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Information Technology

HR-MBO User Manual

Department Verified by

Information Technology Europe Elisa Moi

Revision Author Version Changes Date

0.1 Elisa Moi Draft version 20.07.2016

0.2 Eugenio Imbellone V2 21.07.2016

0.3 Sophie Beulens V 3 22.07.2016

0.4 Eugenio Imbellone V 4 25.07.2016

0.5 Eugenio Imbellone V 5 26.07.2016

0.6 Sophie Beulens V 6 26.07.2016

0.7 Sophie Beulens Search button 27.07.2016

0.8 Eugenio imbellone Results input 19.01.2017

0.9 Daniele Lilliu Objectives % - Pop up 22/03/2018

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INDEX

1. SCOPE OF THE DOCUMENT……………………………………………………….3

2. LOGIN DATA……………………………………………………………………….3

3. OBJECTIVE SETTING…………………………………………………… ………..3

4. MID YEAR REVIEW……………………………………………………………....14

5. ANNUAL APPRAISAL…………………………………………………………….15

6. OVERALL EVALUATION…………………………………………………………..19

7. RESULTS INPUT…………………………………………………………………..21

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1. SCOPE OF THE DOCUMENT

This document describes the different steps to follow in the HR MBO portal in order to set the

objectives of each team member.

2. LOGIN DATA

The access link to the HR-MBO portal is: http://www.pli-petronas.eu/hrportal/

User ID:

Password:

3. OBJECTIVE SETTING

To start the process click on Objectives and then on MBO reports.

You will see the list of Collaborators with the Annual Objectives open. Click on each collaborator to

add the objectives

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Below you see the objectives setting page as it is before any modification.

To start inserting the functional and then individual objectives click on Modify

We remind you that the objectives setting framework is as follow:

Non sales employees

40% Company targets

15% EBITDA EU/Global 15% GP EU/Global 10% HSSE (LTI, LOPC, etc EU/Global)

Already inserted by

default

30% Cross functional

targets

To be selected in

the drop down

menu (following

KPIS matrix

attached)

30% Individual targets To be created &

inserted by the

Manager

Sales employees

30% Company targets

10% EBITDA EU (MUSD) 10% GP EU (MUSD) 10% HSSE EU target

Already inserted by

default

(stretch 200%)

70% Individual sales

targets

10% sales volumes 20% gross profit 15% net revenue 15% overdue on TAR 10% qualitative targets (projects, S&OP, etc...)

To be created &

inserted by the

Manager (Following

SIP guidelines)

(stretch 200%)

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NON-SALE EMPLOYEES

Company objectives (marked with C)

The total of Company Objectives is 40%.

Once you have clicked on Modify the system automatically gives you the objectives setting table with

the Company targets (named with a C) already prepopulated.

Functional objectives (marked with F)

The total of Functional Objectives is 30%.

At this stage you have to insert the cross Functional targets as defined by the company for each

function following the attached KPIs matrix.

Please note that the functional objectives are named with an F.

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To insert the Functional targets, you have to click on and select the first functional target

defined for the area from the drop down menu below.

Once you have selected the first one, click on Add Objectives.

Repeat this process for all the cross Functional targets you need to insert.

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Some functional targets which have the same description but a different %.

Be sure to select the correct functional target based on the KPIs matrix and weight in %.

Individual Objectives (marked with I)

The total of Individual Objectives is 30%.

The number of objectives should not exceed 5 (recommended min 3 objectives) and each individual

objectives cannot be less than 2%.

To insert the Individual objectives you have to click on , open the drop down menu below and

digit Individual. Then click on Add Objectives.

The individual objectives are either Qualitative (QLT) or Quantitative (QNT).

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Qualitative Objectives

Select QLT from the drop-down menu.

First of all insert the weight of the objective (in the below example it is 10%).

In order to insert the Calculation Principles click on and then insert the objective into the white

box.

After that, you must insert the BASE / MIN / STRETCH explanation of the objective by clicking on

and inserting the description into the white boxes.

In the Base box you must describe the qualitative indicator (ex: date, steps of a project…) the team

member must reach to get the 100% of the objective pay out.

In the Min column you must describe the qualitative indicator (ex: date, steps of a project…) the team

member must reach to get the min % of the objective pay out.

In the Stretch column you must describe the qualitative indicator (ex: date, steps of a project…) the

team member must reach to get the Max % of the objective pay out.

