Mid-Year Performance Review

FY14-15

Performance Review Process &

Tool Walkthrough for E3 & Below Appraisee & Appraiser

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Contents

What is Mid Year Performance Review & What it means for you

Mid-Year Performance Review Process

Talent Identification & Progression(TIP) : Salient Features

TIP : Key Stakeholders and Their Role

Query Resolution Method

Tool Walkthrough

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What is Mid-Year and What It Means to YOU

Mid- Year Review is the performance assessment done in the middle of the year to check whether the appraisee is going as per the planned performance schedule or not. This is an important interim checkpoint which can provide the appraisee an opportunity for course correction or a realistic revision in the targets. This process evaluates progress against key performance parameters (KPP) aligned to your jobs. At this stage, it is important to look in the mirror and assess what you need to start, stop or continue doing to achieve your goals as this will help you to get better understanding of the priorities to meet defined job expectations.

For our employees who are on projects and assignments, the job played as recorded in our resource assignation system (RAS) would be the basis for reviewing progress and providing feedback. Some of you have also formally recorded specifics as part of the expectations exchange process. If an employee is assigned to multiple assignments at the instance of trigger of Mid-Year Performance Review, one of the assignations have been chosen to reflect in the field "Job" based on time share and responsibility.

Seeking feedback periodically to ensure clarity on role, responsibilities, priorities, and performance expectations Providing feedback periodically is critical so there are no surprises at the end of the year.

This dialogue will ensure that your contributions till date are recorded formally as well as no input is lost at the year-end review for H1as this form will be provided for your Appraiser to view to ensure for holistic decision-making during the Annual Performance Review later this year as well.

Scope : Any E0-E3 career level employees from Apps and SI, ERS, BSERV (E1-E3), Sales & Sales Support, Infra & Enabling Functions (including GEOs) who has completed more than 6 months as on 31-Dec -14 becomes eligible for the Mid Year JAS 14 , OND 14 and JFM 15 confirmation cases not to be included for Mid year activation Employees who are not confirmed, halfway or more through their probation period become eligible for mid year ** For E4+ employees , H1 Achievement reporting will be the basis for Mid-Year Review.

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Mid-Year Performance Review Process

Mid-Year Performance Review

Employee Appraiser Reviewer

Record achievement against role expectations

Provide feedback on achievement against expectations in a timely manner

Identify performers at higher and lower end of spectrum for counselling

14114 Calendar Days 1417 Calendar Days 1415 Calendar Days

SLA will apply from the date of stage opening respectively while stakeholder can save the inputs before the stage is opened. We would like to keep the time window sacrosanct in the spirit of timely feedback, and hence request your support. The complete review of organization-wide mid-year feedback is expected to be completed within the 24 calendar days.

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Talent Identification & Progression(TIP) : SNAPSHOT

SNAPSHOT

Among them top 30% distinguished and Exceptional performance rated employees for bands up to E3 are assessed twice a

year to validate whether they are performing higher role. Employees who are tagged as Hi potentials and who are performing

next level role would be considered on priority to be moved to the next higher level of responsibilities through job/role

upgrade through this Fast Track Program

All E0-E3 career level employees & E1-E3 in BSERV excluding ES SAP will undergo an annual cycle in (July) & a Mid- Year cycle Focusing on feedback/expectations exchange in January, which will be developmental in nature

The Objective of the program is to aggressively differentiate high potentials who have exhibited high performance and reward and accelerate their career growth towards their aspired roles .

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Talent Identification & Progression(TIP) : Salient Features

Integrated Fast Track Career Growth Program with collective involvement of CoE, HR , L&D,

WPC and Delivery

Identification of HiPo among E0-E3 full time Annual aligned Distinguished and Exceptional

Performers.

Job based progression is the core of the program

Jobs as per C DEX Career landscape & Integrated with Career Connect

Leveraging Analysis to assess the appropriate positioning of employee to the Job

Capability to play next level role authenticated through a structured CDP

Ultimate objective to encourage Hi Performance and Talent Promotion

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Talent Identification & Progression(TIP) : Stakeholder-Roles & Responsibilities

EMPLOYEE

1. Clearly and precisely specify the achievements against KRA 2. Indicate role aspirations and mobility/location constraint (if any) in Appraisee

Remarks 3. Ensure subscription to Career Connect and completion of CDP 4. Deliver results and demonstrate strong performance in line with agreed

goals and developmental plan 5. Work in line with manager to use new skills acquired as a function of Job

Progression.

