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Performance Management System @ Lodha-group 2016 -2017 Reviewee manual :Level (3)
Performance Management System @
Lodha-group 2016 -2017
Reviewee manual :Level (3)
What is Performance Management System ?
1
Lodha strives to create and foster a strong
performance driven culture in the organization.
The PMS process has been designed to enhance
effectiveness by ensuring clarity of roles and
responsibility for each individual, setting goals/KRAs
and rectifying any issues which could hinder
effectiveness of individuals.
It is a process to measure, develop, enhance & reward
the individual contribution against set objectives.
2
Sr. No. Topics Page No.
1 Performance Review Scope Page 3
2 Highlights Page 4
3 Timelines Page 5
4 Review Process Flow Page 6
5 Self Review: Log-in, Home Page Page 8 – 12
6 Self Review : How to fill form Page 13
7 Self Review : Section 1 to Section 5 Page 14 – 24
8 Reviewer Assessment: Reviewer – Reviewee Discussion Page 25 – 27
9 FAQs : Frequently Asked Questions Page 28 – 33
10 PMS Ratings Page 34 – 36
11 Contact Page 37
Index
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What is in it for each associate:
Step-by-step guidelines on how to fill your review forms
It provides greater clarity on the process through FAQs
Performance Review: 2016-2017
April 2016 – March 2017
One of our corporate values states
„We will work with the best people – treat them well, expect a lot and the rest will follow‟.
An open & fair ‘Review’ process forms a critical part of the performance management process in order to
make it robust, transparent and explore the best potential of our associates.
Scope
This manual forms part of the performance planning & review process for all confirmed associates
at level (3) who have joined on or before 30th September, 2016 for FY- 2016 -17.
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PMS 2016 - 17: Highlights
Every year, we strive to enhance the value, to both the organization & individual, through an
effective Performance Management System.
Accordingly, the PMS system is reviewed and enhancements are made in the system.
Highlights:
Review to be launched in 2 phases. ( Phase I: level 3-5 / Phase II : level 0-2 )
Self KRA setting .
Self assessment ( Self Rating )
6 point Rating Scale.
Archives - Performance history of previous years is available
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Annual Performance Review : 2016-17
Activity
Phase I Timelines Phase II Timelines
for Level ( 3,4 & 5) for Level 0, 1 & 2
From To From To
Self review 20th February 28th February 6th March 20th March
Reviewer to close review discussion on
performance & developmental needs 27th February 15th March 15th March 30th March
Review & Moderation by Cell Heads/
Project Heads/ Market Heads/ Other Unit
Heads
15th March
22nd March
31st March 7st April
Departmental Review and Moderation 22nd March 5th April 7st April 21st April
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Self Review ( to be filled by associate)
Reviewer’s Assessment (Review discussion)
First Level Moderation
Final Moderation
Associates' Self Review
You need to assess yourself on
operational Goals/KRAs.
Against each KRA , you need
to fill in:-
• Your Achievements
• You can also add additional
KRAs in the free text
available.
• Prepare for the review
discussion.
Reviewer’s Assessment
You are responsible to carry out
review discussions with the
associates and assess their
performance on:-
Operational goals/KRAs
Behavioral competencies
Identify associate‟s
- Development areas.
- Training needs.
1st Level Moderation
To ensure consistency in rating
standards across the team, a
first level moderation would
happen through discussion with
the Reviewer.
Moderate ratings
Recommend Promotions
Final Moderation
To ensure consistency in
rating standards across depts.,
there would be a Final
Moderation
• Discussion between 1st Level
Moderator & Final Moderator.
Final Moderator to moderate
ratings & recommend
promotions.
Final Moderator + HR (Final
discussion on ratings &
promotions)
Performance Review: 2016-17 : Process Flow
ASSOCIATE SELF REVIEW
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Kindly log in to our learning Portal , Lodha Connect using
the url: www.lodhaconnect.com
Login credentials will be same as windows credentials
You may also log-in to Lodha Connect by going to www.lodhahr.com and click on Lodha Connect
Note: No separate password required . Incase of password reset for Lodha HR, Kindly send an email to
For any technical support on Lodha Connect, write to [email protected] .
