performance management tool - webcast - 7 jun 2010

8/3/2019 Performance Management Tool - Webcast - 7 Jun 2010

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welcome to Performance!here is your roadmap to guide you

on your way«



2

objectives

at the end of this session, you will be

able to:

explain the use of Performance tool

identify the reasons to move to the

Performance tool

identify the support and services available

for Performance tool

identify the main actors who use the

Performance tool for performance review

explain how managers, employees, andthird party evaluators use the

Performance tool



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the Performance tool is:the system used to manage individual performance reviews, by France Telecom

(France) since 2007 and other Orange countries, such as Romania and Poland

what and why?

why are we moving to the Performance tool?

provides a single performance management tool and processacross Orange Business Services entities, simplifying employee and

manager experiences

supports cross-functional feedback, via 3rd-party evaluation

provides time-savings options for managers such as objectives

library and duplication of objectives among team members is compatible with future evolutions of standard PC

upgrades; GOALS is not« we must change



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early adopters ± 1,900 employees in 45 countries, including:

HR & Telecom & Enterprise Sourcing (4 cycles)

Hosted Staff (3 cycles) IT&S/Corporate & Security & IS Business Owner (2 cycles)

rest of IT&S, IBNF & CSO/PPM (1 cycle)

midyear 2010 deployment ± 5000 employees

Finance

Global Services Global Communication Solutions

Global Sales; Management Comms & Marketing

Sales & Marketing (Emerging Markets, Europe, America, Asia Pacific)

Services Transformation

CS&O - Global Functions reporting to Dominique Espinasse & MSC India

year-end deployment ± 4000 employees

Rest of CS&O

performance cycle ± June 14 to Aug 13 Bonus tool opens July 12th

change of dates from what was previously communicated

* Germany specific

exceptions

who has already migrated to the new tool?

Legal

Strategy Large Projects



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support and services for the Performance tool

intranet support pages for the Performance tool contains the help:

quick demos

roadmap guide

accessible through PIMS or Connection

1. training provided to Business Champions (who in turn will mentor

managers in their region/country), through 2-hour sessions

2. training provided to employees and managers, through 1-hour Webcasts

Connection / AskHR / My Objectives & Performance / the Performance tool or

Connection/Manager¶s Corner/My Objectives & Performance/the Performance

tool



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help documentation in PIMS and Connection



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GOALS functionalities in performance tool

Both systems have time out security features so save work every 15 minutes



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the Performance tool, a new look and process

Performance tool process:

1. refine ³Previous Objectives*´

2. set ³Next Period Objectives´

3. evaluate ³Previous Objectives´

notes: transition involves saving GOALS objectives in pdf and copying/pasting into the new tool

once the Performance document is completed with the Next Period Objectives, those objectives will automaticallypopulate into next document as ³Previous Objectives´

GOALS Performance tool

GOALS process:

1. agree objectives in 1st document

2. evaluate objectives in 1st document

3. set future objectives in 2nd document

2documents

1document



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who are the main actors?

employee manager third party nominated

by the manager

Performance document



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your Performance roadmap has five (5) steps ± follow the helpful tips

in this guide to successfully navigate the performance process!

step 2 step 3 step 4 step 5step 1

prepare

3rd party evaluation

employee manager

feedback

man

ager

eval

uate

s

acknowl

edge

& close

manager employee self assessemployee

manager

connect

& create

employee manager

end

A Single integrated document for Planning and Reviewing

how does the Performance system work?

each step must be completed before the next step starts

the document must be closed before a new document is created so

that Next Period Objectives become the draft Previous Objectives



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µconnect¶ with your employee/manager to have a

discussion on timing, refinements to previous objectives,next period objectives, and other unique attributes of your

review

1. Connect to the Performance tool (save as a µfavorite¶) or

from your PIMS home page, click on the µPerformance

tool¶ link

2. enter the log in page - type your FTID using all capital

letters in space ³identifier (CUID)´ - type your password -

sign in

3. enter the ³Performance´ home page manager : in Manager Self Service, click to

create a single Reviewing & Planning document (in GOALS you had2 documents - in Performance, you will have one document per

cycle) employee: click Self Service/My Performance Documents/

Current Documents to enter document and to begin Step 2:prepare

step 1

connect

& create

employee manager

step 1: managers and employees µconnect¶ & µcreate¶

1st time to connect?

