xxxxx EMPLOYEE PERFORMANCE APPRAISAL YEAR 2001-02 (QUARTERLY) FOR SUPERVISORS AND ABOVE Employee Code No.

Designation Date of Joining Performance Category

Outstanding Very Good Good Average Poor 5 4 3 2 1

Name of Employee Dept./Section Definition of Ratings

Exceptional contribution well in excess of job requirements. Needs little supervision Better than average performance. Shows good development and potential Adequately meets requirements of job. Average performance and potential for development. Barely meets requirements of job. Needs improvement. Does not meet requirements of job and has reached performance ceiling.

Indicate the rating from 1 through 5 which best describes the employees performance in each of the following Categories. RATINGS BEHAVIOUR TRAITS APRLJUN 1. ATTENDANCE & PUNCTUALITY (Timely arrival ,leave planning, Prior Approval, leave schedule, Etc.) PERSONAL CLEANLINESS (Wearing ID Card, trimmed hair and nails,clean dress,etc,) JULYSEPT. OCT.DEC. JANUARYMARCH TOTAL

2.

3.

JOB KNOWLEDGE Understands what he is doing. Handles changes easily and Learns new things Knows principles and methods Of His job process/system ATTITUDE Willing to work hard,assume Added responsibility,plans and Meets schedules and commitMents, Produces reliable Results. MOTIVATION Shows strong desire to accompLish things, Possess self Starting ability,Performs job With minimum amount of Supervision, Ability to overCome obstacles, Strong desire To rise to top, Promptness In making decisions. ANALYSIS Thinks through complex & Difficult problems before Coming to a decision Keeps personal feelings out

4.

5.

6.

7.

Of situation CREATIVITY/ORIGINALITY Demonstrates ability to organise ideas Approached problems with inquisitive mind Looks for new/improved methods in his job LEADERSHIP Effective in dealing with people Effectively evaluate people Inspires loyalty in sub-ordinates Can reprimand without incurring resentment Generates confidence Has capacity to generate enthusiasm Concerns for sub-ordinate development COMMUNICATION Demonstrate ability to express himself well Expresses ideas simply, concisely and effectively Sells ideas in persuasive and logical manner ORGANISATION & PLANNING Plans and organises work efforts effectively Time planning and execution is effective Supervise thro delegation, schdule follow-up and Control HOUSE-KEEPING & HYGIENE Right things at right place Maintains good work place Adopting safe work practices TRAINING & LEARNING Learning new skills Sharing communication Training others SYSTEMS & PROCEDURES Follows Systems and Procedures Good work habits and methods TEAM WORK Builds team work culture Works for consensus approach Participative approach SUGGESTIONS Contributes valuable suggestions Accepts new suggestions DECISION MAKING Strong in decision-making Takes quality decisions Has convincing ability WORK STRESS Willing to work hard

8.

9.

10.

11.

12.

13.

14

15.

16.

17.

Enjoy working
Accepts additional responsibility 18. INTER-DEPARTMENTAL RELATIONSHIPS/ CLIENTS RELATIONSHIP QUALITY CONSCIOUSNESS SCOPE FOR DEVELOPMENT

19. 20.

TOTAL

YEAR END COMMENTS BY HOD

TO MD / TD FOR COMMENTS AND APPROVAL

TO HR MANAGER FOR NECESSARY ACTION

xxxxxx
FORMAT ON RECOMMENDATION OF CONFIRMATION/EXTENSION/TERMINATION OF PROBATIONARY/TRAINING PERIOD (TO BE COMPLETED BY CONCERED SECTION/DEPARTMENT HEAD) 1. 2. 3. 4. 5. 6. 7. 8. Name of Employee Employee Code No. Department/Section Designation Date of Joining Probation/Training Period From ---------------------- To ------------------

Overall Average Performance Rating --------------Recommended for (Please tick appropriate Box) CONFIRMATION EXTENSION w.e.f----------------

FROM -------------- TO-----------w.e.f.----------------

TERMINATION

(If Extension/Termination is recommended, please specify the reasons in brief)

------------------------------------Signature of HOD

-------------------------------------------Signature of HR/Personnel Manager

To: TD for approval (He may specify salary/designation revised if any)

to: HR/Personnel Dept. for further action

xxxxxx NO DUE CERTIFICATE (TO BE SUBMITTED BY THE EMPLOYEE WHO HAS LEFT SERVICES FROM PVD) Mr./Mrs./Miss___________________________________- code No._______________- of Dept./Section has left Services w.e.f.___________________(FN/AN) on account of Retirement/Resignation/Termination. Kindly certify if there is any dues/outstandings against the above-said employee. If no dues are there, kindly mention NIL against your Department/Section. If the concerned has taken any job-related books/ magazines/manuals/softwares/materials/tools/instruments/loan/advances/if any, please specify. Date:-----------------Signature of HOD Personnel Dept.