Review: 2016 - 17 : Log-in Process Step 1
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Under „Performance Management & Confirmation’ section (on the left), you will find the
„Performance Management System‟ tab
Once you click on it, you will be redirected to the „Performance Review 2016 - 17‟ page
Step 2 Review: 2016 - 17 : Home Page
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Clicking on the „Performance Review‟ tab, will display the „2016 -2017‟ tab with following links:
Step 3 Review: 2016 - 17 : Performance Review Page
o Self Review Form : Your self review form that you will fill as a part of the process.
o Review Manual : Reviewee process reference guidelines. ( User Guideline)
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Once you click on Self Review form, it will redirect you to the self review form page
The first part of the form provides you details related to your associate id, cell, department
etc… for your view
Step 4 Review: 2016 - 17 : Self Review Form
Sections 1 -5 are made available to you for your self review.
APRIL 2016 – MARCH 2017
Customer Care Manager – Customer Care
3A
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Review: 2016 - 17 : Review Form
Once you click on self
review form, above
mentioned links are
available beside sections.
The Rating Definition‟
link is available for
reference.
The „Reviewee Manual‟
link is also made
available for ready
reference.
Last year‟s Assessment
form is made available
for reference.
Self Assessment ( Section 1-5) Visible to associate and reviewer
Section 1 KRAs Comprises of your job
deliverables
Your Self Assessment / Self Rating will
serve as a reference point to your
manager.
Section 2 Behavioural Attributes
Expected behavioral
attributes as per
level.
Section 3
Development Plan
To identify what you
are good at and what
needs improvement.
•Strength
•Development Areas
Section 4
Training Needs
To identify your
training needs in
functional / technical
/ behavioral areas
•Attended
•Identification
Section 5
Career Aspiration To capture your
thoughts on the way
you would like your
career to shape up
• Long Term
• Short term
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Review: 2016-17 : Self Review Form
Helps you to save the data when you fill it.
In order to avoid any loss of data, ensure you SAVE the data as and
when you enter the text. You can revisit your data once it is saved.
Gives you the option to view or print the form once it is filled
How to fill the Self Review form ?
o Section 1 - 5 is made available to you for your self assessment.
o SAVE, PRINT/PREVIEW and SUBMIT options are available at the
bottom of each section.
Once you have filled your form and want to make it available to your
reviewer, you will need to click the Submit button.
SAVE
PRINT/PREVIEW
SUBMIT
Note: Till you SUBMIT the
form it is not available to
your reviewer.
On submission it is visible
in the read only format to
you ….
“Revoke” tab is made
available post submission
for one time use.
Section 1 : Performance Assessment ( KRAs / Goals) : Contributes 67% to your Combined overall rating
This section of the Performance Review form consist of pre-filled KRAs & weighatges, the four or five
major activities or goals that you have updated and are accountable for in the current financial year.
o Against each KRA, you need to fill-in your achievements, facilitating & constraining factors.
o Rate yourself using the rating drop-down .
o Free text is made available to you incase of any additional KRAs.
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Review: 2016 - 17 : Self Review Form: Section 1 Step 5
Self
Assessment
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Weightages:
Weighatges are used to achieve rational rating against your operational goals. It is basically to rank the tasks executed and
assign suitable weightage to each of your KRA. The more important tasks would get higher weightages. (E.g. for sales associate,
sales target could have a higher weightage than following up with customers for form completion etc. which could have a lower
weightage.
After reviewing/ updating weightages, you need to rate yourself against each deliverable on a scale of 0-5 ( 5 being the
highest indicating an „Excellent‟ Performance in that particular area and 0 being the lowest indicating a „Poor‟ Performance.)
