HR Manage Software - Web-based Performance Management System

Module Description

People Resolutions (Pty) Ltd offers “off the shelve” Performance Management Solutions, that can be customised to meet company specific demands. Successful performance management is equally dependent on a sound system as it is on the attitude, skill, and discipline of the users. For this reason we follow a holistic approach and do not only provide software, but can also provide expert support to implement and maintain the organisational change associated with the implementation of performance management.

The Performance Management software is flexible and can be set up to support the Balanced Scorecard principles (Norton & Kaplan) that are characterised by the following:

• Individual performance objectives are linked with organisational – and business unit’s performance objectives
• All the data are stored in a relational database – this allows the users to analyse the results non only on individual performance, but also on organisational and unit levels.

The HR Manage Performance Management System is an extensive Web and Windows based system for setting up and managing employee’s performance. Users will be able to log onto the system and see the current “status” of their performance / competence reviews and submit comments. A manager can log on and capture the performance ratings for individual team members. Results can be printed in various reports showing the real-time status of a company wide Performance Review.

The HR department can set policy and procedure in place while enforcing the sequence of tasks (e.g. a performance agreement must first be “signed off” by a manager and his/her team member before performance ratings can be captured.) with due dates and cut-off times.

Review Processes & Schedules

Reviews can be included in a process / cycle to control how and when reviews can be completed during a period. Each review in the process can have multiple or different reviewers, changes to the profile can be saved for use by the next review and exact start and finish dates can be enforced.

A sample review process / cycle can be set up with the following activities:

• 1 - 28 Feb: Agree on Standards
  • Done by Direct Manager and Employee self
• 1 - 30 Jun: Formal Assessment 1
  • Direct Manager to review Employee. Direct Manager, Employee and Department Head to sign off on completion
• 30 - 9 Jul: Set new / confirm existing goals
  • Done by Direct Manager and Employee self
• 1 - 30 Aug: Peer Assessment
  • Direct manager to oversee reviews. System to select 5 random employees as Anonymous Reviewers
• 1 - 31 Oct: Formal Assessment 2
  • Direct Manager to review Employee. Direct Manager, Employee and Department Head to sign off on completion

Review Processes and Individual Reviews can be linked to a Schedule (e.g. "2011 Performance Reviews") to simplify reporting and tracking progress on reviews.

Flexibility & Customisation

Instead of developing a system that support one or two formats for performance appraisals, we developed a generic system with endless customisation possibilities. Our Performance Appraisal software is extremely flexible and can be customised to support almost any performance appraisal or competence review structure and methodology. The layout of the review and settings like which type of weighting system to use, is configured in the Job Profiling module that is integrated with the Performance Management System.

Some of the functionality and behaviour that can be customised are:

• Naming conventions using in the reviews and job profiles (Key Performance Areas, KPIs, Outcomes, etc.)
• Weighting System & Rating Set
• Structure, layout and behaviour of the review:
  • How many levels should there be and what components are children of other components (e.g. KPAs -> Major Outputs -> KPIs)
  • How should scores be calculated and totals be displayed:
    • Percentage - e.g. 75%
    • A Total score - e.g. 50 out of 70
    • A Rating set value - e.g. AA - Achieved All Required Outcomes (3.55)
  • On which components should comments be captured
• Reviews can be split up into sections. Each can make up a percentage of the overall review which will influence the total (e.g. Performance Indicators = 70%, Company Values = 30%) or it can simply be used as a grouping feature with no influence on how the overall total is calculated
• Documents can be attached to reviews which can contain evidence, scanned copy of signed document, etc.
• Multiple reviewers per review including the ability to make some of those reviewers anonymous

Here are some sample reviews that can be done with HR Manage:

Individual Performance Agreements

The foundation for any system that tracks individual performance is the individual goals or performance agreements. The components of these individual performance agreements (e.g. KPA’s, Performance Indicators or Performance Standards) are kept in a relational database with much more functionality than “dead” text. This methodology allows for example comparison between all individuals who had the same KPA (e.g. Customer Service). A report can be generated for all the individuals who were rated on “Customer Service” and comparisons can be drawn.

The system does however allow managers / employees to set up or change their own performance profiles (depending on company policy). When signing off on these agreements, the changed profile will be saved under the employee and the next review will be based on the customised profile instead of the generic job profile. Any changes made will not affect the generic job profiles.

Powerful Windows-based Application

In addition to the web interface, we also provide a powerful windows-based application where the HR administrators can view, manage and assist with all the reviews on the system. This system can be also used to create specialised reviews including the ability to review employees against any generic job profile in the library, performing skills audits, etc.

Reporting

Apart from tracking and monitoring any failures to comply with the performance cycle, the system can track and report scores per individual, team, department, branch etc. The Performance Report Wizard in HR Manage allows generating various reports in Excel with multiple filter and grouping options.

With these results a normal distribution curve can be drawn to identify the level of objectivity applied by managers.

Skills Audit functionality

The software can be customised to be used for skills audits. This software is currently being used by Skills@Work to perform a skills audit for Impala Platinum Ltd. Once set up, the system enables consultants to perform competence reviews on multiple employees at the same time. The user selects the employees to be reviewed, specify a job title to review them against and then creates a "Quick Review" as seen in the following screens.

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