ONLINE PERFORMANCE MANAGEMENT SYSTEM EXECUTIVE … · 2019. 7. 3. · Step 1 Enter the current...

ONLINE PERFORMANCE MANAGEMENT SYSTEM

EXECUTIVE LEVEL

(APPRAISEE)

USER MANUAL

Version 3.0

2 | USER MANUAL – Online Performance Management System (Executive Level)

Copyright 2015. UEM Group Berhad

TABLE OF CONTENTS

1. About Online Performance Management System .......................................................................... 3

2. Performance Appraisal Form Guideline .......................................................................................... 4

3. Login ................................................................................................................................................ 5

3.1 First Time Login ....................................................................................................................... 5

3.2 Forgot Password ..................................................................................................................... 5

4. Change Password ............................................................................................................................ 6

5. PMS Dashboard ............................................................................................................................... 7

5.1 MY PMS Dashboard ................................................................................................................ 8

5.1.1 KPI Planning..................................................................................................................... 8

5.1.2 Performance Monitoring .............................................................................................. 18

5.1.3 Update KPI..................................................................................................................... 22

5.1.4 Secondary Appraiser ..................................................................................................... 24

5.1.5 Multiple Project ............................................................................................................ 27

5.1.5 Transfer/Secondment ................................................................................................... 30

5.1.6 Final Review .................................................................................................................. 33

5.1.7 Archive .......................................................................................................................... 37

5.1.8 Help ............................................................................................................................... 37

5.2 Performance Dashboard ....................................................................................................... 38

6. Sign out ......................................................................................................................................... 39



Online Performance Management System

1. ABOUT ONLINE PERFORMANCE MANAGEMENT SYSTEM

The new PMS framework comprised of 4 key areas:

A. Cascaded KPIs B. Job/Role Specific KPIs C. People & Process D. Group/Cross-functional collaboration

Summary of 4 key areas:

Figure 1: Summary Of 4 Key Areas

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2. PERFORMANCE APPRAISAL FORM GUIDELINE

The new PMS framework categorises 5 target groups for more comprehensive framework in managing and measuring performance. Each target groups shall carry the weightages on each key areas as below:

Figure 2: Target Groups & Weightages The users are able to access the Online PMS through the URL, https://pms.uemnet.com Simply open new browser either Internet Explorer (IE) or Mozilla Firefox and enter the URL in the URL Address. See Figure 3.

Figure 3: Enter Online PMS URL Address This URL will redirect to Online PMS login page. See Figure 4.

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https://pms.uemnet.com/



3. LOGIN

Below is the Online PMS login page.

Figure 4: Online Performance Management System Login Page

Follow the steps below,

Step 1 Enter the IC No (without ‘-‘) and Password in the appropriate text fields Step 2 Then, click ‘Sign In’ button

The system will show a message if you are entering invalid login Once the login successful, the MY PMS DASHBOARD page will be displayed. See Figure 7.

3.1 First Time Login For the first time login or system detects the password still use the default password (email address), system will prompt alert message to change the default password for security purpose. You will redirect to the change password page. See Figure 6.

3.2 Forgot Password In case you forgot the password, click ‘Forgot Password’ button in login page and you will redirect to forget password page.



Figure 5: Forgot Password

Follow the steps below, Step 1 Enter the IC No (without ‘-’) in the appropriate text fields Step 2 Then, click ‘Submit’ button and your current password will be sent to you via email Or

Click ‘Cancel’ button go back to login page

4. CHANGE PASSWORD

Click the ‘Change Password’ link at the left menu to change your password. Follow the steps below: Step 1 Enter the current password correctly Step 2 Enter the new password Step 3 Reconfirm the new password Step 4 Click ‘Update’ button to update Password must contain at least 6 characters, 1 number, 1 letter and 1 special character. The system will show message if you are entering invalid value.

Figure 6: Change Password Back



5. PMS DASHBOARD

PMS Dashboard contains MY PMS Dashboard and Performance Dashboard. The left main menu allows you redirect to any page at any times.