Note : Weightages sum should be 100, with a maximum weightage for each deliverable being 40 and minimum being 5.
Overall Rating for Section 1:
o The rating for each deliverable will be multiplied against the assigned weightages.
o This will calculate an overall rating for section 1.
Review: 2016 - 17 : Self Review Form: Section 1 Self
Assessment
Step 5
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Section 2: Behavioral Assessment : Contributes 33%
to your Combined overall rating
You need to evaluate your Behavioral Attributes.
Behavioral attributes are individual characteristics
that enable you to perform assign tasks & roles.
While the KRA describes what you have achieved,
the behavioral attributes describe how you have
achieved your results.
You need to rate yourself against each attribute on a
scale of 0-5 (Similar to the one used in Section 1)
Review: 2016 - 17 : Section 2: Behavioral
Assessment Self
Assessment
Step 6
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Your Self Rating will be visible in Section 1 besides the „Important Note‟, which will be a
sum of the rating in section 1 and 2 and will be rounded off to the closest integer.
Individual rating would depend on:-
- Section 1 : Operational Goals (KRA‟s) : contributes 67% to self rating
- Section 2 : Behavioral Goals (Competencies) : contributes 33% to self rating
Self Rating Window Self Rating
Self-assessment Rating
APRIL 2016 – MARCH 2017
20th February 2017
28th February 2017
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Section 3: Development Plan
You need to identify your areas of strength and improvement and
record in the review form.
Your reviewer will use this as an input to have a discussion with
you and add his/her observations.
Review: 2016 - 17 : Section 3: Development Plan Self
Assessment
Step 7
Recommendation
Prepare yourself
to share your thoughts on
your strengths &
areas of improvement
so that you are
actively contributing to
discussion and make the
discussion fruitful.
Citing examples
will help understand
your perspective
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Training & Development
Trainings attended in FY 2016 - 17 are made available to you for ready reference.
Now, you need to identify your training needs for FY 2017 -18
o Based on your professional development needs and requirements in your current role, identify training
modules that best suits you.
o Drop down list is available for Behavioral & Functional/Technical section.
o Move the cursor over each module from the drop down list to see a brief description about the
corresponding module.
o For any additional needs, chose „Other Technical or Functional Skills‟ option OR include in the free text field.
o The training needs will be reviewed by your reviewer prior to finalization.
Review: 2016 - 17 : Section 4: Training Needs
Self
Assessment
Step 8
Recommendation
Think through your
development needs and
assess what interventions
can help you enhance
your performance in the
current role.
Formal trainings you
require can be included
in the PMS Form
Trainings attended by associate in FY16-17 (for reference)
Identify associate’s future training needs to facilitate achievement of Key Result Areas of FY17-18 (Self Assessment)
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Review: 2016 - 17 : Section 5: Career Aspiration Self
Assessment
Step 9
Career Aspiration
In this section you need to capture your thoughts on the way you would like your career to shape up.
This could be in existing function or in another function /cell / department.
This will be used as input for your future career planning.
Self
Submission
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Step 10
Final Submission
On completion of all the sections, you need to submit the form to register it online.
On submission, it will also ask you to print the form, you can keep the copy for review discussion
with your Reviewer.
You can also preview the filled form by selecting print option.
Please Note : On submission you wont be able to modify the form.
Once you are sure, click the SUBMIT option. This will help you proceed further and make the form
available to your reviewer for assessment.
Review: 2016 - 17 : Section 5: Form Submission
Final Form Submission
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On submission you will complete the
self review process.
Take a print and keep a copy ready for
the review discussion.
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REVIEWER’S ASSESSMENT
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.
Review: 2016-17 : Reviewer & Associate Review Discussions
To Index
Review discussion provides
you with a platform to have
an honest discussion with
regarding your contribution
towards achievement of the
expected results, to discuss
your own career plans and
development needs, any
support / guidance required.
It also provides you an
opportunity to give a
feedback to your Reviewers.
