Reviewer Handbook - i N I I T i a n . c o m · PDF file · 2016-04-01Personal Learning & Development Plan (PLDP) ... • A 10-point scale assessment to be done by the Reviewer •

Reviewer Handbook

Objectives

• Performance Assessment at NIIT

• PACE 2016

– PACE Process

– How to fill up PACE form

– Understanding PACE Score

• Important Timelines

• DO’s and DON’Ts of PACE

• BSC FY17 – Guidelines

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PERFORMANCE ASSESSMENT AT NIIT

Performance Management Cycle at NIIT

Perspective Planning - [Jan’15]

Cascading Goal sheets - [Apr’15]

Balance Score Card - [May’15]

HYR (Half Yearly Review) - [Oct’15]

PACE (Annual Performance

Review) - [Apr-Jun, 2016]

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Half yearly & Annual Reviews

Quick Performance Review based on BSC ….half year status

Focus areas for rest of the year

Career Aspirations

Provision for:

Recommending Role Change for next financial year

Leading to:

Role Change Recommendation for next FY if any

Training Plan for Role Change Cases

Performance Improvement Plan

HYRPerformance Assessment based on BSC , Rating on Values & Behavior at work & Qualitative Assessment.

Plan your career - Desired Career Options

Leading to:

Personal Learning & Development Plan (PLDP)

Performance Improvement Plan

eCRP – Comp/Role/Desig changes if any

PACE

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PACE PROCESS

Ensuring Reviews by the Right Manager

Term Definition

Reviewee Reviewee/NIITian to be appraised

First level Reviewer

1st Level Reviewer with whom the reviewee has spent the maximum time during the review period

Another First Level Reviewer

If the reviewee has reported to multiple 1st Level Reviewers during the review period, then the reviewer with whom the reviewee has spent the second highest time shall be the ‘Another’ First Level Reviewer.

Matrix level Reviewer

Is the Matrix 1st Level Reviewer. (S)he will share qualitative comments about the NIITian which will be referred to by the Second Level reviewer and NIITian.

2nd Level Reviewer

Is the 1st Level Reviewer of the current Reporting Manager, even if the First Level Reviewer is not the current Reporting Manager.

Note: The current Reporting Manager shall definitely be either First Level or Another first level.

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PACE FORM Flow

NIITian submits

PACE form

First Level

Reviewer

Another First Level

Matrix Level

All Submit

2nd

LevelHR

NOTE: • In case, if there are more than One BSC blocks, the same needs to be evaluated by the concerned Reviewer,

before the First level submits the form. First Level Reviewer will have an option to forward the BSC block to the concerned Reviewer.

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How is PACE Score Calculated?

BSC Score

[80%]

Values & Behavior

Score

[10%]

Qualitative Assessment

[10%]

Overall PACE Score

[100%]

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PACE Performance Levels

# PACE Score Performance Levels

1 >=100% Extraordinary Performance

2 85 to <100% Valuable Performance

3 70 to <85% Average Performance

4 60 to < 70% Performance Needs Attention

5 <60% Unacceptable Performance

No upper limit to number of NIITians for each Performance Level

For all PACE scores between the threshold of two performance levels (.5 decimal points), rounding off will be applicable and will get reflected in the PACE Performance Level .

Eg.: 84.7 will Become ‘Valuable Performance’ however, 84.4 will remain ‘Average Performance’

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Scenario #1.1

I have reported to Arpitha (Apr – Oct) & Ken (Nov – till date). Who will be my First Level Reviewer?

Arpitha Ken

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Scenario #1.1

I have reported to Arpitha (Apr – Oct) & Ken (Nov – till date). Who will be my First Level Reviewer?

Arpitha Ken

Since you have reported to Arpitha for maximum duration. 12

Scenario #1.2

Is it possible to score more than 100% in BSC Score?

Yes No

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Scenario #1.2

Is it possible to score more than 100% in BSC Score?