find your FTID/CUID (eg, jbmw1234) ± you can find this in your PIMS

Staff Home Personal Data page ± enter the CUID and enter it again

in lower case in the password space . you will be immediately asked to

create a new password (10 characters maximum)



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main page of the tool

manager view

employee view



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helpful tip: create many documents simultaneously



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helpful tip: special cases

the employee has changed job/manager during the semester

Contact the IT Help Desk

The manager has started working on a document for hisdirect report and the manager is no longer available to finishthe document (he/she is on leave of absence or has left thecompany)

Contact the IT Help Desk

the employee was on leave of absence

if the employee was out for a majority of the semester and is stillout, the manager may chose the ³non-applicable´ rating, andacknowledge on behalf of the employee.

the manager is µMis a Disposition (MaD)¶ and therefore islegally permitted to manage staff with both SCE FTSA andEquant International perimeters inOrange BusinessServices.

templates for SCE FTSA and Equant International are differentso these documents should be created by the employee,

NOT the manager .



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employees and managers review & update µPrevious Period Objectives¶:

± change objectives as appropriate

± add any new objectives developed during the semester note: 1st-time users have to copy and paste their objectives from GOALS

employees draft a proposal for µNext Period Objectives¶

± many objectives are multi-semester, and may be carried over (managerscan use objective library)

± Some objectives are similar among several team members (managers can

duplicate objectives on documents of multiple team members) ± KPIs and deadlines can be discussed with the manager and updated later

during step #4

managers: for µNext Period Objectives¶, use an objectives library toduplicate objectives from one team member to another, and/or froma previous period to the current one

both employee and manager can start and close the preparation step. If closed too early, both the employee and manager are able toreopen it, as long as another step has not been started.

step 2

prepare

employee manager

step 2: µprepare¶ one document for Reviewing &

Planning

note: after Step 3 (evaluation) begins, preparation is frozen

and cannot be reopened ± and employees will not be able

to add previous or future objectives for the rest of theprocess.



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process steps in the tool

the document is

in progress;

it appears under

³Current

Documents´

Acknowledge & Close

2

3

4

1 Connect & Create

5

nee o e comp e e .

the document is created

´empty,´

The 5 steps of the process

under ´Document progress´

need to be completed.



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Completion rates will be

measured from new

performance tool, not

GOALS

GOALS documents will be

archived in future,

possibly only available

through central team

transition from GOALS to performance tool



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eam as

appropriate

you can edit

details to

personalize the

objective for each

member of the

team as

appropriate

helpful tip: duplicate objectives

Time saver when your direct

reports have common or

similar objectives



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email to staff when the preparation is

finished



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employee: self-assess µPrevious Period Objectives¶ & propose

µNext Development Plans¶

click µFinish¶ so that manager is informed by the tool (³Save´

means ³save as draft´)

manager & employee: agree 3rd party selection

only invite people able to log in Performance tool

manager : µNominate Participants¶ in tool and submit so that

invite(s) are sent by tool

3rd party: evaluates in tool

tool notifies manager when 3rd party evaluation is

completed

you must complete document preparation (Step 2) in

order for your invitation to 3rd party nominees to be sent.

step 3

3rd party evaluation

feedback

employee self assess

step 3: feedback - µself assess¶ & µ3rd party

evaluation¶



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eve opmen

the self assessment step

enables the employee to self-

assess his previous period

objectives and indicate his

request for training &development

self assessment



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do not use this box,

as it is not visible by

the manager

self assessment



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career planning in the performance tool

Career planning is a rewarding part of employee development!

employees, you have an opportunityto think about your career progression, and what areas you areinterested in for your development

managers, you have an opportunity tolearn more about your employees, their career goals and aspirations, and how youcan support them

Here is where you, as the employee, note down career discussions in performance

Box 1 -- training:review your skills, competencies and any gaps (STEP). Identify specific training

you wish to attend (in STEP, online webcasts, external vendors, etc.)

