Document on PMS

Workforce Performance Management System

(Oracle version:11.5.10.2)

(Oracle HRMS Family Pack K Roll Up:1)

Audited By : Feras AhmadTABLE INDEX

3Introduction

3Brief Overview of Workforce Performance Management

4Key Functions of HRMS Workforce Performance Management

5The Performance-Management Process

8Process Overview

8# Create an eligibility profile (Eg: for the Group Head)

10# Click on Objective Library to create objectives

11# Click on Create Objective

15Performance Management Plan

32Click on create objective template

Introduction

This document is based on latest functionality of Performance Management System, which has been introduced in the Oracle HRMS Family Pack K Roll-up 1. The entire procedure of Performance Management has been structured and simplified so as to assess an employee based on his competencies and performance in a very consistent manner.

The automatic inclusion of the objectives for evaluation in the appraisal has further eased out the task of managers who just have to allocate the objectives once in a year and then they can constantly monitor the employee progress and evaluate them accordingly.

Brief Overview of Workforce Performance Management

HRMS provides an integrated set of Workforce Performance Management functions using which the Enterprises can:

Define objectives consistently and allocate them efficiently throughout the enterprise.

Align worker objectives with the strategy and goals of the business.

Track worker achievement of objectives.

Assess worker performance in the delivery of objectives.

Workers can participate in the objective-setting process and understand how their performance contributes to business outcomes.

Key Functions of HRMS Workforce Performance Management

HRMS provides a rich set of functions to support workforce-performance management and appraisal.

The Objectives Library

HR Professionals can create a library of standard, reusable objective definitions for the enterprise to promote efficiency and consistency.

Workers and managers can search this library for objectives to copy to personal scorecards, and the application can automatically allocate objectives from the library to eligible workers.

To populate the library, HR Professionals can either create individual objective definitions or import them from other sources using Oracle Web ADI.

Automatic Allocation of Objectives

HRMS can automatically allocate objectives from the Objectives Library to workers based on eligibility rules that have been defined in eligibility profiles.

This function enables the automatic allocation of some or all objectives efficiently throughout the enterprise.

Objective Definition

The HRMS objective-definition functions support the creation of

S - specific,

M - measurable,

A - achievable,

R - realistic,

T - time-based

objectives by specifying the way to measure achievement of objectives, include target dates, and mark objectives for inclusion in appraisals.

Managers can define objectives for workers, and workers can define objectives for themselves, subject to management approval.

Cascade Objectives Through the Enterprise Hierarchy

Managers can cascade their own objectives to workers reporting directly to them, either by duplicating their own objectives or by creating new, related objectives.

Those workers can repeat the process for workers reporting to them, and so on throughout the enterprise hierarchy.

Automatic Creation of Appraisals

Appraisals can be generated automatically from the PMP. HRMS creates appraisals on a specified date for all members of the PMP using the appraisal template that you select while creating the PMP.

The application also assigns the appraisal to the "initiator" (employee/ Manager) that you identify and automatically includes each worker's personal scorecard of objectives in the Objectives section of the appraisal.

This approach is highly efficient, as individuals do not have to create appraisals or populate the Objectives section.

The Performance-Management Process

Using Oracle HRMS, the workforce performance can be conveniently managed for a specified period of time, and for a specified workforce, such as all workers in a supervisor/position hierarchy or in an organization. To define performance-management activities, the HR Professional creates a Performance Management Plan (PMP), a configurable control document that can define:

Objective-setting and objective-tracking processes

Appraisal-management processes

Both the options can be selected in the PMP to take full advantage of the performance-management functions.

Alternatively, a PMP can be used to manage objectives only or appraisals only.

A number of PMPs can be defined for an enterprise as per the requirement and one worker can belong to multiple PMPs.

To start the performance-management process, the HR Professional publishes the PMP. At this point, the application:

Creates a personal scorecard of objectives for each member of the plan.

Generates a list of tasks for workers and managers that drive performance-management activities. Each task that the application generates belongs to one of three processes:

Objective Setting

Objective Tracking

Appraisal

The detailed functionalities of the above mentioned processes is given as follows:

The Objective-Setting Process

During this process, which lasts for the period specified in the PMP, worker and manager update the worker's personal scorecard by adding, updating, or removing objectives. The personal scorecard transfers between worker and manager until the objective-setting process is complete. The manager then approves the worker's personal scorecard to change its status to "Published."

