Quality Guideline : 360 Degree Feedback Assessment. Process Lead Assistant Manager, HCBD Version No 1.0
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1 PROCESS PROFILE Process Name 360 Degree Feedback Process Lead, Version No 1.0 Process Author, Date Created 01/12/2014 Process Owner Head, Date Approved 31/12/2014 VERSION HISTORY Version Number Effective Date Page No Description of Changes Authorized By Initial Issue 1.0 1/12/14 All Prepared by: Mazlinda Abdul Manap Reviewed by: Approved by: Khairul Haniza Yeop Hashim Description of Change: Original document DCA Controlled Page 1 of 5
2 PROCESS PROFILE... 1 VERSION HISTORY PURPOSE SCOPE ABBREVIATION DEFINITIONS BUSINESS RULES RESPONSIBILITIES PROCESS FLOW PROCEDURES PROCESS MEASUREMENT QUALITY RECORDS REFERENCES... 6 Controlled Page 2 of 5
3 1.0 PURPOSE This procedure shall ensure all process 360 Feedback is being monitored and managed in a systematic manner to meet the objective of best practice. A 360 Feedback is a survey that measures Behavioral Competency level of an Executive. It is an internal online system; accessible via Intranet & Secure VPN. 2.0 SCOPE This guideline covers all process of managing 360 Feedback systems starting from sending reminder until moderation process. 3.0 ABBREVIATION 3.1 Human Capital Business Driver 3.2 Appraiser HOD/HOL/ 3.3 HOD Head of Department 3.4 HOL Head of Labs 4.0 DEFINITIONS 4.1 Process Owner The designated function which holds accountability to drive the operational process ownership, manage performance and process change control 4.2 Process Lead The designated function which is responsible to support process owners and ensure effective processes execution. He/she shall be responsible to review on process change control 4.3 Process Author The designated function which holds the responsibility to create new process and/or update existing process documentation 4.4 Employee An individual who works under a permanent contract of employment with TM R&D. 5.0 BUSINESS RULES Non-applicable. 6.0 RESPONSIBILITIES 6.1 TM GHR is the system owner of 360 feedback assessment system 6.2 shall be overall responsible for the implementation of this process in TM R&D 6.3 All Employees required to fill up the 360 feedback assessment system 6.4 Immediate Supervisor is the responsible to give approval for selection of provided by employees Controlled Page 3 of 5
4 The other responsibilities person for each step in the procedures is listed in the responsibility column. 7.0 PROCESS FLOW 360 Feedback Version 1.0 TM GHR Start 1. Inform LOB for system open for 7. Receive information and open the system for evaluation 16. Resolve the problem and inform status 12. Extract result, clean up data, distribute result to relevant HR, summarize for presentation to management and pull data to MAPS 13. Resolve system error 2. Receive and send to fill up 5. Verify and track record All Completed? No 18. Send reminder to complete 360 Yes 6. Inform TM GHR for 100% feedback giver list completion 8. Receive info and send to fill up evaluation form and follow the dateline 17. Receive and inform staff 11. Inform GHC TM for 100% assessment completion 10. Receive completed form and track record 14. Inform staff regarding problem solved 15. Inform employee time to time to complete 360 assessment on time End All Staff 3. Fill up feedback giver list online 9. Fill up evaluation and submit form Immediate Supervisor 4. Make approval selected Yes 8.0 PROCEDURES Step Detail Description 1 TM GHR shall inform LOB for system open for feedback giver list 2 to send to all employees to fill up feedback giver list Person In- Charge TM GHR Documents/ Records s 360 system 3 All employees start fill up feedback giver form online All employees 360 system 4 Appraiser to make approval for selected Appraiser 360 system 5 to verify and track record If all completed, proceed to step 6 If not completed, proceed to step 18 6 to ensure and inform TM GHR for 100% feedback giver list completed 360 system 360 system Controlled Page 4 of 5
5 Step Detail Description 7 TM GHR receive information and open the system for evaluation 8 receive info and to all employees to start fill up 360 via online Person In- Documents/ Charge Records TM GHR 360 system system - 9 All employees start fill up 360 All Employee 360 system - 10 receive completed form and track record 360 system - 11 to inform TM GHR for 100% assessment completion 12 TM GHR extract result, clean data, distribute result to TM GHR relevant HR, summarize for presentation to management and pull data to Maps 13 If employee facing problem pertaining to the system, TM GHR to inform TM GHR to resolve the system error 14 TM GHR to inform, then to inform staff regarding the problem solved 15 to inform employees from time to time to complete the 360 assessment on time 360 system system final report PROCESS MEASUREMENT Process Activity Customer CTQ Operations Definition Measurement Defect To complete the task as per SLA Service Level Agreement (SLA) To ensure all is completed within the timeline (subject to system readiness) % of complete task according to verify and validate the process completion % of complete task is more than SLA 10.0 QUALITY RECORDS No Record Name Retention Period Maintained by Controlled Page 5 of 5
6 REFERENCES No References Document No 11.1 Quality Manual feedback assessment guideline 11.3 Moderation process guideline Controlled Page 6 of 5
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