Please note: the three boxes BASE / MIN / STRETCH must be filled out.

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Quantitative Objectives

Select QNT from the drop-down menu.

You have to select the unit of measure (UOM) from the drop down menu and insert the weight of the

objective in the % column.

Then insert the BASE / MIN / STRETCH values related to the objective.

In the Base column you must insert the number the team member must reach to get the 100% of the

objective pay out.

In the Min column you must insert the number the team member must reach to get the min % of the

objective pay out.

In the Stretch column you must insert the number the team member must reach to get the Max % of

the objective pay out.

Please note: the three boxes BASE / MIN / STRETCH must be filled out.

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SALES

For Sales, please note that there are only Company targets (marked with C and prepopulated) and

Individual sales objectives (marked with I) which have to be defined and inserted by manager.

Clicking on the below panel appears. You have to select Individual Objective and click on Add

Object.

For Quantitative Objectives select QNT from the drop-down menu.

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You have to select the unit of measure (UOM) from the drop down menu and insert the weight of the

objective in the % column.

Then insert the BASE / MIN / STRETCH values related to the objective.

In the Base column you must insert the number the team member must reach to get the 100% of the

objective pay out.

In the Min column you must insert the number the team member must reach to get the min % of the

objective pay out.

In the Stretch column you must insert the number the team member must reach to get the Max % of

the objective pay out.

Please note: the three boxes BASE / MIN / STRETCH must be filled out.

For Qualitative Objectives select QLT from the drop-down menu.

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First, insert the weight of the objective (in the below example it is 10%).

To insert the Calculation Principles, click on and then insert the objective into the white box.

After that, you must insert the BASE / MIN / STRETCH explanation of the objective by clicking on

and inserting the description into the white boxes.

In the Base box you must describe the qualitative indicator (ex: date, steps of a project…) the team

member must reach to get the 100% of the objective pay out.

In the Min column you must describe the qualitative indicator (ex: date, steps of a project…) the team

member must reach to get the min % of the objective pay out.

In the Stretch column you must describe the qualitative indicator (ex: date, steps of a project…) the

team member must reach to get the Max % of the objective pay out.

Please note: all the three boxes BASE / MIN / STRETCH must be filled out.

1. If you have not finalised all the objectives, click on to save a draft copy

to be completed later.

2. Once you have finalised all objectives, click on to complete the Objective

setting phase and move to the Objective Setting Completed status. The objectives cannot

be modified anymore.

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Until you do not click on Complete the step is not considered has finalised

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4. Mid –Year review

At this stage, you have to insert the Mid Year Review by inserting your comments on each

individual objectives into the related column.

Once you have finalised and inserted the Mid Year Review comments, you have to click on

When you click on SAVE DRAFT or on COMPLETE the below pop-up will appear. Press on OK to

save.

You will repeat the process for each of your direct report.

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5. ANNUAL APPRAISAL

The HR department activates the Annual Appraisal phase usually in early November. Each

employee receives his/her credential to access to the MBO portal (via email or given by his/her

supervisor).

The main objectives of the annual appraisal are:

- To identify the contribution of the employee to the success of the company, the gap

existing between his/her contribution and the company expectations;

- To measure the reaching of the objectives and evaluate the competences of the

employee in the command of his/her job including the Cultural Beliefs.

- To evaluate the overall appraisal of the employee in his position during the year.

There are 3 main steps in the annual appraisal phase:

Each employee does his/her self appraisal

Supervisors meet individually with each of his/her team members and do the appraisal

The appraisal of all employees is calibrated in meeting between managers and HRBP/HR

Manager

Each Employee and then each manager have to complete the following actions to complete

Annual appraisal phase.

The Annual Appraisal provides the following steps:

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5.1 Qualitative and quantitative review of objectives

At the time of the Self Appraisal the team members access to the Annual Appraisal form on the

MBO portal and insert the self evaluation.

The first content of the Self Appraisal is the box dedicated to “Qualitative and quantitative

review of objectives”.

For each individual objective, you can insert a comment. Please insert in the first box the

objectives title. Then click on to insert the general contents and trends.

Click on to insert another comments box for the next objective,

5.2 Unforeseen accomplishments

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The team member has then the possibility to insert the Unforeseen Accomplishments. By

unforeseen accomplishments we mean a contribution the employee gave on top of the

reaching of his/her individual objectives , not in the routine running of its job, contributing

specifically for example to the common Functional objective.

