POTENTIAL APPRAISAL HELP MANUAL

Transcription

1 POTENTIAL APPRAISAL HELP MANUAL Created On: 12/12/2012 Updated on: 15/01/2013

2 Contents 1. Introduction What is the process of the Potential Appraisal?... 4 For the Employee Are there any pre-requisites before filling the Potential Appraisal? What do I see on the main form? What is the process of filling the Potential Appraisal? Selection of the Competencies Providing feedback Filling the competency Modification of the Appraisal Submission of the Appraisal For the Appraiser How do I start reviewing the appraisal? How do I finalize a competency for an employee? What is the process to appraise the employee? Select level for all competencies Save appraisal in Draft mode Save Appraisal How to send appraisal to employee s draft? How to track feedback of an employee? How to track changes in appraisal? Frequently Asked Questions Why am I seeing only 3 or 2 competencies in my appraisal? Is it mandatory to fill all competencies? How do I select optional competencies? I have selected the optional competencies, yet I get only 3 competencies in my potential appraisal? Why are the optional competencies that I had selected and the ones listed in appraisal, different? Why am I getting different competencies than before? Is selecting rating for all themes in a competency mandatory? How many justifications would be enough to depict a behavior? Who is/are Co-appraiser(s)? For Internal Use Only Potential Appraisal Help Manual Page 1

3 10. Why is my career path shown from 1st Apr, 2008 even though I joined Tally before this date? I have rated myself as Expert in one theme, yet overall competency shows only Competent Where do I find the competencies pending for review? For Internal Use Only Potential Appraisal Help Manual Page 2

4 Prelude The document explaining the Leadership Development Process (LDP) is available here. This document is intended to give a brief understanding on how to fill the Potential Appraisal and how the Potential Appraisal system works in the ESS. This document can be used by both the Employee and the Appraiser for their understanding on the capabilities, interface and usage of the same. Any data, level, grade, or ratings is representative and is used as an example only. For Internal Use Only Potential Appraisal Help Manual Page 3

5 1. Introduction The Potential Appraisal (PA) system provides an easy-to-use interface to the employees for filling out their yearly appraisal. It is designed to make the process more transparent between the employee and the appraiser. The Employee will have to rate himself/herself on 5 competencies which will be selected as below: 3 competencies will be mandatory for the Employee to fill for M and S cadre, and 2 will be preselected for T cadre. The remaining competencies should be chosen after a discussion with the Appraiser. 2. What is the process of the Potential Appraisal? Selection of competencies Employee selects the optional competencies from the provided List of Competencies. Review by Co-Appraiser Co-Appraiser(s) will review the appraisal, suggest changes if any and jointly finalize the appraisal. Finalization of competencies Appraiser will finalize/freeze the competencies with the Employee. Review by T-Cadre member All T-Cadre members of the department (e.g. RnD/HR etc.) review the appraisal and suggest changes if any. Filling of the appraisal Employee will fill the appraisal by rating oneself & citing required justifications. Submission of the appraisal Appraisal completion The Appraiser makes the suggested changes (if any) to the appraisal. The appraisal is then submitted for a review to the people committee for a finalization of the ratings, and their effects thereon. Once the appraisal is filled, the Employee submits the appraisal. Review by Appraiser Appraiser will review the appraisal, recommend changes, if any, and keep the appraisal on draft mode. For Internal Use Only Potential Appraisal Help Manual Page 4

6 For the Employee 3. Are there any pre-requisites before filling the Potential Appraisal? The employee has to ensure completion of the following critical things before filling the appraisals: The 2 or 3 relevant competencies have to be selected and finalized. All previous continuous appraisals that fall in current appraisal period should have been filled and appraised. 4. What do I see on the main form? The main form of the Potential Appraisal (PA) contains of all the previous Continuous Appraisal ratings, the list of competencies to be filled by you, your total experience in Tally and other similar details. The fields and entities on the main form are self-explanatory. To understand the purpose of a link, simply hover the mouse over a button or the hyperlink and read the resultant pop-up. For immediate understanding, some buttons and hyperlinks are indicated and explained in short, as below: For Internal Use Only Potential Appraisal Help Manual Page 5

