performance management process

agenda What is the new Performance Management System Process overview and timeline How to set goals Sharing of goals Practice on Goal Setting How to use Performance Management Module in PeopleSoft Next Steps

What is the new performance management process Process overview and timeline

Performance Management System Process Overview & timeline Mid-cycle Review End-cycle Performance Appraisal Distribution Process Individual Development Plan Goal Setting Set SMART goals and targets for the year Jointly agreed by the employee and reporting manager Dialogue between employee and reporting manager Tracks the mid- term progress of the employee Incorporate any required changes in goals or targets Final review of achievements of the employee, performance rating, promotion recommendation and individual development plan Distribution committee reviews preliminary performance ratings Execute approved individual development plan Follow-up on developmental initiatives (i.e. leadership training, functional/ technical training) 1 – 15 July 1-31 December 15 May – 20 June 20-30 June

Performance management system Goal-setting

Goal Setting Four categories of goals FINANCIAL CUSTOMER These are goals that are linked to financial performance. Not all roles will have financial goals but may have goals that attribute to them (e.g. cost, budget, sales, etc.). E.g To increase revenue for current fiscal year to $5bn through expanded sales. These are goals that have a direct relation to internal and external customers. Roles that do not deal with external customers will have internal-related goals. E.g To improve service approach to increase customer retention by 10%. INTERNAL PROCESS LEARNING & GROWTH These roles relate to a team’s/ individual’s capability-building. E.g To have 100% attendance for department’s participation in SCM- SMU Leadership Course. Goals in this category relate to adherence to processes, standards, including process improvements. E.g To have an annual review improvement plan to current processes. It focus on the strategic agenda of the organization concerned the selection of a small number of data items to monitor a mix of financial and non-financial data items.

Setting the ‘right’ goals SMART Specific: Clearly describes the expected result within the individual’s area of responsibility. S Measurable: Can be quantitatively measured or qualitatively assessed. PerformanceRating.pdf M Attainable: Challenging but realistically achievable by the individual. A Relevant: Clear linkage between individual goals, team/unit goals, and the organization strategy. R Time Based: To be achieved within an agreed upon timeframe. T

Setting the ‘right’ goals Number of Goals M4 to M5: 6 to 8 goals M1 to M3: 5 to 6 goals E1 to E6 : 3 to 4 goals *Set their goals on the spot in the session and get each other to check. *Relevancy check with manager

Performance management system SHARING OF GOALS

Performance management system Examples of SMART Goals

practice setting smart goals Instruction: Based on the 4 categories of goals & the S.M.A.R.T framework, do come out with your individual goals based on your grade level. M4 to M5: 6 to 8 goals M1 to M3: 5 to 6 goals E1 to E6 : 3 to 4 goals *Set their goals on the spot in the session and get each other to check. *Relevancy check with manager

Setting the ‘right’ goals ACTION VERBS Achieve Design Guide Learn Resolve Acquire Develop Handle Manage Retain Assemble Draft Implement Operate Sketch Assist Duplicate Improve Organize Submit Build Educate Increase Perform Support Calibrate Eliminate Integrate Prepare Train Complete Execute Invent Produce Write Construct Fix Lead Reduce Action Verb Activity Purpose Date To train all Management grade employees on the new performance management system and goal setting so as to obtain individual performance rating from the system by 15 Jan 2017 Specific Attainable Time-bound Relevant Measurable

Setting the ‘right’ goals SMART Goal Formula Goal Statement What makes it SMART Do _______ . . . Specific action taken in order to _______ . . . to accomplish Measurable, Relevant result By _______ Within certain Time frame   And make sure it’s Achievable! (realistic time frame, sufficient resources, feasible target) *Set their goals on the spot in the session and get each other to check. *Relevancy check with manager

Examples setting smart goals To achieve a productivity of 35 man hours per ton of steel processed by 1 April 2017 for the TB Hull Shop. A one-off will be taken as success. Not ideal if the real objective is to achieve and then sustain performance. OK if 35 man hours has never been achieved before and the focus is only to achieve the target. To achieve and sustain a productivity of 35 man hours per ton of steel per ton of steel processed from 1 April 2017 for the TB Hull Shop. To sustain a productivity of 35 man hours per ton of steel processed from 1 April 2017for the TB Hull Shop through the better utilisation of existing manpower (based on November 2016 Headcount). Additional limitation given in the form of finite manpower. Emphasis will be on improving equipment and existing manpower efficiencies. To lower the man hours per ton of steel processed from 100 to 80 man hours for the TK yard from 1 April 2017. *Set their goals on the spot in the session and get each other to check. *Relevancy check with manager

Examples setting smart goals To achieve zero burn marks for 95% of drawings issued in the year 2017. OK if reduction of burn marks is the only key objective To issue 98% of drawings that are “clash free” - Need to refine definition of clash free To ensure that at least 90 % of drawings issued have no inter-disciplinary clashes To issue 98% of drawings on time for the year 2017. - Need to further define what is considered as on time. To participate in the 2017 !DEA Award competition Lacks the element of difficulty/ stretch. May be appropriate if the department is stretched in other areas of work and the key objective is simply to participate and not spend too much time on periphery activities To win at least a Silver award in the 2017 !DEA Award competition. *Set their goals on the spot in the session and get each other to check. *Relevancy check with manager

How to use Performance Management system in PeopleSoft Practical session How to use Performance Management system in PeopleSoft Screenshot/Video

Overall goal setting process

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 1:setting goals(employee)

Step 2:updating goals section(employee)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Step 3: reviewing & approving goals & performance objectives (reporting manager)

Performance management system NEXT STEPS

Next Steps TIMELINE 1 Jan 17 to 31 Jan 17 Training and cascading of goals to all Management grade employees by respective departments leads/ heads/ managers 1 Jan 17 to 20 Jan 17 Department system advocate training by HR System introduction and training by department advocate 1 Jan 17 to 15 Feb 17 Setting of goals in PeopleSoft by all Management grade employees 1 Apr to 30 Apr 17 Training for managers conducting performance reviews - . Mar 17

Next Steps TIMELINE (SMOP) Schedule: PMSRolloutSchedule110117.pdf