study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

53
1 EXECUTIVE SUMMARY Human Resource Management is the backbone of an organization. The increased scale of business operation and growing competition has made the job of a management professional more challenging than ever before. In today s highly competitive environment, as a student must devote significant time, energy and resources for achieving the goals. Carrying out a project is a chance to know about the organization and gain practical knowledge. The project on PERFORMANCE APPRAISAL is prepared by me at Kinetic Communication Limited, Chinchwad, Pune.The duration of the project was of two months from 1-06-06 to 31-07-06.Kinetic is a big company and conducting Performance Appraisal in such a company is comparatively more beneficial. Company project guide Mr. Prashant Nayakwade is a well experienced employee in the company and I was able to learn many areas in Human Resource under him. Besides this the project has been able to prepare and present with the help of many individuals. The project helped in learning and having experience of organization related issues. Through this project I came to know that the book knowledge is different from the practical knowledge. Practical knowledge is the applied knowledge. The project is written according to the company procedure and revised syllabus of the University of Pune.The project has covered all the important related topics and have relevant explanation. The language used is simple. The project is done systematically and the topics written are in order. The topic Performance Appraisal is an interesting topic. It is related to many other topics of HR. Performance Appraisal system is one of the most important hallmarks of an organization. It includes all formal procedures used to evaluate the personalities and contributions and potentials of group members. It is the systematic evaluation of the individual with respect to his performance on the job and his potential for the development. The study revealed the significant areas of Human Resource Management. It aimed at finding out the job performance of employees. Through study it was able to find out the areas of training needs, awareness of job description, system of promotion, demotion, salary increase, transfer, rewards, etc., employees skill and their attitude towards work. It gave me a great pleasure in presenting the project.

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Page 1: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

1

EXECUTIVE SUMMARY

Human Resource Management is the backbone of an organization The increased scale

of business operation and growing competition has made the job of a management professional

more challenging than ever before In today s highly competitive environment as a student

must devote significant time energy and resources for achieving the goals Carrying out a

project is a chance to know about the organization and gain practical knowledge

The project on PERFORMANCE APPRAISAL is prepared by me at Kinetic

Communication Limited Chinchwad PuneThe duration of the project was of two months

from 1-06-06 to 31-07-06Kinetic is a big company and conducting Performance Appraisal in

such a company is comparatively more beneficial Company project guide Mr Prashant

Nayakwade is a well experienced employee in the company and I was able to learn many areas

in Human Resource under him Besides this the project has been able to prepare and present

with the help of many individuals The project helped in learning and having experience of

organization related issues Through this project I came to know that the book knowledge is

different from the practical knowledge Practical knowledge is the applied knowledge

The project is written according to the company procedure and revised syllabus of the

University of PuneThe project has covered all the important related topics and have relevant

explanation The language used is simple The project is done systematically and the topics

written are in order

The topic Performance Appraisal is an interesting topic It is related to many other

topics of HR Performance Appraisal system is one of the most important hallmarks of an

organization It includes all formal procedures used to evaluate the personalities and

contributions and potentials of group members It is the systematic evaluation of the individual

with respect to his performance on the job and his potential for the development

The study revealed the significant areas of Human Resource Management It aimed at

finding out the job performance of employees Through study it was able to find out the areas

of training needs awareness of job description system of promotion demotion salary

increase transfer rewards etc employees skill and their attitude towards work

It gave me a great pleasure in presenting the project

2

1 TITLE OF THE PROJECT

A Study Conducted at Kinetic Communication Ltd Pune to Analyze Performance Appraisal

At All Levels

2 STATEMENT OF THE PROBLEM

To find out what is the procedure of Performance Appraisal at Kinetic Communications Ltd

EMS Division

3

OBJECTIVE OF THE STUDY

To Study the job performance of the employees

To assist management in promotion demotion salary increase transfer reward etc

To set new key result areas for individual employees

SCOPE OF THE STUDY

The study pertains to the analysis of Employees performance at Kinetic Communications EMS

Division The study was limited to various levels of employees in the company

4

INTRODUCTION

Automobile industry in India is still in its infancy but growing in a rapid pace The

Opportunities in Automobile industry in India are attracting big names with big purse and they

are investing vigorously in infrastructure design and development and marketing Automobile

industry in India is today poised for big leap It contributes 17 of the total indirect taxes

collected by the exchequer and is a driver of product and process technologies and has become

a excellent manufacturing base for global players because of its -

High machine tool capabilities

Extremely capable component industry

Most of the raw materials locally produced

Low cost manufacturing base

Highly skilled manpower

Special capability in supplying a large volume of automotive products

The Indian automotive industry consists of five segments commercial vehicles multi-utility

vehicles amp passenger cars two-wheelers three-wheelers and tractors With 5822963 units

sold in the domestic market and 453591 units exported during the first nine months of

FY2006 (9MFY2006) the industry (excluding tractors) marked a growth of 17 over the

corresponding previous The two-wheeler sales have witnessed a spectacular growth trend

since the mid nineties

INDIAN AUTOMOBILE INDUSTRY PERFORMANCE

o India is the Second largest two wheeler manufacturer in the world

o Second largest tractor manufacturer in the world

o Fifth largest commercial manufacturer in the world

o Third largest car market in Asia surpassing China in the process

5

INTRODUCTION

Kinetic has become synonymous with pioneering activities in the Indian automobile

industry Kinetic pioneered the concept of personalized transportation in India with the launch

of Kinetic Luna in 1972 Since then the brand Kinetic Luna has become generic with mopeds

Kinetic also takes the credit of revolutionizing the scooter industry in India It was the first to

introduce a gearless scooter with advanced features like TLAD suspension auto choke auto

fuel cork etc thus offering convenience and comfort to the earlier hassled scooter customer

Kinetic now has the distinction of being Indias only two-wheeler company to offer a

full range of vehicles which range right from mopeds step-thrus scooterettes scooters to

motorcycles It has three state of the art manufacturing facilities at Koregaon Bhima (for

motorcycles and step-thrus) Ahmednagar (for scooterettes and mopeds) and Pithampur (for

scooters) Its strong customer base of over 50 lakh on road users is proof of the strong

customer support and loyalty which it enjoys

Kinetics guiding philosophy of A Kinetic for Everyone helps it understand the

customer properly and offer vehicles which cater to the requirements of consumers

across all segments

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 2: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

2

1 TITLE OF THE PROJECT

A Study Conducted at Kinetic Communication Ltd Pune to Analyze Performance Appraisal

At All Levels

2 STATEMENT OF THE PROBLEM

To find out what is the procedure of Performance Appraisal at Kinetic Communications Ltd

EMS Division

3

OBJECTIVE OF THE STUDY

To Study the job performance of the employees

To assist management in promotion demotion salary increase transfer reward etc

To set new key result areas for individual employees

SCOPE OF THE STUDY

The study pertains to the analysis of Employees performance at Kinetic Communications EMS

Division The study was limited to various levels of employees in the company

4

INTRODUCTION

Automobile industry in India is still in its infancy but growing in a rapid pace The