Yes No

This depends on the max. allowed achievement of the parameters 14

FILLING UP THE PACE FORM

The PACE FORM – 2016

1. Balanced Score Card [BSC] – (Reviewee to fill, first and second level reviewers to approve)

2. Qualitative Comments– Reflect Back on the Year (Reviewee to fill)– Enabling Reporting Manager to Enhance Performance (Reviewee to fill)– Feedback & Key Messages to Reviewee (1st level Reviewer to fill)– Assessment & Feedback (another 1st level Reviewer/Matrix level to fill)

3. Desired Career Options (Current Reporting Manager)4. My Training Plan (Reviewee to add Personal Learning & Development

Plan)

5. Values and Behavior [V&B] Questions6. Overall Assessment

– Qualitative Assessment [QA] (Reviewers to fill)– Final PACE score Calculation [BSC + V&B +QA scores]– 2nd level Reviewer’s Overall Comment on Reviewee’s performance– Key Focus Areas of the Reviewee going forward

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BSC - 1Qualitative Comments

Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Talent Pipeline is created based on the selection of ‘Desired Career Options’. Talent Pipeline facilitates HR in finding the internal talent for Internal Job Posting (IJP)


Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

Few guidelines for planning your career:

• Refer to Mobility Maps, Tenure Matrix and Job Rotation Framework, which are under Mobility Facilitation Centre (in iNIITian homepage)

• You can choose your career in the same or different function/ business, depending upon your knowledge, skill and capability

• The career options will be defined based on the following structure: IBU, Function & Position

• There will always be Individual and Business considerations before finalizing the role changes

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My

Tra

inin

g P

lan

Org-wide

Mandatory

Compliance

Training That Matters (Biz-led)

Domain/Functional

RBT&C

Middle Managers’ Capability

Personal Learning & Development Plan

ELearning

MOOCs, Webinars

Videos

Action Projects

Others (Blogs, White/Tech Papers)

Ex: PACE, BSC, HYR, GSAW, RONM

Ex: Role Based Training & Certification, Boot Camp, Functional Trainings

Ex: TED Talks, Research Papers, On the job learning

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Training plan for Next Year

Snapshot of – My Training Plan

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Add PLDP – My Training Plan

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Medium: Massive Open Online Courses (MOOCs), Webinar, Video, Action Projects & Others

Values & Behavior (V&B)• Five “Values” are identified – which are required in every NIITian. These

values drives NIITians to perform in the “NIIT way” and enhances the capability of NIIT to deliver sustainable performance:– Organizational Alignment– Professionalism– Customerism – Collaboration– Leadership

• These Values are drawn from the NIIT Vision

• For each “Value”, there are associated statements against which the NIITian is assessed


Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Defining the five values• Organizational Alignment : This expects all to demonstrate alignment to

organizational values as stated in the Vision document – NIIT is people, NIIT is quality & value, and NIIT is a mission

• Professionalism : This helps to evaluate the basic professional values & behavior that is expected in the way we work and of being a dependable professional

• Customerism: This refers to the customer focus of the individual – ability to understand requirements, having the positive attitude to deliver the best, initiatives taken to provide quality and value to customers

• Collaboration: This refers to how an individual functions and contributes as a team player

• Leadership: Leadership is expected in every individual in every role. It is an attitude of ‘taking the lead’ in all situations and propelling self, team and organizational growth


Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

261 – Never Observed, 2 – Occasionally Observed, 3 – Frequently Observed, 4 – Almost Always Observed.

Qualitative Assessment

• A 10-point scale assessment to be done by the Reviewer

• The purpose is to take care of circumstances which do not get captured in the objective evaluation

• Through QA, you will typically assesses factors such as:

– Recognizing the possibility of exceptional contribution, unanticipated situations, additional assignments, acts of nature and other similar developments

– Personal contribution on the BSC achievement in the parameters which are related to team goals

– Quantum of effort put in to achieve the targets

– Ability to go beyond the call of duty and to overcome unforeseen exigencies etc.


Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Desired Career

Options

My Training

PlanV&BBSC - 2

Overall Assessment

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Overall Assessments – Reviewer Comments

Key Focus Areas Going forward

• The CURRENT Reporting Manager needs to mention a summary of the key focus areas for the

Reviewee for the year ahead

• Understandably, keep in mind the BSC parameters for the year ahead

• The message should be encouraging and forward looking so as to enhance Reviewee’s

performance in the year ahead

2nd level Reviewers Overall Comments

Do not write comments that you cannot support with data

While providing comments on the overall performance of the Reviewee, consciously take guard

against the possible biases and errors. Also provide feedback which will enhance Reviewee’s

performance going forward

It is highly recommended that you have a face to face or at least a Telephonic discussion with the

Reviewee

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Under no circumstances, should the 1st Level Reviewer submit the

PACE form of the Reviewee without having a discussion with

the Reviewee

It is mandatory for a reviewer to select how (face-to-face or telephonic) and when the review is done.

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Reviewers MUST NOT disclose the scores of PACE

(BSC, Qualitative Assessment & Values &

Behavior) to the Reviewees. Scores are visible after PACE

is completed.31

Performance Improvement Plan (PIP)

• Mandatory PIP for NIITians with Performance Level -Performance Needs Attention

• PIP to be created during PACE with specific deliverables and timelines

• PIP form available to 2nd level Reviewer for reference & editing, where required

• PIP will be effective from date of Performance Level Communication

• Min. & Max. duration of PIP is 60 and 120 days respectively.

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Scenario #2.1 – What are the Performance Levels?

Case 1 Case 2

BSC Weightage Goal Achievement Score BSC Weightage Goal Achievement Score

KPA1 40 100 96% 38.4 KPA1 40 100 94% 37.6

KPA2 30 100 120%36

KPA2 30 100 98%29.4

KPA3 15 100 98%

14.7

KPA3 15 100 80%

12

KPA4 15 100 90%13.5

KPA4 15 100 82%12.3

BSC Score 103 BSC Score 91

Weighted BSC Score 82 Weighted BSC Score 73

Weighted V&B Score 9.1 Weighted V&B Score 9.3

QA Score 9 QA Score 8

Overall Rating 100.2 Overall Rating 90.3

Case 3 Case 4


KPA1 40 100 90% 36 KPA1 40 100 70% 28

KPA2 30 100 78%23.4

KPA2 30 100 73%21.9

KPA3 15 100 80%12

KPA3 15 100 72%10.8

KPA4 15 100 85%12.75

KPA4 15 100 65%9.75






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Scenario #2.1 – What are the Performance Levels?

Case 1 Case 2


KPA1 40 100 96% 38.4 KPA1 40 100 94% 37.6

KPA2 30 100 120%36

KPA2 30 100 98%29.4

KPA3 15 100 98%

14.7

KPA3 15 100 80%

12

KPA4 15 100 90%13.5

KPA4 15 100 82%12.3






Case 3 Case 4


KPA1 40 100 90% 36 KPA1 40 100 70% 28

KPA2 30 100 78%23.4

KPA2 30 100 73%21.9

KPA3 15 100 80%12

KPA3 15 100 72%10.8

KPA4 15 100 85%12.75

KPA4 15 100 65%9.75






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Understanding PACE ScoreCase 5 Case 6


KPA1 40 100 120% 48 KPA1 40 100 120% 48

KPA2 30 100 108%32.4

KPA2 30 100 108%32.4

KPA3 15 100 65%9.75

KPA3 15 100 140%21

KPA4 15 100 100%15

KPA4 15 100 100%15






In addition to the PACE score being >= 100, following two conditions also have to be met for performance to be rated as Extra Ordinary:

