ME 212 Human Resource Development & Management

Human ResourceHuman ResourceDevelopment andDevelopment and

ManagementManagement

ME 212 - SUMMER 2012ME 212 - SUMMER 2012




Pangasinan State University – Urdaneta City

Performance EvaluationPerformance EvaluationPerformance EvaluationPerformance Evaluation

Module 13Module 13

ALVIN PEREZ ABALOSALVIN PEREZ ABALOS

Master in Management EngineeringMaster in Management Engineering

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Performance Appraisal System: The conceptPerformance Appraisal System: The concept

Performance appraisal is a management tool which is helpful in motivating and effectively utilizing human resources. Assessment of human potential is difficult, no matter how well designed and appropriate the performance planning and appraisal system is.

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Objectives of Performance AppraisalObjectives of Performance Appraisal

Employees would like to know from a performance appraisal system: concrete and tangible particulars about their work; assessment of their performance.

This would include how they: did; could do better in future; could obtain a larger share of rewards; and could achieve their life goals through their position.


Therefore an employee would desire that the appraisal system should aim at: their personal development;

their work satisfaction;

their involvement in the organization

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From the point of view of the organization, performance appraisal serves the purpose of: providing information about human resources and their development;

measuring the efficiency with which human resources are being used and improved;

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providing compensation packages to employees;

maintaining organizational control.

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Performance appraisal should also aim at the mutual goals of the employees and the organization. This is essential because employees can develop only when the organization's interests are fulfilled. The organization's main resources are its employees, and their interest cannot be neglected. Mutual goals simultaneously provide for growth and development of the organization as well as of the human resources. They increase harmony and enhance effectiveness of human resources in the organization.

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Uses of an Appraisal SystemUses of an Appraisal System

A properly designed performance appraisal system can: help each employee understand more about their role and become clear about their functions; be instrumental in helping employees to better understand their strengths and weaknesses with respect to their role and functions in the organization; help in identifying the developmental needs of employees, given their role and function;increase mutuality between employees and their supervisors so that every employee feels happy to work with their supervisor and thereby contributes their maximum to the organization;

Characteristics of an Appraisal SystemCharacteristics of an Appraisal System

Some of the important considerations in designing a performance appraisal system are:

Goal The job description and the performance goals should be structured, mutually decided and accepted by both management and employees.

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Reliable and consistent Appraisal should include both objective and subjective ratings to produce reliable and consistent measurement of performance.

Practical and simple format The appraisal format should be practical, simple and aim at fulfilling its basic functions. Long & complicated formats are time consuming & do not elicit much useful information.

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Regular and routine While an appraisal system is expected to be formal in a structured manner, informal contacts and interactions can also be used for providing feedback to employees.

Participatory and open An effective appraisal system should necessarily involve the employee's participation, usually through an appraisal interview with the supervisor, for feedback and future planning. During this interview, past performance should be discussed frankly and future goals established.

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Rewards both positive and negative - should be part of the performance appraisal system. Otherwise, the process lacks impact.

Feedback should be timely Unless feedback is timely, it loses its utility and may have only limited influence on performance.

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Feedback must be noticeable The staff member being appraised must be made aware of the information used in the appraisal process. An open appraisal process creates credibility.

Relevance and responsiveness

Planning and appraisal of performance and consequent rewards or punishments should be oriented towards the objectives of the programmed in which the employee has been assigned a role.

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Commitment Responsibility for the

appraisal system should be located at a senior level in the organization so as to ensure commitment and involvement throughout the management hierarchy.

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Approaches in Performance AppraisalApproaches in Performance Appraisal

Trait approach This is the conventional approach. The manager or supervisor evaluates the employee on the basis of observable dimensions of personality, such as integrity, honesty, dependability, punctuality, etc.

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Intuitive approach In this approach, a supervisor or manager judges the employee based on their perception of the employee's behavior.

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Self-appraisal approach Employees evaluate their own performance using a common format.


Behavioral method This method focuses on observed behavior and observable critical incidents.

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Group approach The employee is evaluated by a group of persons.


Appraisal based on achieved results In this type of approach, appraisal is based on concrete, measurable, work achievements judged against fixed targets or goals set mutually by the subject and the assessor.

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Pangasinan State University – Urdaneta City

Personnel SeparationPersonnel SeparationPersonnel SeparationPersonnel Separation

Module 14Module 14

ALVIN PEREZ ABALOSALVIN PEREZ ABALOS

Master in Management EngineeringMaster in Management Engineering

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DefinitionDefinitionDefinitionDefinition

Employee Separation is one of the very important and crucial function / process of HR Department. This process, if not handled in an efficient manner, can lead to various legal complications.

