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8/3/2019 Performance Management Tool - Webcast - 7 Jun 2010
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welcome to Performance!here is your roadmap to guide you
on your way«
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objectives
at the end of this session, you will be
able to:
explain the use of Performance tool
identify the reasons to move to the
Performance tool
identify the support and services available
for Performance tool
identify the main actors who use the
Performance tool for performance review
explain how managers, employees, andthird party evaluators use the
Performance tool
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the Performance tool is:the system used to manage individual performance reviews, by France Telecom
(France) since 2007 and other Orange countries, such as Romania and Poland
what and why?
why are we moving to the Performance tool?
provides a single performance management tool and processacross Orange Business Services entities, simplifying employee and
manager experiences
supports cross-functional feedback, via 3rd-party evaluation
provides time-savings options for managers such as objectives
library and duplication of objectives among team members is compatible with future evolutions of standard PC
upgrades; GOALS is not« we must change
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early adopters ± 1,900 employees in 45 countries, including:
HR & Telecom & Enterprise Sourcing (4 cycles)
Hosted Staff (3 cycles) IT&S/Corporate & Security & IS Business Owner (2 cycles)
rest of IT&S, IBNF & CSO/PPM (1 cycle)
midyear 2010 deployment ± 5000 employees
Finance
Global Services Global Communication Solutions
Global Sales; Management Comms & Marketing
Sales & Marketing (Emerging Markets, Europe, America, Asia Pacific)
Services Transformation
CS&O - Global Functions reporting to Dominique Espinasse & MSC India
year-end deployment ± 4000 employees
Rest of CS&O
performance cycle ± June 14 to Aug 13 Bonus tool opens July 12th
change of dates from what was previously communicated
* Germany specific
exceptions
who has already migrated to the new tool?
Legal
Strategy Large Projects
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support and services for the Performance tool
intranet support pages for the Performance tool contains the help:
quick demos
roadmap guide
accessible through PIMS or Connection
1. training provided to Business Champions (who in turn will mentor
managers in their region/country), through 2-hour sessions
2. training provided to employees and managers, through 1-hour Webcasts
Connection / AskHR / My Objectives & Performance / the Performance tool or
Connection/Manager¶s Corner/My Objectives & Performance/the Performance
tool
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help documentation in PIMS and Connection
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GOALS functionalities in performance tool
Both systems have time out security features so save work every 15 minutes
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the Performance tool, a new look and process
Performance tool process:
1. refine ³Previous Objectives*´
2. set ³Next Period Objectives´
3. evaluate ³Previous Objectives´
notes: transition involves saving GOALS objectives in pdf and copying/pasting into the new tool
once the Performance document is completed with the Next Period Objectives, those objectives will automaticallypopulate into next document as ³Previous Objectives´
GOALS Performance tool
GOALS process:
1. agree objectives in 1st document
2. evaluate objectives in 1st document
3. set future objectives in 2nd document
2documents
1document
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who are the main actors?
employee manager third party nominated
by the manager
Performance document
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your Performance roadmap has five (5) steps ± follow the helpful tips
in this guide to successfully navigate the performance process!
step 2 step 3 step 4 step 5step 1
prepare
3rd party evaluation
employee manager
feedback
man
ager
eval
uate
s
acknowl
edge
& close
manager employee self assessemployee
manager
connect
& create
employee manager
end
A Single integrated document for Planning and Reviewing
how does the Performance system work?
each step must be completed before the next step starts
the document must be closed before a new document is created so
that Next Period Objectives become the draft Previous Objectives
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µconnect¶ with your employee/manager to have a
discussion on timing, refinements to previous objectives,next period objectives, and other unique attributes of your
review
1. Connect to the Performance tool (save as a µfavorite¶) or
from your PIMS home page, click on the µPerformance
tool¶ link
2. enter the log in page - type your FTID using all capital
letters in space ³identifier (CUID)´ - type your password -
sign in
3. enter the ³Performance´ home page manager : in Manager Self Service, click to
create a single Reviewing & Planning document (in GOALS you had2 documents - in Performance, you will have one document per
cycle) employee: click Self Service/My Performance Documents/
Current Documents to enter document and to begin Step 2:prepare
step 1
connect
& create
employee manager
step 1: managers and employees µconnect¶ & µcreate¶
1st time to connect?