Opportunities in Automobile industry in India are attracting big names with big purse and they

are investing vigorously in infrastructure design and development and marketing Automobile

industry in India is today poised for big leap It contributes 17 of the total indirect taxes

collected by the exchequer and is a driver of product and process technologies and has become

a excellent manufacturing base for global players because of its -

High machine tool capabilities

Extremely capable component industry

Most of the raw materials locally produced

Low cost manufacturing base

Highly skilled manpower

Special capability in supplying a large volume of automotive products

The Indian automotive industry consists of five segments commercial vehicles multi-utility

vehicles amp passenger cars two-wheelers three-wheelers and tractors With 5822963 units

sold in the domestic market and 453591 units exported during the first nine months of

FY2006 (9MFY2006) the industry (excluding tractors) marked a growth of 17 over the

corresponding previous The two-wheeler sales have witnessed a spectacular growth trend

since the mid nineties

INDIAN AUTOMOBILE INDUSTRY PERFORMANCE

o India is the Second largest two wheeler manufacturer in the world

o Second largest tractor manufacturer in the world

o Fifth largest commercial manufacturer in the world

o Third largest car market in Asia surpassing China in the process

5

INTRODUCTION

Kinetic has become synonymous with pioneering activities in the Indian automobile

industry Kinetic pioneered the concept of personalized transportation in India with the launch

of Kinetic Luna in 1972 Since then the brand Kinetic Luna has become generic with mopeds

Kinetic also takes the credit of revolutionizing the scooter industry in India It was the first to

introduce a gearless scooter with advanced features like TLAD suspension auto choke auto

fuel cork etc thus offering convenience and comfort to the earlier hassled scooter customer

Kinetic now has the distinction of being Indias only two-wheeler company to offer a

full range of vehicles which range right from mopeds step-thrus scooterettes scooters to

motorcycles It has three state of the art manufacturing facilities at Koregaon Bhima (for

motorcycles and step-thrus) Ahmednagar (for scooterettes and mopeds) and Pithampur (for

scooters) Its strong customer base of over 50 lakh on road users is proof of the strong

customer support and loyalty which it enjoys

Kinetics guiding philosophy of A Kinetic for Everyone helps it understand the

customer properly and offer vehicles which cater to the requirements of consumers

across all segments

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 3: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

3

OBJECTIVE OF THE STUDY

To Study the job performance of the employees

To assist management in promotion demotion salary increase transfer reward etc

To set new key result areas for individual employees

SCOPE OF THE STUDY

The study pertains to the analysis of Employees performance at Kinetic Communications EMS

Division The study was limited to various levels of employees in the company

4

INTRODUCTION

Automobile industry in India is still in its infancy but growing in a rapid pace The

Opportunities in Automobile industry in India are attracting big names with big purse and they

are investing vigorously in infrastructure design and development and marketing Automobile

industry in India is today poised for big leap It contributes 17 of the total indirect taxes

collected by the exchequer and is a driver of product and process technologies and has become

a excellent manufacturing base for global players because of its -

High machine tool capabilities

Extremely capable component industry

Most of the raw materials locally produced

Low cost manufacturing base

Highly skilled manpower

Special capability in supplying a large volume of automotive products

The Indian automotive industry consists of five segments commercial vehicles multi-utility

vehicles amp passenger cars two-wheelers three-wheelers and tractors With 5822963 units

sold in the domestic market and 453591 units exported during the first nine months of

FY2006 (9MFY2006) the industry (excluding tractors) marked a growth of 17 over the

corresponding previous The two-wheeler sales have witnessed a spectacular growth trend

since the mid nineties

INDIAN AUTOMOBILE INDUSTRY PERFORMANCE

o India is the Second largest two wheeler manufacturer in the world

o Second largest tractor manufacturer in the world

o Fifth largest commercial manufacturer in the world

o Third largest car market in Asia surpassing China in the process

5

INTRODUCTION

Kinetic has become synonymous with pioneering activities in the Indian automobile

industry Kinetic pioneered the concept of personalized transportation in India with the launch

of Kinetic Luna in 1972 Since then the brand Kinetic Luna has become generic with mopeds

Kinetic also takes the credit of revolutionizing the scooter industry in India It was the first to

introduce a gearless scooter with advanced features like TLAD suspension auto choke auto

fuel cork etc thus offering convenience and comfort to the earlier hassled scooter customer

Kinetic now has the distinction of being Indias only two-wheeler company to offer a

full range of vehicles which range right from mopeds step-thrus scooterettes scooters to

motorcycles It has three state of the art manufacturing facilities at Koregaon Bhima (for

motorcycles and step-thrus) Ahmednagar (for scooterettes and mopeds) and Pithampur (for

scooters) Its strong customer base of over 50 lakh on road users is proof of the strong

customer support and loyalty which it enjoys

Kinetics guiding philosophy of A Kinetic for Everyone helps it understand the

customer properly and offer vehicles which cater to the requirements of consumers

across all segments

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 4: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

4

INTRODUCTION

Automobile industry in India is still in its infancy but growing in a rapid pace The

Opportunities in Automobile industry in India are attracting big names with big purse and they

are investing vigorously in infrastructure design and development and marketing Automobile

industry in India is today poised for big leap It contributes 17 of the total indirect taxes

collected by the exchequer and is a driver of product and process technologies and has become

a excellent manufacturing base for global players because of its -

High machine tool capabilities

Extremely capable component industry

Most of the raw materials locally produced

Low cost manufacturing base

Highly skilled manpower

Special capability in supplying a large volume of automotive products

The Indian automotive industry consists of five segments commercial vehicles multi-utility

vehicles amp passenger cars two-wheelers three-wheelers and tractors With 5822963 units

sold in the domestic market and 453591 units exported during the first nine months of

FY2006 (9MFY2006) the industry (excluding tractors) marked a growth of 17 over the

corresponding previous The two-wheeler sales have witnessed a spectacular growth trend

since the mid nineties

INDIAN AUTOMOBILE INDUSTRY PERFORMANCE

o India is the Second largest two wheeler manufacturer in the world

o Second largest tractor manufacturer in the world

o Fifth largest commercial manufacturer in the world

o Third largest car market in Asia surpassing China in the process

5

INTRODUCTION

Kinetic has become synonymous with pioneering activities in the Indian automobile

industry Kinetic pioneered the concept of personalized transportation in India with the launch

of Kinetic Luna in 1972 Since then the brand Kinetic Luna has become generic with mopeds

Kinetic also takes the credit of revolutionizing the scooter industry in India It was the first to

introduce a gearless scooter with advanced features like TLAD suspension auto choke auto

fuel cork etc thus offering convenience and comfort to the earlier hassled scooter customer

Kinetic now has the distinction of being Indias only two-wheeler company to offer a

full range of vehicles which range right from mopeds step-thrus scooterettes scooters to

motorcycles It has three state of the art manufacturing facilities at Koregaon Bhima (for

motorcycles and step-thrus) Ahmednagar (for scooterettes and mopeds) and Pithampur (for

scooters) Its strong customer base of over 50 lakh on road users is proof of the strong

customer support and loyalty which it enjoys

Kinetics guiding philosophy of A Kinetic for Everyone helps it understand the

customer properly and offer vehicles which cater to the requirements of consumers

across all segments

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 5: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

5

INTRODUCTION

Kinetic has become synonymous with pioneering activities in the Indian automobile

industry Kinetic pioneered the concept of personalized transportation in India with the launch

of Kinetic Luna in 1972 Since then the brand Kinetic Luna has become generic with mopeds