• All four KPA Scores to be least 70% of Target • Minimum V&B score of 5

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Consequences of PACE Performance Levels

# PACE Score Levels Consequence

1 >=100% Extraordinary Performance (EP)

Appropriate CRP increases and Role change, if applicable

2 85 to <100% Valuable Performance (VP)

3 70 to <85% Average Performance (AP)

4 60 to < 70% Performance Needs Attention (PNA) Mandatory PIP

5 <60% Unacceptable Performance (UP) Out counseling

Possible Outcome: For PNA & UP - No CRP Increase, re-deployment lower level or any other executive management decision

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What’s New – PACE 2016

• Reviewee can view the BSC Score, based on the actual achievement data.

• My Training Plan: This consists of training plan for next year - linked to Organization -led, Business -led and Self Development. All the trainings are business driven, and for self-development, it is mostly online learning (MOOCs, Webinars, Videos, Action Projects etc).

• When there is a difference between the performance data between Reviewee & FL Reviewer, then those parameters are highlighted in a different color, and this is visible for SL Reviewer.

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Important Timelines – PACE 2016

All Plans (Not dependent on Annual Results) Plan R & S (If dependent on Annual Results)

Apr 4: PACE is Live for all Eligible NIITians

Apr 22nd :: Last date for Reviewees to fill their Forms

May 20th :: Last date for Reviewees to fill their Forms

May 6th :: Last date for completion of 1st Level Reviews

June 3rd :: Last date for completion of 1st level Reviews

May 20th :: Last date for completion of 2nd Level Reviews

June 17th :: Last date for completion of 2nd Level Reviews

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Consequence Management

If Reviewee doesn’t submit the PACE Form, within the timelines, then revised compensation will not be applicable.

If Reviewee failed to submit even by the extended timeline, then VC/ PLI also will be forfeited.

PACE 2016 will be deemed to be complete only if BSC FY17 is online and approved. Without the PACE Completion, VC/ PLI/ CRP will not be processed.

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PACE Escalation Process

1

• After the PACE performance level is communicated, the Reviewee is able to view the an Escalation Form link . This will be made available to the Reviewee for next 10 days.

2

• If the Reviewee disagrees with the PACE score or has any other concern, Reviewee can escalate to HR by filling the online PACE escalation form

3• Reviewee submits the Escalation form to the HR Representative (Business HR)

4

• Business HR will have a discussion with concerned stakeholders & may send the form back to the Reviewee to seek clarification or may close the escalation after offline discussions. The same will be documented in the escalation form

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S.No. PACE Poll Questions

1 Your PACE review was conducted in an undisturbed environment

2Your review discussion was meaningful and objective, supported with relevant facts and figures

3You have clarity on what you should focus on, or do differently, in order to enhance your performance in the current year

4 The discussion on Values & Behavior (V&B) was interactive & to your satisfaction

• Rating on a 5-point scale; 1: Disagree, 2: Somewhat Disagree, 3: Neither Agree or Disagree, 4: Somewhat Agree, 5: Strongly Agree

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ENSURING EFFECTIVE REVIEWS

Before the Review

Collect the data and analyze the results.

Check if your performance is on track.

Ensure that you make a list of events that influenced

your performance.

Be prepared to provide some ideas on how to improve

your results.

Determine your strengths and areas of improvement.

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Do’s and Don’ts for your PACE discussion

Listen actively

Don’t get emotional

Don’t get defensive

OWN your performance & Don’t externalize

Accept your Reviewer’s inputs

Put your points across

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Possible Biases of Reviewers

Similar to me – one tends to emphasize more with like-minded /similar personalities and hence becomes biased

Positive leniency - want to give everyone high scores

Negative leniency - want to give everyone low scores

Central tendency (forced bell curve) - expecting that in any group there will necessarily be some poor performers and some great performers

