Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 1 of 24
Go- Live Documentation & User Guideline: V1.0
Issue date: 20.04.2020
Goal Setting Phase:
CONTENTS
OILEP Appraisal Links
Overview Work List
Request Reporting Channel Change
View Manager’s Goal
Role Card View
Goal Setting (Appraisee) – Set KPI’s
Goal Setting Approval (Reporting Authority)
PDF Tabular View of KPI’s
Maintain Critical Incident Diary
Prepared by - ERP-HR
Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 2 of 24
OILEP Appraisal Links
Log in to OILEP with your user id and password.
Go to Employee Self Service Click on to expand ‘My Services’ Tile
Then click on ‘Appraisal’ Tab. Appraisal Applications are available here.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 3 of 24
Overview Work List
Select the line item containing the current PMS cycle and then click on ‘Authority
Details’ to view your Reporting channels.
The reporting channels are displayed. If there is any correction to be made, select the
line item of the concerned Authority which needs to be corrected and then click on
‘Make Corrections’ button
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 4 of 24
Request Reporting Channel Change
Type the salary code of the correct Authority and click on ‘Send for Approval’. A
system generated email shall be triggered to Personnel Department. Once Personnel
Department approves your request, you will receive a confirmation email and the
correct reporting channel will be reflected.
Note: You can work on drafting the Annual Work-plan only after approval of your request, if any, by Personnel
Department.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 5 of 24
View Manager’s Goal
Reporting Authority’s annual work plan can be viewed by selecting the line item of the
concerned performance cycle and then clicking on ‘Manager Goal’ button.
The Reporting Authority’s annual work plan (If available) will be displayed as a PDF
view.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 6 of 24
Goal Setting (Appraisee) – Set KPI’s
For goal setting, select the line item of current performance cycle with Substatus –
‘Goal setting-Appraisee’ and then click on ‘Edit’ button.
In the resultant screen, different steps in the entire PMS cycle are displayed and the
stage at which it is at present is prefixed with a yellow icon. The explanation of terms
like MoU measures, Competencies, KRAs, etc are also given here and a brief
guideline on how to set your KRAs and KPIs is also given on the left hand side of the
screen.
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Brief guidelines
Current stage prefixed in yellow icon
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Your role card (If mapped in ERP) can also be viewed by clicking on ‘Role card’ button.
To set your KRA/KPI, click on ‘KRA/KPI tab.
For selecting KPI from library click on ‘Add Appraisal element’ icon of ‘KPI Library’
button.
(Library is not available this year)
Please note that there can be a total of maximum of 12 KPIs and a minimum of 5
KPIs.
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Add Appraisal
element’ icon
Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 8 of 24
If KPI’s are mapped to your position, A library will be displayed. Click on arrow to
expand the library.
A list of KPIs will be displayed.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 9 of 24
Select one or multiple KPIs from library and then click on ‘Ok’ button to add it.
The KPI (s) will be added accordingly.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 10 of 24
You can enter your own KPIs, if KPIs from library is not available to your role. For that
click on ‘Add Appraisal element’ icon of ‘Free KPI’ button.
Click on it to create required numbers of KPI. For example, in the example given you
can click on the ‘Add Appraisal element’ icon of ‘Free KPI’ button five times to create
five KPIs. Similarly you can click on ‘Delete’ icon to delete any KPI.
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Delete icon
Add Appraisal
element’ icon
Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 11 of 24
Click on ‘Expand’ button and then select the ‘All’ option to expand the various fields in
the screen for your convenience. Or, expand fields against each KPIs by clicking the
expand arrow against the KPI.
All fields expanded
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Expand Arrow
Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 12 of 24
Except action plan, all other fields are mandatory. KPI and target has to be written
within 150 and 30 characters respectively. Weightage can be given only as 5%, 10%,
15% or 20%.
Fill up relevant fields for each KPI.
Expand Text option can also be used to expand the text box.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 13 of 24
You can note down a date, if any discussion has taken place between you and your
Reporting Authority, for record purpose under “Planning Discussion Date – Appraisee’.
Please note that this field is not mandatory.
You can save the document as draft by clicking on ‘Save’ button at any point of time.
You can also save and exit the document by selecting on ‘Save and Exit Document’
radio button and then clicking on ‘Continue’ button.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 14 of 24
After Saving and Before submitting, you can view the KPIs set by you in the form of
PDF output by clicking on ‘PDF Table View’ button.
The PDF view would be displayed as follows:
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 15 of 24
Once all the KPIs are set and ready to be submitted, you can select the radio button
‘Submit to Reporting Authority’ and then click on ‘Continue button to submit your
Annual work plan.
Then you will be directed towards the overview screen wherein the sub status will
change to ‘Review Goal Setting’ meaning that the document has gone to Reporting
Authority and is pending with him/her. You will not be able to edit this document now
as it has gone to the Reporting Authority. You can only view this document by selecting
the document and clicking on ‘Display’ button.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 16 of 24
A mail will also be triggered to the appraise and appraiser as shown below.
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Critical Incidents Diary
You also can also list down and submit Critical Incidents (if any) encountered during
the year by clicking on ‘Critical Incident Diary’ button.
You can write down the same as per the fields given below and click on ‘Submit’ button
to submit the same. Reporting Authority gets a mail on submit.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 18 of 24
Goal Setting Approval
A mail will be triggered to the Reporting Authority once Appraisee has submitted
his/her Annual work plan, as shown below.
Link ‘Appraisal Documents – Appraiser’ is available as shown earlier in “OILEP
Appraisal Links”
Select the appraisal document of the Appraisee which you want to process and then
click on ‘Edit’ button.
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View the Goal Setting by the Appraisee in the form of PDF output by clicking on ‘PDF
Table View’ button on the template for convenience.
The annual work plan of the Appraisee would be visible in the PDF view as shown
below.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 20 of 24
You can also click on ‘Expand’ button and then select the ‘All’ option to expand the
KPIs set by the Appraisee in the screen for your convenience.
You can view the KPIs set by the Appraisee along with the targets, action plan,
weightages, etc by scrolling up/down vertically.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 21 of 24
The annual work plan then can be approved by selecting the radio button ‘Approve
Goal Setting – KRA/KPI’ and then clicking on ‘Continue’ button.
However, if you want to return the document to the Appraisee for any corrections, you
have to select the radio button ‘Return to Appraisee’ and then click on ‘Continue’
button.
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But if you want to return the document, you have to give reasons for the same as
system won’t allow you to return the same without specifying the reasons for it.
So specify the reasons for returning the document for corrections by writing the same
in ‘Return for Correction’ field.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 23 of 24
Once the reason has been specified you can return the document by selecting the radio button ‘Return to Appraisee’ and clicking on ‘Continue’ button. A mail will be triggered to Appraisee on the same.
You can note down a date, if any discussion has taken place between you and your
Appraisee, for record purpose in under “Planning Disucssion Date – RP Auth’. Please
note that this field is not mandatory.
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Go-live Documentation & Users’ Guidelines. Version: 1.0, Issue Date: 20.04.2020, Prepared by: ERP-HR Page 24 of 24
Once the annual work plan has been approved, you will be directed towards the
overview screen wherein the concerned appraisal document will not be visible in your
overview screen as Goal setting process has been completed
A mail will also be triggered to the Appraisee as shown below on approval of Annual
work plan..
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