Kinetic also takes the credit of revolutionizing the scooter industry in India It was the first to

introduce a gearless scooter with advanced features like TLAD suspension auto choke auto

fuel cork etc thus offering convenience and comfort to the earlier hassled scooter customer

Kinetic now has the distinction of being Indias only two-wheeler company to offer a

full range of vehicles which range right from mopeds step-thrus scooterettes scooters to

motorcycles It has three state of the art manufacturing facilities at Koregaon Bhima (for

motorcycles and step-thrus) Ahmednagar (for scooterettes and mopeds) and Pithampur (for

scooters) Its strong customer base of over 50 lakh on road users is proof of the strong

customer support and loyalty which it enjoys

Kinetics guiding philosophy of A Kinetic for Everyone helps it understand the

customer properly and offer vehicles which cater to the requirements of consumers

across all segments

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 6: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

6

GROUP OF COMPANIES

Under the flagship of Kinetic there are other associated groups of companies The

Group of companies is

KINETIC ENGINEERING LTD

KEL was incorporated in 1970 The Company manufactures and markets the famous

Kinetic brands Kinetic Luna mopeds Kinetic Safari V2

KEL has manufacturing plants at Ahmednagar Koregaon Bhima in Maharashtra

Pithampur in Madhya Pradesh and a new plant coming up in Supa near Ahmednagar in

Maharastra Kinetic is also leading in export markets and has been exporting to countries like

USA France Sweden Argentina Uruguay Turkey Srilanka etc

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 7: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

7

KINETIC MOTOR COMPANY LTD

KMCL is subsidiary of KEL started in 1998 The head office is in Pune and main

manufacturing plant is located in Pithampur near Indore Madhya Pradesh

JAYA HIND SCIAKY

JHSL was established in 1974 to manufacture welding machines in collaboration with Sciaky

Intertechnique of Switzerland Areas of specialization are supplying state - of - the art

ROBOTICS and Special Purpose machines to the automobile Industry

KINETIC FINANCE LTD

This Company was started in 1990 as a joint venture with Twentieth Century Finance

Corporation Ltd KEL took over the management of TCKF in 1998 and renamed the company

as Kinetic Finance Limited This Company is engaged in the business of Leasing and Hire

Purchase of Kinetic 2 wheelers The head office is located in Pimpri Pune

JHS TAIGENE ELECTRIC CO LTD

Established in 1999 as a joint venture with Taigene Electrical Co Ltd Taiwan JHS

manufactures Starter Motors for two wheelers

KINETIC MARKETING amp SERVICES LTD

This company was set up in 2000 to take care of direct marketing activity of all Kinetic 2-

wheelers

KINETIC ELEVATORS amp ESCALATORS LTD

KEEL was set up in 2000 to support the Jaya Hind Sciaky Limited started to

manufacture and market state-of-the-art Elevators and Auto Car Parking System Kinetic

Escalator amp Elevator Limited has taken over the activities of Marketing erection and

installation of Elevators Escalators and Auto Car Parking Systems

KINETIC COMMUNICATIONS LTD

KCL was incorporated in Kinetic in 1995 KCL is a part of the $500 million Firodia group of

companies and has set-up an Engineering and Design Center located in Pune providing a

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 8: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

8

range of electronics and electromechanical products services to global engineering companies

for Design Thru Manufacturing requirements using Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) platforms

A large industrial house in India manufacturing two wheelers light and heavy commercial

vehicles and a wide range of automotive ancillaries - Exhaust Systems Fabricated Chassis and

other frame parts for scooters motorcycles

Gears Shafts Connecting Rod sets Crank Shafts Kick Shafts etc ready to assemble type

Parts for Variomatic Transmission in scooters mopeds Variator pulley Front and Rear

Centrifugal Clutch Centrifugal Weights performance kits

Wheels Brakes and Front Suspension for Motorcycles

Electrical Parts Magneto Stators H T Coils Electric Starter Motors

Electronic Parts CDI Module Voltage Regulators Regulator Rectifiers Flashers for domestic

and overseas manufacturers

We have joint venture and collaborations with several global automotive majors

including Daimler Chrysler Honda Motor ZF Lenksysteme and Hyosung Motors

The Engineering Center at Kinetic Communications Ltd currently headquartered in Pune

India has its presence in USA Europe and East Asia

The Engineering Center offers wide range of engineering services to clients across the entire

product development cycle as a combination of domain knowledge and software expertise on

the current amp emerging technologies

Kinetics engineering service encompasses the entire range of the design process from

conceptual ideas through detail design to prototyping along with complete suite of

manufacturing services

KCL has built an impressive client list that includes leading worldwide automotive

auto ancillaries amp non- automotive engineering companies world wide

KCL has been able to deliver on value proposition of offering almost a 50 reduction

in cost while maintaining the same level of quality and often reducing the turn-around

time

KCL also has an authorized training center for Computer Aided Designing Computer

Aided Manufacturing Computer Aided Engineering (CADCAMCAE) packages

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 9: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

9

KEY MILE STONES IN HISTORY OF KINETIC

1 1964 - Foundry and Plant of Jayhind Industries setup

2 1970 - Kinetic Engineering Ltd incorporated for the purpose of

manufacturing 2 wheelers

3 1974 - Jayahind Sciaky set up in collaboration with Sciaky Interna

4 1980 - Kinetic Group joins hands with Twientieth Century Finance Corp And Integrated

Finance Ltd to float joint venture Finance companies to finance Kinetic 2 Wheelers

5 1984 - Kinetic group enters into collaboration with Honda Motor Company of japan and

new company Kinetic Honda Motor Ltd is born

6 1997 - Kinetic group take over Twientieth Century Kinetic Finance and the company is

now renamed as Kinetic Fincap Ltd

7 1998 - History is created as Kinetic acquires Major stakes in kinetic Honda Motors ltd

8 2000 - Kinetic Motor company is formally incorporated and Kinetic eBiz is launched

INCORPORATION AND OWNERSHIP

Late Shri H K Firodia

Founded Kinetic group of Companies in the year 1964 He was a

man who independently laid the foundation of present Indian Automobile industry It is a

privately owned company managed by Chairman AHFirodia

They have 6 group of companies 17 field offices 5 manufacturing plants in India

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 10: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

10

JOINT VENTURES AND COLLABORATIONS

KEL - collaborated with leading motorcycle manufacturers of Korea Hyosung Motors

KMCL Technical collaboration in 1998 with Honda Motor Company

JHS - collaborated with Sciaky Intertechnique of Switzerland technical collaborations with

Hyundai Corporation of South Korea and HANKUK Taiwan

KFL - joint venture with Twentieth Century Finance Corporation Ltd in 1990

KEEL - Technical collaboration with HYUNDAI of South Korea

KCL Technical collaboration with Hankuk Magneto company Korea and Daewoo

Corporation Korea

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 11: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

11

SPECIAL ACHIEVEMENTS AND AWARDS

Guinness Book of World Records

Kinetic has achieved what nobody else has before And that too twice - so when you ride a

kinetic you ride a Guinness World Record holder

Kardungla Pass - The highest motorable road in the world

Kinetic scooter has set its mark where no other two wheeler has done so It has reached the

highest motorable road in the world the Kardungla Pass (near Leh)

Longest Running- 1001 hours of continuous running

Kinetic scooter has achieved the feat of 1001 hours of continuous endurance running