find your FTID/CUID (eg, jbmw1234) ± you can find this in your PIMS
Staff Home Personal Data page ± enter the CUID and enter it again
in lower case in the password space . you will be immediately asked to
create a new password (10 characters maximum)
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main page of the tool
manager view
employee view
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helpful tip: create many documents simultaneously
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helpful tip: special cases
the employee has changed job/manager during the semester
Contact the IT Help Desk
The manager has started working on a document for hisdirect report and the manager is no longer available to finishthe document (he/she is on leave of absence or has left thecompany)
Contact the IT Help Desk
the employee was on leave of absence
if the employee was out for a majority of the semester and is stillout, the manager may chose the ³non-applicable´ rating, andacknowledge on behalf of the employee.
the manager is µMis a Disposition (MaD)¶ and therefore islegally permitted to manage staff with both SCE FTSA andEquant International perimeters inOrange BusinessServices.
templates for SCE FTSA and Equant International are differentso these documents should be created by the employee,
NOT the manager .
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employees and managers review & update µPrevious Period Objectives¶:
± change objectives as appropriate
± add any new objectives developed during the semester note: 1st-time users have to copy and paste their objectives from GOALS
employees draft a proposal for µNext Period Objectives¶
± many objectives are multi-semester, and may be carried over (managerscan use objective library)
± Some objectives are similar among several team members (managers can
duplicate objectives on documents of multiple team members) ± KPIs and deadlines can be discussed with the manager and updated later
during step #4
managers: for µNext Period Objectives¶, use an objectives library toduplicate objectives from one team member to another, and/or froma previous period to the current one
both employee and manager can start and close the preparation step. If closed too early, both the employee and manager are able toreopen it, as long as another step has not been started.
step 2
prepare
employee manager
step 2: µprepare¶ one document for Reviewing &
Planning
note: after Step 3 (evaluation) begins, preparation is frozen
and cannot be reopened ± and employees will not be able
to add previous or future objectives for the rest of theprocess.
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process steps in the tool
the document is
in progress;
it appears under
³Current
Documents´
Acknowledge & Close
2
3
4
1 Connect & Create
5
nee o e comp e e .
the document is created
´empty,´
The 5 steps of the process
under ´Document progress´
need to be completed.
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Completion rates will be
measured from new
performance tool, not
GOALS
GOALS documents will be
archived in future,
possibly only available
through central team
transition from GOALS to performance tool
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eam as
appropriate
you can edit
details to
personalize the
objective for each
member of the
team as
appropriate
helpful tip: duplicate objectives
Time saver when your direct
reports have common or
similar objectives
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email to staff when the preparation is
finished
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employee: self-assess µPrevious Period Objectives¶ & propose
µNext Development Plans¶
click µFinish¶ so that manager is informed by the tool (³Save´
means ³save as draft´)
manager & employee: agree 3rd party selection
only invite people able to log in Performance tool
manager : µNominate Participants¶ in tool and submit so that
invite(s) are sent by tool
3rd party: evaluates in tool
tool notifies manager when 3rd party evaluation is
completed
you must complete document preparation (Step 2) in
order for your invitation to 3rd party nominees to be sent.
step 3
3rd party evaluation
feedback
employee self assess
step 3: feedback - µself assess¶ & µ3rd party
evaluation¶
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eve opmen
the self assessment step
enables the employee to self-
assess his previous period
objectives and indicate his
request for training &development
self assessment
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do not use this box,
as it is not visible by
the manager
self assessment
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career planning in the performance tool
Career planning is a rewarding part of employee development!
employees, you have an opportunityto think about your career progression, and what areas you areinterested in for your development
managers, you have an opportunity tolearn more about your employees, their career goals and aspirations, and how youcan support them
Here is where you, as the employee, note down career discussions in performance
Box 1 -- training:review your skills, competencies and any gaps (STEP). Identify specific training
you wish to attend (in STEP, online webcasts, external vendors, etc.)