On submission of the Self Review Form, it will become available to your
Reviewer to carry out the assessment
He/she will invite you for a review discussion.
After the Review Discussion, Reviewer will assess your performance against the
expected performance and rate you accordingly. Your Self Rating will serve as a
reference point.
Details on the process are covered in the Frequently Asked Questions.
Note: Record your comments
Ensure that you are recording your comments/discussions
in Section 1-5
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On completion of the review discussions, your Reviewer will fill the
online form and submit it. This form will then be available your First
Level & Final Moderator for review & to complete the overall
departmental performance management process.
The reviewer has to fill section 1-5 with his comments & ratings.
The overall rating will be shared with you along with
the increment letters.
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Frequently Asked Questions
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What is Self Review
Self Review is an important part of performance review. It gives you an opportunity to reflect and provide your
feedback on your own performance. You can rate yourself on various parameters, identify your developmental needs
and share your career aspirations.
How do you assign/ update weightages?
Purpose of weightage is to rank the tasks executed. The more important tasks would get higher weightages.
How is rating calculated after assigning weightages?
After assigning weightages, you need to rate yourself against each deliverable on a scale of 0-5. The rating for each
deliverable will be multiplied against the assigned weightages. This will calculate an overall rating for section 1.
Frequently Asked Questions
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What is Self Rating?
With Self Rating, you get a chance to rate yourself on your operational KRAs/Goals besides other areas of self
review. You need to assess your own performance & rate yourself on a scale of (0-5) against each deliverable.
(5 being the highest at Excellent and 0 being the lowest at Poor.)
What happens, once I (the reviewee) submit the form?
On submission, you can view the form in read only format. No modifications can be made in the form once it has
been submitted. It is then visible to your reviewer, who is ultimately responsible for assessing your performance
against the expected performance.
How is the performance bonus calculated for different ratings ?
The following Multipliers would apply to PB for different performance rating.
Poor– 0, Not Satisfactory-0, Fair- 0.5, Good – 1, Very Good – 1.5, Excellent – 2.0
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Will self review have any influence on my final rating.
Your „self rating‟ will serve as a reference point to your Manager. Self-assessment, used is as a reflection on your
own work, to recognize your own strengths and weaknesses, to promote the learning of skills and abilities and
responsibility for own‟s learning and increasing understanding of your performance. Once you complete your self
review , you are prepared to present your point of view during the review discussion.
Then, how will be my overall rating calculated ?
Your overall rating is dependent on Section 1 & Section 2 of the form.
Section 1: Performance Assessment (KRAs) .
Your Reviewer will assess your performance against set deliverables ( Operational Goals), rate you on a
scale of ( 0-5). This will give an overall rating for Section 1.
Section 2 :Behavioral Attributes Assessment
Next your reviewer will evaluate your behavioral attributes and will rate you against each attribute on a scale of
0-5. This will give an overall rating for Section 2.
Combined Overall Rating: Final overall rating will be a sum of the rating in section 1 and 2 and will be rounded
off to the closest rating. Individual Rating calculation:-
Section 1 : Operational Goals (KRA‟s) : Weighs 67% * Overall Rating Section 1
Section 2 : Behavioral Attributes(Competencies) : Weighs 33% * Overall Rating Section 2
Frequently Asked Questions
Frequently Asked Questions
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What happens to the rating given by Reviewer ?
The Rating undergoes two rounds of review & moderation :
Review & Moderation by Cell Heads/ Project Heads/ Markets Heads/ Other Unit Heads in discussion with
Reviewers
Final Moderation : Departmental Review and Moderation
What is Moderation?
Moderation ensures that all reviewers use a common yardstick for assessment of associates. It helps to
even out even out differences in feedback by lenient and strict raters.
What about promotion?
Outcomes like promotion would depend on your growth potential, vacancies in the department,
eligibility and committee decisions (HOD‟s +Director + HR).
What happens in the Review Discussion? Are they important?