It works exactly as the qualitative and quantitative review of objectives.

5.3 Review and Assessment of the managerial competences & Petronas Cultural Beliefs

The third content is to review and access the Managerial Competences and Cultural Belief. The

purpose is to enhance dialogue and feedbacks between supervisor and employee.

The team member and the supervisor in due time should insert a comment for each

competencies and cultural belief.

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In the comments column click on and then insert the title in the first box and the content of

the comment in the second one.

If the assessment of the competences or Cultural Belief is different between team member and

team leader we recommend that the manager indicates it in the comment area.

Please note: the last six elements are the Petronas Cultural Belief. Each supervisor has to

review and assess their team members against the 6 Petronas Cultural Beliefs.

5.4 Assessment of functional competences and Development needs

The first item aims at identifying the main competences required on the position and if any the

gap between the expected competences and the real ones.

The outcome of the managerial and functional competences ‘review gives clear guidance of

where could be/are the main area of development of the team member.

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It will help both to identify action, criteria, strategy which may help the collaborator's professional

development.

It works exactly as the qualitative and quantitative review of objectives.

5.5 Personal Development Plan

This item is important in order to understand what are the employee interests in term of

professional orientation in the future (medium and/or long run).

For the supervisor it is also the occasion to share views and give advice to your team member

on this item.

As always, the first box is for the title and the second for the comment. The left part is

reserved to the employee, the right one is for the supervisor.

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5.6 Training needs

From the previous items, the employee and the supervisor identified areas of development, gap

of competences.

Training may be an answer to fill those gaps. It is therefore important to formalise those needs

within the right box (see below)

For each item the first box is for the title and the second for the comment.

5.7 Self Evaluation

At the end of the Self Appraisal phase the employee must select a final rating that reflects his/her

performance by selecting the rating in “Self Evaluation” drop down menu.

Below the drop down menu you find a brief description for each rating.

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Then to finalise the self-evaluation the team member has to insert his/her comment on his/her overall

performance of the year into the “Employee comments” box.

During the Self Appraisal phase it is suggested to:

- periodically click on to save a draft copy to be completed;

- Once the self appraisal is finalised you have to click on .

Note that you have to click on COMPLETE so that your supervisor can proceed with your evaluation.

Once you click on Complete your supervisor receives an email asking him/ her to proceed with the

Overall Evaluation.

6. OVERALL EVALUATION

The manager review, complete, amend the appraisal form as the employee did for his/her self

appraisal.

At this point the supervisor must plan a meeting between the team member and himself in order to

discuss the annual appraisal.

The supervisor must insert the result of the meeting into the self-appraisal comment boxes for each

element of the appraisal and select a final rating into the “Overall Evaluation” drop down menu.

Below the drop down menu you find a brief description for each rating.

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The last element the supervisor must add is a general comment on the overall team member

performance of the year into the “Direct supervisor comments” box.

During the revision of the Appraisal phase it is suggested to:

- periodically click on to save a draft copy to be completed;

- Once the appraisal is finalised you have to click on to finalise the Overall

Evaluation.

Note that you have to click on COMPLETE so that the HRBP/HR Manager and Managers can

proceed with the calibration phase.

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7. RESULTS INPUT

In order to insert the results for each single individual objectives first of all you have to follow the

instructions as per page 3 and 4.

Please note: As a manager you should insert the objectives for the employees who are entitled to

have a SIP or a STIP. In case you do not remember who is entitled to receive SIP/STIP you will find

this info into the personal detail box that you see in the left upper corner of the page containing the

objectives.

Once you have clicked on Modify the system will give you the objectives table where only the Results

Achieved column will be editable for individual objectives.

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Ex. SIP

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Ex. STIP

For quantitative objectives you have to insert the exact value reached by the employee.

For the decimals you have to use the comma instead of the dot.

For qualitative objectives instead of a blank space you will have a list and you have to choose

between MIN, BASE or STRETCH from the drop down list.

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Be sure to insert the results correctly because the system will calculate automatically the

SIP/STIP final amount that will be paid to the employee.

Once you have inserted all the individual objectives you have to click on in order to

change the status from Closing of Objectives Window to Objectives Results Inserted by the

Manager.