The earlier record was for 500 hours held by a Yamaha motorcycle

Kashmir to Kanyakumari - in 3876 liters only

Kinetic K4 the 4 stroke motorcycle successfully completed a distance of 3591 kms from

Kashmir to Kanyakumari in just 3876 litres of petrol recording an on road mileage of 926

km ltr The rally was conducted by riders of the Pune Garage Owners Association and

completed within 13 days It passed through rough terrain and rain a natural endurance test

and was accompanied by auto journalist Mr Dilip Bam

an independent observer and an

accreditation agency

Won a race against Deccan Queen train

To demonstrate the excellent engineering behind their design Kinetic products have twice

accomplished the feat of successfully racing against the popular train Deccan Queen on

the Pune - Mumbai routeFlagged off from the Pune Station in the presence of press

journalists the Police Commissioner and the enthusiastic and supporting public three Luna

vehicles raced against the Deccan Queen and in a record feat reaching Dadar station at

Mumbai 15 minutes ahead of the train

Kinetic Scooters cross Sahara Desert

In an effort to prove its engineering Kinetic scooters in 1995 passed the endurance test by

crossing the Sahara Desert Riden by the eminent auto journalist and now the editor of the

popular auto magazine Overdrive it crossed the complete desert area and successfully

proved its endurance and ruggedness under very hostile circumstances

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 12: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

12

Kinetic is leading in export markets and for the last 7 years has been getting export

excellence award from Engineering Export Promotion Council

Kinetics popular scooter Nova reaches milestone sales of 1 lakh vehicles

Kinetics scooter Nova 135 provides practical solution for helmet issue only two

wheeler with under seat storage to hold two helmets

Kinetic Group chairman Arun Firodia awarded Hall of Pride award by Overdrive in

association with CII ACMA amp SIAM for lifetime contribution to automotive industry

Kinetics wonder scooter Nova set to ride European streets

Rajiv Gandhi foundation donates large number of specially modified Kinetic scooters

to disabled beneficiaries at hands of Sonia Gandhi

Kinetic Nova 135 emerges as scooter of choice in Ahmedbad 200 vehicles exchanged

within ten days

Kinetic confirms launching of the exciting sports bike Comet 250 as limited edition

Kinetic Nova 135 receives excellent market response production trails demand

Kinetic launches India s first 135cc gearless scooter the Nova 135 with the most

superior riding technology

Complete mileage testing of all two wheelers in India by leading auto magazine

overdrive shows that Kinetic motorcycles are the most fuel efficient in the country

Kinetic Velocity receives excellent market response - sales cross 15000 mark in 70

days targets revised upwards

Kinetic Nova completes rally from Kashmir to Kanyakumari in 14 days giving mileage

of 6579 kmpl

Nova scooter of the year

Kinetic Boss to be endorsed by Boss of Indian cricket Kapil Dev

Kinetic Boss rated best value for money motorcycle

Kinetic Engineering wins prestigious exports excellence award fifth year in a row

Kinetic Challenger completes non-stop Kashmir to Kanyakumari expedition in only

447 liters of Petrol achieves mileage of 82 kmpl

Kinetic GF rated best bike in performance category

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 13: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

13

KINETIC COMMUNICATION LIMITED

STRUCTURE

Structure includes the policies and the procedures that govern the way in which the

organization acts within itself and within the environment It refers to the organizational

arrangements made for grouping of activities and for reporting relationships to the

organizational sub-units The mechanisms by which the activities and members of the

organization are coordinated are very important to carry out the various activities of the firm

Structure refers to

1 Division of task functions

2 Distribution of authorities and power

3 Methods of co-ordination between units through procedures

CORPORATE STRUCTURE

Managing director

Associate vice President Associate Vice President Head-IT

EMS EDC IT- solutions

STRATEGY

The integrated vision and direction of the company as well as the manner in which it derives

articulates communicates and implements that vision and direction is called a strategy It can

also be defined as the choice of direction and action that the company adopts to achieve its

objectives in a competitive situation It is the first step that a company has to take in leading its

organization to the ladder of success

Company follows strategy of export orientation and diversification by forging

joint ventures and collaborations with companies in various countries

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 14: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

14

SKILLS

Skill refers to the ability or capacity to do a particular work or assignment Every

employee in the organization must posses the required skills to complete the given assignment

with in the speculated period of time Skills can be acquired through proper training A well-

trained person can handle the job more easily

Company Employees have the following skills

1 Functional

Technical

Job knowledge

Product knowledge

Soldering technicals

PCB Assembly

PCB Product

Product Spares identification

Product testing

Non Technical

Managerial skills

Supervisory skills

Communication

Decision making

Team building

Field related knowledge

2 Quality

Awareness on TS16949QS-9000

Internal quality audit-ISOTS 16949

3 Information Technology

Computer Aided Designing Computer Aided Manufacturing Computer

Aided Engineering (CADCAMCAE)

Advanced excel with VB

MS PowerPoint

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 15: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

15

MS project

MS excel

MS outlook

MS access

Data security amp protection

4 Behavioral Human relations

Time management

Written business communication

Communication skills

Presentation skills

Interviewing skills

Positive thinking amp awareness

Conducting effective meetings

5 Managerial

Team building

Leadership amp motivation

Creativity

6 Languages

English

Hindi

Marathi

SYSTEMS

System refers to the information system that exists in the organization Having an

effective Information system is very much essential for the organizations development

All the departments in the company are connected by computer network This has

enhanced the speed of access sharing and using of information

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 16: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

16

STAFF

Staff refers to the current manpower of the company

Organization has basically 4 levels of staff Viz Workers Technical Staff Non Technical and

Management staff

In Workers SSC HSC or ITT are preferred In Technical staff ITI Diploma TV and Radio

course BE Electronics are preferred In Non Technical Staff BA Bcom or any graduate are

preferred In Management staff MBA MPM PHD and MTech are preferred

The organization chart of the company is given below

Associate Vice PresidentAssociate Vice President

Q ASr Engineer

N P D Dy Manager

N P D Dy Manager

PurchaseDy Manager

MaintenanceEngineer

MaintenanceEngineer

Production Sr Engineer

HR amp AdminExecutive

HR amp AdminExecutive

PCB Designer PCB Designer

StoresJr Officer

StoresOfficer

ServiceTechnician

Assembler

StoresJr Officer

StoresOfficer

StoresJr Officer

StoresJr Officer

StoresOfficerStoresOfficer

ServiceTechnician

ServiceTechnician

AssemblerAssembler

SrDesignerSr Technician

EngineerTr Engineer

SrDesignerSr Technician

EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

EngineerSr Asst Technician

TechnicianAsst EngineerTr Engineer

Tr EngineerTr Engineer

MarketingBusiness

Development Executive

MarketingBusiness

Development Executive

Asst TechnicianAsst TechnicianProd EngineeringProd Engineering

Tr EngineerTr EngineerAssembler

Tr EngineerTr EngineerAssembler

P P C Supervisor

P P C Supervisor

A E TestingSupervisor

Assembler

A E TestingSupervisor

A E TestingSupervisor

AssemblerAssembler

Insertion LineEngineer

Insertion LineEngineer

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

PCB Assembly Tr Engineer

AssemblerApprentice-Assembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Asst TechAssembler

AssemblerApprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Coil WindingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