DUES/NIL 1. Personnel & Administration 2. HR Department 3. Concerned Department/Section 4. Security 5. Accounts --------------------------------------------------------------------------------------

INITIALS OF HOD ------------------------------------------------------------------------------------------------

TO: ACCOUNTS DEPARTMENT(FOR FINAL SETTLEMENT)

PERFORMANCE EVALUATION REPORT

CATEGORY: TRAINEES POSITION: I. (To be completed by HR/Personnel Department) Name of the Trainee: Code No.(if any): Date of Joining: Duration of Training : Total No. of days Absent: II PERFORMANCE RATINGS (-ve) 0-Poor (To be completed by Department/Section In-charge) + 2 Satisfactory + 3 Good + 5 Excellent ------------------------------------------------------------------------------------------------------------------------------From-----------------------To-----------------------DEPT/ SECTION:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

ATTENDANCE AND PUNCTUALITY PERSONAL CLEANLINESS & HYGIENE ATTITUDE & GOOD MANNERS COMMUNICATION AND REPORTING SKILLS JOB KNOWLEDGE - THEORY JOB SKILLS - ACCURACY - SPEED - LEARNING - WORK METHODS - CREATIVITY Total

III RECOMMENDATIONS (Please tick A or B or C) A) CONFIRMATION w.e.f. B) EXTENSION For months w.e.f. C) TERMINATION w.e.f.

Recommended by: Signatures of 1st level Appraiser(s) (Supervisors)

To: Director

2nd level Appraiser(s) OVERALL AVERAGE RATING (HODs) (For his Advice on A/B/C and if A) Salary Details to be mentioned and approved)

To: HR/Personnel Department for further action

(HR DEPARTMENT)

DATED: 2001.07.24
INTER-OFFICE MEMO Sub: Performance Evaluation Format for Trainees We have designed a new Format on Performance Evaluation for Trainees. It has been seen and approved by xxx for implementation with immediate effect. The new format supercedes the old format which may be in practice. In future, please get the format filled as follows: Para.I: Department Para.II & Para.III To be completed by HR/Personnel To be Completed by Department/Section-in-Charge of the Appraisees.

After Directors approval/comments, HR/Personnel Department will take action accordingly. For information and necessary action please. Regards,

Encl: a.a. Cc: All HODs- HR Manager will guide you in case you need any clarifications. Cc:

CONFIDENTIAL EMPLOYEE PERFORMANCE APPRAISAL I EMPLOYEE DETAILS YEAR: FROM------------- TO:----------(To be completed by HR Dept.) Name of the Employee: Code No. Date of Joining: Designation: Department/Section: II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.) Total No. of days Absent during the year _____ Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge) Performance Category Definition of Ratings Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good Good 4 Better than average performance. Shows good development & potential 3 Adequately meets requirements of job. Average performance and potential for development Average 2 Barely meets requirements of job. Needs improvement. Poor 1 Does not meet requirements of job and has reached performance ceiling Indicate the rating from 1 through 5 which best describes the employees performance in each of following categories Sl.No

BEHAVIOUR TRAITS PERSONAL CLEANLINESS & HYGIENE PRACTICES

RATING

COMMENTS APPRAISER

BY

1.

2. ATTENDANCE & PUNCTUALITY ______________________________________________________ 3. ATTITUDE & GOOD MANNERS ______________________________________________________ 4. JOB KNOWLEDGE (BOTH THEORY AND PRACTICAL) 5. COMMUNICATION: CONVINCING / REPORTING SKILLS Signature of Appraiser
6. 7 CREATIVITY & INNOVATION APPLICATION OF NEW CONCEPTS & MAKE USE OF AVAILABLE RESOURCES EFFECTIVELY TIME PLANNING LEARNING OVERALL QUALITY CONSCIOUSNESS TOTAL OVERALL AVERAGE RATING SIGNATURE OF H.O.D. ------------------------------------------------------------COMMENTS OF H.O.D.