LINE MANAGER / APPRAISER

1. Conduct Assessment discussion and finalize on the Developmental Plan in Career Connect

2. Learning/training interventions required 3. If employee is performing the higher role but position doesnt exist in current

project , opportunities jobs for Job Movement along with WPC and BPHR to be identified

4. Provide direction and ensure active participation in Career Counselling

DU HEAD / REVIEWER 1. Review and validate appraiser recordings and remarks 2. Job verification , else updation in RAS 3. Check on High Potential and Promotion for those employees who are already

performing the higher role as per the C-DEX Framework. 4. Give reasons of Project Scope\Span change or details of employee who the

HiPo employee is replacing for employees performing next level role 5. Final Rating for Mid year-TIP 6. Participate in CDP finalization discussion in Career Connect 7. Provide learning experiences and knowledge sharing on developmental areas 8. Present the Talent Progression in the ORMs as a part of the quarterly talent

summit review

ENABLING FUNCTIONS : COE/ LoB HR / WPC

1. COE to give the leveraging analysis

2. BPHR would enable Delivery Leaders for effective and objective decision

making on High Potential identification (Demand Vs Supply Match Logic)

3. BP HR Ensure CDP is completed and Leveraging is appropriate

4. Facilitate Job Progression / Rotation to the next identified role with LoB WPC

Governance on Talent Management by Leadership ensuring higher ownership

from Business on the TIP Program

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Mid-Year Performance Review - Query Resolution Method

For Mid Year Process related clarifications, please raise an SSD through following path: My HCL SSD Application Issue, Service Request, Process & Data Issue HR Program FIRST Performance Management

For job mapping related clarifications, please raise an SSD

through following path: My HCL SSD Application Issue, Service Request, Process & Data Issue HR Program FIRST Career Management

For US based employees, please use our Role Alignment Tool to trigger an update.

For those who are not in project based roles, please trigger change in your Job and key performance parameters through your HR Business Partner.

For technical issues, please raise an SSD through following path: Myhcl SSD Application Awareness i4Excel

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iPerform Mid-Year Performance Review Timelines

Mid-Year Performance Review Launch - Timelines

E0 to E3

Appraisee Stage

14 Calendar days

Appraiser Stage 7 Calendar days

Reviewer Stage 5 Calendar days

http://scarlattamente.webnode.it/

Tool Walkthrough-Appraisee

The iPerform tool for Mid-Year Performance Review can be accessed through the below path

Myhcl.com MyCareer iPERFORM (Self)

Myhcl.com MyCareer iPERFORM (My Team)

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iPerform Path - myhcl.com MyCareer iPERFORM

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iPERFORM view on Myhcl.com

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iPerform Appraisee Stage

Appraisee Action Click on edit & proceed to fill the Review form

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iPerfom Appraisee Stage-Personal Details Section

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iPerfom Appraisee Stage - Update Reporting Structure

Window to update Employee Reporting Structure: Appraisee will have an option to

update the Appraiser & Reviewer Mapping as long as the record is pending at Appraisee Stage.

** APPS & SI: This field will not be visible to employees in APPS & SI due to

organizational changes. For all employees in APPS & SI, CDM will be mapped as

Appraiser & CDMs RM will be mapped as Reviewer.