PottingSupervisor

Assembler

Apprentice-Assembler

Assembler

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler

2 ndShift Supervisor

Apprentice-Assembler Apprentice-Assembler

S P A LineSupervisor

Assembler

S P A LineSupervisor

Assembler Assembler

S M T EngineerTr Engineer

S M T EngineerTr Engineer

TraineeTrainee

Jr Officer Jr Officer SecuritySecurity

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 17: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

17

STYLE

This includes the leadership style of top management and the overall operating style of the

organization Style impacts the norms people follow and how they work and interact with each

other and with customers

How does top management make decisions

How do managers spend their time

The company s leadership style is Autocratic It can be decided on the basis that there

are no existences of any committees or workers unions

SHARED VALUES

These are the values and beliefs of the company Values are the things that the company would

strive for It includes vision and mission of the company

Philosophy

There is nothing which can t be improved upon

No feat that can t be bettered All it takes is a restless prodding mind

Are there any more boundaries to be pushed

More unknowns yet to be conquered

A mind that never paused

Except to ask itself that one daunting question

WHAT NEXT

Mission

Our mission is to offer value added engineering services combining domain knowledge and

technology expertise on CADCAMCAE platforms to provide a compelling value proposition

to achieve cost reduction quality output and improved turn-around time for clients globally

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 18: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

18

KINETIC COMMUNICATION LTD PRODUCT RANGE

PCB Assemblies Ignition Module

Ignition System Regulator- Rectifier

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 19: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

19

1 PCB ASSEMBLIES

Printed circuit board is a flat board which contains slots for integrated circuit chips and

connections for a variety of electronic components

Company manufactures PCB assemblies for the following

Motor controllers

Elevators

Welding machines

AC controller

Washing Machine

2 IGNITION MODULE

The ignition module also known as the switching unit is used to regulate the current The

Ignition module is an amplifier designed to fire an electronic ignition coil

3 IGNITION SYSTEM

The ignition system of an internal-combustion engine is an important part of the overall

engine system It provides for the timely burning of the fuel mixture within the engine All

conventional petrol (gasoline) engines require an ignition system

4 REGULATOR - RECTIFIER

The regulatorrectifier its purpose to reserve power when the engine is at an idle and a power

source for starting and operating equipment when the engine is not running

5 STATOR PLATE ASSEMBLY

The stator is the fixed part of a rotating machine The rotating part of the machine or rotor

normally rotates inside the stator Examples of such machines are pumps and motors

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 20: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

20

Financial Information

Performance Indicators

Sl No Particulars March 2003 March 2004

March 2005

Growth Rates

1 Sales ( Rs In Millions ) 101668047 91026485 102892413

2 Net Profit ( Rs In Millions)

18371384 17685174 23919482

SWOT ANALYSIS

SWOT analysis is a tool for auditing an organization and its environment It is the first stage of

planning and helps the marketers to focus on main or key issues Once key issues have been

identified they feed into marketing objectives It can be used in conjunction with other tools

for audit and analysis

SWOT stands for

S STRENGTH

W WEAKNESS

O OPPURTUNITIES

T THREATS

POSITIVE NEGATIVE

INTERNAL Strength Weakness

EXTERNAL Opportunities Threats

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 21: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

21

As shown in the table -

Strengths and weaknesses are internal factors

Opportunities and threats are external factors

Strengths

Good Brand Name

Support from

Engineering Design Center (CADCAE)

Tool Room

Customer

Employees

Price competitiveness

Honoring commitments

Continuous improvements in

Cost savings

Quality

Value addition and Value Engineering

Good after sales service package for two wheelers39

Venturing into too many new product

Weakness

Ineffective marketing pushaggressiveness

Opportunities

Use of Information technology to enable growth

Export duty has been reduced hence exports can be increased

Threats

Entry of Many Competitors

Existence of fake product markets

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 22: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

22

PERFORMANCE APPRAISAL

Performance appraisal system is one of the most important hallmarks of a organization

It is an important tool of human resource management as it reflects evaluative judgement of the

traits characteristics and work performance of employees It is a method of evaluating the

behaviour of employees in the work place including both the quantitative and qualitative

aspects of job performance It is done on a regular basis to a definite plan in order to assess the

performance of an employee It is a continuous process in every large scale organization

Performance appraisal includes all formal procedures used to evaluate the personalities

and contributions and potentials of group members The content to be appraised is determined

on the basis of job analysis It may vary with the purpose of appraisal and type and level of

employees The basic purpose of performance appraisals to find out how well the employee is

performing the job and establish the plan of improvement It is to achieve the organizational

objectives like production cost saving return on capital etc

DEFINITION -

Performance appraisal is the systematic evaluation of the individual with respect to his

performance on the job and his potential for development

It is defined as a process of evaluating an employee s performance of a job in terms of its

requirements

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 23: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

23

BENEFITS OF PERFORMANCE APPRAISAL

It helps in the planning of organization based on potentialities of its human resource

It decides Organization effectiveness through performance improvement

Human resource planning based on weakness strength and potentialities of human

resources

Fixation and re-fixation of salary allowances and incentives

It provides information about the performance ranks regarding promotion transfer

demotion etc

Identify training and development needs and to evaluate effectiveness of training and

development programmes

Career planning and development of employees

It evaluates the existing plans internal and external factors influencing employee

performance working condition

It provides information to diagnose deficiency in employee regarding skill knowledge

It reveals the employees morale and motivation

It helps the employee to improve his performance for his self development

It provides feedback information about the level of achievement and behavior of

employee

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 24: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

24

3 RESEARCH DESIGN

Research design provides the glue that holds the research project together A design is used to

structure the research to show how all of the major parts of the research project - the samples

or groups measures treatments or programs and methods of assignment - work together to try

to address the central research questions

a) Sources of Data

The primary data is gathered from HR Policies employee personal files

performance appraisal forms time office and other company records

The sources of secondary data include company magazine professional journals

and books and the Internet

b) Methodology

A sample of 10 workers of Kinetic Communications EMS Division was chosen to

conduct the survey using grading method technique

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 25: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

25

The process of Performance Appraisal is described as follows

GRAPH

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 26: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

26

Review last year appraisal form

Last year appraisal forms are studied

Inputs are added as per production procedure advancement

Editing of defined KRA for technical and non technical areas

Opinion and suggestion from HOD amp MD

Required points are added in the appraisal form

Preparation and Distribution

The appraisal form is approved from top management

List preparation of employees

Formatting and editing of form

Printing in multiple copies

Form distribution and acknowledgements

Self Appraisal Assessment

Training to understand what to appraise and how to appraise

Making employees understand Getting highest marks ranks in appraisal is not correct appraisal

Try to communicate the exact knowledgestudy about employee performance with employee

Getting understood the appraisal form from employees

Collection of self data and achievements

Communicate

High appraisal is not equal to highest increment and also chance for career enhancement

Collection -appraisal form

After completion of appraisal form by employees

Checked if appraisal form is completed or not

Collection of appraisal for and kept in sequence as per departments sections

Discussion with supervisor about employee performance

Collect the employee history from employees personal files

Pick up the core points from employees performance appraisal form

Discuss appraisal form with supervisor and get his ratings ranks on same form along with employee

Get the uncommon odd points and focus discuss those points with HOD

Arrange common discussions if required with HOD supervisor employee

Appraisal by HOD

Put down all comments during discussion with all

Explain all points to HOD

HOD will appraise the candidate and will give his own rating

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 27: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

