welcome to Performance!

here is your roadmap to guide you on your way

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, and third party evaluators use the Performance tool

agenda
1. overview (15 min) 2. review of roadmap (30 min) 3. discussion and questions (15 min)

what and why?

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

why are we moving to the Performance tool?

provides a single performance management tool and process across 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

who has already migrated to the new tool?

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 Legal Global Services Strategy Global Communication Solutions Large Projects 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

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

Connection / AskHR / My Objectives & Performance / the Performance tool or Connection/Managers Corner/My Objectives & Performance/the Performance tool 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
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help documentation in PIMS and Connection

GOALS functionalities in performance tool

Both systems have time out security features so save work every 15 minutes

the Performance tool, a new look and process

GOALS Performance tool

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documents

1
document

GOALS process:
1. 2. 3. agree objectives in 1st document evaluate objectives in 1st document set future objectives in 2nd document

Performance tool process:

1. 2. 3. refine Previous Objectives* set Next Period Objectives evaluate Previous 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 automatically populate into next document as Previous Objectives

who are the main actors?

employee

manager

third party nominated by the manager

Performance document

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how does the Performance system work?

your Performance roadmap has five (5) steps follow the helpful tips in this guide to successfully navigate the performance process!
step 1
connect & create
employee manager

step 2
prepare
employee manager

step 3
feedback

step 4 man
ager eval uate s
manager

step 5
acknowl edge & close
employee

end

employee self assess

3rd party evaluation

manager

A Single integrated document for Planning and Reviewing

 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 11

step 1: managers and employees connect & create


step 1
connect & create
employee manager

connect 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 favorite) or from your PIMS home page, click on the Performance tool link 2. enter the log in page - type your FTID using all capital letters in space identifier (CUID) - type your password sign in manager: in Manager Self Service, click to 3. enter thesingle Reviewing & Planning document (in GOALS you had create a Performance home page

2 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: 1st time to connect? prepare
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 his direct report and the manager is no longer available to finish the document (he/she is on leave of absence or has left the company)
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 still out, the manager may chose the non-applicable rating, and acknowledge on behalf of the employee.

the manager is Mis a Disposition (MaD) and therefore is legally permitted to manage staff with both SCE FTSA and Equant International perimeters in Orange Business Services.
templates for SCE FTSA and Equant International are different so these documents should be created by the employee, NOT the manager.
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step 2: prepare one document for Reviewing & Planning

 employees and managers review & update Previous 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

step 2
prepare
employee manager

employees draft a proposal for Next Period Objectives

many objectives are multi-semester, and may be carried over (managers

can 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 Next Period Objectives, use an objectives library to duplicate objectives from one team member to another, and/or from a 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 to reopen it, as long as another step has not been started. 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 the process.

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process steps in the tool

the document is created empty, The 5 steps of the process under Document progress need to be completed.

Connect & Create

2 3 4 5 Acknowledge & Close

the document is in progress; it appears under Current Documents 17

transition from GOALS to performance tool

 Completion rates will be measured from new performance tool, not GOALS  GOALS documents will be archived in future, possibly only available through central team
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helpful tip: duplicate objectives

Time saver when your direct reports have common or similar objectives

you can edit details to personalize the objective for each member of the team as appropriate

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email to staff when the preparation is finished

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step 3: feedback - self assess & 3rd party evaluation

 step 3
feedback

employee: self-assess Previous Period Objectives & propose Next Development Plans click Finish so that manager is informed by the tool (Save means save as draft) manager & employee: agree 3rd party selection only invite people able to log in Performance tool manager: Nominate Participants in tool and submit so that invite(s) are sent by tool

 

employee self assess

3rd party evaluation

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.

