e-Appraisal Performance Monitoring Performance Management Documentation Annual Stock Takings Performance Management Audits.

Mahima Pabri (007) Shailender kumar ( 017) Kanika choudhary (025 )

e-Appraisal
The performance appraisal is a way for managers to point out the good traits and bad traits of employees, help employees work on areas that need improvement and work with the employee to set goals for career development. With the business world getting increasingly competitive, some companies are finding it difficult to find time for one-on-one appraisals and have turned to electronic performance appraisals instead.

e-Appraisal system is designed to automate the organization's Appraisal process.

Currently, there are 3 different appraisal forms for different job grades' depending on your company's set up: Green form - NE; Yellow form - Executive ; White form - Manager & above All staff appraisal date will be store in the appraisal system.

Some of the features of e-Appraisal include:

Easy for mgrs to refer and compare to last years appraisal Easy for HR to retrieve scores and manage scores vis a vis company score. Easy for HR or Mgr to recommend adjustment base on appraisee score Easy to export staff appraisal score into Excel spreadsheet Easy for Mgrs to calculate as the system will auto-calculate total score

Easy for Appraiser to fill in data as most of the data are extracted from drop down box

Benefits of e-Appraisal:
Prevent loss or misplaced documents

Reduce the loss of appraisal due to paperwork complications.

Save storage space All appraisals from the implementation of e-Appraisal are stored permanently in the e-Appraisal system Retrieval made easier Retrieval of appraisal for review is at a snap of the fingers Summary View Easy summary view of all personal appraisals is made available. Special views allow management to view summary of all completed appraisals, pending appraisals and categorized either by department or by year.

Other Characteristics of e-Appraisal:

Time
An electronic performance appraisal system saves time in several ways. One is the ability for the employee and manager to fill in their portions of the evaluation when they can, as opposed to scheduling a meeting to discuss the evaluation. Another way is that an electronic evaluation system can collect metric data throughout the year and use a formula created by the human resources department to come up with a performance evaluation number. This can all be done instantly without the manager needing to take time to compile reports.

Workflow
An electronic appraisal system can be used to make sure that all appraisals are seen by the appropriate parties. That increases the efficiency of the workflow appraisals. Instead of a stack of appraisals sitting on a manager's desk waiting for review, they can be part of a file that the manager can review at leisure. Once the immediate manager is done with the appraisals, they move on to the next person who needs to see them. This helps to improve the time to get employees raises and put promotions into effect.

Interaction
One of the important parts of an appraisal that the electronic system removes is personal interaction between employees and managers. When all parties are filling out online forms rather than discussing the employee's performance, it can be difficult to create a career plan for the employee or to work on a program to fix the deficiencies in their performance.

Confusion
Employees take their evaluations seriously because a good evaluation can potentially lead to a raise or promotion. Even employees properly trained on how to use and electronic appraisal system can make mistakes. Without human interaction at each level of the appraisal process these mistakes can remain in a report indefinitely potentially costing the employee advancement in the company.

e-Appraisal Process

Cont

Performance monitoring
Monitoring employee performance is a structured, planned activity where both employer and employee collect examples and samples of their actual performance for comparison against the performance objectives of organization. Monitoring and assessing a business performance allows for an evaluation of the organization's success in achieving strategic priorities and provides the basis for future decision-making and performance improvement. A performance monitoring process for a business should be based on a clearly defined monitoring program or plan that articulates performance indicators, timing of the reviews, data collection methods, responsibilities and the process for analyzing results and implementing actions.

Key Performance Indicators (KPIs) should be developed as part of the strategic planning process and be directly aligned with the business strategic goals and direction. According to Tourism Victorias Tourism Excellence Modules some of the indicators are: Yield - the profit generated by the business divided by the number of employees Revenue per employee Cost of production Cost of employee Total retail sales Occupancy or utilization of resources

Process for monitoring your employee

1 Plan employee's job tasks in advance. This gives the employee both direction and an overall idea of the performance standards you expect her to meet. 2 Consistently supervise and evaluate your employee's performance. Provide feedback by administering monthly or annual progress reviews and give positive suggestions to better help her strengthen her performance. 3 Administer monthly or annual trainings to your employee that focus on improving positive work flow, time management, and introducing new skills and responsibilities. This keeps your employee(s) versatile and able to adapt to new working conditions quicker.