27

Rating reviews and measuring of KRA s achieved

Collect the ratings from HOD

Calculate the average of ratings

List out achieved KRA s in process progressive KRA s of employees

Compare all data with last three years data available with employees personal file

Review increment matrix (if needed)

Study the last year matrix

Make the changes in figures (amounts) if required according to grade

Discussion

proposed KRA s for employees

This is an independent activity supposed to be done by supervisors or immediate reporters

KRA s should be defined as - 1 Last years uncompleted unreached KRA s 2 Proposed tasks responsibilities in current year 3 Special tasks will be defined related to company objectives policies goals 4 This proposed KRA s should be communicated to HR department in writing

Completion compilation of final ratings

Collect the ratings from employees personal appraisal form

Study the employees personal appraisal and supervisor and HOD ratings and HR comments and decide the final rating

Prepare a list of employees with their rating in grade wise structure Puts special comments if required

Eg - salary correction Special increment Extra incentives Promotion No increment

Prepare a final sheet of all employees appraisal rating

Also put special comments and incremental amounts in sequential columns

Drafting incentives scheme

Incentives scheme should be nothing but proposed KRA s

Criteria has to be defined for each employee

Every criteria should have specific weight age

Incentive amount should be decided from incentives matrix

Every criteria should be SMART

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 28: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

28

Salary fitment with increment

List out employees present break up

Decide your increment figure

Refer special comments

Increment amount will be spread in present break up

Make necessary changes increments in basic DA HRA misc allowance gross company PF bonus incentives etc

Such total changes should be equal to decided increment amount

Discussion and approval

Prepare a common matrix containing all employees salary fitment

Also this matrix should include last three years ratings and increment correction amounts

Also contain special remarks of promotion or correction cases

Collect the comments from MD

Take MD s discretionary suggestion comments

Revise the fitment and get it approved from MD

Preparation of increment letters and incentive letter

From salary fitment the increment and incentives of each employee is reviewed after getting it approved by MD

Separate letters for each employee regarding increment and incentive changes of the employee are prepared

Distribution of letters to respective HOD

Letters prepared are arranged according to their grade and respective department

The prepared letters are distributed to their respective HOD

Distribution of letters + discussion with employee about KRAs

The letters are thus distributed to each employee

Considering the last years unreached KRAs and the proposed KRAs are discussed

Collection of acknowledgements from HOD

A copy of increment letter is signed by the employee

This copy is given to HOD

The acknowledgements are collected by HR from HOD

Paper documentation with employee personal file The collected acknowledgements of the employee from HOD are attached to personal

files of the respective employees

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 29: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

29

Copy to accounts A copy of salary is submitted to the accounts department ( incentive scheme)

Salary updation

Updation in the employee earning muster

Changes regarding basic KRA special allowances etc

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 30: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

30

Performance Cycle

To the extent possible performance evaluations should reflect performance levels for the entire

performance cycle

[NOTE The following types of leave taken must not be used to negatively impact the

employees overall performance rating overtime compensatory on-call workers

compensation Family and Medical Leave] If a supervisor changes an employees performance

plan during the performance cycle the employee should be evaluated based on the

performance plan in effect during each portion of the cycle Evaluations of performance

during each portion of the cycle should be consolidated to an overall rating and documented

on the form that is in effect at the end of the cycle

Supervisors Role

An employees immediate supervisor must complete the evaluation section of the evaluation

form according to the forms instructions If a new supervisor has been assigned during the

performance cycle then the new supervisor should review the performance plan make

necessary modifications and make his or her own assessment along with the former

supervisors assessment prior to determining the employees overall evaluation at the end of the

performance cycle

The new supervisor is responsible for completing the official performance evaluation In some

cases however the reviewer or other designated person may need to assist the new supervisor

or complete the evaluation

An employee who is working for two (2) or more supervisors at the same time should be

evaluated by only one of the supervisors with input from the other supervisor(s) Only the

evaluating supervisor should sign the evaluation form

Gathering Information

Supervisors should identify all the potential sources of evaluation information including

observable employee behaviors In addition to the observations of the immediate supervisor

performance evaluation information can come from other sources including the employee

peers customers subordinates supervisors and work products If management uses

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 31: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

31

performance information from individuals other than the employees immediate supervisor to

develop the employees annual evaluation employees should be informed of the potential

sources at the beginning of the performance cycle when they receive their performance plans

Self-Assessment

Each employee must be afforded an opportunity to provide the supervisor with a self-

assessment of his or her job performance for the rating period The employee should be asked

to provide a self-assessment at least two weeks prior to the evaluation meeting A supervisor

must review and consider the self-assessment when completing each employees performance

evaluation

Reviewers Role

The reviewer must review the performance plan and performance evaluation sections of the

evaluation form before they are presented to the employee If the reviewer does not agree with

the evaluation the reviewer should discuss the disagreements with the supervisor The

reviewer has the authority to change the employees evaluation

If the reviewer is unable to review either section of an employees evaluation form the next

higher level of management should conduct the review

Appeals

If an employee disagrees with an evaluation and cannot resolve the disagreement with the

supervisor the employee may appeal to the reviewer for another review of the evaluation Any

appeal process must provide for the appeal to be made in writing to the reviewer within 10

workdays of the initial performance meeting

Reviewers Action

The reviewer should discuss an employees appeal with the supervisor and employee After

discussion of the appeal the reviewer should provide the employee with a written response

within five (5) workdays of receiving it

The response should indicate one of the following

1) The reviewer agrees with the evaluation

2) The supervisor will revise the evaluation

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 32: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

32

3) The supervisor will complete a new evaluation

4) The reviewer will revise the evaluation

5) The reviewer will complete a new evaluation

Re-evaluation

An employee who receives a rating of Below Contributor must be reevaluated and have a

performance reevaluation plan developed as outlined below

Re-evaluation Plan

Within 10 workdays of the evaluation meeting during which the employee received the annual

rating the employees supervisor must develop a performance reevaluation plan that sets forth

performance measures for the following three (3) months and have it approved by the

reviewer Even if the employee is in the process of appealing his or her evaluation the

performance plan must be developed

The supervisor should develop an entire performance plan including Employee

Development

If the Core Responsibilities and measures of the original performance plan are appropriate this

information should be transferred to a separate evaluation form which will be used for

reevaluation purposes The form should clearly indicate that it is a reevaluation

The supervisor must discuss with the employee specific recommendations for meeting the

minimum performance measures contained in the reevaluation plan during the reevaluation

period The employees reviewer and then the employee should review and sign the

performance reevaluation plan

If the employee transfers to another position during the reevaluation period the reevaluation

process will be terminated

NOTE Regardless of the employees movement to another position during this reevaluation

period the employee will not be eligible for a performance increase

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 33: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

33

Retention of Performance Forms Completed Evaluation Forms

Evaluation forms including those developed for reevaluation are official personnel documents

and must be retained in employees official personnel files when completed

Performance Documentation

Interim evaluations are not official personnel documents and should be retained in the

supervisors confidential files Other documentation of work performance also should be

retained by supervisors in files other than employees official personnel files and may be

purged after the performance cycle is completed or after the employees separation from state

service

[EXCEPTION If the interim evaluation or other documentation of work performance is

necessary to support a disciplinary action taken under the Standards of Conduct the

documentation should be attached to the Written Notice form and placed with it in the

employees personnel file]

