Setup Oracle EBS R12 Performance Management

1. Workforce Performance Management System
(Oracle version:11.5.10.2)
(Oracle HRMS Family Pack K Roll Up:1)

2. TABLE INDEX
INTRODUCTION.......................................................................................................................................3
BRIEF OVERVIEW OF WORKFORCE PERFORMANCE MANAGEMENT ...............................3
KEY FUNCTIONS OF HRMS WORKFORCE PERFORMANCE MANAGEMENT......................4
The Performance-Management Process.......................................................................5
PROCESS OVERVIEW.............................................................................................................................8
# Create an eligibility profile (Eg: for the Group Head).......................................9
# Click on Objective Library to create objectives..............................................11
# Click on Create Objective................................................................................11
Performance Management Plan......................................................................16
Click on create objective template..............................................................33
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3. Introduction
This document is based on latest functionality of Performance Management System,
which has been introduced in the Oracle HRMS Family Pack K Roll-up 1. The entire
procedure of Performance Management has been structured and simplified so as to
assess an employee based on his competencies and performance in a very consistent
manner.
The automatic inclusion of the objectives for evaluation in the appraisal has further
eased out the task of managers who just have to allocate the objectives once in a year
and then they can constantly monitor the employee progress and evaluate them
accordingly.
Brief Overview of Workforce Performance Management
HRMS provides an integrated set of Workforce Performance Management functions
using which the Enterprises can:
• Define objectives consistently and allocate them efficiently throughout the enterprise.
• Align worker objectives with the strategy and goals of the business.
• Track worker achievement of objectives.
• Assess worker performance in the delivery of objectives.
Workers can participate in the objective-setting process and understand how their
performance contributes to business outcomes.
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4. Key Functions of HRMS Workforce Performance Management
HRMS provides a rich set of functions to support workforce-performance management
and appraisal.
The Objectives Library
• HR Professionals can create a library of standard, reusable objective definitions
for the enterprise to promote efficiency and consistency.
• Workers and managers can search this library for objectives to copy to personal
scorecards, and the application can automatically allocate objectives from the
library to eligible workers.
• To populate the library, HR Professionals can either create individual objective
definitions or import them from other sources using Oracle Web ADI.
Automatic Allocation of Objectives
• HRMS can automatically allocate objectives from the Objectives Library to
workers based on eligibility rules that have been defined in eligibility profiles.
• This function enables the automatic allocation of some or all objectives
efficiently throughout the enterprise.
Objective Definition
• The HRMS objective-definition functions support the creation of
o S - specific,
o M - measurable,
o A - achievable,
o R - realistic,
o T - time-based
objectives by specifying the way to measure achievement of objectives, include
target dates, and mark objectives for inclusion in appraisals.
• Managers can define objectives for workers, and workers can define objectives
for themselves, subject to management approval.
Cascade Objectives Through the Enterprise Hierarchy
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5. • Managers can cascade their own objectives to workers reporting directly to
them, either by duplicating their own objectives or by creating new, related
objectives.
• Those workers can repeat the process for workers reporting to them, and so on
throughout the enterprise hierarchy.
Automatic Creation of Appraisals
• Appraisals can be generated automatically from the PMP. HRMS creates
appraisals on a specified date for all members of the PMP using the appraisal
template that you select while creating the PMP.
• The application also assigns the appraisal to the "initiator" (employee/ Manager)
that you identify and automatically includes each worker's personal scorecard of
objectives in the Objectives section of the appraisal.
• This approach is highly efficient, as individuals do not have to create appraisals
or populate the Objectives section.
The Performance-Management Process
Using Oracle HRMS, the workforce performance can be conveniently managed for a
specified period of time, and for a specified workforce, such as all workers in a
supervisor/position hierarchy or in an organization. To define performance-
management activities, the HR Professional creates a Performance Management Plan
(PMP), a configurable control document that can define:
• Objective-setting and objective-tracking processes
• Appraisal-management processes
Both the options can be selected in the PMP to take full advantage of the
performance-management functions.
Alternatively, a PMP can be used to manage objectives only or appraisals only.
A number of PMPs can be defined for an enterprise as per the requirement and
one worker can belong to multiple PMPs.
To start the performance-management process, the HR Professional publishes the PMP.
At this point, the application:
• Creates a personal scorecard of objectives for each member of the plan.