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self assessment

the self assessment step enables the employee to selfassess his previous period objectives and indicate his request for training & development

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self assessment

do not use this box, as it is not visible by the manager

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career planning in the performance tool

Career planning is a rewarding part of employee development! employees, you have an opportunity to think about your career progression, and what areas you are interested in for your development managers, you have an opportunity to learn more about your employees, their career goals and aspirations, and how you can support them

employees and managers take opportunity to discuss career interests and plans together
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, onthe-job-training, leading projects/teams 24

box 1, training (examples) step 1, training (examples)

a new people manager

employee & corporate tools

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box 2, other development plan (examples)

an employee interested 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

you can nominate up to three 3rd party evaluators Orange Business Services International does not use the Group Competencies referential at this time. We use a simplified review 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

accepting a request

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 into Current Evaluations and enter a comment and a rating for each objective; they select Non Applicable to rate objectives for which they have no feedback to provide. 28

step 4: manager evaluates

 step 4 man
ager eval uate s
manager

draft review comments in document

evaluate (comment and rate) each Previous Period Objective. (review / import / edit 3rd party evaluator & employee self-assessment comments as appropriate)

competencies and values: integrate the how with the what

review, amend, add or delete Next Period Objectives drafted by and discussed with employees comment on achievement of any Next 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 Overall Rating and add Comments Save & Submit for Review to employee the employee is notified by the tool
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helpful tip: import comments from employee and 3rd

party 1/3

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

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helpful tip: import comments from employee and 3rd party 2/3

consider the comments and their source then, if interested, select the comment, Add to (your) Comments, and finally Save 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 31

helpful tip: import comments from employee and 3rd party 3/3

the same applies for the employees input regarding training and development: import the employees input and add your own comments 32

watch out: Cancel evaluation button in the evaluation document

as long as the evaluation step is in progress, you will find this cancel 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?

danger
use with extreme care

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step 5: acknowledge & close

  employees: review, Comment on manager evaluation & Save managers: the tool will notify you that your employee has taken action. review employee comments, then Close the document for this cycle consequences of closing the document: 1. the document no longer appears under the menu Current documents but under Historical 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. Next Period Objectives automatically transfer as Previous Period Objectives to next cycle document when the manager creates it. failure to Close document prevents data access & objectives transfer congratulations, you have arrived at your destination!

step 5
acknowl edge & close
employee

manager

thank you for navigating the Performance roadmap.

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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 finish button to close the document 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 has changed to Completed it now appears under Historical Documents

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the performance document

after the assessment is finished

2/4 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

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the performance document

3/4

after the assessment is finished

the document screen with sections to fulfill (scroll down): next development plan

 

potentially created in self assessment step updated in evaluation step

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the performance document

4/4

after the assessment is finished

the document screen with sections to fulfill (scroll down): overall rating and manager comments, then employee comments

created by the manager at the end of the evaluation step

created by the employee when the employee acknowledges managers evaluation

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helpful tip: save a copy of evaluation to PDF format

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helpful tip: create a new document ahead of the next campaign

1. you have completed all the steps of the document for this campaign: the document must be in Completed 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 - 30 Jun 2010) 3. you start the Preparation step. Your proposal for the Next Period Objectives has been automatically copied into the Previous Period Objectives. both employee and manager can modify and update them as long as the Preparation step is not completed 4. you keep the Preparation step in progress (you do not click on the 41 Finish button) until the next campaign is launched.

if you want to refine the proposal for the next 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 the following steps:

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 Current Documents: documents in progress . under Historical Documents: documents completed (or cancelled)

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helpful hint: view of indirect report documents

in this example, manager17 has two direct reports

manager15 has 3 direct reports

3 5 4

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helpful hint: how can I run a report of my direct reports?

you give a control ID (name)

the other reports concern competencies (Equant does not use the Group Competencies referential at this time)

for the first time you run a report youll have to create a value

for the next time, click on search to recall your control ID (slide 8)

you complete period begin date and period end date, save and run

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helpful hint: how can I run a report of my direct reports?

when the status is posted, you can click on overall rating synthesis to open the report

10

objectives evaluation: not applicable for Equant

From next time you can use same id -No need to create new id again.

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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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thank you
for your attention! any

questions?
q&a

feedback
we will ask for your feedback at end of the performance cycle via a short online survey, but if you would like to offer specific feedback now, please send it to Neetu Kachru

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