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 34: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

34

Annual Appraisal Procedure for trainees employees amp Supervisors

1 Every quarter all employees should be appraised by their respective HODs

2 To be eligible for quarterly appraisal every employee has to attain at least 6

training session in a quarter for employees supervisors trainees

3 Quarterly appraisal is for permanent probationary employees and one year trainees

4 All appraisal forms should submit to HR within 10 days after completion of

respective quarter

5 Appraisal forms are always available with HR amp will be given in 7 days time after

written e-mail demand has made by respective HOD

6 Appraisal forms can be submitted in hard copy or soft copy as convenient

7 3 Days will be given as grace days for submitting quarterly appraisal in genuine

cases

8 These all three appraisals will be considered at the time of Final Annual Appraisal

9 Training sessions will be finalized before the start of Appraisal year having

subsequent discussion with respective HOD

10 Training calendar will be finalized by HR amp displayed on Notice Board

11 There should not be more than 2 continuous gaps for employees supervisors

trainees while attending the training sessions

12 The same quarterly appraisal form will be considered for maintaining the

employee s competency skill matrix

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 35: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

35

ANALYSIS

EMPLOYEE 106 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4 0

0

0

0

12

20

32 7

46

3Interpersonal Skills

1 5 0

0

0

0

4

25

29 6

48

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

7 3 0

0

0

0

28

15

43 10

43

6Quality of work[Success requirement]

2 1 0

0

0

0

8

5

13 3

43

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

0

0

0

0

0

0

0 4

NA

43

EMPLOYEE 107 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

5

0

0

0

0

20

0

20 5

40

2Quality of work[Job assignments]

7

0

0

0

0

28

0

28 7

40

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

9 1 0

0

0

0

36

5

41 10

41

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

13

2 0

0

0

0

52

10

62 15

41

8Customer Service standards

4

0

0

0

0

16

0

16 4

40

40

EMPLOYEE 108 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

2 2 1 0

0

0

6

8

5

19 5

38

2Quality of work[Job assignments]

2 4 1 0

0

0

6

16

5

27 7

39

3Interpersonal Skills

2 4

0

0

0

6

16

0

22 6

37

4Communication skills

1 3

0

0

0

3

12

0

15 4

38

5Approach to work

2 2 6 0

0

0

6

8

30

44 10

44

6Quality of work[Success requirement]

3

0

0

0

0

12

0

12 3

40

7Supervisory Leadership Skills

3 10

2 0

0

0

9

40

10

59 15

39

8Customer Service standards

0

0

0

0

0

0

0 4

NA

39

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 36: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

36

EMPLOYEE 109 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

1 4

0

0

0

3

16

0

19 5

38

2Quality of work[Job assignments]

3 4

0

0

0

9

16

0

25 7

36

3Interpersonal Skills

6

0

0

0

0

24

0

24 6

40

4Communication skills

4

0

0

0

0

16

0

16 4

40

5Approach to work

3 7

0

0

0

9

28

0

37 10

37

6Quality of work[Success requirement]

1 2

0

0

0

3

8

0

11 3

37

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

3

0

0

0

0

12

0

12 4

30

37

EMPLOYEE 110 EMPLOYEE RATINGS

0 1 2 3 4 5

0 1

NA

C B B+

A A+

NA

C

B

B+

A

A+

TOTAL

EMP

NA

C

AVG

1Technical Skills

3 2 0

0

0

0

12

10

22 5

44

2Quality of work[Job assignments]

1 3 3 0

0

0

3

12

15

30 7

43

3Interpersonal Skills

2 4 0

0

0

0

8

20

28 6

47

4Communication skills

2 2 0

0

0

0

8

10

18 4

45

5Approach to work

3 7 0

0

0

0

12

35

47 10

47

6Quality of work[Success requirement]

1 2 0

0

0

0

4

10

14 3

47

7Supervisory Leadership Skills

0

0

0

0

0

0

0 15

NA

8Customer Service standards

4 0

0

0

0

0

20

20 4

50

46

The employees are appraised based on the performance appraisal procedure of the

company Each employee is given ratings taking into consideration the performance appraisal

form filled by the employee

Two separate ratings are given to the same employee The first rating is given by the

employee himself and the second rating is given by HODSupervisor having his own opinion

about the employee And then based on these two ratings of employee himself and the

HODSupervisor an average is calculated Finally this average is converted into grades This

grade indicates overall where the employee stands

The chart of the Appraisal Rating of 10 employees is given

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 37: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

37

1) In the chart of the rating numbers are given in front of each skill rows in the various

boxes of grades Each skill consists of various criterion given in the Performance

Appraisal Form Each criterion is having a weightage of one point These weightage are

placed accordingly in the various grade boxes of each of the skill rows

For example Technical skills have five criterion carrying one point or each criteria If

the employee feels that for three criteria his stands in A grade and for two criteria he

stands in B+ grade based on the employee judgment and HOD Supervisor judgment

the points are placed in the boxer of the different grades respectively

2) The grades are also converted into pointsmarks for the calculation of average rating

This is done based on the following Here each grade carries significant marks that is

each grade stands for some marks They are listed as below

A+ 5 A 4 B+ 3 B 2 C 1 NA 0

(NA Not Applicable)

3) Now each criteria points placed for each skill are multiplied to its respective grade

marks These multiplied marks are summed up separately for each skills

4) The summed marks are divided by the number of criteria the different skills carrying

This average marks will be the average marks of each of the skill separately

5) This average marks are now again divided by the number of skills This number of

skills will be different for different employees This number of skill is calculated on the

basis of the applicability of the skill of the employee which will vary from level to level

of the employee This will be the result average marks of the employee

The same procedure will be applied for the calculation of the result average marks for

both the employee and the HODSupervisor ratings

6) From these average that is both the employee and the HODSupervisor result average

marks difference between both is calculated This difference is calculated is using the

following formula

HODSupervisor _ Employee = Difference

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 38: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

38

result average result average average

This difference average should be between the range of 05 to 05 If this difference

exceeds the range then the Appraisal of the employee by both- the employees and the

HODSupervisor is considered as wrong and the employee is again given the

Performance Appraisal Form to fill and the same procedure is followed up

7) Now for the result average of both the employee and the HODSupervisor grade is

given to the employee separately considering both result average

8) From the result average of employee and HOD a final average is calculated and grade

is given to the final average

The grades to the employees are base3d on the marks range for each grade as given

below

46 5 A+ 36 45 A 26 35 B+ 16 25 B 06 15 C 0 05 NA

From these final marks and grades the employees performance can be assessed and can

have a position where the employee stands

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 39: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

39

LIMITATIONS

Lack of response from some employees

Incomplete answers for some questions

Interaction with the employeesworkers was very limited because of the work schedule

in the organization

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 40: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

40

CONCLUSIONS

The job performance of the employees is satisfactory

Management is aware of employee training needs how ever are not able to impart the

training and development programs to them

Employees are aware of their job description and have positive attitude towards heir

job

Employees are not contented with certain reward system

Company has good working environment Employees at believe in teamwork

Employees are very introspective and believe in constant improvement through

feedback from their collogues Employees are optimistic and do their job with great joy

of freedom

The employees at Kinetic Communications Ltd are energetic highly skilled Most of the

employees feel that they are multi skilled to handle variety of tasks

Open communication system is practiced at various levels with in the organization