• Generates a list of tasks for workers and managers that drive performance-
management activities. Each task that the application generates belongs to one of three
processes:
• Objective Setting
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6. • Objective Tracking
• Appraisal
The detailed functionalities of the above mentioned processes is given as follows:
The Objective-Setting Process
During this process, which lasts for the period specified in the PMP, worker and
manager update the worker's personal scorecard by adding, updating, or removing
objectives. The personal scorecard transfers between worker and manager until the
objective-setting process is complete. The manager then approves the worker's personal
scorecard to change its status to "Published."
Once the status of the PMP is published no more changes can be made to the
objectives.
The Objective-Tracking Process
During this process, worker and manager can:
• View the worker's personal scorecard.
• Record progress made against each objective.
This process lasts throughout the performance-management period.
The Appraisal Process
During this process, which can occur multiple times during the performance-
management period:
• The application creates appraisals automatically for all PMP members on a date that
you specify. The application copies the worker's personal scorecard of objectives to the
Objectives section of the appraisal.
• Manager and worker conduct the worker's appraisal.
When you publish a PMP, the application generates tasks for workers and managers
and a personal scorecard of objectives for each plan member. The application can copy
to each personal scorecard:
• Objectives from the Objectives Library for which the worker is eligible.
• Incomplete objectives from previous scorecards or appraisals, provided that the
application created those scorecards or appraisals automatically from the previous
PMP.
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7. Thus to Summarize the features of the Workforce Performance Management :
1. Objective Creation: Objectives can be created at the beginning of the year by
the HR personnel and can be updated by both employee and manager through
out the period
2. Objective Tracking: The manager and employee can track and monitor the
objectives throughout the period. This updates the manager with the employees’
achievement from time to time.
3. Including Objectives in Appraisal System: The objectives can be included in
the appraisal process. The objectives appear in the appraisal automatically (if
appraisal defined within a plan) and the incomplete objectives also form a part
of consecutive appraisals if they are defined within the plan.
4. Updating Objectives: All the employees and managers who are part of the plan
will be able to update and view the progress of the objectives.
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8. Process Overview
# Objective Creation by HR
Creation of Objectives by the HR Professional:
Step1: Create Eligibility Profile:
Go to GBK HRMS Manager> Total Compensation> General Definitions> Eligibility
Profiles>Participant
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9. # Create an eligibility profile (Eg: for the Group Head)
Give a name to the profile, Select Assignment type as any Assignment and Status as
active. Go to the employment tab and select the option fro which you want to create the
eligibility profile
Ex: Position and Position Name
Save the record.
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10. # Through the HR Professional Responsibility
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11. # Click on Objective Library to create objectives
# Click on Create Objective
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12. # Enter the
• Objective Name,
• Valid Dates,
• Priority,
• Eligibility Profile.
• Click on apply to create the objective
The following message is displayed. Click on create objective to create another
objective.
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13. If you want to upload all the objectives at once, you can use Import objectives
functionality.
Create as many objectives as you want
The System also provides with the ease of uploading a number of objectives at
a time by using ‘Import Objectives’.
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14. When you click on ‘Import Objectives’ , an excel sheet will be downloaded on
the system.
The Objectives can be copied into this sheet directly along with other details
like eligibility profile name and whether to include in appraisals :
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15. Once this is done the sheet can be uploaded so that a library of objectives can
be maintained by an organization.
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16. Performance Management Plan
Then go to Performance Management function within the same HR
Professional Responsibility to create Performance Management Plan (PMP).
To create a PMP click on Create Plan, to view an existing PMP enter search
criteria and click on Go
Enter the following details:
• Plan name,
• Start date,
• End date.
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17. Click on next.
Enter the population to which the plan is applicable. Click on next.
Click on include objective setting to make the eligible population create their
own set of objectives.
Enter start and end dates for objective setting.
Select cascading option to make the managers cascade objectives to their
subordinates. When the Parallel option is selected then the workers will begin
with the objective setting.
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18. Select automatic allocation to make the objectives appear automatically in the
plan, these will appear based on the eligibility profile defined by us
Click on Align and Share option if you want your employees to align their
objectives with the manager’s objectives or vice-versa
Review the plan and click on publish
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19. Go to the Manager’s Log in
Go to his/ her employee self-service to view the objectives which are defaulted
based on the eligibility profile. The PMP will appear as follows.
Click on the PMP to view objectives
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20. The objectives will get defaulted as follows from the eligibility profile
The Manager has the flexibility to update objectives by clicking on the update
icon
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21. To cascade the objectives to the Subordinates, Manager has to go to Manager
Self-Service
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22. Click on cascade objectives
Select the objective you want to cascade and select the employee to whom you
want to cascade the objectives and click on continue
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23. Click on duplicate selected objective
Click on finish to finish the objective cascading
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24. Click on transfer score cards to transfer the score cards to the employee
Select the employee and click on Transfer
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25. An employee can view the objectives from the Talent Management function in
Employee Self Service.
