW! Multi-Rater Managers can monitor the progress of their direct reports throughout the Multi-Rater process. On the homepage, click on My Team in the top navigation bar. Select the direct report you wish to check the progress on. Click on the Action Items option in the secondary menu and then choose the Current option. Select a particular Multi-Rater from the list on display, this will then take you into the task status.

19 MANAGING PERFORMANCE 19 Printing my team s Multi-Rater reports If you wish to print any of your team s ACT NOW! Multi-Rater reports, choose the My Team menu tab on the Welcome page. Select the direct report you wish to print a report for. Then click on the Performance option on the menu. Click on the Multi-Rater sub menu and then on the Multi-Rater report you wish to view.

20 MANAGING PERFORMANCE 20 You will then be able to view the summary report on screen or click on the PDF icon View Assessment Report to print or view a full report. Pop up blockers need to be disabled.

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