4 Identify your best employee and use his/her as a model for current and future employees. Identifying your best employee validates your expectations for employee performance and serves as proof that your expectations are realistic and reasonable.

5 Reward your employee. Rewarding your employee makes her feel appreciated and gives her a sense of value. Rewarding your employee also gives her motivation to keep up her level of performance.

Performance management documentation

Documentation allows the employer or employee to preserve a written record of the happenings and discussions that occurred around a specific event. Documentation in the employment relationship provides a written record that may be necessary to support such actions as employee promotion, employee pay raises, and disciplinary action including employment termination. Policies, procedures, the employee handbook, and performance development plans are also forms of documentation that record expected employee behavior and workplace requirements to maintain an orderly, fair workplace in which employees know what is expected from them. Documentation is also the written record of the statements of the accused, the accuser, and witnesses to hostile workplace events that involve employee misconduct such as sexual harassment. Documentation may be formal and retained in the personnel file. Employees are expected to sign this documentation to acknowledge that they have received a copy and have reviewed the contents. (The signature does not signify agreement with the statements in the documentation.)

Performance management documentation Before designing performance management forms it is necessary to be quite clear about the purpose. The following questions need to be answered: 1. To what extant are these working documents for use by manager and their staff? 2. What information does the HR department need about the outcome of performance reviews? 3. How is the quality of performance reviews to be assured? 4. How can employees be reassured that they will not become the victims of prejudiced or biased reports?

ANNUAL STOCK TAKING

Annual stock taking of performance is basically a performance audit function , which apart from usual employee evaluations, emphasizes on measuring the proper alignment of performance results with the organizational and employees growth. For organization annual stock taking helps in achieving the goals by optimizing employee performance, duly identifying their strengths and weaknesses. For employees it helps in providing guidance to perform the jobs and also help in defining the career path.

CONTINUED.

Performance audit is a more holistic term, as it encompasses the examination, operation and procedures of the management system to assess whether the organization is achieving economy, efficiency and effectiveness in the employment of available resources. Most of the organizations frame their own performance audit manual and conduct each audit through their in-house resource pool .

For major organizational change and development decisions, however, at times, it may be necessary to hire external experts for decisional accuracy.

PERFORMANCE MANAGEMENT AUDIT

Performance Management Audit allows organizations to evaluate their entire performance management process and strategy against global best practice. It ensures that the business is in the best possible position to develop, manage and retain talent. Performance auditing is an independent and objective examination of government undertakings, programs or organizations, relating to one or more of the three aspects of economy, efficiency and effectiveness, with the aim of leading to improvements. It is an information-based activity that requires analytical and creative skill.

PRINCIPLES OF PERFORMANCE AUDITING

The principle of ECONOMY is keeping costs low. The principle of EFFICIENCY is getting the most from available resources. The principle of EFFECTIVENESS is meeting the objectives set.

Features of Performance Management Audit

Benchmarking against international best practice. Recommendations and implementation plan.

Benefit of Performance Management Audit

Thorough evaluation of current performance management processes . Performance auditing provides incentives for learning and change, by providing new information and drawing attention to various challenges.

CONTINUED..

Basic questions in performance auditing are:

Are the right things been done; If so, are things been done in the right way; and If not, what are the causes?

THE PERFORMANCE AUDIT PROCESS

PLANNING AN AUDIT

CONDUCTING THE PERFORMANCE AUDIT

REPORTING

FOLLOW-UP

What Performance Management Audit Delivers

A clear picture of how your people view your Performance Management System right now (your Actual). A clear picture of how your people think the system should be improved (your Ideal).

A clear picture of how experts in Performance Management think the system should be (experts' Ideal).
A "Gap Analysis" that shows you graphically what's working, what's not, and which direction to go. Performance Management Audit is deployable in traditional paper and pencil forms or hosted online.

CHALLENGES OF INTRODUCING PERFORMANCE AUDITING

Long term management commitment is needed. The introduction of performance auditing requires a personal commitment from the head and it is also important to get management actively involved and professionally trained. The importance of building relationships with stakeholders. The head of the department should be prepared to promote the value of performance auditing to a number of stakeholders. He needs to identify its key stakeholder groups and establish effective two-way communications with them. Organizational issues need to be addressed It is an investigatory discipline that requires flexibility, imagination and analytical skills. Excessively detailed procedures, methods and standards may in fact hamper the effective functioning of performance auditing.