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Performance Management Tool Delivering Results iPlan. Oliver DALY. The Challenge. The Challenge. Paper based – mid/end year (£8k -HR/£35k -managers ) Challenges - Issue of communication Engagement survey Objectives not captured and not SMART
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Performance Management Tool Delivering Results iPlan Oliver DALY
The Challenge The Challenge • Paper based – mid/end year (£8k -HR/£35k -managers) • Challenges - Issue of communication • Engagement survey • Objectives not captured and not SMART • Recent move from objective only to Objectives & competencies • People writing 10 to 16 objectives • PDP not communicated • Documents wordy • Feedback not consistent/informal • Manager comments after ‘the event’ • Ownership • Managers mislaid previous years forms
The Product • iPlan– link objectives/mid & end year reviews (bottom up) • Staged Approach Stage 1 • trialled mid and end year review on line Stage 2 (features) • iPlan (record objectives – forced discussion) • Manager (weighted objectives ) Employee task objective • Records of performance throughout year – 121’s • Admin system (record of objectives/progress/advise managers • Ability to update with learning • Import data over at mid/end of year • Archive - retain previous years reports
Planned/Actual Interventions • Existing paper-based – shift required ext. int marketing/ change management • Identify right tool/researched market/complex & req’t customisation • Key Improvements to manual • System prevent replication (121/mid year/end of year) • Key simplicity • Reduce paperwork • Improve manual errors in calculations/monitoring • Link to succession planning processes more effectively
Obstacles Obstacles • Perceived changes to appraisal system again • IT against having to maintain system • Resistance to change – those prefer paper based Overcome • Identical in principle/paper • Consult with I/T/Champions • Interactive workshops/Sit with users/Help desk
Marketing • Meet with Exec team/Managers • Announcement on Intranet • Interactive workshops with employees (mandatory) • Employees access to a step by step presentation • Article in magazine • Help desk
Communication Strategy • Initial launch • Regular communication through intranet • Admin allowed updates on progress – single automated report • Healthy competition • 121 meetings • Created transparency & help promote change • iPlan permission based tool – agree/decline
Company Magazine 8/2008 5/2008 6/2009 2/2009
The Results • 12/’08 100% or all 216 employees had written objectives • 4/09 - full completion of Appraisals (exception Execs) • 94% (203 out of 216) completed in time – no extension (remainder paper) • Appraisal system linked to rewards structure
Employee comments • “As far as completing a PDR, this is the easiest and best system I've used in all the years I've been doing these…....” Andrew Hardie, Head of Financial Planning & Analysis • “Process straightforward and stress free. Obviously a lot of thought has gone into the whole PDR process and I think it compares very favourably with other organisations I've worked for…..…………… Nick Collins, Sn Project Manager • “I just wanted to let you know that the process was very simple and easy to complete. Fantastic improvement!”…..…..Karen Breslin, Client Delivery Manager, Customer Services
2009 PDR – Survey ResultsWhat people thought…. The Insight Team (Marketing) May 2009
Survey Summary Results Stats: Overall new PDR process successful: • 81% rated the PDR process a 2, 3 or a 4 ** • 52% felt the process was simpler • 73% felt the process delivered detailed manager comments • 61% felt they saved time in completing the PDR • (19% between 1-4 days & 30% from 1-4 hrs) (**1 = need improvement; 2 = met; 3 = Exceeded; 4 = Outstanding)
Survey 3. Access and update your objectives 24/7. Enable you to carry out the bulk of work at a time convenient to you? 4. Online system forces managers to keep records on their teams up to date. Were your manager's comments detailed enough?
Comments 5. What people liked 6. Recommendations? Saved Time I could complete at my own pace Like that the changes in the i-plan automatically appeared into PDR Straightforward No Paper!! Very Easy!
Comments 5. What people liked 6. Recommendations? Easier accessibilities to the competencies. Saved Time There wasn’t enough space to write everything I wanted to say I could complete at my own pace Like that the changes in the i-plan automaticallyappeared into PDR For people without a computer, there should be an alternative method of completing the PDR process. Greater flexibility of being able to unlock an i-plan Straightforward No Paper!! Spell and grammar check in PDR Very Easy!
Survey – 81% met or above 10. Lastly, on a scale of 1 to 4 (where 4 is the highest) rate the effectiveness and efficiency of the new system compared to the old paper based system:
Benefits to Business • £21k pa business efficiency • Update objectives at any time • Personal responsibility tangible for everyone • Individuals and personal development • Management for support & encouragement • Access to real time and accurate reporting • Change in empowerment (manager to report)/bottom up pressure • Compliance • Company taken steps to manage and report performance of its people and PDP
Next Stages/Learning • Many leave to end of year • Focus on quality - write SMARTER objectives • Improvement in quality of end product (grammar/spell check) • Manager to have access to all employees in their division • Launch to Post Office Financial Services
Category Click here to select category
Enter Objectives & Outcomes(Mandatory fields) • Enter details of objectives/outcomes
Writing Objectives • “I don’t know how to write outcomes….”objectives needing 2 forms of measurement Remember: 4 forms of measurement Quantity Quality Cost Time
People Management ..examples People Managers • Evidence of timely goal setting and reviews for all team members • Team development though coaching, rotations, cross functional project teams, stretch assignments • PDP’s in place and in progress or completed • Evidence of engagement with employees, regular one2one/team meetings • Development and implementation of succession plan • Absenteeism /retention All other employees • Teamwork – evidence of proactive support of colleagues both within own unit and across company • Responsibility for delivery of any key projects where delivery is through people outside of direct line management responsibility • Active participation in project teams either within own department or across company • Active participation in 121 /team meetings and evidence of follow up
Objectives Pending Approval iPlan Advised that all 3 objectives updated and require manager approval
Update outcomes throughout year iPlan Update outcomes throughout the year
Access PDP Click here or here to assess you personal development plan (PDP) as agreed with manager
Personal Development Plan (PDP HR enter details here
Activity area This shows how the training need was met Select one of the 7 areas (if you are unsure speak to your manager or HR)
Objectives Pending Approval Select details on Direct Reports -Select employee
Previous PDR Reports Click here to open previous reports
Appraisal (PDR)- 3 Phases • Phase 1 of 3 Preparation • Phase 2 of 3 Evaluation • Phase 3 of 3 Completion
Employee/Manager Guidelines iPlan locked
Employee & Manager Receive Copy Preparation Phase 1 of 3 now complete
Phase 2 of 3 – EvaluationEmployee receives e-mail Employee advised that manager has completed his/her part and to contact manager to arrange meeting
Phase 2 of 3 – EvaluationManager receives email Manager receives e-mail with Combined Report and to proceed with meeting completing the attached Agree only after the meeting • Let’s open file…..
