KPI

USER MANUAL Version 2.0

International Islamic University Malaysia (IIUM)

User Manual Disclaimer

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DISCLAIMER

Information in this document is subject to change without prior notice. Companies, names and

data used in examples herein are fictitious unless otherwise noted. No part of this document

may be reproduced or transmitted in any form or by any means, electronic or mechanical, for

any purpose, without our express written consent.

In no event shall we be liable for any direct, indirect, incidental, special, consequential

damages or any damages whatsoever including, without limitation, damages for loss of use,

data or profits or other intangible losses resulting from the use or the inability to use this

document.

2013. All Rights Reserved.

User Manual Table of Contents

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TABLE OF CONTENTS

CHAPTER TITLE PAGE DISCLAIMER ............................................................................................................................. i

TABLE OF CONTENTS ............................................................................................................. i

LIST OF FIGURES .................................................................................................................... ii

1 GETTING STARTED....................................................................................................... 1

1.1 Login to APAR Online .............................................................................. 1

2 Key Performance Indicator (KPI) ................................................................................. 3

2.1 Key Performance Indicator (KPI) .......................................................................... 3

2.1.1 View KPI History ...................................................................................... 3

2.1.2 Setting KPI ............................................................................................... 5

2.1.3 Verify Staff’s Submission Status ............................................................ 10

2.1.4 Rectify and Resubmit KPI ...................................................................... 13

APPENDIX .............................................................................................................................. 14

User Manual List of Figures

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LIST OF FIGURES

NO FIGURE TITLE PAGE Figure 1.1: Login Screen for CV Online ................................................................................... 1

Figure 1.2: Login Screen for Online APAR ............................................................................... 2

Figure 2.1.1-1: View KPI History Screen .................................................................................. 3

Figure 2.1.1-2: Annual Work Target ......................................................................................... 4

Figure 2.1.2-1: Setting KPI Screen ........................................................................................... 5

Figure 2.1.2-2: View Supervisor’s KPI ...................................................................................... 6

Figure 2.1.2-3: Add KPI Screen – Administrative KPI .............................................................. 6

Figure 2.1.2-4: Add KPI Screen – Academic KPI ..................................................................... 7

Figure 2.1.2-5: Add KPI Screen – Project ................................................................................ 8

Figure 2.1.2-6: Setting KPI – Preview Page ............................................................................. 9

Figure 2.1.2-7: Setting KPI – Confirmation of Submission Pop-up .......................................... 9

Figure 2.1.2-8: Setting KPI – Successful Submission Message ............................................ 10

Figure 2.1.3-1: Verify Staff’s Submission Status – Main Page ............................................... 10

Figure 2.1.3-2: Verify Staff’s Submission Status – Pending KPI ............................................ 11

Figure 2.1.3-3: Verify Staff’s Submission Status – Submitted KPI ......................................... 11

Figure 2.1.3-4: View Remark .................................................................................................. 12

Figure 2.1.4-1: Setting KPI – Main Page ................................................................................ 13

User Manual Getting Started

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1 GETTING STARTED

1.1 Login to APAR Online

In order to use APAR Online, users must first login to the system. Open a web

browser and fill in the system URL: http://staffservice.iium.edu.my/apar/. System will

display APAR Online login screen as in Figure 1-1.

Figure 1.1: Login Screen for CV Online

1 Enter User Name and Password in the provided frames.

i. Username: Email username

ii. Password: Email password

2 Click on Login button.

User Manual Getting Started

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Figure 1.2: Login Screen for Online APAR

3 System will display front page of APAR & KPI Online as displayed in Figure 1.2.

Click on Key Performance Indicator (KPI) to proceed.

User Manual KPI

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2 Key Performance Indicator (KPI)

2.1 Key Performance Indicator (KPI)

Key Performance Indicators, also known as KPI or Key Success Indicators (KSI),

help an organization define and measure progress toward organizational goals. Once

an organization has analyzed its mission, identified all its stakeholders, and defined

its goals, it needs a way to measure progress toward those goals. Key Performance

Indicators are those measurements.

2.1.1 View KPI History

This screen allow user to view KPI history.

Figure 2.1.1-1: View KPI History Screen

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Open and View KPI History Screen

1 Select View KPI History from tab [Figure 2.1.1-1].

2 Select KPI year from dropdown list to view KPI history for the chosen year.

Print KPI

1 Click on Print button. System will generate KPI for the selected year in PDF

format as displayed in Figure 2.1.1-2

Figure 2.1.1-2: Annual Work Target

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2.1.2 Setting KPI

This screen allow user to setting their KPI.

Figure 2.1.2-1: Setting KPI Screen

Open and View Setting KPI Screen

1 Select Setting KPI from tab [Figure 2.1.2-1].

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View Supervisor’s KPI

1 Click on Immediate Supervisor’s name or Click to View to view Supervisor’s

Annual Work Target [Figure 2.1.2-2].

Figure 2.1.2-2: View Supervisor’s KPI

2 Click on Close button.

Setting Up KPI

Staff holding Administrative post will have to fill in KPI for Administrative. Staff holding

Academic post will have to fill in KPI for Academic and Project.

KPI for Administrative

1 Click on Add KPI button to begin [Figure 2.1.2-3].

Figure 2.1.2-3: Add KPI Screen – Administrative KPI

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2 Place cursor in step 1.