8. 9. 10.

TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS)

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION: PERFORMANCE APPRAISAL

WHAT IS EMPLOYEES APPRAISAL Performance is a resultant behaviour of an employee on the task, which can be observed and evaluated whether quantifiable or not, it can be rated from excellent to inadequate, outstanding to poor, etc. The basic principle of PA could be: Any activity or the task can be measured by some combination of Cost, Time and Quality indices. Measurement systems provide productivity Professional Work is measured in a Group The ultimate measurement is the measurement of effectiveness PURPOSE OF APPRAISAL 1) Employees Effectiveness: The employee appraisal helps in identifying the deficiency in the employee and enable him to strive lfor remedies to improve efficiency. 2) Employees Development: The diagnosis of training and development needs appraisal Process which enables organisation to develop their employees for future challenges. 3) Removing Work Alienation: The appraisal also helps to counsel the employee to correct His misconceptions which might have resulted in work alienation. 4) Removing Discontent: It also helps to remove discontent amongst the employees and motivate Them towards their jobs. 5) Wage/Salaries Administration: To motivate lthe employee in terms of special increment or Any financial award the appraisal is found very useful. 6) Helps Promotions: Employees performance appraisal highlights the strong and weak points And also the potential in him for his promotion to higher rank. 7) Develop interpersonal Relationship: Regular appraisal encourages the employee to do introspection And correct his behaviour to improve interpersonal relationship. 8) Aid to Training & Development: This also helps in selecting the employees for T&D Programmes and indeitifying the real training needs. PROCESS OF EMPLOYEES APPRAISAL Step 1: Set the standards to measure Step 2: Translate the standards into job specifications Step 3: Break up job specifications into (a) Knowledge (b) Skill and (c) Atttitude to be changed or Improved. Step 4: Segregate formal and informal appraisal Step 5 Measure the performance

Step 6: Step 7: Step 8: Step 9:

Compare the performance with (a) Prior Appraisal (b) Smilar model specification Rate the performance with suitable scale Communicate the rating Use the appraisal for the desired purposes.

PERFORMANCE EVALUATION TECHNIQUES CASE STUDY No.1

Sudeep was a software engineer who had specialized in Unix, C and C++. He was working in a multinational company which produced application software products in C++. He was a very hardworking person and did his tasks with commitment. Besides English, he was fluent in other foreign languages like Russian and Japanese. His area of work was system designing and debugging problems in coding. Sudeeps work was always of good quality. But most of the time he continued to work after the office hours to complete his tasks. He found that his pace of work was slow. He also realized that he had to improve his efficiency and productivity. Often he found himself unable to handle two or three projects simultaneously. Sometimes, he ended up doing the work of the team members also as he was not able to delegate the work properly to them. His company started to concentrate on web engineering and decided to create a new product line using web languages. Sudeep had not undergone any formal training in web programming or networking. Hence, he decided to take up a course in web programming to keep himself prepared for the future. Question: Please Evaluate and point out his Strengths and Weakness and Opportunities and Threat that he faces on the job? STRENGTHS WEAKNESSES OPPORTUNITIES THREAT

CASE STUDY No.2 ABC is a chemical manufacturing factory. They called 10 candidates for the post of a Chemist for their QC Department. Out of 10, following 4 were short-listed: a) b) c) d) Raman with 85% in B.Sc He answered 7 Chemistry-related questions right out of 10. Krish with 85% in B.Sc.- He also answered 7 out of 10 right. Venkat with 83% in B.Sc. He answered 6 out of 10 right. K.Rao with 65% in B.Sc. - He answered 5 out of 10 right.

The first 3 were excellent in their academic studies and also answered well in the interview. After the interview was over, they were asked to wait at the Reception. Interview for K.Rao is as follows: K.Rao: Good Morning to you all Sir. One request Sir, I am not fluent in English. Can I answer in Telugu? Interviewer: Yes. Proceed. Somehow we will Manage to evaluate you.