The Employees are satisfied with the incentive plan

Sometimes employees feel that they are being overloaded with the work

Employees feel that their quality of work is up to the standards amp satisfactory

Employees enjoy their work as they feel that they have potential for career

development

Employees try to achieve the maximum of key result areas set

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 41: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

41

RECOMMENDATIONS

Outside training organizations Persons should provide training to the employees of the

company

Company should provide training to impart knowledge regarding the tools and

resources used in their work

Company should provide equal opportunity for the employees to work in structured as

well as unstructured environment

Transparency in the performance appraisal system should be more pronounced

Company should organize programs aimed at conflict resolution management

techniques

Company should try to recognize employees as individuals

Company should try to adopt participative style of management while taking certain

decisions

Company should educate the employees regarding different medical facilities available

and procedures for availing of the same

Kinetic Communications Ltd should provide bus facility from various points to pickup

and drop employees as per their shift timings that may reduce the late coming

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 42: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

42

Websites

httpwwwquestionprocom

httpwwwhrfolkscom

httpwwwcitehrcom

httpwwwemployee satisfaction com

httpwwwkineticindiacom

httpwwwautocomponentscom

httpwwwgooglecom

Books

Human Resource Management

- By Subba Rao

Organizational Behavior

- By Stephen P Robbins

Human Resource Management

_ DrAnjali Ghanekar

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 43: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

43

Kinetic Communications Ltd Performance Evaluation

Employee Name Supervisor s Name Designation Grade Designation Grade Department Department Evaluation Period Length of time you supervise employee

Year Month

Functional Areas of Responsibility

List below the essential functions of the position and or projects for which the

employee is evaluated

1

2

3

4

5

6

Rating Standard

A+ Outstanding Exceptional Performance A Overall Good performance

B+ Average performance consistently meets requirement of position B Performance barely meets job requirements needs serious improvement C Performance below standards

NA The employee is not required to perform in a specific rating factor and it cannot be measured

NA C B B+ A A+ RATING FACTOR

COMMENTS

KINETIC

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 44: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

44

1 Technical Skills (Effectiveness with which the employee applies job knowledge and skill to job assignment)

Job Knowledge

Analyzes Problems

Provides Suggestion for Work Improvement

Employs Tools for the Job Competently

Follows Proper Safety Procedures

2 Quality of Work (Manner in which the employee completes job assignments) Accuracy or Precision

Thoroughness Neatness

Reliability

Responsiveness to Request for Service

Follow-ThroughFollow-up

JudgmentsDecision Making

Follows ISO Documentation amp Procedures

3 Interpersonal Skills (Effectiveness of the employee s interactions with others and as a team member)

With Co-workers

With Supervisors

With Other Departmental Staff and Colleagues

Team Participation

Team Contributions

Commitment to Team Success

4 Communications Skills (If applicable to the job) Written Expression

Oral Expression

Shares Information Willingly

Tact and Diplomacy

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 45: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

45

5 Approach to Work (Characteristics the employee demonstrates while performing job assignment)

Actively Seeks ways to streamline processes

Open to New ideas and Approaches

Initiative Attitude towards work

Planning and Organization

Flexible Adaptable

Follows Instructions

Challenges Status Quo Processes in Appropriate Ways

Seeks Additional Training and Development

Attendance

Follows ISO Documentation amp Procedures

6 Quality of Work (Employee s success in producing the required amount of work) Priority setting

Amount of work completed

Work completed on Schedule

7 Supervisory Leadership Skills (Applies only to employee who is a Manager Supervisor or Lead)

Trains and Develops Staff

Properly Aligns responsibility accountability authority

Evaluates staff regularly

Faces Performance Problems squarely

Supports responsible risk taking

Controls costs and Maximizes resources

Instills Pride in performance service innovation and quality

Sets high standards for

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 46: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

46

self as well as others

Employs Broad Company Goals in evaluating Unit effectiveness

Supports useful Debate and Disagreement

Welcomes Constructive Criticism

Foster respect for Fact Data and Object Analysis

Uses Analytical Tools and Models for Process Improvement

Sets specific Goals for Simplicity Productivity and Process Improvements

Supports Experimentation and Brainstorms that leads to innovation and Learning

Place X or in the box above that describes the employee s overall performance rating

Supervisor s Comments (Additional Comments may be attached)

Actions PlansTraining and Development Goals (If applicable summarize any specific projects performance objectives or training and development for next review period)

Employees CommentsReactions (Optional If employee wishes to do so any comments concerning the appraisal may be indicated in this section or by an

attachment)

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 47: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

47

Employees Signature Date

I have read and discussed this evaluation with my supervisor and I understand its contents

Supervisor Reviewer

Signature Date Signature Date

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 48: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

48

PERFORMANCE APPRAISAL (For Grade 10 amp Above)

April 2004 - March 2005

EMPLOYEE INFORMATION [To be filled by Employee]

Name _________________________________________ Emp No __________

Age _______

Designation ________________________________ Grade ______ Dept

___________________

Date of Joining ______________Location ____________________ Reporting

to _____________

Qualification

____________________________________________________________________

_

PART A SELF APPRAISAL

Sr No

KEY RESULT AREAs ( For the Year 2004-2005) Measurement

Criteria Achievements

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 49: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

49

SPECIAL ACHIEVEMENTS NOT INCLUDED IN KRAs

STRENGTHS

AREAS OF IMPROVEMENTS

TRAINING NEEDS

Signature of the Employee PART B APPRAISAL BY THE APPRAISER amp HOD

[Please fill by HB Pencil only] ASSESSMENT OF KRAs

KRAs Outstanding

Very Good Good Adequate

Unsatisfactory

ASSESSMENTS OF PERSONAL ABILITIES

PERSONAL ABILITIES

Outstanding

Very Good

Good

Adequate

Unsatisfactory

Job Knowledge Teamwork Quantity of Output Initiative Cost Consciousness Ability to meet deadlines

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 50: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

50

Dependability Maturity Discipline

Signature of Appraiser amp HOD

PART C DECISION BY REVIEW COMMITTEE ONLY

OVERALL RATING (Based on KRA Performance and Personal Abilities)

A + A B + B C

Signature of Review Committee

PART D FEEDBACK Highlight of discussion by appraiser amp HOD with Employee

Signature of Employee Signature of appraiser HOD

PART E - PRESENT JOB ROLE

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 51: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

51

PART F POINTS FOR DISCUSSION IN REVIEW COMMITTEE MEETING

(To be filled by immediate Supervisor amp HOD) Review Year 2004 2005

On Rating Analysis

On Potential of the Employee

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 52: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

52

On Training Needs

Any Other Points

PART G KRA 2005-2006 (To be filled by Supervisor amp HOD )

Sr No

KEY RESULT AREAS (For the Year 2004-2005) Measurement

Criteria Achievements

KRA can be modified as and when required If modified Please inform HR in writing

Signature of the Employee Immediate Supervisor HOD

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only

Page 53: Study conducted at kinetic communication ltd, pune to analyze performance appraisal at all levels

This document was created with Win2PDF available at httpwwwdaneprairiecomThe unregistered version of Win2PDF is for evaluation or non-commercial use only