Let’s understand the term employee. According to various definitions an employee can be defined as:1. a worker who is hired to perform a job (wordnet.princeton.edu/Perl/webwn)2. An individual who provides labor to a company or another person (en.wiktionary.org/wiki/Employees)3. An individual who provides services for compensation to an employer and whose duties are under the control of the employer. (www.aspa.org/resources/res_news_glossary.htm)

Overview:Overview:

An employee works for an employer and gets paid for his work and nothing else. The relation of an employer and employee has a beginning; they stay together for a while and then they separate. Beginning of the relation is called as recruitment process or talent acquisition that passes through selection phase and followed by induction. Staying together in the relation comprises the various phases such has performance management; career management; professional growth; development and etc. And the final stage of the relation is the separation.

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Overview:Overview:

Generally, an employee separation describes any event that separates the employer and the employee. Some human resources practitioners refer to "separation" as the process of informing the employee of the termination, completing paperwork for continuation of benefits and retrieving company property from the employee. Other HR practitioners distinguish between separation and termination based on why the employee is no longer employed.

Types of Separation: ResignationTypes of Separation: Resignation

Resignation – This is the most common way of separation. Employee leaves his job and employment with his employer to pursue better opportunities.

So, an employee resigns for:

1)Better compensation and benefits

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2) Higher position / level

3) Challenging role

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4) To move from an unknown or lowly branded company to a highly branded and reputed company

5) For foreign or international assignments

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The Process of SeparationThe Process of Separation

Resignation

Once an employee gives his resignation to the department head or the management, it is important for HR to schedule the first meeting with him. Preferably the meeting should be scheduled within 24 hours or else it will give an impression that “no one really cares”. Being a neutral department, the meeting should be administrated by HR Manager (Employee Relations Manager) or anyone senior to him to understand the root cause of separation.

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1. If the root cause is an issue with the reporting manager of an individual; or some conflict with a team-member or some other human issue, try to address the same with the concerned person.

2. If the reason for resignation is better opportunity or a higher position, explain to him the Performance Management System and Career Management System of the company. If possible, show him his performance records. Do not make any commitment that you might not be able to fulfill, such as, “we will give you a promotion in this appraisal” or “will send you overseas for an assignment” and etc and etc.

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3. If an employee has given his resignation because he is getting a better compensation package, explain to him the grading system and compensation package of your company and also share with him the minimum possible increase that he might get in his next appraisal but do not give any hike immediately. You might be required to repeat this exercise after another couple of months. So, don’t show any blood to the lion.

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After the meeting give your feedback to the department head and advise him on whether to accept the resignation or not.

Once the resignation is accepted, issue the “letter of acceptance of resignation” to the concerned employee and inform the IT, Payroll and Finance Department.

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Responsibility of the Department Head: Now, the department head needs to plan the process of handover of duties, projects and assignments to other member(s) in the team.

1.Let the departing employee complete all the tasks and assignments he has in hand.2.Do not assign any new project or assignment to this employee.3.If there is nothing to complete and proper hand-over is done, then relieve the employee as soon as possible.

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It is a proven fact that once an employee decides to leave the organization and gives his resignation, they show less commitment, sincerity and dedication in their work. Hence, it is important to relieve them as soon as possible rather than them coming to the office and wasting the time of people who are dedicated to their work and resources of the company.

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Responsibility of the HR DepartmentResponsibility of the HR Department

HR, on the date of acceptance of resignation letter, should instruct the IT department to keep track on all the outgoing emails from the system of separating employee. All IT permissions and rights should be withdrawn from that employee and he should not be allowed to send any email to any other email ID except the office email ID’s. He should not be allowed to copy or edit or delete any file from his system.HR should ask the concerned employee to obtain no-due letter from all the concerned departments.HR should calculate all the amount payable to that employee and the payment should be made on the last working day of the employee. On his last day, the company should also give him the relieving letter.

Types of Separation: TerminationTypes of Separation: Termination

Termination – Usually, this process is perceived negatively by employees. In termination, an employer uses his right to terminate the contract of an employment. There can be many reasons for an employer to terminate the contract of employment but some of the common reasons are:

1) Non-Performance

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2) Indiscipline in the workplace can be disruptive to productivity and profit, so it must be identified and addressed immediately. Examples include not calling to report an absence ahead of time, using profane language, behaving unprofessionally with customers or blatantly defying orders from employers.