After the interview was over, he could answer only 5, but the remaining questions, he said I dont know. In the end, he wanted to seek extra time from the interviewers. They asked Why. He replied, .2 .2 Sir. I know I will not be considered for this post. But I want to know answers for the questions to which I could not answer because I have another interview next week in some chemical company. They may ask same type of questions. I also want to know answers. Please Sir. Interview Board selected Mr.K.Rao for the said post keeping in view of his approach and attitude. Question: Can you evaluate the above case study and find out what are all his positive characters that influenced the Interview Members.?

Please tick your answers against following statements: 1) Which is considered to be productive to the Company? a) Whether taking leave with prior approval for one week or b) Availing of one day leave without prior intimation or approval?

2) If you are not punctual, do you expect others also a) not punctual b) feeling guilty to point out the same. 3) Dress improves productivity. Will you agree or not? a) Yes b) No. 4 ) Motivational factors Mention in order of preference. a) Money b) Good Manager c) Good sub-ordinates e) Training f) Team Work g) Canteen i) Freedom on job j) career development 5. 6. How do you feel Job Stress? A) Enjoyable B) Tired and Bored Can you order in preference the following: i) Job Stress develops knowledge and skill ii) Job stress leads to health problems iii) Job Stress develops communication and leadership skills iv) Job stress invites frustration A Good leader is. a) one who leads and dominates in an autocratic way b) one who leads but democratic Good communication in an organisation is: d) Good machinery h) Job related books

7.

8.

a) Good English without any mistakes b) Meaning understood by the Receiver as envisioned by the Sender.

3 9. Do you give more weightage in which of the following Attitudes? a) b) 10. Outwardly performs but inwardly with reluctance Inwardly wants to perform and hence the outward action.

Good Housekeeping is a) Clean and Good place b) Right thing at right place c) Both Do you give preference to a) Individual Identity in performance b) Group Identity

11.

12. Do you recognize new ideas a a) Immediately and wants to put on experiment b) Not immediately and you want to see the existing system runs well. 13. Do you consider New Ideas as a) Quite expensive and time consuming b) Ready to accept for change if it is productive and qualitative one Do you expect your sub-ordinates a) To be free and open in sharing communication of all matters b) Communication only relates to work Do you notify a) Strengths of an employee publicly and weakness when alone b) Loud noise in announcing the weakness and no botheration on strengths.

14.

15.

XXXX EMPLOYEE PERFORMANCE APPRAISAL I EMPLOYEE DETAILS YEAR: FROM------------- TO:----------(To be completed by HR Dept.) Name of the Employee: Code No. Date of Joining: Designation: Department/Section: II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.) Total No. of days Absent during the year _____ Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge) Performance Category Definition of Ratings Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good Good 4 3 Better than average performance. Shows good development & potential Adequately meets requirements of job. Average performance and potential for development

Average
Sl.No.

2 Barely meets requirements of job. Needs improvement. Poor 1 Does not meet requirements of job and has reached performance ceiling Indicate the rating from 1 through 5 which best describes the employees performance in each of following categories

1.

BEHAVIOUR TRAITS PERSONAL CLEANLINESS & HYGIENE PRACTICES x1=

RATING

COMMENTS BY APPRAISER

(multimplied by weightage factors)

2. ATTENDANCE & PUNCTUALITY ____________________________________x 1 = ______________ 3. ATTITUDE & GOOD MANNERS ____________________________________x 1=__________________ 4. JOB KNOWLEDGE (BOTH THEORY AND PRACTICAL) x3= 5. COMMUNICATION: x2= CONVINCING / REPORTING SKILLS Signature of Appraiser
6. 7. CREATIVITY & INNOVATION x 3= ------------------------------------------------------------COMMENTS OF H.O.D.

APPLICATION OF NEW CONCEPTS & MAKE USE OF AVAILABLE RESOURCES EFFECTIVELY x3= TIME PLANNING LEARNING x2= x2=

8. 9. 10.

OVERALL QUALITY CONSCIOUSNESS TOTAL

x 2=

OVERALL AVERAGE RATING TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS)

SIGNATURE OF H.O.D.

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION: 2 GUIDELINES FOR RATINGS

1. 2.

