how to guide appraisal – for employees december...

How to Guide Appraisal – For Employees

December 2014

Version 1_15122014

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How to Guide_ Appraisal_For Employee-v0.1_15122014

Introduction

This How To Guide aims to give details on available features and actions you are expected to perform in the

‘Performance’ section of C&me.

‘Performance’ is a part of your Human Resources Information System (HRIS) supporting you, your line manager and HR

manager in managing the whole appraisal process, from your own self-assessment to your manager’s validation.

The Annual Appraisal enables the Group to identify development needs and potential capabilities, and gives you the

opportunity to talk about your objectives, career expectations, skills to develop and knowledge to acquire.

Each year, the Performance Interview enables you to review with your manager:

• achievements of the last 12 months with respect to previous objectives

• competencies assessment

• overall performance appraisal

• new objectives setting for the year to come

• your development plan

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Table of contents

Navigation principles p.3

Points of reference p.4

Your C&me homepage p.5

Using the search functionalities p.6

Overall process of appraisal p.7

How to access your appraisal form p.8

Overview of your self-assessment form p.9

Section 1: Objectives Assessment p.10

Section 2: Objectives Settings p.11

Focus: the SMART wizard p.13

Section 3: Competencies Assessment p.14

Section 4: Development Action p.15

Section 5: Summary p.16

Inform your manager p.17

Sign off on your appraisal p.18

… p.19

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Navigation principles (1/3)

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Header menu SearchUser Menu

Portlet

Employee Files menu

In this How To Guide, we use 7 specific words (see below) to give you points of reference. They aim to facilitate your

navigation on C&me; so take a look at them and feel free to skip back to this slide if you feel lost!

Points of reference

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Use the portlet to add direct links and quickly access the sections/pages you use the most. To do it, click on .

To access your full profile (job information, personal information, etc.), click on either ‘My Employee File’ in your header

menu, or on and then ‘Public Profile’ in the ‘My Info’ portlet.

Access other employees’ profiles by using the search engine (see ).

Keep your objective plan up-to-date through the ‘My Objectives’ portlet.

Keep an eye on your ‘To Do’ portlet; you will see actions you have to perform appear during the appraisal period.

You can customise your C&me homepage, add or remove portlet, by clicking on . You can also reorganize the

portlets by dragging and dropping them.

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Your C&me home page

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Use the search engine to quickly access the public profiles of all employees.

Type the first letters of the first name or last name. The search engine suggests all the profiles that match with your entry.

Mouse over the names to make the associated business card appear.

From your Employee File, click on your name to access the list of your managers and peers. Click on their names to access their

public profiles.

You can use the search engine located at the top of the list to search for other colleagues.

From the header menu, click on ‘Org Chart’, then ‘Directory’. By clicking on ‘Advanced Search’, you can search for colleagues

using criteria. You can access this advanced search with the search engine too, by clicking on .33

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Using the search features

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Overall process of appraisal

Actors and access in C&me

Line managers and employees only are directly

involved in the process.

2nd line managers and HR managers can follow

completion and access appraisal forms for all

reports.

�Achievement versus past objectives

�Definition of next year draft objectives

�Competency assessment

�Development plan (optional)

�Employee overall rating (optional)

Employee Self Assessment

BEFORE INTERVIEW: Access & Preparation

�Past performance (Objectives assessment)

�Next year objectives finalisation

�Competency assessment

�Development plan (optional)

�Manager overall rating

AFTER INTERVIEW: Update and validation

Manager’s Assessment

�Agreement

�General comments (optional)

�Signature

Employee sign-off

�General comments (optional)

�Signature

Manager sign-off

6 main sections in the appraisal form

Employee informationDescriptive information about the employee

Objectives assessmentEmployee’s and manager’s feedback and rating about last

year objectives

Objectives settingsEmployee’s objectives for next year

Competencies assessmentEmployee’s and manager’s rating and comments

regarding each core competency

Development actionLink to the employee’s Development plan and Mobility &

Career Goals

SummaryGlobal comments and overall assessment from the

employee and the manager

STEP 1

STEP 2

STEP 3

STEP 4

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How to access your appraisal form

Sl.9Sl.9Sl.10Sl.10Sl.13Sl.13Sl.14Sl.14Sl.15Sl.15

You can also access your appraisal

form through your ‘TO DO’ portlet

in your Home Page when

Appraisal campaign is started

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The appraisal process starts with your self-assessment. This step is the best way to prepare your interview with your manager

efficiently, giving you the opportunity to evaluate your last-year’s performance and define your objectives for next year; it is

also the right time to think about your whole career and update your development plan (see sl.)

The appraisal process steps are displayed with the current step in green.

Click on to choose the view: “Full Form”, “By Section” or “By Item”.

The left menu provides access to the different sections of the form and the main items of the selected section (when

applicable).

Click on to save your updates and keep working on the form - remember to do this regularly.

Exit the form without saving any unsaved change

Go to the next action in the form

Save changes and exit the form

Send the form to the next step of the process (to be used when you have completed the step)

Overview of your self-assessment form

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In the ‘OBJECTIVES ASSESSMENT’ section, you have to carry-out your self-assessment regarding the objectives defined with

your manager last year.

Click on to display a summary of your objectives, and on to get a global view and complete your assessment.

You can use the left menu to focus on the chosen objectives or to add or to modify a new objective to your assessment.

Rate your objectives for the previous year and add a comment for each of them.

If changes occurred since the last update, click on to amend the objective.

If you want to add a new objective, click on and fill in all of the required information.