Home : Redirect to PMS Dashboard page

Change Password : Redirect to Change Password page

Multiple Project : Redirect to Request Multiple Project page

Transfer/Secondment : Redirect to Request Transferred or Secondment page

PMS Approval : Redirect to PMS Approval page (if any)

Help : Redirect to KPI Directory, Guidelines, User Manual and FAQs document

Figure 7: MY PMS Dashboard Your full name and photo will appear at the top. You can change the staff photo as many time as you preferred. Follow the steps below:

Step 1 Click ‘Browse’ button and choose your new photo image Step 2 Click ‘Change Photo’ button Step 3 Enter F5 to refresh The file size limit is 100Kb. The message will appear if the file size is exceeding the uploading limit.

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5.1 MY PMS Dashboard MY PMS Dashboard will show your reporting line and the status of submission for KPI Planning, Performance Monitoring and Final Review. The status of submission for KPI Planning and Final Review are: Pending Submission The Appraisee does not submit the form yet. The Appraisee is able to enter and submit the form. The Appraiser is not able to see the Appraisee’s form yet. Submitted The Appraisee has submitted the form but still be able to edit the form as long as Appraiser has not approved the submitted form. The Appraisee is able to view the submitted form. The Appraiser is able to edit and approve the submitted form.

Reviewed & Approved The Appraiser has approved the form. The Appraisee and Appraiser are able to view the reviewed form only. Performance Monitoring If the status of KPI Planning are Pending Submission and Submitted, the Performance Monitoring status will show No Updates. If the status of KPI Planning is Reviewed & Approved, the Performance Monitoring status will show Update Progress and Update KPI. 5.1.1 KPI Planning

Simply click the ‘Pending Submission’ link to start the KPI Planning submission. The page will redirect to Personal Particular page. Personal Particular This page will display your personal particular, overall performance score and reporting lines. Make sure all information are correct before you proceed to the next form. You may contact your respective HR Administrator for any updates regarding your position, grade level, reporting lines, etc. See Figure 8.



Figure 8: Personal Particular Follow the steps below: Step 1 Check the Employee Personal Details & Reporting Lines Step 2 Then, click ‘Save’ button. The confirmation message box will pop up

Choose ‘Cancel’ and contact HR Administrator if details appear is not up to date Or choose ‘OK’ to save and continue if all details are correct



Figure 9: Confirmation Message Once success, you will proceed with KPI Planning Appraisal form. See Figure 10. At this point, system will redirect to specific appraisal form based on your target group.



Figure 10: Sample KPI Planning Appraisal Form



KPI Planning Appraisal Form The form shows the weightage guideline and the actual weightage that you have entered at the top of page for reference. For new entry, form displays Section A & B only.

Figure 11: Section A & Section B

Follow the steps below to insert new record in Section A - Cascaded KPIs from Corporate/MD Scorecard: Step 1 Fill in the KPI and Descriptions, Weightage, Measurement, Threshold, Base and Stretch

target Step 2 Minimum of every weightage is 5% Step 3 Then, click ‘Save’ button Step 4 Click ‘Add New’ button to insert new record and repeat Step 1 to 3 Follow the steps below to insert new record in Section B - Job/Role Specific KPIs: Step 1 Fill in the KPI and Descriptions, Weightage, Measurement, Threshold, Base and Stretch

target Step 2 Minimum of every weightage is 5% Step 3 Then, click ‘Save’ button Step 4 Click ‘Add New’ button to insert new record and repeat Step 1 to 3 Section C - People & Process will be shown once Section A or B has been saved at least one record.



Figure 12: Section C

Follow the steps below to insert new record in Section C - People & Process: Step 1 Fill in the KPI and Descriptions, Weightage, Measurement, Threshold, Base and Stretch

target Step 2 Minimum of every weightage is 5% Step 3 Then, click ‘Save’ button Step 4 Click ‘Add New’ button to insert new record and repeat Step 1 to 3 For Section D - Group/Cross Functional Collaborations shown once section C has been saved at least one record.

Figure 13: Section D



Follow the steps below to insert new record in D - Group/Cross-Functional Collaborations: Step 1 Fill in the KPI and Descriptions, Weightage, Measurement, Threshold, Base and Stretch

target Step 2 Minimum of every weightage is 5% Step 3 Then, click ‘Save’ button Step 4 Click ‘Add New’ button to insert new record and repeat Step 1 to 3 You are able to manage (edit or delete) selected record before submit the form.