3 Choose function that relevant to work.

4 Place cursor in step 2.

5 Select relevant KRA or propose a new KRA. To propose new KRA, key-in new

KRA in the provided box.

6 Place cursor in step 3.

7 Select relevant KPI or propose a new KPI. To propose new KPI, key-in new KPI

in the provided box.

8 Click on Add button. System will return to Setting KPI page as displayed in Figure

2.1.2-1.

9 Key-in Target’s field and Weightage’s field. Total weightage for all KPI should be

100%. System will block KPI from being submit if total weightage is not equal to

100% and/or Target field is not complete.

10 Click on Save button.

KPI for Academic

1 Click on Add KPI button to begin [Figure 2.1.2-4].

Figure 2.1.2-4: Add KPI Screen – Academic KPI

2 Place cursor in step 1.

3 Choose function that relevant to work.

4 Place cursor in step 2.

5 Select relevant KRA or propose a new KRA. To propose new KRA, key-in new

KRA in the provided box.

6 Place cursor in step 3.

7 Select relevant KPI or propose a new KPI. To propose new KPI, key-in new KPI

in the provided box.

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8 Click on Add button. System will return to Setting KPI page as displayed in Figure

2.1.2-1.

9 Key-in Target’s field. System will block KPI from being submit if Target field is not

complete.

10 Click on Save button.

Project (For Academic Staff)

1 Click on Add button to begin [Figure 2.1.2-5].

Figure 2.1.2-5: Add KPI Screen – Project

2 Select Project from dropdown list.

3 Select Role from dropdown list

4 Key-in Involvement Description.

5 Click on Add button. System will add project and return to Setting KPI main

page.

Edit Setting KPI

1 Staff can edit info before the KPI is submitted.

2 Select the desired info and make change to it.

3 Click on Save button.

Delete KPI

1 Tick the targets that need to be deleted.

2 Click on Delete Selected button.

Preview KPI

1 Click on Preview button. System will display Preview screen as displayed in

Figure 2.1.2-6.

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Figure 2.1.2-6: Setting KPI – Preview Page

Submit KPI

1. After making sure all KPI have been completed, click on Submit button. User can

only submit KPI once. System will display pop-up message to confirm

submission as displayed in Figure 2.1.2-7. Click on OK button to proceed.

Figure 2.1.2-7: Setting KPI – Confirmation of Submission Pop-up

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2. Upon successful submission, system will display message as followed:

Figure 2.1.2-8: Setting KPI – Successful Submission Message

2.1.3 Verify Staff’s Submission Status

This screen allow supervisor to verify staff’s submission status. Supervisor can

approve or reject staff’s KPI.

Figure 2.1.3-1: Verify Staff’s Submission Status – Main Page

Open and View Verify Staff’s Submission Status

1 Click on Verify Staff’s Submission Status tab [Figure 2.1.3-1].

2 Supervisor can view staff’s KPI with Pending status (unsubmitted KPI). Click on

Staff Num or Name to proceed. System will display staff’s pending KPI as

displayed in Figure 2.1.3-2.

3 Click on Main Page button to return to Verify Staff’s Submission Status main

page.

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Figure 2.1.3-2: Verify Staff’s Submission Status – Pending KPI

Verify Staff’s Submission Status

1 Supervisor can approve or reject staff’s KPI. Click on Staff Num or Name to

begin. System will display staff’s KPI to be verified [Figure 2.1.3-3].

Figure 2.1.3-3: Verify Staff’s Submission Status – Submitted KPI

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2 For resubmitted KPI, user can view previous remark history. Click on History

button to proceed. System will display remark as in Figure 2.1.3-4.

Figure 2.1.3-4: View Remark

3 Click on Close button to close these remarks.

4 Click on Approve or Reject radio button for each submitted KPI.

5 Key-in Remark’s field for rejected KPI.

6 Place cursor on Overall Comments.

7 Key-in Overall Comment’s field.

8 Click on Save button to save verified KPI.

9 Click on Submit button to submit verified KPI. Rejected KPI will be returned to

subordinate to be rectified and resubmitted. Approved KPI will be used in APAR.

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2.1.4 Rectify and Resubmit KPI

Staff can rectify and resubmit rejected KPI.

Figure 2.1.4-1: Setting KPI – Main Page

Open and View Setting KPI Screen

1 Select Setting KPI from tab [Figure 2.1.4-1]. Staff can view the KPI status =

REJECTED. Staff needs to rectify the rejected KPI and resubmit the KPI.

Rectify and Resubmit KPI

1 Select KPI with status = REJECTED. Rectify the selected KPI and click on Save

button.

2 Click on Submit button to resubmit KPI.

User Manual Appendix

APPENDIX

System Requirements

� Minimum 128 MB RAM

� Web browser that supports standard features for Java and JavaScript; e.g. Internet

Explorer 5.0 or above, Netscape 6 or above, Mozilla Firefox 1+

� Minimum Java Plugs-In (JRE) 1.4 (downloadable from Backend homepage)

� Acrobat Reader 5.0 or above. (downloadable from Backend homepage)

� Best viewed with a screen resolution setting of 1024 x 768 pixels.

� Pop-up Blocker disabled

� Network / Intranet connection