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iPerform Appraisee Stage Personal Detail Section

Additions: Link to Career Connect & Tool Tip on Deployed Job Tool Tip- The Deployed Job and Job Family as displayed in the your personal details section in PMS is the mapping signed off for you by your HR BP and DU Head and will remain static for the purpose of the current ongoing review. If you want to get your job mapping updated in the organizational systems, the standard process of update of job mapping is through RAS (Resource Assignation System).Please connect with your Project Manager for that. For employee based in US Geo, this update happens through RAT ( Role Alignment Tool) If you have to comment on your Deployed Job / Job family please give this through the comments section to your Appraiser & Reviewer/ connect with your HR BP ** Needs Review Post updation of new Tool tip

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iPERFORM Appraisee Stage -Key Performance Parameters (KPP) - (E0-E1) For Infra auto populated KPAs across E0-E3

Appraisee is expected to reflect on last year highlights & lowlights

3 KPP categories will appear pre-populated for which weightage should be greater than or equal to 10%

Additional KPP categories can be chosen by Appraisee if required

A KPP category can be selected multiple times

KPP description (a free text box input)- for detailed KPP explanation by Appraisee

Weightage for each of the KPP Categories will be user input

Evaluation by employee will be done on each Key Performance Parameter on a scale of 1-10

Placeholder of Appraisee Comments at the end of this section.

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iPERFORM Appraisee Stage -Key Performance Parameters (KPP) - (E2-E3)

For BSERV across E1-E3

Appraisee is expected to reflect on last year highlights & lowlights

Mid Year inputs wherever available will be pre-populated, else a blank form will be available.

For INFRA employees wherever Mid year template is same as Annual template, mid year form will be populated/ else role based template

will be assigned.

Appraisee need to fill KPP categories, KPP Description, Results achieved , Weightages and self rate

Minimum 3 KPPs needs to be filled for submission

Edit KPP description (free text box input) for detailing, or chose additional items

Placeholder of Appraisee Comments has been moved from bottom of the form to this section.

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iPERFORM Expectation Exchange Links

Expectation Exchange links will be visible here

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iPERFORM Appraisee StageKey Performance Parameters (E0-E3)

Provision for user to refer KPP Definitions with examples

KPP Categories:

1.Task Execution 5.Solutioning 9.Monitoring / Supervising

2.Process Adherence / Compliance 6.Customer Interface 10.Learning & Certification

3.Improvement (Internal) 7.Customer Sign-Off 11.Team Capability Building Training & Interviewing

4.Conceptualizing / Defining 8.Customer Value Creation/Innovation 12.Others

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iPERFORM Appraisee Stage -Behavioral Competencies

Appraisee can choose from the 7 competencies for behavioural rating, using 4 parameters and 5 levels of increasing proficiency.

Appraisee to select 1 or 2 descriptors in each parameter by clicking the space

Incase, any competency is not applicable to Appraisee, Not Expressed/Observed box to be checked.

Appraisee is allowed to choose Not Expressed/Observed for maximum two competencies which are not demonstrated in your current role.

The level descriptor for the competency will be auto computed based on the parameter level selections. These are further edit-able by the

appraiser

Appraiser can overwrite Appraisee selection of description

This section is not Applicable for BSERV E0.1-E0.2

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iPERFORM Appraisee Stage - Upload Additional Support Documents

Appraisee will be able to upload KPP/other relevant supporting documents

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iPERFORM Appraisee Stage - Add Additional Appraiser

Appraisee will have an option to add up to 2 additional appraisers

KPPs need to be saved before employee adds additional appraiser(s)

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iPERFORM Appraisee Stage -Additional Appraiser

Appraisee will have an option to select relevant KPPs against respective additional appraiser.

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iPERFORM Appraisee Stage -Ideapreneurship Profile

Ideapreneurship Assessment completion status will be available on the Review Form so that the Appraisee &

Appraiser have a comprehensive view of quadrant that the employee belongs to.

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Appraisee is required to close the discussion with appraiser on the application as per the acceptance level i.e. Satisfied Not Satisfied 5 star rating scales have been incorporated in the form at discussion stage for Appraisee to rate review discussion quality.

iPERFORMAppraisee Stage-Discussion sign off

Tool Walkthrough-Appraiser

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Appraisers in this section can view all performance review records pending at their end

iPERFORM Appraiser Stage Landing Screen

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Records can be referred back from here due to insufficiency in employee details

Appraiser can record refer back comments in the space provided

iPERFORM Appraiser Stage Refer Back Screen

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Post Selection of any record in Review form, Appraiser can view all Appraisee relevant details- Activation Date, Review period, DOJ, Band, DOJ, REX, TEX, Last Promotion date, CDP Status etc.

iPERFORM Appraiser Stage Review Form (Personal Details)

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iPERFORM Appraiser Stage -Key Performance Area (KPP)

Appraiser is expected to reflect on whether the employee has spent time & energy in the right performance areas.