The employee can view the objectives by clicking on set objectives.
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26. Click on update objective to update the progress
Click on apply to apply the changes
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27. Once the employee updates the objectives he/she has to finish the objective
setting, so that the manager can review the progress
Once he/she clicks on finish objective setting, the set objective icon becomes
inactive
Manager will get a notification to view the score card of the employee
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28. Click on the notification.
Click on review worker changes. View the objective and approve or reject
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29. To include appraisals in PMP, create an Appraisal template for competencies
and Objective template for Objectives. The objectives, which are attached to the
employee will automatically appear in the Objectives template
Including Objectives in Appraisal System
Objective Creation and cascading the objectives:
Step 1: Create Rating Scale
Navigation: Go to GBK HRMS Manager > Career Management > Rating Scales
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30. Go to HR Professional Responsibility and Create Objective templates,
Appraisal Templates, PMP
Step2: Create Objective Template:
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31. Navigation: HR Professional > Manage Objective templates
An Appraisal Template can include the following:
• Competency Template
• Objective Template
Clicking on the corresponding functions like:
• Manage competency Template
• Manage objectives Template
the desired templates can be created .
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32. Navigation ->HR Professional Responsibility->Manage Competency Templates
Click on Create Competency Template:
Give a name to the competency template and select the Rating Scale Type.
Also select the Total Score Formula for the calculation of salary.
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33. Navigation ->HR Professional Responsibility->Manage Objectives Templates
Click on create objective template
Give a name and valid date for the template and attach the rating scale that we
have defined in Step 1 and click on Apply
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34. Confirmation message gets displayed
Step3: Create Appraisal Template
Navigation: Go to HR Professional > Manage Appraisal Templates
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35. Give a name, valid dates and rating scale for the template. Click on Assess
objectives and attach competency as well as objective template which we have
created in the step 2 and click on apply.
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36. Step4: Create Performance Management Plan
Navigation: Go to HR Professional > Performance Management and click on
create plan
Give plan name, start date and end date of the plan and click on next
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37. Select the population to whom the plan is applicable and click on next
Select cascading option to allow the managers to cascade the objectives down
to their subordinates. Attach the appraisal template to appraise the employees
based on their target objectives
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38. Click on publish and the plan gets published
You will see a confirmation message once the plan is published
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39. Step 5: Log in as GM
Step 6: Go to employee self service of GM and select talent management
function
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40. Select the plan
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41. Click on Set objectives
Create Objectives by clicking on create objective
Give a name to the objective and give a start date and end date and click on
apply
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42. The confirmation message appears as follows
Create as many objectives as required
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43. After creating all the objectives go to finish objective setting
Click on finish to finish the objective setting
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44. Then go to Manager Self service of GM and click on Talent Management
Click on cascade or set objectives
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45. Click on cascade objectives
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46. Select the objectives and select the employees to whom you want to give this
objective
Click on continue. Click on duplicate objective.
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47. Click on Apply. Click on finish and rerun wizard to cascade another objective,
otherwise click on finish
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48. After cascading the objectives, click on transfer score cards to transfer them to
the subordinates
Select the employees and click on transfer
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49. Go to employees log in
Click on employee self service > talent management
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50. Select the plan and click on Set objectives.
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51. The plans which are cascaded are visible here.
The manage appraisal template gets activated on the start date of the appraisal
template.
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52. If the employee wants to cascade the objectives to the next level, he or she has
to go to Manager Self Service responsibility and follow the same steps as
mentioned.
Create two Objective Templates for Mid year review and end of year review
0
Create Mid Year appraisal template and attach Mid year objective template to it
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53. The appraisal templates will appear as follows
Attach these templates to the PMP Plan
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54. On the defined task date of appraisals (in the plan), the appraisals for all the
employees will be created automatically by the system.
The appraisee can rate himself on his competencies and objectives and share
with the appraiser.
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55. The appraisee can also provide his comments, which will be viewed by the
appraiser. The main appraiser can also provide his ratings on the competencies
and objectives.
Once the main appraiser provides his final ratings (which gets approved by the
managers as defined in approval hierarchy) the appraisal shall be closed for
that period.
However in the next period as defined in the plan the appraisal will be
activated again and the incomplete objectives will be automatically appear for
evaluation.
Thus, with the Performance Management the entire task of objectives creation
and evaluation within an appraisal is automated and a smooth and consistent
way of evaluation can take place within an enterprise.
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