E-Confirmation System

1. User Guide E-Confirmation System

2. Who gets covered under this process? • Applicable for all business units of CKPL from Band 4 to Band 6 (TSI excluded ) • All confirmations falling from 1st of the month to 15th of the month will be effected for confirmation on 1st of that month. • All confirmations falling from 16th of the month to 31st of the month will be effected for confirmation on 1st of next month. • How is the Confirmation Period Determined?

3. Access to the E-Confirmation Portal

4. Role of the Employee At the Time of Joining • Employee & Superior discuss and align on KRA’s that need to be taken for the Confirmation Period • After alignment, employee enter the KRA’s applicable for the current period (H1/H2)in the Performance Management Portal • For eg: If the employee joins on July 1st , he will enter his KRA’s for the applicable H1 period (from July 1st to September 15th )

5. Role of the Employee • Again, during the H2 period, (September 15th to March 15th ) he will enter his KRA’s applicable for this period in the Performance Portal *Both employee and superior will be responsible for completion of KRA Setting Process

6. Role of the Employee At the Time of Confirmation • Employee Confirmation page will be opened one month prior to the date of confirmation • Employee must log into the E- Confirmation Portal and select KRA’s applicable for the Confirmation Period

7. Role of the Employee At the Time of Confirmation • On selection, the employee self rates based on successful completion of KRAs and submits rating with comments

8. Role of Superior • Once employee submits his Self rating, the superior can log into the Confirmation Portal rate the employee corresponding to the Self-Rating of the employee • If the Superior finds a KRA that must be included for review has not been rated by the employee, Superior is still given the option of rating the employee for that KRA

9. Role of Superior

10. Role of Superior • Superior is required to provide comments against all KRAs without which the form cannot be submitted • Superior gives his recommendation (Confirmation / Extension) and submits the form

11. Role Of Reviewer • Reviewer enters overall comments and takes final decision of Confirmation/Probation Extension • The Reviewer can also Disagree with Ratings provided by the superior. In this case the form is sent back to the Superior for corrections

12. On Confirmation / Probation Extension • On Reviewer’s decision (Confirmation / Extension), the form is sent to HR. • HR adds overall comments and submits the form for generation of E-confirmation/Probation Extension letter • E-Letter can be accessed under the employee’s login in the Confirmation Portal

13. Probation Extension Plan • KRAs are aligned for the Probation period after discussion between the Employee, Superior, Reviewer & HR • In the Confirmation Portal, the Superior sets the employees KRA after alignment with the Employee & Reviewer. • The Superior can either choose to extend existing KRAs or assign new KRAs for the Probation Period

14. Auto-Probation Extension • On lapse of the Confirmation Period i.e, action of Confirmation/ Probation Extension is not taken within the confirmation end period, ( Eg – cases where the E-Confirmation Form might be pending with the Employee / Superior / Reviewer or HR), the employee probation period gets automatically Extended. • Superiors and Employees must exercise caution and ensure timely completion of the Confirmation Process in order to avoid this • System generated E-mail reminders/alerts will be sent to the Employee/Superior/Reviewer when the form is waiting for their action ( From Goal Setting to Confirmation)

15. For Queries/Clarifications : Write to us at – karen@cavinkare.comThank You