Figure 14: Manage Record Follow the steps below to manage record: Edit Record Step 1 Click ‘Edit’ link to amend record. The record for each row will be editable

Make any necessary changes Step 2 Then, click ‘Update’ button to save

Or click ‘Cancel’ to cancel the action

Delete Record Step 1 Click ‘Delete’ link to remove record. The confirmation message box will pop up Step 2 Choose ‘OK’ to permanently remove the record Or choose ‘Cancel’ to cancel the action



You are able to see the actual weightage for Section A, B, C & D at top and bottom KPI Planning Appraisal form. The weightage will update every time you save new or existing record.

Figure 15: Weightage Guideline (Top)

Figure 16: Weightage Guideline (Bottom) The ‘Preview’ & ‘Submit’ button will appear once the total weightage equals 100%.



Figure 17: Manage KPI Planning Appraisal Form



Follow the steps below to preview and submit the form: Step 1 Click ‘Preview’ button to view appraisal form in HTML Step 2 Click ‘Submit’ button to submit complete form Refer to the Appendix A for the sample HTML KPI Planning Appraisal form. When you click ‘Submit’ button, the confirmation box will pop up to ask your confirmation as below.

Figure 18: Submission Confirmation Box Once you submit the form, the Appraiser will receive the email notification for that submission and the KPI Planning form now pending for his/her approval as below.

Figure 19: Information Message Box Then, the Appraisee will redirect back to the MY PMS Dashboard page and able to see the updated status of KPI Planning submission. The status change from ‘Pending Submission’ to ‘Submitted’. Refer to the Appendix B for the sample Performance Appraisal Form (View Mode).

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Are you sure want to submit?

Thank you. An email has been sent to your HOD for review & approve



5.1.2 Performance Monitoring

The purpose of Performance Monitoring is for the Appraisee to track the KPI Planning Progress. The Performance Monitoring will be enabled once the Appraiser has reviewed and approved the KPI Planning. The project tracking will be derived from the KPI Planning details. It can be logged by Appraisee and Appraiser. The Performance Monitoring has 2 main modules:

Progress Update - Updates and log the KPI Planning progress

Progress History - View all the project updates

Progress Update

Simply click the ‘Update Progress’ link to start updates the KPI Planning progress. The page will redirect to Performance Monitoring page. See Figure 20.



Figure 20: Performance Monitoring Main Page



Follow the steps below to updates progress: Step 1 Click on the ‘Progress Update’ link in any section (A, B, C or D) to update progress log Step 2 The Progress Update page will be pop-up based on each section. The KPI Objectives &

Description will be displayed and it is non-editable. See Figure 21

Figure 21: Progress Update Page

Step 3 Select and key-in the required fields

Status (Mandatory) o Completed o On Track o Off Track

Attachment 1 and 2 o Maximum attachment file is 1MB o Users are allowed to upload format files such as PDF, Doc, Excel, PPT

Comment (Mandatory) o Description of the progress update

Step 4 Then, click ‘Submit’ button to save the record and it will automatically go back to the Performance Monitoring page

Or click ‘Cancel’ to cancel updating the progress

Progress History

Simply click the ‘Update Progress’ link to view history updates. The page will redirect to Performance Monitoring page. See Figure 22.



Figure 22: Performance Monitoring

Follow the steps below to updates progress: Step 1 Click on the ‘Progress History’ link in any section (A, B, C or D) to view progress history

log Step 2 The Progress History page will be displayed based on each section. It displayed the date

and time logged created, Logged by (Appraisee or Appraiser), Comment or description of the project progress, Status and Attachments (if any)

Figure 23: Progress History Page

Step 3 Select ‘Back’ to go back to the main page

Or click ‘Progress Update’ to continue to update progress

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5.1.3 Update KPI

By default, the KPI forms will lock to Appraisee for any changes after Appraiser has reviewed and approved the KPI. The Change KPI module gives the advantage and privilege to Appraisee to request a change in the approved KPI Panning Appraisal form. The request of approval will be sent to Appraiser for approval. Once the Appraiser approved the request, notification email will be sent to Appraisee and the KPI forms will be unlocked. Appraisee may proceed to change the KPI by clicking the ‘Pending Submission’ link and the process will be the same as KPI Planning (see Section 5.1.1). Request Change KPI Follow the steps below: Step 1 Simply click the ‘Update KPI’ link to request Change of KPI. See Figure 24

Figure 24: Update KPI Link

Step 2 KPI Change Request pop-up screen will be appeared. Fill in the Reason/Justification of

the request. See Figure 25

Figure 25: KPI Change Request Page



Step 3 Choose ‘Submit’ to proceed request of change. Once you submit the form, the Appraiser will receive an email notification for the request and the Change KPI pending for his/her approval as below

Figure 26: Confirm Request

Or choose ‘Cancel’ to cancel the request

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Change request has been submitted. An email has been sent to your Appraiser for approval.