Review Discussion is mandatory, it provides an annual platform where the reviewer identifies and captures
developmental needs of the associate, resolves performance related issues and gives feedback to the associate.
Frequently Asked Questions
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How is increment calculated?
As standard practice, increments will be computed on the basis of organizational performance, current market
trends & ratings achieved in the performance appraisals.
What happens to my development needs?
Information from the review is also much of the planning between you and your Reviewer during the Review
Discussion. The information is collated by the OT Team(HR) and is used as an input for structured group or group
training initiatives.
What happens to my Training Needs ?
Identified training needs are collated across departments, levels and formal trainings are conducted based upon
the top training needs.
You should also work closely with your reporting head for any on-the-job exposure that are required to build your
functional capabilities.
Frequently Asked Questions
How would the normalization process work this year? Is there a prescribed Bell Curve?
The bell curve remains a suggested tool to be used by each department. However, each department will have
certain freedom and flexibility to drive differentiation and meet budgeted cost.
In case of transfer of an associate, who will be the PMS reviewer?
The reporting manager in the system would be the new PMS reviewer as per the transfer (or otherwise in case
suggested by HODs) for any transfer upto 31st March of the financial year. However, if the reporting relationship
is less than 9 months then previous reporting Manager will be consulted for review discussion.
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PMS RATING SCALE
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PMS Ratings : Excellent - (5): This rating indicates that the reviewee has demonstrated exceptional performance resulting in
extraordinary contribution to the role assigned. This contribution can be measured in terms of either a major cost
saving, improvement in the existing system or a paradigm shift in the business process impacting the organization
in its functioning and governance. This associate is viewed as the role model in terms of displaying the related
behavioral competencies / management attributes. If an associate is rated between 4.50 – 5, then the rounded off
rating will become Excellent.
Very Good - (4): This rating indicates a performance level that is higher than the „Good Performance‟. The
associate displays a higher degree of initiative, pro-activeness and ownership for achieving not only the self-goals
but also the team goals. The associate is seen as someone delivering higher performance in the present role along
with a potential for further growth. If an associate is rated between 3.50 – 4.49, then the rounded off rating will
become Very Good.
Good – (3): This rating indicates the performance achievement at target by the associate as per the role and tasks
assigned during the period under review. Minimal supervision, consistency in performance, thoughtful contribution,
self driven actions and tasks for the role allotted are the measures for this rating for the associate. The
performance expectation is set with a high benchmark and hence “Good” is a positive rating. If an associate is
rated between 2.50 –3.49, then the rounded off rating will become Good.
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Fair – (2): This rating indicates that the reviewee has performed at a moderate level and has been close to the
target as per the role and tasks assigned. The associate has a scope for performance improvement by showing
higher responsibility, ownership and initiative. The associate requires regular supervision and monitoring and is
seen achieving the task assigned, however with minimal ownership. If an associate is rated between 1.5 – 2.49,
then the rounded off rating will become Fair.
Not Satisfactory – (1): This rating indicates inadequate/insufficient performance on the part of the associate
and non-achievement of most of the desired outcomes. The associate‟s performance has been below
expectation, with no value addition to the role or the tasks handled. The associate has a significant scope for
performance improvement. If an associate is rated between 1.0 – 1.49, then the rounded off rating will become
Not Satisfactory
Poor – (0): This rating indicates consistent lack of performance on the part of the associate. The associate is
seen as not achieving the tasks by a large margin, despite supervision and monitoring. The associate lacks the
willingness to learn and apply. There appears to be no scope for performance improvement. If an associate is
rated 0 - 0.99, then the rounded off rating will become Poor.
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PMS Ratings : contd…
For any queries, clarifications and details about the process feel
free to contact
Contact
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Your Performance Management Process Partner
Sanchita Agarwal
Email: [email protected]
Extn: 4856
Jeet Kaloria
Email: [email protected]
Extn: 9459
To Index
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