Appraiser can change/modify KPP categories, KPP Description, Weightages and add KPP categories (if having a different view from

appraisee)

3 Pre-populated KPP Categories cannot be changed Edit KPP description (free text box input) for detailing, or chose additional items Notice the overall score for the KPP section. Appraiser can view employee bench details.

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iPERFORM Appraiser Stage - Behavioral Competencies

Appraiser should confirm/modify employee calibration by explaining critical incidents in the last review periods & help appraisee move up the proficiency scale by Coaching, Mentoring, Training and providing on job exposure

7 competencies have been chosen for the (E0-E3 group of employees) for behavioural rating, using 4 parameters and 5 levels of increasing proficiency

Appraiser to select 1 or 2 adjacent descriptors in each parameter by clicking the space

Appraiser can view Appraisee selection of description in Green color

Incase of any overlap in Appraisee and Appraiser selection, the tab will appear highlighted in Yellow

Incase, any competency is not applicable to Appraisee, Not Expressed/Observed box to be checked

The level descriptor for the competency will be auto computed based on the parameter level selections. These are further edit-able by the appraiser

Appraiser can overwrite Appraisee selection of description

This section is not applicable for BSERV E0.1 & E0.2

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iPERFORM-Additional Appraiser View To Appraiser

Appraiser will have a view to KPP inputs given by Addition Appraiser selected by Appraisee in the Tool.

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iPERFORM-Last Years Appraisal View To Appraiser

There is an option available for Appraiser to view Appraisees Last Review Details including Mid Year wherever available. Free space provided to Appraiser to record Confidential comments & Appraisers comments, however Confidential comments will not be visible to Appraisee.

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iPERFORM Appraiser Stage - Final Recommendation Section (E0-E3) ( Not Visible To Appraisee)

For all employees in Rating DP,EP & GP it is mandatory for Appraiser to provide Potential Job .This is appraisers suggestion to the organization - how should the Appraisee grow from here (A to B) as a Career path recommendation This section will provide a View of

The finalized Aspire job selected by employee in Career Connect Selection of rating Selection of Potential Job for top 3 ratings along with readiness timelines(Ready Now /Ready in 6 months/Ready in a year /Ready in 2 years

& More than 2 years) Evaluation on 3x3 Performance Potential Grid

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Ideapreneurship Assessment completion status will be available on the Review Form so that the Appraisee & Appraiser

have a comprehensive view of quadrant that the employee belongs to.

Discussion set up will give an option to Appraiser to invite Appraisee for the review discussion & can record date, time &

location for the same.

iPERFORMAppraiser Stage- Ideapreneurship Profile & Discussion

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iPERFORM-Appraiser-Other Details

Appraiser will be able to view KPP / any other support document uploaded by

Appraisee, feedback provided from Additional Appraiser

The disclaimer has been put in the pop up box when appraiser submits record from his

end.

The score in this section will be an input for final rating and a guideline for relative peer group comparison. Please do not share your

final rating recommendation with the appraisee as it could be revised based on performance comparison across larger set. The

organizational performance rating decision is the final rating released to employee at the end of the performance review process.

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iPERFORM-Annexure I-SSD & Service Centre Support

In case of any process /mapping related queries/ clarifications please contact HR Service Centre representative

myhcl.com Smart Service Desk Application Issues HR Program First Performance Management Performance Appraisal (iPERFORM related queries)

For Technical Issues

myhcl.com Smart Service Desk Application Awareness iPERFORM

Support Duration

Timing

Duration of Support 0900 - 2100 hrs. (IST)

Voice support

Scope Details

IVR / Voice Support (for employees) Voice Helpdesk Support enabled for these GEOs:

India : 1800-102-0565 USA : 1866-365-0577 UK : 800-158-2738

Note: The US and India numbers are reachable from any part of the globe. Calls by US-based employees dialing the US number and India-based employees dialing the India number will be toll-free. However, international dialing will be chargeable for the caller as per the local telecom operator rates..

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