Once the status of the PMP is published no more changes can be made to the objectives.

The Objective-Tracking Process

During this process, worker and manager can:

View the worker's personal scorecard.

Record progress made against each objective.

This process lasts throughout the performance-management period.

The Appraisal Process

During this process, which can occur multiple times during the performance-management period:

The application creates appraisals automatically for all PMP members on a date that you specify. The application copies the worker's personal scorecard of objectives to the Objectives section of the appraisal.

Manager and worker conduct the worker's appraisal.

When you publish a PMP, the application generates tasks for workers and managers and a personal scorecard of objectives for each plan member. The application can copy to each personal scorecard:

Objectives from the Objectives Library for which the worker is eligible.

Incomplete objectives from previous scorecards or appraisals, provided that the application created those scorecards or appraisals automatically from the previous PMP.

Thus to Summarize the features of the Workforce Performance Management :

1. Objective Creation: Objectives can be created at the beginning of the year by the HR personnel and can be updated by both employee and manager through out the period

2. Objective Tracking: The manager and employee can track and monitor the objectives throughout the period. This updates the manager with the employees achievement from time to time.

3. Including Objectives in Appraisal System: The objectives can be included in the appraisal process. The objectives appear in the appraisal automatically (if appraisal defined within a plan) and the incomplete objectives also form a part of consecutive appraisals if they are defined within the plan.

4. Updating Objectives: All the employees and managers who are part of the plan will be able to update and view the progress of the objectives.

Process Overview

# Objective Creation by HRCreation of Objectives by the HR Professional:

Step1: Create Eligibility Profile:

Go to GBK HRMS Manager> Total Compensation> General Definitions> Eligibility Profiles>Participant

# Create an eligibility profile (Eg: for the Group Head)

Give a name to the profile, Select Assignment type as any Assignment and Status as active. Go to the employment tab and select the option fro which you want to create the eligibility profile

Ex: Position and Position Name

Save the record.

# Through the HR Professional Responsibility

# Click on Objective Library to create objectives

# Click on Create Objective

# Enter the

Objective Name,

Valid Dates,

Priority,

Eligibility Profile.

Click on apply to create the objective

The following message is displayed. Click on create objective to create another objective.

If you want to upload all the objectives at once, you can use Import objectives functionality.

Create as many objectives as you want

The System also provides with the ease of uploading a number of objectives at a time by using Import Objectives.

When you click on Import Objectives , an excel sheet will be downloaded on the system.

The Objectives can be copied into this sheet directly along with other details like eligibility profile name and whether to include in appraisals :

Once this is done the sheet can be uploaded so that a library of objectives can be maintained by an organization.

Performance Management Plan

Then go to Performance Management function within the same HR Professional Responsibility to create Performance Management Plan (PMP).

To create a PMP click on Create Plan, to view an existing PMP enter search criteria and click on Go

Enter the following details:

Plan name,

Start date,

End date.

Click on next.

Enter the population to which the plan is applicable. Click on next.

Click on include objective setting to make the eligible population create their own set of objectives.

Enter start and end dates for objective setting.

Select cascading option to make the managers cascade objectives to their subordinates. When the Parallel option is selected then the workers will begin with the objective setting.

Select automatic allocation to make the objectives appear automatically in the plan, these will appear based on the eligibility profile defined by us

Click on Align and Share option if you want your employees to align their objectives with the managers objectives or vice-versa

Review the plan and click on publish

Go to the Managers Log in

Go to his/ her employee self-service to view the objectives which are defaulted based on the eligibility profile. The PMP will appear as follows.

Click on the PMP to view objectives

The objectives will get defaulted as follows from the eligibility profile

The Manager has the flexibility to update objectives by clicking on the update icon

To cascade the objectives to the Subordinates, Manager has to go to Manager Self-Service

Click on cascade objectives

Select the objective you want to cascade and select the employee to whom you want to cascade the objectives and click on continue

Click on duplicate selected objective

Click on finish to finish the objective cascading

Click on transfer score cards to transfer the score cards to the employee

Select the employee and click on Transfer

An employee can view the objectives from the Talent Management function in Employee Self Service.