7 1. Autosave is ON - When the appraisal is in Autosave on mode, it gets saved every 5 minutes, only if changes are made. You can also use Ctrl+S to save your appraisal. However, it is recommended to keep Autosave on so that your data never gets lost. To turn Autosave into off mode, click on the same link. 2. Show Other Competencies: Clicking on this hyperlink directs you to the Show Other Competencies page, that gives the competencies for which you have entered data, but the competencies were changed to different one(s) later. The Show Other competencies page displays the justification cited for the themes under that previously selected competency. This link will appear only after all the competencies are finalized. Hence it does not appear when you have yet to choose your optional competencies. 3. Expand All - Click Expand All link to expand and view the definition and themes under each competency. Click Collapse All to see the condensed view. 4. Help - Click the help button to read a short explanation on Foundational Competency. Click the button again to hide the explanation. 5. View examples for the competency - Click the bulb button to view actual examples and illustrations, as have been shared by your colleagues, for that competency. Clicking on this button will take you to the sample justification page, available for your reference. From this page, you can also select the Level/rating, cite justifications and attach documents for the listed themes under the competency. 6. View Competency matrix - Click on the view competency matrix button to get a bird s-eye view of your rating in the selected competency. Further, you can click on the same button to edit previously entered competency data. 7. Help (Overall score) - Clicking this help button gives a short description about how is the Overall score calculated. Click the same button again to collapse the description. 8. List of Competencies - Click on the available here link to view the list of competencies page. This page enables you to select the 2 or 3 relevant competencies. For Internal Use Only Potential Appraisal Help Manual Page 6

8 9. Competencies to be filled The competencies relevant to you will be listed, and clicking on any competency will list the themes relevant to it. You can select the level/rating for each of the themes, cite justifications and add attachments under a competency. 5. What is the process of filling the Potential Appraisal? The Potential Appraisal lists the relevant competencies and its respective themes. You have to appraise yourself against 5 competencies. Each theme under a competency should be given a level/rating, with a brief justification. Find the Potential Appraisal listed in the Appraisal Tracking page, as shown below: Click Fill against PA, to go to the main form and start filling the appraisal. Check the box adjacent to Show Ratings to see the ratings for the previous appraisals. For Internal Use Only Potential Appraisal Help Manual Page 7

9 5.1 Selection of the Competencies Based on the cadre, some competencies will automatically display in the Finalized Competency section. An employee has to then select the remaining 2 or 3 foundational competencies from the Competencies list after discussing with the appraiser. For this: 1. Click on the available here button in the Foundational Competency section to go to the List of Competencies page. 2. Select the 2 or 3 competencies. To select, click on the check-box adjacent to the required competency as shown. 3. Enter comments to explain the reason behind choosing the competency in the Enter Comments section. 4. Click Save to save the selection. 5. The appraiser will then finalize the competencies. Once the remaining optional competencies are finalized, they will also be shown in the Finalized competencies section. Other competencies section will show the remaining competencies. The Show Log button will show an operational log or an activity log for the competencies. Clicking on the Fill PA Form link will take you back to the main form. After the competencies have been finalized between your appraiser and you, the List of Competencies page will show the Finalized Competencies and Other Competencies that were suggested during the process of selecting competencies, as shown below. For Internal Use Only Potential Appraisal Help Manual Page 8

10 Clicking on the Back button will take you back to the Main Form. You will come across some competencies that have a plus symbol competencies require feedback from the reportee(s). beside them. These Providing feedback In case, you need to provide your feedback for an employee/appraiser you are/were reporting to, you will see the pending feedback listed in your dashboard as shown. For Internal Use Only Potential Appraisal Help Manual Page 9

11 To provide feedback, 1. Click on the Click here to give feedback link in the green color. You will be directed to the Potential Feedback page. In the potential feedback page you will see a list of the employees, for whom you have to provide feedback. 2. Under Options, click on Provide Feedback link to see the list of competencies on which you have to provide feedback for that respective employee as shown. You will have to rate for the competencies listed and cite justification for the same. Clicking on the Workstreams link will give you a list of workstreams in which you have worked for/with that employee/appraiser, as shown. For Internal Use Only Potential Appraisal Help Manual Page 10

12 Only after the feedback from the reportee(s) is received can the appraisal be appraised by the appraiser. 5.2 Filling the competency In the main form, 1. Click on a competency to view and select a Level (Basic/ Competent/ Advanced/ Expert) for the themes under it. 2. Click on the add/view justifications button to cite justifications indicating the reason behind selection of a level i. Click add justification button to add more justifications ii. Click delete button to delete a justification 3. You can attach s, documents, citation etc. in the Attachment field to support your justification. In case you want to attach multiple files or documents, Compile the required files into one Zip file and then attach the zip file to support your justification. For Internal Use Only Potential Appraisal Help Manual Page 11