Section 1: Objectives Assessment

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In the ‘OBJECTIVES SETTINGS’ section, you have to define objectives for next year, limited to 7 - which includes 2 behavioural

objectives.

Objectives are split into 3 categories:

1.Behaviour – links with professional excellence

2.Business – objectives creating added value for the company

3.Transversal – objectives beyond job missions

Click on or use the left menu to set a new objective (see ):

• Click on to define a new objective from scratch (see next slide).

• Click on to select a predefined objective from the library (not specific to CMA CGM) and use it as a template.

To get assistance while setting a new objective, click on . A pop-up helps you to define the new objective

following the SMART wizard (see sl.12).

Click on to modify any information related to the corresponding objective, and on to remove an objective from the

section (this is only possible during the self-assessment).

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Section 2: Objectives Setting (1/2)

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You don’t need to wait for the

appraisal to set and amend your

objectives – you can do it all year

long. Take a look at the Appraisal

Tips and Tricks

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Having clicked on , you can set your new objective: a pop-up allows you to add or edit an objective. Make sure

to complete every field with a red star *.

Select the relevant category, ‘Behaviour’, ‘Business’, ‘Transversal’ (see previous slide).

Describe clearly the objective through the fields ‘Title’, ‘Description & means to achieve’ and ‘Success Measures’.

A Spell Check functionality has been set up.

Pay attention to the weight you give to the objective: the sum of all objectives’ weight must be equal to 100%. If it does not,

equal 100% then you will not be able to save the objectives setting.

Click on when required information is fulfilled.

Section 2: Objectives Setting (2/2)

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Focus: the SMART wizard

The SMART wizard helps you define specific, measurable, attainable, relevant and time-bounded objectives.

At the ‘Specific’ step, define the goal and try to start it with an action verb; you can use the library. Click on once done.

At the ‘Measurable’ step, you can add key performance indicators (KPI) to help you measure your progress.

At the ‘Attainable’ step, step back and determine if your goal is achievable or not; if not, go back to the two first steps and

redefine your objective.

At the ‘Relevant’ step, you are asked if this new objective is aligned with your line manager’s objectives or with the group

ones.

At the ‘Time-bound’ step, you can define the period required to reach your objective.

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In the ‘COMPETENCIES ASSESSMENT’ section, you are asked to assess yourself on the core competencies.

Click on to download a document defining competencies and scales.

Rate each competency with the radio buttons - select NR if the competency is not relevant for your job (egx: People

Management) or if you don’t have enough experience in your current job to assess one of these competencies

Click on to expand and add a comment for the related competency (see ).55

Section 3: Competencies Assessment

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Section 4: Development Action

Click on to set your career wishes (also available in your Mini-CV). Don’t forget to save

Click on if to share your geographic mobility wishes. Don’t forget to save

You don’t need to wait for your

appraisal to input and amend

your development plan – you

can do it all year long. Take a

look at the Appraisal Tips and

Tricks

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In the ‘DEVELOPMENT ACTION’ section, you can access your development plan . Your development plan shows more detail than your objective plan (input via section 2) because you can list and manage global objectives for your whole career and profile .

After defining the action plan, you will have to specify the resource , for instance project assignment or training, that you will use to achieve your objective.This plan will be shared with your manager and your HR manager, who can also update it at any time during the year, according to progress.

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In the ‘SUMMARY’ section, you can access the ‘Overall Rating’ of the appraisal.

Select the most relevant value out of Needs Improvement/Effective/Exceptional from the ‘Employee Overall Rating’ drop-

down list (optional – feel free to skip this part if you don’t know how to rate yourself and leave it unrated).

A summary of your objectives assessment is displayed. If you want to review one of them, click on it to go back to the

‘OBJECTIVES ASSESSMENT’ section.

You can write a global comment at the end of your self-assessment.

When you have completed your self-assessment, click on to send the form to your manager (see next page).

Section 5: Summary

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The name of the next person specified in the workflow (your manager) is displayed.

You can write a comment – to be added into the notification sent by e-mail to your manager.

Click on to return to the form (if you want to check or make some changes).

Click on to confirm that the Self-assessment step is completed and send a notification to your manager (be

careful: you will not be able to edit information in the form after the confirmation).

Inform your manager

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Once your manager has assessed your appraisal form and sent it back to you, your ‘To Do’ portlet displays an ‘Employee Sign-

Off’ notification. Click on it to retrieve your form and validate it.

For each assessed objective, you will see your manager’s rating and comments.

You must also check the objectives settings and competencies assessment feedback given by your manager; do it by scrolling

down.

You can also compare your manager’s rating with your own rating and comments (filled in previously).

Once you have checked the whole form, click on ‘EMPLOYEE SIGNATURE’ to validate it.

Sign off on your appraisal (1/2)

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In the ‘EMPLOYEE SIGNATURE’ section, you have to validate your appraisal form.

Confirm that you agree with your manager’s assessment.

In case of disagreement, please explain why by adding the appropriate comment; your HR manager will contact you.

You can add a last comment to the appraisal form.

Click on to finalize your sign-off.

You can add a last comment before sending the notification to your manager. Then click on to confirm your

sign-off and send the notification to your manager (you will not be able to edit any information in the form after this

confirmation).

Sign off on your appraisal (2/2)

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Congratulations!

You have now completed your appraisal process for this year.

The next step is your manager’s validation.

Throughout the year, if you change jobs, managers or objectives,

you and your manager will be able to update your objectives

through your Objectives Plan.

Nota Bene : Please refer to Appraisal Tips and Tricks Document

…

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