45

Possible Biases of Reviewers

Halo effect: the NIITian is a "saint" so must have high scores

Horn effect: the NIITian is a “devil” so must have low scores

Recency effect: over - emphasis on recent performance & events

Stereotyping: Things may not have happened as it always used to be

Gut Feeling: Don’t be too subjective and base your judgment on your gut feeling

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PACE is an OPPORTUNITY for YOUto position yourself as a MENTOR to your team member

to enable his/her success by identifying specific Training & Developmental needs

to retain him/her in NIIT by providing a CAREER PATH for the next 3 years

to give constructive FEEDBACK towards higher performance

to communicate your EXPECTATIONS

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CONTENTS

• Cascaded Goal Setting

• What is a Balanced Score Card (BSC)

• Key Changes in BSC FY17

• My Performance Scorecard

• Balanced Score Card (BSC) Guidelines

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Strategies & Focus Areas of Business Unit

Goals of an Individual Business Unit

Goals of a Function, Department or Team

Goals of a Role

Goals of an Individual NIITian

Business Head

Functional HEAD

IBU HEAD

CASCADED GOAL SETTING

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Type of Goal Sheet

Parameters Goals

Standard Standard Standard

CustomizedStandard

Non-Standard with minimum norms against some parameters

Unique Mostly Non-standard Non-Standard

TYPES OF BSC FOR AN INDIVIDUAL NIITIAN

A Typical BSC

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BSC FY 17 :: KEY ENHANCEMENTS

Wildly important goals, 6-8 parameters for all

R&S

Quarterly targets for FINANCE KPA & Customer

Acquisition parameters (for Plans R&S)

Half Yearly targets for financial goals for upto Q

Simplified Unique BSC creation thru the module

Multiple BSC templates for STANDARD &

CUSTOMIZED roles

Introduction of Monthly Performance Score Card

Reduced SLA of 1 day for new Parameter creation

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My Performance Scorecard

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BSC as a “Live” scorecard for NIITians

to see where they stand in

terms of achievementagainst goals

– Mandatory Monthly Performance Review for all CLC members and R&S through the online ‘My Performance Score Card’ by 10th of the following month

– Reporting /Reviewing Manager & HR View

– Option to upload attachments in the monthly performance score card

– All managers to drive Monthly BSC

Performance Reviews; HR available for

facilitation if needed

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MY PERFORMANCE SCORECARD

BSC Guidelines

• BSC to have Critical, High impact measures only : 6 - 8 Lag Measures which are critical for the role for R&S; 7 -9 Measures for up to Plan Q

• Measures to be in line with the business strategy & focused on personal contribution &/or uniqueness of the role

• Not mandatory to have Internal Process and L&G parameters – Sales roles to focus only on Sales parameters

• Restrict usage of Inter-connected parameters (one leading to the other)

• Restrict duplication of goals in the multiple roles in the same hierarchy – divided accountability

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BSC Guidelines CONTD…

– All parameters need to have numeric values that can be objectively calculated.

– All Performance Measures should be output driven and not efforts based

– Data Source should be an independent source and auditable

– Avoid Reporting Manager rating as Unit of Measurement; to be used only under exceptional situations. All such performance measure should have a rating on 10 point scale to ensure consistency.

– Avoid Zero as targets. Reconstruct the Calculation Method in such a way that Zero does not need to be captured as a target. Wherever Zero is captured as a target, auto computation of the achievement will not be possible

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NIITians are expected to discuss with their Reporting Manager & finalize the BSC

latest by 20th May 2016

and ensure that the BSC is uploaded on iNIITian

latest by 31st May 2016

PACE 2016 will be deemed to be complete only after BSC FY17 is Approved & Online

What is expected from NIITians?

If you have any queries, feel free to write to [email protected]

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Documents

Reviewer Handbook - i N I I T i a n . c o m · PDF file · 2016-04-01Personal Learning & Development Plan (PLDP) ... • A 10-point scale assessment to be done by the Reviewer •