13 Alternatively, you can also fill a competency from the competency example page: 1. Click on the View examples for the competency button. You will see the following screen: 2. Now, click on a Level (Basic/ Competent/ Advanced/ Expert) to view and understand sample justifications. For Internal Use Only Potential Appraisal Help Manual Page 12

14 3. Then tick on the checkbox against Select this level written in red color, for finalizing your rating for every theme. 4. Click on Justifications to cite justifications, add/delete justifications, and attach , citations, documents etc. To upload multiple files, compile the required files into one zip file and then upload the same. 5. Click the I m Done button once you have completed selecting the level and cited your justifications for each theme under the competency. Clicking this button will take you back to the Main Form. 5.3 Modification of the Appraisal In case, you would like to make changes to your appraisal later, you can save the appraisal in draft mode, by clicking Save as Draft in the main form. To modify the Appraisal, 1. In the Appraisal Tracking page, click on Action button, then click on View. 2. Click on Edit Appraisal, and modify the appraisal as required. For Internal Use Only Potential Appraisal Help Manual Page 13

15 5.4 Submission of the Appraisal Once your Appraisal is ready to be reviewed, click on the Submit Proposal button in the main form. The Appraisal will now be in Pending Appraisal mode in the Appraisal Tracking page. It is now ready for the appraiser s review and inputs. Note: In case there are any discrepancies, post the submission of the appraisal, then there is an option to move the filled appraisal into a draft mode. Moving the appraisal to draft is possible only through the appraiser s login. For this: 1. From the Appraisal Tracking page, go to the appraisal to be moved in to draft mode 2. Click on the Action, and then click on Move to draft. 3. Cite a proper reason for the action 4. Save the page For Internal Use Only Potential Appraisal Help Manual Page 14

16 For the Appraiser Once the completed appraisal is submitted by the employee, the appraiser can find this appraisal in his/her Appraisal Tracking page, as shown below. To go to the Appraisal Tracking page, under Track/ Listing in ESS, click on Appraisal Appraisal Pending from me (under Colleague). Clicking on the [More] link in green colour, against an employee name, will display a brief appraisal summary, as shown. For Internal Use Only Potential Appraisal Help Manual Page 15

17 6. How do I start reviewing the appraisal? To start appraising an employee, 1. Click on Do, against an appraisal in the Appraisal Tacking page. You will be directed to the main form of the employee s appraisal Alternatively you can also click on Action, then on View Appraisal to go the main form. 7. How do I finalize a competency for an employee? Once the employee selects their 2 or 3 optional competencies, they will appear in the Appraiser s List of Competency page. To go to the List of Competencies page, from the ESS, under Track Listing, go to Appraisal Competencies Colleague As an appraiser you can finalize the competencies or add new competencies from the Competency tracking page, as shown below. The buttons and hyperlinks are selfexplanatory. However, some buttons and links are explained below for quick understanding. For Internal Use Only Potential Appraisal Help Manual Page 16

18 Search box - Here, you can search the name of an employee, a cadre or a designation to see the required results, so as to finalize the competencies. 2. Export button - Click this button to export the list of competencies in an excel sheet, to save it on your desktop. 3. Delete button - Click on the Delete button to delete a competency for an employee. 4. Add New - Click on the Add New link to add new competencies for an employee. 5. Show Filters - Click on this link to filter competency tracking list as per, Competency, Status (Pending, Finalized) and Colleague. Click on Hide Filters to hide this section. 6. Finalize Selected - Click on this link to finalize the competencies for the selected employee(s). You can also find the Finalize Selected link at the bottom of the page. 7. Checkbox - Click on a checkbox adjacent to the required employee name to select the employee for finalization of the competencies. Selection of a checkbox is possible for those employee(s) whose competency is pending for finalization. For Internal Use Only Potential Appraisal Help Manual Page 17

19 Now, to finalize a competency pending for an employee, 1. Select the employee (whose competency is pending for finalization) by clicking on the respective checkbox 2. Click on Finalize Selected link. 3. Click on the Save button adjacent to the select employee to save the changes made. 8. What is the process to appraise the employee? As an appraiser, you have to evaluate the employee s appraisal, cite reasons and justifications for any change in the level/rating. To do this, go to the Appraisal Tracking page: 1. Click Do against employee name. You will be directed to the main form of the Potential Appraisal, as shown below. The fields and entities on the main form are self-explanatory. To understand the purpose of a link, simply hover the mouse over a button or the hyperlink and read the resultant pop-up. For example, click on the help button adjacent to a section to read a short explanation on the same. For immediate understanding, some buttons and hyperlinks are indicated and explained in short, as below. For Internal Use Only Potential Appraisal Help Manual Page 18