The employee can view the objectives by clicking on set objectives.

Click on update objective to update the progress

Click on apply to apply the changes

Once the employee updates the objectives he/she has to finish the objective setting, so that the manager can review the progress

Once he/she clicks on finish objective setting, the set objective icon becomes inactive

Manager will get a notification to view the score card of the employee

Click on the notification.

Click on review worker changes. View the objective and approve or reject

To include appraisals in PMP, create an Appraisal template for competencies and Objective template for Objectives. The objectives, which are attached to the employee will automatically appear in the Objectives template

Including Objectives in Appraisal SystemObjective Creation and cascading the objectives:

Step 1: Create Rating Scale

Navigation: Go to GBK HRMS Manager > Career Management > Rating Scales

Go to HR Professional Responsibility and Create Objective templates, Appraisal Templates, PMP

Step2: Create Objective Template:

Navigation: HR Professional > Manage Objective templates

An Appraisal Template can include the following:

Competency Template

Objective Template

Clicking on the corresponding functions like:

Manage competency Template

Manage objectives Template the desired templates can be created .

Navigation ->HR Professional Responsibility->Manage Competency Templates

Click on Create Competency Template:

Give a name to the competency template and select the Rating Scale Type. Also select the Total Score Formula for the calculation of salary.

Navigation ->HR Professional Responsibility->Manage Objectives Templates

Click on create objective template

Give a name and valid date for the template and attach the rating scale that we have defined in Step 1 and click on Apply

Confirmation message gets displayed

Step3: Create Appraisal Template

Navigation: Go to HR Professional > Manage Appraisal Templates

Give a name, valid dates and rating scale for the template. Click on Assess objectives and attach competency as well as objective template which we have created in the step 2 and click on apply.

Step4: Create Performance Management Plan

Navigation: Go to HR Professional > Performance Management and click on create plan

Give plan name, start date and end date of the plan and click on next

Select the population to whom the plan is applicable and click on next

Select cascading option to allow the managers to cascade the objectives down to their subordinates. Attach the appraisal template to appraise the employees based on their target objectives

Click on publish and the plan gets published

You will see a confirmation message once the plan is published

Step 5: Log in as GM

Step 6: Go to employee self service of GM and select talent management function

Select the plan

Click on Set objectives

Create Objectives by clicking on create objective

Give a name to the objective and give a start date and end date and click on apply

The confirmation message appears as follows

Create as many objectives as required

After creating all the objectives go to finish objective setting

Click on finish to finish the objective setting

Then go to Manager Self service of GM and click on Talent Management

Click on cascade or set objectives

Click on cascade objectives

Select the objectives and select the employees to whom you want to give this objective

Click on continue. Click on duplicate objective.

Click on Apply. Click on finish and rerun wizard to cascade another objective, otherwise click on finish

After cascading the objectives, click on transfer score cards to transfer them to the subordinates

Select the employees and click on transfer

Go to employees log in

Click on employee self service > talent management

Select the plan and click on Set objectives.

The plans which are cascaded are visible here.

The manage appraisal template gets activated on the start date of the appraisal template.

If the employee wants to cascade the objectives to the next level, he or she has to go to Manager Self Service responsibility and follow the same steps as mentioned.

Create two Objective Templates for Mid year review and end of year review

0Create Mid Year appraisal template and attach Mid year objective template to it

The appraisal templates will appear as follows

Attach these templates to the PMP Plan

On the defined task date of appraisals (in the plan), the appraisals for all the employees will be created automatically by the system.

The appraisee can rate himself on his competencies and objectives and share with the appraiser.

The appraisee can also provide his comments, which will be viewed by the appraiser. The main appraiser can also provide his ratings on the competencies and objectives.

Once the main appraiser provides his final ratings (which gets approved by the managers as defined in approval hierarchy) the appraisal shall be closed for that period.

However in the next period as defined in the plan the appraisal will be activated again and the incomplete objectives will be automatically appear for evaluation.

Thus, with the Performance Management the entire task of objectives creation and evaluation within an appraisal is automated and a smooth and consistent way of evaluation can take place within an enterprise.

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