Module Description

People Resolutions (Pty) Ltd offers “off the shelve” 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 People Resolutions (Pty) Ltd follows 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.)

Example of Performance Management Setup

A performance cycle can be set up with various activities. E.g.

• 1st Quarter – Agree on outputs
• 2nd Quarter – Formal Assessment
• 3rd Quarter – Set new / confirm existing goals
• 4th Quarter – Formal Assessment

An average score / rating for a full cycle can be generated at the end of the cycle.

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.

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.)
• 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)
  • Which review component(s) should be scored / rated
  • How should scores be calculated
  • How should 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
• Activities can be signed off Online by both the Reviewer and Employee
• 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
• Web interface can be customised using colours and logos to achieve a similar look and feel as the client's own intranet
• Rating set values and definitions can be customised and support is also included for allowing an employee to achieve a score of more than 100% (optional)
• "Scheduled reviews" can be created which will force the employees to abide by the preset review dates.

Weighting of individual KPA’s or KPI’s

Where one works with a paper based system it is possible to formulate each person’s “performance contract” by using unique terminology and statements. When one works on a relational database these terms and statements must be standardised as far as possible. This leaves one with the problem that not all the statements are equally important to all jobs and therefore a multi-tier weighting of KPA’s and KPI’s are used. The following example shows a review taking place where one KPI is scored and results are automatically processed based on weightings of KPI’s and KPA’s.

	This is one example of a layout and style of capturing results for a review. The system allows for both the Reviewer and Employee to log in and capture ratings and comments. Only the Reviewer's rating will however have an effect on the total score. The system is secure and the reviewer cannot change the employee's self-rating, comments or perform an online sign-off on the employee's behalf.
	The complete review with all ratings, comments and totals can be displayed in a printable format with a cover page. The company logo will appear on the cover page with the names and job titles of the reviewer and employee. Should the reviewer or employee have signed off on the review, the date and time of the sign-off will also display.

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.

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 abiility to review employees against any generic job profile in the library, performing skills audits, etc.

	Consistent with other modules in HR Manage, the Performance Management module provides an easy-to-use, yet powerful interface to quickly filter and browse through thousands of reviews. From here, Reviews can be filtered and edited or even exported to Excel by the press of a button.
	Reviews can be pre-scheduled by the HR department for all employees in the company / branch / department on behalf of the reviewers. Strict security ensures that various users have only limited options available to them. This provides a more advanced method to create reviews whereas the managers on the web have only limited options available to keep the process simple.
	Managers and HR administrators can view reviews in detail including ratings and comments. Should the user who is currently logged into the software, happen to be the reviewer or employee being reviewed, he will be able to change his own ratings or comments and sign off on the activity.

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.

Example Reports

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.

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

Information Request & Contact Details

If you would like more detailed information or would like to find out how we can provide a specialized solution for you, please fill out the following form or contact us with the details provided here.

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