20 1. Autosave is ON - When the appraisal is in Autosave on mode, it gets saved every 5 minutes, only if changes are made. You can also use Ctrl+S to save your appraisal. However, it is recommended to keep the Autosave on so that your data never gets lost. To turn Autosave into off mode, click on the same link. 2. Expand All - Click Expand All link to expand and view the definition and themes under each competency. You can select the level for a theme in this section. Click Collapse All to see the condensed view. 3. View examples for the competency - Click the bulb button to view actual examples and illustrations, as have been shared by your colleagues, for that competency. Clicking on this button will take you to the sample justification page, available for your reference. 4. View Competency matrix - Click on the view competency matrix button to get a bird s-eye view of the rating as given by the appraiser in the selected competency. Further, you can click on the same button to edit previously entered competency data. 5. List of Competencies - Click on the available here link to go the Competencies tracking page, which will enable you see the mandatory and finalized competencies of the employee. 6. Competencies to be reviewed The competencies relevant to the employee will be listed, and clicking on any competency will list the themes relevant to it. You can select the level/rating for each of the themes, cite justifications and add attachments under a competency. 8.1 Select level for all competencies Selection of level for the themes under competencies can be done only from the main form. To view themes under competencies, 1. Click on Expand All link or click on a competency to see the themes under it, as shown below. For Internal Use Only Potential Appraisal Help Manual Page 19

21 2. Click on the required level. In case you need to cite a better justification supporting the selected level, click on This justification IS NOT relevant in the Appraiser s comment section. You can now cite the required justification and attach documents to support the same. You can also add more justification by clicking on Add button. 3. If you select a different level/rating for a theme, as compared to the one selected by the employee, you will need to cite the reason behind the level/rating. For Internal Use Only Potential Appraisal Help Manual Page 20

22 8.2 Save appraisal in Draft mode The appraisal has to be saved in draft mode to get suggestions and review comments from the co-appraiser(s) and T-cadre members. To save the appraisal in draft mode, simply click on Save as Draft button after you complete selecting the level for all the competencies. 8.3 Save Appraisal After making the necessary changes suggested by the co-appraiser and T-cadre members, the appraisal is ready to be reviewed by the people committee for finalization of the ratings, and their effects thereon. 1. To save the appraisal, simply click on Save button. 2. Ensure that you have received the feedback/ review comments from the employee s co-appraiser, and mark the check-box next-to Co-Appraiser has reviewed the appraisal and is in agreement. The appraisal for the employee can be submitted only when you mark the above check-box. The Appraisal will now be pending for review and will be reviewed by the people committee, hence completing the Potential Appraisal cycle. Please Note: The appraisal Save button and co-appraiser check-box will be disabled in case, the employee has selected competencies that require feedback from his/her reportees, and complete feedback has not been received. For Internal Use Only Potential Appraisal Help Manual Page 21

23 9. How to send appraisal to employee s draft? In case the employee needs to make any changes to the appraisal you can send it to the employee s draft. From the Appraisal Tracking page, select the appraisal to be sent to employee s draft mode: 1. Click on Action, and then click on Move to Draft 2. You will be directed to the Move to Draft page where you have to cite the reason behind moving the appraisal to the employee s draft. 10. How to track feedback of an employee? You can track the status of the feedback to be received for the employee you are to review, from the Main Form of the employee s appraisal. Go to the competency that needs feedback from reportees, you will see a button for the themes under the competency. Clicking on the button will display a feedback matrix for the theme. The matrix will show the rating provided by the employee s reportee (as feedback) and any feedback yet not received from the reportees, as shown. For Internal Use Only Potential Appraisal Help Manual Page 22

24 In the above screenshot, the employee Amit Khare s appraisal has to receive feedback from 2 reportees. You will see the number 1 under basic denoting that, 1 of the reportee has already given feedback and has rated Amit Khare as Basic. You will see the number 1 under Pending, denoting that 1 reportee has yet to send the feedback and rate Amit Khare. The screen denoting complete feedback received for employee Amit Khare is as shown. For Internal Use Only Potential Appraisal Help Manual Page 23

25 11. How to track changes in appraisal? For both the appraiser and the employee, once the appraisal is sent to draft, the View Conversation History link will be displayed in the main form. Clicking on this link will let you view the data entered before the appraisal was put to draft mode, as shown. For Internal Use Only Potential Appraisal Help Manual Page 24