Box 2 -- other development plan:
enter your mid-term/long-term career aspirations and action plan. Identify the
actions you would like to take to achieve your career aspirations (mentoring, on-
the-job-training, leading projects/teams
employees and managerstake opportunity to discuss career
interests and plans together
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step 1, training (examples)box 1, training (examples)
a new peoplemanager
employee &
corporate tools
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box 2, other development plan (examples)
an employeeinterested in a
Project
Management
Certification
a manager working
on the next level of
six sigma
certification
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helpful tip: how to invite 3rd party evaluators
ec ves eva ua on s ou
be used
you can ³nominate´ up to three
3rd party evaluators
Orange Business Services
International does not use the
Group Competencies referential
at this time. We use a simplifiedreview format; however«
the parts specific to
competencies used by Group
could not be removed from the
screen
only ´Participant role:Objectives evaluation´ should
be used
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helpful tip: how to provide 3rd party feedback
1
ey ave no ee ac o
provide.
invited 3rd parties are
notified by an email
containing a link to the page;
they can also access it
through the menu Pending
Evaluation Requests.
Once they accept the
request, they can go into³Current Evaluations´ and
enter a comment and a rating
for each objective; they
select ³Non Applicable´ to
rate objectives for which
they have no feedback to
provide.
accepting a
request
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draft review comments in documentevaluate (comment and rate) each µPrevious Period Objective¶. (review /
import / edit 3rd party evaluator & employee self-assessment commentsas appropriate)
competencies and values: integrate the µhow¶ with the
µwhat¶
± review, amend, add or delete µ Next Period Objectives¶
drafted by and discussed with employees
± comment on achievement of any µNext Development Plans¶
holds 2nd meeting with employee ± discuss evaluations; development; next period objectives, training /
development plans, and overall rating
± some organizations will want to review proposed evaluations
globally before managers formally communicate ratings
select µOverall Rating¶ and add µComments¶
µSave¶ & µSubmit for Review ¶ to employee
« the employee is notified by the tool
step 4man
ager
eval
uate
smanager
step 4: manager evaluates
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during your evaluation, you can
consult, import and add to your
own comments and/or the
comments that have been provided
by 3rd party or from employee (self assessment)
click on the Employee comments &
others link to view them
helpful tip: import ³comments´ from employee and 3rd
party 1/3
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consider the comments and their
source
then, if interested, select the
comment, ³Add to (your)
Comments,´ and finally ³Save
and Return´ which will import
them into the final evaluation.
these comments will be added
as free text to your evaluation
comments, and you can modify
them, as needed
helpful tip: import comments from employee and 3rd party
2 /3
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the same applies for the
employee¶s input regarding
training and development:
import the employee¶s input and
add your own comments
helpful tip: import comments from employee and 3rd party
3 /3
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«
as long as the evaluation step is ³in progress,´
you will find this ³cancel evaluation´ button at
the bottom of the evaluation document
please note that this button, if you push it and
confirm on the following screen, will actually
cancel the full document, not only the
evaluation step
so« is it really what you want?
watch out: ³Cancel evaluation´ button in the evaluation
document
danger use with
extreme care
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employees: review, µComment¶ on manager evaluation & µSave¶
managers: the tool will notify you that your employee has taken
action. review employee comments, then µClose¶ the document for this cycle
consequences of µclosing¶ the document:
1. the document no longer appears under ³the menu Current
documents´ but under ³Historical documents´ instead
2. employee and the manager may consult the document;however, the document can no longer be edited.