5.1.4 Secondary Appraiser

The Secondary Appraiser request form is applicable for Appraisee if

Secondary Appraiser request for staff who have more than one reporting structures and KPI objectives.

Maximum Secondary Appraiser that can be requested are up to 3 people.

Request Secondary Appraiser Follow the steps below: Step 1 Simply click on the left navigation the link on ‘Secondary Appraiser’. See Figure 27

Figure 27 Request Secondary Appraiser

Step 2 Fill in all the mandatory fields required; Year, Category and Appraiser Name. Then the following information will be automatically display in Company, Division and Department fields.

Figure 28: Fields in Secondary Requests



Step 3 Click ‘Submit’ button to submit the request of Secondary Appraiser If Secondary Appraiser is the same as Primary Appraiser, the message will be appeared

‘Primary Appraiser cannot be Secondary Appraiser’ If Secondary Appraiser is the same as Reviewer, the same message will be appeared

‘Reviewer cannot be Secondary Appraiser’

Figure 29 Submission Request Secondary Appraiser

Figure 30 Submission Request Secondary Appraiser

Edit/Cancel Request Secondary Appraiser Follow the steps below: Step 1 After request submission for Secondary Appraiser, Appraisee is able to cancel or edit

the submission. Click on Request [1] Step 2 The record will be editable. Make any necessary changes. See Figure 31

Figure 31: Edit/Cancel Secondary Request

Step 3 Click ‘Update’ button to save record Or click ‘Cancel Request’ button to cancel the submission of the Secondary Request Or click ‘New Request’ button to request new submission



Approved of the Secondary Appraiser Once Primary Appraiser has approved the request Secondary Appraiser, name will be appeared in MY PMS dashboard as. See Figure 32.

Figure 32: Name of Secondary Appraiser

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5.1.5 Multiple Project

The Multiple Project request form is applicable for Appraisee if 1. Appraisee has 2 (two) different supervisors based on 2 different projects. 2. Appraisee has 1 (one) supervisor but have different KPI objectives.

Request Multiple Project Follow the steps below: Step 1 Simply click on the left navigation the link of ‘Multiple Project’. See Figure 33

Figure 33: Request Multiple Project

Step 2 Fill in all the mandatory fields required; Work Location, Company, Division, Department,

Appraised by (Name) and Reviewed by (Name)

Figure 34: Fields in Multiple Project

Step 3 Click ‘Submit’ button to submit request of Multiple Project If Appraisee have reach up to 2 maximum requests, the message will be appeared

‘Maximum Appraisal Form for Multiple Project is 2. Sorry, you are not able to request anymore’



Figure 35: Submission Request Multiple Project

Edit/Cancel Request Multiple Project Follow the steps below: Step 1 After submission the request of Multiple Project, Appraisee is able to cancel or edit the

submission. Click on

Step 2 The record will be editable. Make any necessary changes. See Figure 36

Figure 36: Edit/Cancel Multiple Project

Step 3 Click ‘Update’ button to save record Or click ‘Cancel Request’ button to cancel the submission of the Multiple Project Or click ‘New Request’ button to request new submission



Approved of the Multiple Project Once the Multiple Project has been approved by HR Administrator, Appraisee shall receive email from the PMS Support. See Figure 37

Figure 37: Approval Of The Multiple Project

The My PMS Dashboard page will be appeared as follow. Appraisee may proceed the Multiple Project by clicking the ‘Pending Submission’ link. The process will be the same as KPI Planning (see Section 5.1.1).

Figure 38: Multiple Project

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5.1.5 Transfer/Secondment

The Transfer Company and Secondment request form is applicable for Appraisee if 1. Appraisee transferred to another Company, Division or Department. 2. Appraisee has been assigned to another Company, Division or Department within the PMS

current year.