We have selected 10 Behaviour Traits required for EFX Personnels. We have introduced Multiplication factors against each Trait according to job Requirement. (It has been shown in the Performance Appraisal Format itself) The Multiplication Factors are as follows: Personal Cleanliness & Hygiene Practices Attendance & Punctuality Attitude & Good Manners Job Knowledge (Both Theory & Practical) Creativity & Innovation Application of New Concepts Communication (Convincing & Reporting Skills) Time Planning Learning Overall Quality Consciousness Rating X 1 Rating X 1 Rating X 1 Rating x 3 Rating x 3 Rating x 3 Rating x Rating x Rating x Rating x 2 2 2 2

3.

4.

Overall Average Rating is arrived by dividing it by 10. HR Suggestion for Performance Increments is as follows: a) b) c) d) e) 08 to 10 06 to 08 05 to 06 04 to 05 04 to 00 = One Full Increment + PLUS = 100% increment = 50% increment (but must show performance towards positive direction) = 30% increment (but must show scope for improvement)

5.

= NO INCREMENT

This year let us this format for implementation. Anyway, I am designing Performance Appraisal Format on the on-line which is updated daily. The procedures are very easy which will be explained at the appropriate time. Kindly suggest whether you need any modification in the above ratings and multiplication factors. Regards

CONFIDENTIAL XXXXXX EMPLOYEE PERFORMANCE APPRAISAL

NON-TECHNICAL

I EMPLOYEE DETAILS YEAR: FROM------------- TO:----------(To be completed by HR Dept.) Name of the Employee: Code No. Date of Joining: Designation: Department/Section: II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.) Total No. of days Absent during the year _____ Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge) Performance Category Definition of Ratings Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good Good 4 3 Better than average performance. Shows good development & potential Adequately meets requirements of job. Average performance and potential for development

Average
Sl.No.

2 Barely meets requirements of job. Needs improvement. Poor 1 Does not meet requirements of job and has reached performance ceiling Indicate the rating from 1 through 5 which best describes the employees performance in each of following categories

1.

BEHAVIOUR TRAITS PERSONAL CLEANLINESS & HYGIENE PRACTICES x1=

RATING

COMMENTS BY APPRAISER

(multimplied by weighatege factors)

2. ATTENDANCE & PUNCTUALITY ____________________________________x 1 = ______________ 3. ATTITUDE & GOOD MANNERS ____________________________________x 1=__________________ 4. JOB KNOWLEDGE (BOTH THEORY AND PRACTICAL) x3= 5. COMMUNICATION: x2= CONVINCING / REPORTING SKILLS Signature of Appraiser
6. 7. UPKEEP OF RECORDS/DATA/ FILES x 3= ------------------------------------------------------------COMMENTS OF H.O.D.

APPLICATION OF NEW CONCEPTS & MAKE USE OF AVAILABLE RESOURCES EFFECTIVELY x3= TIME PLANNING LEARNING x2= x2=

8. 9. 10.

OVERALL QUALITY CONSCIOUSNESS

x 2=

TOTAL OVERALL AVERAGE RATING TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS) SIGNATURE OF H.O.D.

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION: 2

GUIDELINES FOR RATINGS

5.

We have selected 10 Behaviour Traits required for EFX Personnels.

6. We have introduced Multiplication factors against each Trait according to job Requirement. (It has been shown in the Performance Appraisal Format itself) 7. The Multiplication Factors are as follows: Rating X 1 Rating X 1 Rating X 1 Rating x 3 Rating x 3 Rating x 3 Rating x Rating x Rating x Rating x 2 2 2 2

Personal Cleanliness & Hygiene Practices Attendance & Punctuality Attitude & Good Manners Job Knowledge (Both Theory & Practical) Upkeep of Records/Data/Files Application of New Concepts Communication (Drafting & Reporting Skills) Time Planning Learning Overall Quality Consciousness 8. 5.

Overall Average Rating is arrived by dividing it by 10.

HR Suggestion for Performance Increments is as follows: a) b) c) d) e) 08 to 10 06 to 08 05 to 06 04 to 05 04 to 00 = One Full Increment + PLUS = 100% increment = 50% increment (but must show performance towards positive direction) = 30% increment (but must show scope for improvement)

= NO INCREMENT

This year let us this format for implementation. Anyway, I am designing Performance Appraisal Format on the on-line which is updated daily. The procedures are very easy which will be explained at the appropriate time. Kindly suggest whether you need any modification in the above ratings and multiplication factors. Regards A.NARAYANAN