26 Frequently Asked Questions 1. Why am I seeing only 3 or 2 competencies in my appraisal? You have to appraise yourself on 5 competencies. The 3 or 2 competencies that you see are the mandatory competencies that the organization has chosen for you. Remaining competencies will have to be chosen by you after discussing with you appraiser. Once your appraiser finalizes the remaining competencies, they will start appearing in PA form. 2. Is it mandatory to fill all competencies? Yes. It is mandatory to propose a rating for all the themes in any given/selected competency. In a case where you don t find yourself fitting in any of the levels i.e. Basic, Competent, Advanced or Expert, you can mention the rating as Not Yet Basic (NYB) for that respective theme. Please note, NYB is also a rating. There is nothing wrong in rating yourself as NYB in any of the themes; after all there will always be things we need to improve on. 3. How do I select optional competencies? In ESS, go to Appraisal -> Competencies -> Self. Here you will get a list of optional competencies which you can select. After selection, your potential appraiser will have to finalize the competencies. Alternatively, you can navigate to the potential appraisal interface by clicking on available here under Foundational Competency section. 4. I have selected the optional competencies, yet I get only 3 competencies in my potential appraisal? Competencies will start appearing once your appraiser has finalized them. If you have selected competencies without discussing with your appraiser, please get them reviewed by the appraiser. Once you and your appraiser are in agreement, your appraiser will finalize the competencies. After finalization, the competencies will start appearing in your potential appraisal. For Internal Use Only Potential Appraisal Help Manual Page 25

27 5. Why are the optional competencies that I had selected and the ones listed in appraisal, different? It is possible that the competencies you have selected may not be best suitable for you. In such a case, your appraiser can change the competencies you have chosen and finalize what he/she thinks is better for you. If you disagree with these competencies selected by the appraiser, you can have a discussion with him/her and come to an agreement. 6. Why am I getting different competencies than before? Your appraiser can change the finalized competencies till you have submitted your appraisal if he/she feels that the competencies finalized are not right for you. You can speak to your appraiser and get it clarified. 7. Is selecting rating for all themes in a competency mandatory? Yes. It is mandatory to propose a rating for all the themes in any given/selected competency. In a case where you don t find yourself fitting in any of the levels i.e. Basic, Competent, Advanced or Expert, you can mention the rating as Not Yet Basic (NYB) for that respective theme. Please note, NYB is also a rating. There is nothing wrong in rating yourself as NYB in any of the themes; after all there will always be things we need to improve on. 8. How many justifications would be enough to depict a behavior? You should enter ATLEAST 2 justifications to depict a behavior. There is no upper limit for this. You can enter as many justifications as you want to. We feel, 3-4 justifications are ideal to depict any behavior. Please Note, justifications are not mandatory if you propose NYB (Not Yet Basic) in any theme. 9. Who is/are Co-appraiser(s)? Co-appraiser is the person who will assist your Potential Appraiser in doing your appraisal. Co-appraiser will generally be employee(s) whom you have reported to during the appraisal period. He/ She can only view or read your appraisal after you have submitted the same. The feedback given by the co-appraiser to the potential appraiser is offline (i.e. it is not For Internal Use Only Potential Appraisal Help Manual Page 26

28 recorded in the PA s system). An Appraisal can go for review only after co-appraiser has seen the appraisal. 10. Why is my career path shown from 1st Apr, 2008 even though I joined Tally before this date? This is because the ESS system along with the Grade/Cadre system came into being from July So the system has data only from I have rated myself as Expert in one theme, yet overall competency shows only Competent. The overall score in a competency is the combined score of the rating given on each theme in that competency. For each theme, the rating can be: - NYB - Basic - Competent - Advanced - Expert Ratings given for the themes are added-up to get the rating for the Competency. For a competency X, if the sum of the ratings of the themes of X is Y, then the rating of X will be: Range of Y Rating of X 0 2 NYB (Not Yet Basic) 3 6 Basic 7 12 Competent Advanced Expert This is why, even when you say Expert in 1 theme, the Competency rating says Competent as Expert (8) lies in the range For Internal Use Only Potential Appraisal Help Manual Page 27

29 12. Where do I find the competencies pending for review? You can find/ track the employee s competencies pending for review in the ESS system under Track Listing. If you are an appraiser and you want to find employee s competencies, simply go to Appraisal Competencies Colleague. If you are an employee, and you want to find the competencies you had selected go to Appraisal Competencies Self. For Internal Use Only Potential Appraisal Help Manual Page 28