Request Transfer/Secondment Follow the steps below: Step 1 Simply click on the left navigation the link of ‘Transfer/Secondment’. See Figure 39

Figure 39: Request Transfer/Secondment

Step 2 Fill in all the mandatory fields required; Email, Work Location, Company, Division,

Department, Category, Appraised by (Name) and Reviewed by (Name)

Figure 40: Fields In Transfer/Secondment



Step 3 Click ‘Submit’ button to submit request for Transfer/Secondment and below screen will appear

Figure 41: Submission Request Transfer/Secondment

Update/Cancel Request Transfer/Secondment Follow the steps below: Step 1 After submission the request for Transfer/Secondment, Appraisee is able to cancel or

edit the submission. Click on Update button Step 2 The record will be editable. Make any necessary changes. See Figure 42

Figure 42: Edit/Cancel Transfer/ Secondment

Step 3 Click ‘Update’ button to save record Or click ‘Cancel Request’ button to cancel the submission of the Transfer/Secondment



Approved of the Transfer/Secondment Once the Transfer/Secondment has been approved by the HR Administrator, Appraisee shall receive email from the PMS Support. See Figure 43.

Figure 43: Approval Of The Transfer/Secondment

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Kindly be informed that your transfer/secondment request has been approved.



5.1.6 Final Review

Simply click the ‘Pending Submission’ link to start the Final Review. The page will redirect to Personal Particular page.

Figure 44: PMS Dashboard

Personal Particular This page will display your personal particular, overall performance score and reporting lines. Make sure all information are correct before you proceed to the next form. You may contact your respective HR Administrator for any updates regarding your position, grade level, reporting lines, etc. See Figure 45.

Figure 45: Personal Particular



Follow the steps below: Step 1 Check the Employee Personal Details & Reporting Lines Step 2 Then, click ‘Save’ button. The confirmation message box will pop up

Choose ‘Cancel’ and contact HR Administrator if details appear is not up to date. Or choose ‘OK’ to save and continue if all details are correct

Figure 46: Confirmation Message Once success, you will proceed with Final Review Form. See Figure 47.

Final Review Form The form shows the Actual Score and KPI Score by Appraisee and Appraiser. Appraisee shall entered score in the Appraisee column and Appraiser shall enter in Appraiser column only.



Figure 47: Final Review Form



Follow the steps below to key in score Step 1 Fill in only at Actual Score column and KPI Score column will be calculated automatically Step 2 The KPI Score column will be automatically save once user click to another Actual Score

column Step 3 Click ‘Preview’ to download the Final Review

Or click ‘Submit’ to submit the Final Review Follow the steps below to manage record: Update Record Step 1 Click on the Actual Score column. Record is editable

Make any necessary changes Preview Record Follow the steps below to preview and submit the form: Step 1 Click ‘Preview’ button to view Final Review form Step 2 Click ‘Submit’ button to submit complete form Refer to the Appendix B for the sample HTML Final Review Form. When you click ‘Submit’ button, you should not be able to edit the form any more. The confirmation box will pop up to ask your confirmation as below.

Figure 48: Submission Confirmation Box Once you are confirmed and submit the form, the Appraiser will receive the email notification for that submission and the Final Review form now pending for his/her approval as below.

Figure 49: Information Message Box

Thank you. An email has been sent to your HOD for review & approve



Then, the Appraisee will redirect back to the MY PMS Dashboard page and able to see the updated status of Final Review submission. The status changed from ‘Pending Submission’ to ‘Submitted’. Now, the Appraisee is able to click the ‘Submitted’ link and view the submitted Personal Particular and Final Review appraisal form only. There is no permission to edit the form. Refer to the Appendix B for the sample Performance Appraisal Form (View Mode).

5.1.7 Archive

The Appraisee also can view and make a copy their KPI Planning for the past year in PDF file format.

Figure 50: Archive Performance Appraisal Form Page Go to the MY PMS Dashboard and choose the specific year from drop down list. At this moment, new browser will open previous Online PMS – KPI Planning session login page. You have to login using your own user account and continue as usual. 5.1.8 Help

Any information related to PMS such as Guidelines, KPI Directory, User Manual and FAQs.

Figure 51: Help Page

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5.2 Performance Dashboard In performance dashboard, there is a chart show your PMS Appraisal Category by year. See Figure 52. For 2009-2014

For 2015-2020

Figure 52: Performance Dashboard

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6. SIGN OUT

Simply click the ‘Sign Out’ link at the top to logout from the Online Performance Management System. It will go back to the login page.

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Appendix A: Sample HTML Performance Appraisal Form



Appendix B: Sample Final Review Form (View Mode)

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