Box 2 -- other development plan:

enter your mid-term/long-term career aspirations and action plan. Identify the

actions you would like to take to achieve your career aspirations (mentoring, on-

the-job-training, leading projects/teams

employees and managerstake opportunity to discuss career

interests and plans together



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step 1, training (examples)box 1, training (examples)

a new peoplemanager

employee &

corporate tools



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box 2, other development plan (examples)

an employeeinterested in a

Project

Management

Certification

a manager working

on the next level of

six sigma

certification



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helpful tip: how to invite 3rd party evaluators

ec ves eva ua on s ou

be used

you can ³nominate´ up to three

3rd party evaluators

Orange Business Services

International does not use the

Group Competencies referential

at this time. We use a simplifiedreview format; however«

the parts specific to

competencies used by Group

could not be removed from the

screen

only ´Participant role:Objectives evaluation´ should

be used



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helpful tip: how to provide 3rd party feedback

1

ey ave no ee ac o

provide.

invited 3rd parties are

notified by an email

containing a link to the page;

they can also access it

through the menu Pending

Evaluation Requests.

Once they accept the

request, they can go into³Current Evaluations´ and

enter a comment and a rating

for each objective; they

select ³Non Applicable´ to

rate objectives for which

they have no feedback to

provide.

accepting a

request



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draft review comments in documentevaluate (comment and rate) each µPrevious Period Objective¶. (review /

import / edit 3rd party evaluator & employee self-assessment commentsas appropriate)

competencies and values: integrate the µhow¶ with the

µwhat¶

± review, amend, add or delete µ Next Period Objectives¶

drafted by and discussed with employees

± comment on achievement of any µNext Development Plans¶

holds 2nd meeting with employee ± discuss evaluations; development; next period objectives, training /

development plans, and overall rating

± some organizations will want to review proposed evaluations

globally before managers formally communicate ratings

select µOverall Rating¶ and add µComments¶

µSave¶ & µSubmit for Review ¶ to employee

« the employee is notified by the tool

step 4man

ager

eval

uate

smanager

step 4: manager evaluates



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during your evaluation, you can

consult, import and add to your

own comments and/or the

comments that have been provided

by 3rd party or from employee (self assessment)

click on the Employee comments &

others link to view them

helpful tip: import ³comments´ from employee and 3rd

party 1/3



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consider the comments and their

source

then, if interested, select the

comment, ³Add to (your)

Comments,´ and finally ³Save

and Return´ which will import

them into the final evaluation.

these comments will be added

as free text to your evaluation

comments, and you can modify

them, as needed

helpful tip: import comments from employee and 3rd party

2 /3



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the same applies for the

employee¶s input regarding

training and development:

import the employee¶s input and

add your own comments

helpful tip: import comments from employee and 3rd party

3 /3



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«

as long as the evaluation step is ³in progress,´

you will find this ³cancel evaluation´ button at

the bottom of the evaluation document

please note that this button, if you push it and

confirm on the following screen, will actually

cancel the full document, not only the

evaluation step

so« is it really what you want?

watch out: ³Cancel evaluation´ button in the evaluation

document

danger use with

extreme care



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employees: review, µComment¶ on manager evaluation & µSave¶

managers: the tool will notify you that your employee has taken

action. review employee comments, then µClose¶ the document for this cycle

consequences of µclosing¶ the document:

1. the document no longer appears under ³the menu Current

documents´ but under ³Historical documents´ instead

2. employee and the manager may consult the document;however, the document can no longer be edited.

