ESSJAY ERICSSON PVT. LTD.
IPM GUIDELINES
INTERNAL/EEL/HR-15:08258
Registered Office: Essjay Ericsson Pvt. Ltd., 210 F IE Patparganj Industrial Area, Delhi -110092
ESSJAY ERICSSON PVT. LTD.
INTERNAL/EEL/HR-15:08258
Individual Performance Management (IPM)
Abstract
This document provides guidelines and recommendations to the managers regarding performance
appraisal.
Contents
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Objective
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Appraisal period
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Process
Purpose & Scope
Performance management is a process to assess the performance of an employee against set
Objectives; identifying employee's strengths and areas for improvement; and formulating employee
development plans, with a view to assess the suitability of the employee for the current position/
potential for a position of higher responsibility. To identify training and development needs of the
employees and support the decisions on salary review.
Responsibilities
Process Owner – EEL/HRM
Process Team – EEL/HRM
Description
1
Objective
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Make the process of performance measurement & review, objective driven and documented.
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Orient individual performance towards business plan.
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Have mutually agreed goals and objectives.
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Distinguish between different levels of performance.
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Provide opportunity for mid-term review and course correction, if required.
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Make the performance evaluation open and transparent.
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Utilize the outcome of performance management for management planning & competence
development.
2
Appraisal Period
The review period is January to December.
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Process
The performance management system has three phases:
1.
Objective Goal Setting
2.
Mid-Year Review
3.
Annual Review
3.1
Objective Goal Setting
Goal setting is a process through which an employee and the manager discuss and arrive at mutually
agreed, realistic yet challenging targets, to be achieved over a period of time.
In this process the responsibilities of both appraisee and appraiser are clearly defined and both work
in close co-ordination to arrive at the agreed results.
Focus is on linking the individual goals with that of the Circle / Unit, which are in turn linked to
organizational goals.
All Circle / Units are supposed to set their objectives, also complete individual objectives of each
employee in their Circle / Units on EEL IPM Tool.
Roles and Responsibilities
Manager’s responsibilities
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Collect and review all the performance
evidences e.g. assignment/project reviews (if
applicable), competence self-assessment and
feedback from other sources.
Review the employee’s current objectives, and
the required behaviors, achievements and
learning and development activities.
Reflect on other assignments or priorities
outside the set objectives, including the overall
job performance and knowledge sharing.
Review the relevant external/internal
environment that impacted achievement of the
objectives and the overall performance of the
job.
Compare the relative performance of each
person within the group.
Think about how you can deliver feedback to
the employee in a clear, direct and timely way,
which at the same time shows consideration
for the employee.
Make sure you have facts and feedback for IPM
Discussion.
Schedule face to face IPM Discussion with your
direct reports.
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Employee’s responsibilities
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Be proactive to ensure that your
assignment/project reviews are delivered
to your line manager, if applicable.
Review how you have performed during
the review period in regards to set goals
by identifying specific achievements and
improvement areas.
Review how well you have demonstrated
on General Measures by identifying
specific achievements and improvement
areas.
Review what capabilities and skills you
have strived to develop during the review
period and the progress regarding your
development plans.
Reflect on your future aspirations
considering your past performances and
potentials.
Ensure that your Competence SelfAssessment is up to date, if applicable.
Ensure that your IPM discussion is
scheduled.
ESSJAY ERICSSON PVT. LTD.
3.2
INTERNAL/EEL/HR-15:08258
Mid-Year Performance Review
The purpose of having a mid-term performance review is to provide an opportunity to managers to
review the performance of individuals during the review period. It enables the managers to give a
structured feedback to the appraisee, thereby giving employee an opportunity to improve upon his/
her performance during the balance review period.
It would help in reviewing objectives arrived at the beginning of the year and also provide flexibility to
change objectives as a consequence of organizational / departmental needs. Opportunities to follow
up and review development plans will be an added advantage of mid-term review process. If the
managers so desire they can have even quarterly review of performance, if possible.
All appraisers will be required to record their discussions in the IPM Tool and subsequently provide
their sign off in the tool.
Every year Mid-Year Performance Review would be held in the month of July. The concerned
Managers will be required to complete the review by 15th of July. If any changes are made regarding
objectives arrived at the start of the year as a result of organizational / department needs, the same
should be updated in the IPM Tool.