3. performance management data (eg, ratings) are accessible to
authorized HR to populate other tools
4. ³Next Period Objectives´ automatically transfer as ´Previous
Period Objectives´ to next cycle document when the manager
creates it.
failure to µClose¶ document prevents data access & objectives
transfer congratulations, you have arrived at your destination!
thank you for navigating the Performance roadmap.
step 5
acknowl
edge
& close
employee
manager
step 5: acknowledge & close
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helpful tip:
reopen evaluation, acknowledge on behalf on employee
important note: once the employee has
acknowledged the evaluation, the manager must return to the document to:
consult employee comments
click on ³finish´ button to close thedocument
the employee may record in the comment
field that s/he disagrees with the evaluation;in this case, the manager can ´Reopen´ the
evaluation, modify it, and resubmit it for
acknowledgement
in 2 cases, the manager may acknowledge
on behalf of the employee:
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the Performance document ± after the assessment is
finished 1/4
the document status haschanged to ³Completed´
it now appears under
³Historical Documents´
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the document screen with sections to fulfill (scroll down):
previous and next period objectives
transferred from previous closed
document, or copy from GOALS
and PASTE into performance
updated in preparation step
added in:
3rd party evaluation step
(optional)
self assessment step (optional)
evaluation step (mandatory)
rated in:
evaluation step
3rd party evaluation step
created in preparation step
potentially updated in evaluation
step
the performance document after the assessment is finished
2 /4
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potentially created in self
assessment step updated in evaluation step
the performance document after the assessment is finished
3 /4
the document screen with sections to fulfill (scroll down):
next development plan
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created by the manager at the end of
the evaluation step
created by the employee when the
employee acknowledges manager¶s
evaluation
the performance document after the assessment is finished
4 /4the document screen with sections to fulfill (scroll down):
overall rating and manager comments, then employee comments
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helpful tip: save a copy of evaluation to PDFformat
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.
progress´ (you do not click on the
³Finish´ button) until the next
1. you have completed all the steps of
the document for this campaign: thedocument must be in ³Completed´
status
2. you create a new document for the
next semester in which you modify the
default period dates to reflect the next
campaign dates (ex: 01 Jan 2010 - 30Jun 2010)
3. you start the ³Preparation´ step.
Your proposal for the ³Next Period
Objectives´ has been automatically
copied into the ³Previous Period
Objectives.´both employee and manager can
modify and update them as long as the
³Preparation´ step is not ³completed´
4. you keep the ³Preparation´ step ³in
progress´ (you do not click on the
³Finish´ button) until the next
if you want to refine the proposal for the
³next period objectives´ that was entered in
the previous document, you can create a
new document corresponding to the next
semester, even before the next campaign
starts, provided that you respect thefollowing steps:
helpful tip: create a new document ahead of the next
campaign
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helpful tips
view of direct report documents
view of indirect report documents
run a report of my direct reports
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helpful tip: view of direct report
documents
. under ³CurrentDocuments´: documents
in progress
. under ³Historical
Documents´: documents
completed (or cancelled)
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helpful hint: view of indirect report documents
1 2
rec repor s
in this example,
manager17 has two
direct reports
reports
manager15 has 3 direct
reports
3
45
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helpful hint: how can I run a report of my direct
reports?
1
2
5
ompe enc es re eren a a s me
the other reports concern
competencies
(Equant does not use the Group
Competencies referential at this time)
va ue
for the first time you run a
report you¶ll have to create a
value
3
4
you give a µcontrol ID¶ (name)
you complete µperiod
begin date¶ and µperiod
end date¶, save and run
6
for the next time, click on
µsearch¶ to recall your
³control ID´ (slide 8)
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helpful hint: how can I run a report of my direct
reports?
8
9
10
quan
objectives evaluation:
not applicable for
Equant
7
repor
when the status is µposted¶,
you can click on µoverall
rating synthesis¶ to open thereport
From next time you can use same id -No need to create new idagain.
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points to remember!
the Performance tool is open all year round; you can consult
your
Performance document(s) at any time
only one document per employee per review cycle, containing
both
evaluated previous period objectives, and proposed next
period
objectives
standard dates for this document are for the semester that is
closing
and should not be changed
each step must be finished before the next step starts
the document must be closed before a new document is created
A Single integrated document for Planning and Reviewing
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q & a
any
questions?
thank youfor your attention!
feedbackwe will ask for your feedback at
end of the performance cycle via a
short online survey, but if youwould like to offer specific
feedback now, please send it to
Neetu Kachru