PERFORMANCE MANAGEMENT SYSTEM. Supervisor s Manual

Transcription

1 PERFORMANCE MANAGEMENT SYSTEM Supervisor s Manual

2 Table of Contents DESCRIPTION OF TERMS... 2 LOADING THE SYSTEM... 3 LOGIN... 3 CHANGING PASSWORD... 4 SETTING KPA... 5 NEW KPA... 5 EDIT KPA... 6 DELETE KPA... 6 CARRY FORWARD A KPA... 6 CONDUCTING SELF APPRAISAL... 7 APPRAISING... 9 SELF APPRAISAL REPORT ADDING NOTES SAVING THE APPRAISAL EDITING THE APPRAISAL SUBMITTING TO SUPERVISOR AUTO SUBMITING TO SUPERVISOR VIEWING YOUR APPRAISAL HISTORY APPRAISING YOUR SUBORDINATE STAFF CONDUCTING YOUR SUBORDINATE S APPRAISAL CONDUCTING THE AGREED APPRAISAL TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 1

3 DESCRIPTION OF TERMS PMS performance Management System KPA Key Performance Area KPI Key Performance Indicators TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 2

4 LOADING THE SYSTEM Open up your browser (preferably Mozilla firefox) and type in the address bar. The screen below will appear In this screen one is able to see: Northern Rangelands Company Mission, Vision and Strategic Objectives All the departments User and Admin login menu LOGIN User login Every employee in Northern Rangelands Company can login to the system using his or her employee number name and a preset password (123456) TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 3

5 After login, the system shows you who you are logged in as and gives you an option to change the password. CHANGING PASSWORD Password is used to restrict access to the system and therefore, it should be confidential. Its important to have a strong and unique password. However, it should be easy to remember. To change the password, 1. Click at the change password link, the following window appears TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 4

6 2. Enter the new password 3. Click change password button 4. If you don t want to change, click cancel SETTING KPA The supervisor is responsible of setting the KPA for the people he/she supervises. The supervisor can sit with his/her subordinate staff and come up with that period s KPA. By clicking on the KPA menu, The following window loads By clicking at the down arrow next to employee, the supervisor could view a list of the employees he/she supervises. Also there is a list of all the KPA s already set at the bottom of the page. NEW KPA To set a new KPA for one of your subordinate staff, TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 5

7 1. Select his/her name 2. Select the period 3. Type in the KPA 4. Type in KPI(s) 5. Select the weight of the KPA 6. Save the KPA The screen shot below shows KPA set for Andrew for a period of. Its weight it very important EDIT KPA 1. Select the KPA from the list 2. Make the changes 3. Click the update button to save the changes DELETE KPA 1. Select KPA from the list 2. Click at the delete button CARRY FORWARD A KPA If a certain KPA was not fully accomplished within a certain period, it can be carried forward to the next period 1. Select the KPA TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 6

8 2. You can do some modification like changing the period if necessary 3. Click at the carry forward button The carried forward KPA has carried forward appended on it CONDUCTING SELF APPRAISAL To conduct an appraisal, click on the new appraisal button, the following window opens: 1. Select period Click on the down arrow next to period and select the right period 2. Select duration Click on the down arrow next to quarter and select the right appraisal time 3. Select Employee Click on the down arrow next to employee and select your name TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 7

9 4. Click the appraise button TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 8

10 APPRAISING After clicking the appraise button, the following windows load The KPA and activities were set by your supervisor Depending with how you have performed the set activities, select the right score option by clicking at the options provided. Then you can type a comment to support the score you award yourself Click Next to move to the next KPA and select the right score and type in the comment Depending with how many KPA were set, click Next until u get to the last one where you will have an option to save your work as shown below TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 9

11 After appraising against the set KPAs, the system automatically fetches the set key competencies to appraise against. TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 10

12 SELF APPRAISAL REPORT The moment you click save, your appraisal report appears as shown below The report show all your details and what you have score. It also shows your final rating. The appraisee is given a grace period of 14 days when he/she can edit the appraisal before submitting it to the supervisor. ADDING NOTES At the bottom of the report, the appraisee can indicate training needs and recommendations as a note TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 11

13 SAVING THE APPRAISAL If you are satisfied with the appraisal report, you can save it by clicking the save button EDITING THE APPRAISAL If you are not satisfied with the appraisal or you made a mistake during appraisal, you can edit the appraisal with the 14 days before you submit it to your supervisor. TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 12

14 To edit the appraisal, click on the edit appraisal link, the following window opens It shows that your editing your appraisal of that period, you can change the score and comment and then save it. SUBMITTING TO SUPERVISOR If you are satisfied with the appraisal report, you can submit it to your supervisor immediately by clicking at the submit to supervisor button AUTO SUBMITING TO SUPERVISOR If the appraisal is not submitted within the 14 days, it automatically submit itself to your supervisor on the expiry of the 14 days N.B. When the appraisal is submitted to the supervisor, no more changes can be done to it. TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 13

15 VIEWING YOUR APPRAISAL HISTORY Click at the History menu, the window below opens It shows all the appraisal you have ever carried out and a graph. You can filter the appraisal by any or all of the following Employee Department Period Time Job title The filtering options are of importance to the supervisor if many appraisals have been carried out. TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 14

16 APPRAISING YOUR SUBORDINATE STAFF Supervisors are responsible of appraising their subordinate staff. When the subordinate staffs conduct their self- appraisal and submitting it to their respective supervisors, the supervisor can appraise them too. If the appraisal is not submitted, the supervisor cannot carry out the appraisal. By clicking at appraisals menu, the following page opens, The supervisor can view all the carried out appraisals. For the submitted ones, he/she can carry out your subordinate s appraisal. CONDUCTING YOUR SUBORDINATE S APPRAISAL. 1. Click on new appraisal 2. Select the period 3. Select appraisal time 4. Select the subordinate staff you want to appraise 5. Click on appraisal button 6. Conduct appraisal as you did in self- appraisal 7. Save the appraisal After the supervisor carries out his/her subordinate staff appraisal, they can conduct a final appraisal together. This is called the agreed appraisal TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 15

17 CONDUCTING THE AGREED APPRAISAL. Both the supervisor and the subordinate staff must be present. They should go through the appraisal process together and come up with the final score. 1. Click on the agree button next to the subordinate staff you want to agree with 2. Carry out the appraisal process together 3. Save the appraisal 4. Agree At the end of the agreed appraisal report, there is an option to enter the agreeing parties user name and passwords as shown below This is to avoid cases of one party carrying out the agreed report. Finally the supervisor can set the KPA s for the next period. TOUCHLINE MANAGEMENT CONSULTANTS LIMITED Page 16