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3) MisconductDishonest or bad management, especially by persons entrusted or engaged to act on another's behalf.

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4) Insubordinationdefined as a continuing or constant intentional refusal to obey an implied or direct order that is reasonable in nature and issued by someone in authority

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5) Theft & etc.The act of stealing; specifically the felonious taking and removing of personal property, with an intent to deprive the rightful owner of the same

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Termination

Can be challenged in the court of law. Hence, care must be taken to document all the incidents that have led to the termination of an employee.

In case of disciplinary action, the company should take care that the proper procedure is followed. Warnings (oral and written) were issued to the employee and the whole incident is properly documented.

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In case of non-performance, the required documents must include:

a. Tasks givenb. Expected performance levelc. Evaluation criteriad. Actual performancee. Shortfallf. Action required

Parties involved in the termination process include:

1) The Reporting Manager2) The Department Head3) The HR and / or4) Any other senior member of the department

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Once the decision is taken to terminate the contract of employment, the company should seize all the belongings of that employee – such as computer, drawer, access cards, laptop, ID Cards, files and etc.

Employee should be given the letter of termination clearly specifying the reasons of termination.Based on the severity of the case, the company might decide to pay the employee for the notice period. For example, in case of non-performance he must be paid for the notice period but in case of any disciplinary action, theft or misconduct, he should not be. The entire amount due to him must be recovered.

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Types of Separation: AbscondingTypes of Separation: Absconding

Absconding - This is one of the most unethical, unexpected and unprofessional way to terminate the contract of an employment. In this, on one fine day an employee decides not to go to work. He does not care to hand-over his stuff. In case an employee decides to abscond (or run-away), it becomes very important to understand his motives and intentions.

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Employees can abscond in either or all of the below mentioned circumstances / situations:

1)After stealing the confidential information or documents or database from the company.2)If the intentions of an individual is to commit a crime.

3) If there is a work-pressure and stress and the individual is not able to cope-up with it (as it happens in call-centers, and other high-stress industries).

4) If the employee has committed any crime outside the office and after working hours

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5) Then, when priorities are different. Employee has asked for leave due to some urgency at his home (or might be he is trying to escape from his work responsibilities) and at the same time his team also needs him in the office and his leaves are not approved.

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6) If he has got some exceptionally good opportunity that requires him to join immediately and he feels that the process of separation in his company is a bit too complicated. He assumes few things and do not really try to face the challenge.


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7) Lastly, it is a personality issue. Employees that abscond have different personalities. They are low in confidence. They are too weak to face the reality and challenges of life. They feel that running away from the problem is as good as solving the problem. They are cowards to take the problems head-on.


If the employee did not come to the office and nor did he informed about his whereabouts, try to contact him on his mobile phone.

If he is not answering his calls or his mobile phone is not working then try to call him on his residence number. Even if that is not working then speak to his friends in the office to assess the situation.

In case you are not able to get any information about the employee then assume that he has absconded. As per the employment laws in various countries, send him three official notices starting from the second day.

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of his disappearance and send every subsequent notice after every three days. If there is no response from his side then strike-off his name from your payroll.

On the first day of his disappearance, confiscate his workplace, his computer, drawer etc. Take the help of Systems and Networking department to analyze all the emails that has been sent from his computer and to whom. Stop his salary immediately.

Seek legal help to recover your costs and /or any other items or products that has been issued to him, such as access cards, ID Cards, Laptop, Corporate Credit-card, House, Car etc, as applicable

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ReferencesReferences

Einstein, W. O., & LeMere-Labonte, J. 1989. Performance appraisal: dilemma or desire? Sam Advanced Management Journal, 54 (2): 26-30.

Monga, M. L. 1983. Management of Performance Appraisal. Bombay: Himalaya Publishing House.

Oberg, W. 1972. Make performance appraisal relevant. Harvard Business Review, January-February 1972: 61-67.

Patten, T. H., Jr. 1982. A Manager's Guide to Performance Appraisal. London: Free Press.

Rao, T. V. 1985. Performance Appraisal Theory and Practice. New Delhi: Vikas Publishing House.

Craig, S. E., Beatty, R. W., & Baird, L. S. 1986. Creating a performance management system. Training and Development Journal, April: 38-42; May: 74-79

http://sanjeevhimachali.blogspot.com/2009/02/employee-separation-resignation.html

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Thank you!!!

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