3.3
Annual Review
Final review would provide an opportunity to appraiser to measure the performance of the appraisee
(a) against Objectives set at the beginning of the year & (b) on Competencies/ Attributes. It would
also enable appraiser to give a structured feedback to appraisee on his/ her actual performance and
decide on developmental needs on EEL IPM Tool.
Final review will have following sections:
3.3.1 Self-Appraisal
In this section appraisee has the opportunity to rate own performance and mention major
achievements against the set KRA’s / Goals. Forum will also be provided to discuss about failures (if
any) and reasons thereof.
3.3.2 Performance Review Rating
Functional Measures: Functional Measures will have 50% weightage in the whole appraisal process.
In this section performance of employees will be measured against objectives arrived at the beginning
of the year.
General Measures: This section has been developed as per Essjay Ericsson Competence Model and
will have 50% weightage in the appraisal process. Appraiser will be to rate appraisee on different
competencies & attributes.
Once the decision has taken place, manager should desist from giving an immediate performance
rating to the employee. The next step is to wait for the normalization to happen at the Circle/Unit
Level, and then revert to the employee with performance rating.
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In case if the role or assignment is changed significantly then the new manager will again do the goal
settings for that period and the old manager will review and give performance rating for the period
when employee was working with him.
In case the reporting relationship has changed during the appraisal period, feedback from previous
manager should be taken while conducting annual review for the year. Review in such cases should be
initiated by the current manager.
Please do not make any commitment to the employees on the salary / promotions since the company
decision has not been yet made and this is not a forum for the same. Guidelines on the same will be
issued separately.
While conducting the Annual Summary, Managers must ensure that the performance ratings of the
Circle / Unit follow the Ideal percentages mentioned below:
Exceptional Performance - EP
5% of Circle/Unit employees
Exceeds Expectations - EE
10% of Circle/Unit employees
Meets Expectations - ME
65% of Circle/Unit employees
Partially Performing - PP
15% of Circle/Unit employees
Under Performing - UP
5% of Circle / Unit employees
3.3.3 Performance Review Discussion
Appraiser gives feedback to the appraisee on individual's performance. Appraiser would also be
required to mention about appraisee's strengths and areas of improvement.
Appraisers shall work out improvement action plan, which gives the employee a definite practical
advice on the improvements to be done.
Performance Review Discussion will also provide opportunity to appraisee to discuss appraiser's
feedback.
3.3.4 Competence Development Plans
In this section Appraisers will be required to mention about the Competence Development Plans for
all the appraisees.
Every year Annual review will be held in the month of January. The Human Resources department will
send the communication to all Circles / Unit Heads by 1st week of December and all the IPM
discussions should be completed on the IPM Tool by 15th of January.
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Roles and Responsibilities
The annual performance review should be initiated by the line manager. Input from other stakeholders
should be secured in advance.
Manager’s responsibilities
Before
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During
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After
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Schedule the meeting - an email template
is provided.
Prepare for the meeting and reserve
reasonable time.
Discuss performance and achievements
for the past review period.
Communicate the last year’s performance
rating.
Set few, challenging, motivational
(consider also employee’s interest) and
very specific goals.
Ensure that the goals are linked to the
unit’s targets, as well as consistent with
expected behaviors
Clarify the employee’s aspirations and
mobility in line with past performance and
potential.
Define and agree on the learning and
development activities for the coming
year based on strategic/unit competence
plans, role-based competence
requirements & individual development
needs.
Think about how you can deliver
feedback/coaching to the employee in a
clear, direct and timely way, which at the
same time shows consideration for the
employee.
Consider what support the employee
needs to successfully meet his/her goals.
Fill out the IPM form in the IPM Tool and
make sure that it is agreed with the
employee.
Provide the right level of support and
continuous coaching and feedback.
Employee’s responsibilities
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Prepare for the meeting.
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Participate actively in the meeting.
Ensure that the goals are
challenging and specific to stretch
down’s performance.
Define what kind of development
and support you need in order to
fulfill the objectives
Provide feedback to the manager.
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Review the objectives and provide
your sign off in the IPM Tool.
Proactively seek the support and
coaching required to meet goals,
identify/think about specific areas
in which you would like to receive
feedback/coaching.