Individual Performance

Overview of the Individual Performance Assist Module:

The Individual Performance Management module assists with the building of individual scorecards (per individual employee) per financial year directly cascaded down from the Annual Plan and / or Job Activities Library (as required).

 
Performance management is a process and to ensure the proper alignment (downward cascading) of performance requirements to meet the required outcomes it is imperative that a top down approach is followed. The leadership team needs to ensure that all the strategic objectives for a specific financial year are included in the Annual Plan for that year. Once this has been done the responsibility and accountability of meeting the set objectives must be assigned to the relevant employees within the organisation. These employees, together with his / her teams will have the responsibility of ensuring that the performance indicators are met. Only once the organisational performance indicators have been assigned to the responsible employees, he / she will be in a position to downward cascade (align) the required actions to be taken to individual employees. The downward cascaded performance indicators and actions will form part of the individual’s performance contract (performance matrix) that he / she will be measured on during his / her performance evaluation.

 
The high-level process flow of the Individual Performance Assist Module is as follows:

When Building and Individual Scorecard, the following steps are followed:

  1. Select the financial year for which the scorecard must be built;

  2. Select the employees name;

  3. Select the KPI’s to be included from the Annual Plan (using the available filters and tick boxes);

  4. Capture the weight for the selected KPIs;

  5. Select the Sub-Function (and associated actions) from the Job Activities Library (using the available filters and tick boxes);

  6. Weight the selected actions;

  7. Select the Competencies (using the available filters and tick boxes);

  8. Capture the Weightings for the Competencies selected;

  9. Confirm the Scorecard (Performance Contract);

  10. Activate the Scorecard (Performance Contract);

 
When Updating their Individual Scorecard, the user completes the following steps:

  1. Using the functionality on the front-page dashboard, the users updates the KPIs and actions assigned to him / her;

  2. Once a KPI or action has been completed, it is marked as COMPLETED;

  3. The user uploads all the required proof of evidence;

 
Once a KPI update has been marked as complete the Internal Audit / Assurance function is afforded an opportunity to check the accuracy of the information submitted. Depending on user access granted, the assurance can reopen a KPI and request the KPI owner to rectify the information submitted. A detailed audit trail is kept of all the assurance activity on the system.

 
The Performance Evaluation functionality of the Individual Performance Module allows for the triggering of three different evaluation events. The three events are as follows:

 
Event 1: Self- Assessment
When a Self-Assessment is triggered, the text fields that are tracked by the module include: Reference Number (of the trigger), Assessment Period (Date range), The status of the evaluation event, the required deadline date or date completed (whichever occurs first). Once triggered, the user will receive a notification and will be able to complete the self-assessment (also noting the deadline date for completion). When completing the self-assessment, the user can view all their KPI information and with a click of the View button view all the Annual Performance (e.g. SDBIP) information (including uploaded supporting documentation, assurance details and audit trails) in a pop-up view on screen. The user will be required to capture their score and any comment in the available comment box on screen. All data captured is written into the audit logs.

 
Event 2: Moderation
The system allows for up to the creation of 10 Moderators (individuals) for each moderation event triggered. The module administrator has the functionality to provide the moderators with access for the specific period as defined. The text fields tracked by the module include: Reference Number (of the moderation event), Assessment Period (Date range), The status of the evaluation event, the required deadline date or date completed (whichever occurs first). Once triggered, the moderators will receive a notification and will be able to complete the moderation process.

 
When completing the moderation, the moderator can view all their KPI information in a pop-up view on screen, as well as the self-assessment information captured by the user that is being moderated. The user will be required to capture their score and any comment in the available comment box on screen.

 
Event 3: Final Review
When completing the Final Review, the users can view all the information captured during the Self-Assessment and Moderation. The Review panel are also able to view all the Annual Performance (e.g. SDBIP) information (including uploaded supporting documentation, assurance details and audit trails) in a pop-up view on screen. The user will be required to capture the final agreed upon score and any comment in the available comment box on screen.

Once the Review process has been completed, the system will automatically compute the bonus allocations to the various managers. The outcome of the evaluation process can also be used to update the Personal Development Plan (PDP) of individual employees.

 
Once the Evaluation process has been completed, the management team can use the system to compute any bonuses payable and to develop personal development plans (PDPs) for the employees.

 
Individual Performance Assist Module Key features include:

  • Easy, user friendly building and update process;

  • All data is maintained in one central database;

  • All scorecards are maintained in a consistent manner;

  • All scorecards are SMART;

  • Automated logging of all activities in detailed activity logs;

  • Each user will have their own Dashboard displaying the modules and module information that is applicable to them directly;

  • Each user is identified when he / she logs in;

  • The administrator, municipality identified person, manages the module access and the level of user access to each module;

  • Users have short cuts (icons) to take them to the detailed functionality of each of the modules;

  • For each module activated for a user, they will see a dashboard reflecting the Actions Due Today, Overdue and Due in the next number of days as defined by the user;

  • When clicking on the action module on the Action Dashboard, the system generates a graphic on the top right of the screen displaying the completion status of the actions as well as a list of the actions to be completed below the graphic;

  • When the user clicks on the Update icon of a specific action, they are taken directly to the update page for the associated action;

  • Once the action has been completed, the action falls of the action list on the dashboard;

  • The above steps are referred to as the 3-CLICKs it takes to update actions from the front-page dashboard.

  • Automated bonus computations;

  • Next evaluation event can be triggered at any time by users with the correct level of user access;

  • Save and Continue later functionality available to users;

Individual Performance Assist Module Example Screenshots:

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