Gyanmandir Applications EMPLOYEE SOP FOR PMS ( )

Transcription

1 EMPLOYEE SOP FOR PMS ( )

2 Table of Contents PMS...3 KRA Template:...5 ICA Individual Contribution Area....6 CR Template:...7 Tabs available in Menu for the Employee:...8 Manager s Tab:...9 Assessment Quarterwise...14 Review Manager Section...18

3 PMS As a part of our endeavor to automate HR processes we have created an online Performance Management System (PMS) for the year ( ). PMS & KRA Target setting activity will now be done Quarterwise.The 4 quarters available in the system are the following: o Quarter 1 o Quarter 2 o Quarter 3 o Quarter 4 The URL for this portal is and it will be available as a link on the HR website i.e. The employee needs to login with his Username &Password. Note: In case the employee does nt have a Login & Password, click on the Click Here tab on the Login page to go and set your Username & Password. In this manual you will find a list of features and the basic explanation for using this portal for entering employee details and procedure for Appraisal Approvals. There are three basic profiles Employee, Manager and HR. When the user logs in he is taken to the relevant profile page. Fig 1 On logging into the system the employee can see the below displayed form(fig 2 ).

4 Fig 2 There are four tabs Q1, Q2, Q3 and Q4 referring to the four quarters in a year. By default on logging in the employee will always see the Q1 page. The employee needs to click on the respective quarter. On clicking a particular quarter, his KRA template for that quarter will be visible along with the CR and ICA template.

5 Fig 3 KRA Template: KRA Template refers to Key Result Area. It has four categories viz Financial, Customer, Process and Organisation and People Development. Every category has ten rows each. User can write his Key Result Area, Measures and Action plan. User has to give weightage to every row he fills; and also set target and units for his each KRA. Every KRA entered by the user should be specified whether it is an annual KRA or quarterly KRA by selecting the value from category dropdown. Total weightage of all the KRA put by user should be 100.

6 ICA - Individual Contribution Area. Employee can put his ICA activities along with weightage and Actual Achievement percentage. Total weightage of all ICAs should be 100. Filling ICA template is not mandatory to the user. Fig 4

7 Fig 5 CR Template: CR refers to Core Responsibilities. Employee can enter his /her respective CR activities along with the weightage and actual achievement percentage. Total weightage of all CR should be 100.

8 Tabs available in Menu for the Employee: Fig 6 Close : Close button will close the form. Activity Log: User will be able to see the activity performed on his document. The log records the activity done, by whom and when. Save As Draft : As the name suggest, this button freezes the data saved by him. So that next time if users logs into the system, he will be able to append the new data along with the data he had saved.

9 Submit : The moment the user submits his record, the record moves to his respective Reporting Manager. The document will not be editable to user once he submits it. Manager s Tab: Manager on logging into PMS portal will be able to view the records of his subordinates in his Pending for Approval tab which is available on the LHS menu. Fig 7 On clicking the Edit tab the manager can either resend the document back to employee or submit the document to the Review Manager.

10 Fig 8 If manager clicks on Resend To Employee, the document moves back to the Employee s section. If manager clicks on Submit To ReviewManager, the document gets submitted to the respective Review Manager.

11 Fig 9 Manager can click on By Status, tab to view all employees who have submitted the documents quarter wise. Review Manager: Review Manager can view the records submitted to him by his subordinates in Pending for Approval section.

12 Review Manager has two options; either to Resend to Reporting Manager or to Approve the document. Fig 10 Once the Review Manager approves the document for target setting, the document moves back to Employee s section for Quarterly assessment. The below figure displays a document which has been approved by Review Manager for target setting.

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14 Assessment Quarterwise Fig 12 On clicking the Edit tab, the user has two options either to save the document as Draft or Submit to Reporting Manager. The status of document is visible just below the action button. For assessment the employee is able to view two new columns in his KRA form Actual and Score. All other columns like Result Areas, Measure, Action Plan, category, Weigtage is locked for editing during Assessment. Actual is the quantity put against the Target. The score gets calculated based on the Target and Actual quantity entered by the employee. The Unit of Measurement for the Target can be Nos, %, Rs & $. For all calculations tooltips are provided on mouseover. ICA template and CR template remains the same and is editable to the employee.

15 KRA Score, ICA Score and CR Score gets calculated after putting the Actual against the Target in KRA and Actual achievement % and weightage for ICA and CR. Performance Parameter Section Fig 13 Employee has to enter the Overall Weightage for KRA, ICA and CR. The total of overall weightage for KRA, ICA and CR needs to be 100. Consolidated score gets calculated against the overall weightage and KRA Score, ICA Score and CR Score. The KRA Score generated is calculated keeping in mind only the Quarterly KRA (ie. excluding Annual KRA). The document gets submitted to Manager on clicking the Submit tab.

16 Fig 14 Manager s Tab: The below figure (Fig 15) shows a document from the Manager s Login.

17 Fig 15 Reporting Manager is able to see all the comments put by manager himself, as well as Review Manager s comment. Reporting Manager has the option of resending the document back to employee s bucket or submit to Review Manager. Reporting manager needs to put Revised Consolidated Score for his subordinate before he submits the document to Review Manager.

18 Review Manager Section Fig 16 The Review manager has two options; to Resend the document back to reporting Manager for quarterly assessment or to Approve the document. The workflow for Quarterly assessment ends here once the Review Manager approves the document.

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