3. performance management data (eg, ratings) are accessible to

authorized HR to populate other tools

4. ³Next Period Objectives´ automatically transfer as ´Previous

Period Objectives´ to next cycle document when the manager

creates it.

failure to µClose¶ document prevents data access & objectives

transfer congratulations, you have arrived at your destination!

thank you for navigating the Performance roadmap.

step 5

acknowl

edge

& close

employee

manager

step 5: acknowledge & close



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helpful tip:

reopen evaluation, acknowledge on behalf on employee

important note: once the employee has

acknowledged the evaluation, the manager must return to the document to:

consult employee comments

click on ³finish´ button to close thedocument

the employee may record in the comment

field that s/he disagrees with the evaluation;in this case, the manager can ´Reopen´ the

evaluation, modify it, and resubmit it for

acknowledgement

in 2 cases, the manager may acknowledge

on behalf of the employee:



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the Performance document ± after the assessment is

finished 1/4

the document status haschanged to ³Completed´

it now appears under

³Historical Documents´



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the document screen with sections to fulfill (scroll down):

previous and next period objectives

transferred from previous closed

document, or copy from GOALS

and PASTE into performance

updated in preparation step

added in:

3rd party evaluation step

(optional)

self assessment step (optional)

evaluation step (mandatory)

rated in:

evaluation step

3rd party evaluation step

created in preparation step

potentially updated in evaluation

step

the performance document after the assessment is finished

2 /4



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potentially created in self

assessment step updated in evaluation step


3 /4

the document screen with sections to fulfill (scroll down):

next development plan



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created by the manager at the end of

the evaluation step

created by the employee when the

employee acknowledges manager¶s

evaluation


4 /4the document screen with sections to fulfill (scroll down):

overall rating and manager comments, then employee comments



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helpful tip: save a copy of evaluation to PDFformat



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.

progress´ (you do not click on the

³Finish´ button) until the next

1. you have completed all the steps of

the document for this campaign: thedocument must be in ³Completed´

status

2. you create a new document for the

next semester in which you modify the

default period dates to reflect the next

campaign dates (ex: 01 Jan 2010 - 30Jun 2010)

3. you start the ³Preparation´ step.

Your proposal for the ³Next Period

Objectives´ has been automatically

copied into the ³Previous Period

Objectives.´both employee and manager can

modify and update them as long as the

³Preparation´ step is not ³completed´

4. you keep the ³Preparation´ step ³in

progress´ (you do not click on the

³Finish´ button) until the next

if you want to refine the proposal for the

³next period objectives´ that was entered in

the previous document, you can create a

new document corresponding to the next

semester, even before the next campaign

starts, provided that you respect thefollowing steps:

helpful tip: create a new document ahead of the next

campaign



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helpful tips

view of direct report documents

view of indirect report documents

run a report of my direct reports



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helpful tip: view of direct report

documents

. under ³CurrentDocuments´: documents

in progress

. under ³Historical

Documents´: documents

completed (or cancelled)



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helpful hint: view of indirect report documents

1 2

rec repor s

in this example,

manager17 has two

direct reports

reports

manager15 has 3 direct

reports

3

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helpful hint: how can I run a report of my direct

reports?

1

2

5

ompe enc es re eren a a s me

the other reports concern

competencies

(Equant does not use the Group

Competencies referential at this time)

va ue

for the first time you run a

report you¶ll have to create a

value

3

4

you give a µcontrol ID¶ (name)

you complete µperiod

begin date¶ and µperiod

end date¶, save and run

6

for the next time, click on

µsearch¶ to recall your

³control ID´ (slide 8)



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helpful hint: how can I run a report of my direct

reports?

8

9

10

quan

objectives evaluation:

not applicable for

Equant

7

repor

when the status is µposted¶,

you can click on µoverall

rating synthesis¶ to open thereport

From next time you can use same id -No need to create new idagain.



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points to remember!

the Performance tool is open all year round; you can consult

your

Performance document(s) at any time

only one document per employee per review cycle, containing

both

evaluated previous period objectives, and proposed next

period

objectives

standard dates for this document are for the semester that is

closing

and should not be changed

each step must be finished before the next step starts

the document must be closed before a new document is created

A Single integrated document for Planning and Reviewing



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q & a

any

questions?

thank youfor your attention!

feedbackwe will ask for your feedback at

end of the performance cycle via a

short online survey, but if youwould like to offer specific

feedback now, please send it to

Neetu Kachru