Performance Management in SuccessFactors Always a full overview, always on time The strength of the Pon companies largely depends on the quality of the people who work in our organization. The skill and dedication of every single employee makes a difference. To enable you to perform your work as effectively as possible and develop your full potential, Pon has opted to implement a web-based Performance Management tool from SuccessFactors to support its global workforce. With this Performance Management tool, we aim to provide a structured view of everyone’s performance and skills. Used effectively, Performance Management provides a clear perspective on how your personal targets and development objectives interact with the goals and objectives of your department and operating company. In short, Performance Management is a valuable tool in supporting your career development. We want every employee to grow and fully exploit their capabilities, because it is our people who make the difference. With Performance Management as a part of our philosophy, we support all our employees individually in reaching their goals. In 2010, we introduced the web-based online Performance Management tool to create transparency in the way we set goals and objectives. Since then, almost all Pon companies have started working with this tool successfully; it makes Performance Management easier, faster and more user friendly for every employee and every manager. Since 2010, we have taken important steps towards improving, further developing and optimizing SuccessFactors. For instance, both Performance Management and Management Development are now integrated in the online system. We used the feedback we received from our employees to continually upgrade and improve Performance Management online and we will continue doing so. Please keep us informed of your ideas and suggestions. This is highly appreciated. This brochure provides step-by-step instructions covering most of the important elements in the updated version of Performance Management within SuccessFactors. If you have any further questions, please contact your local HR department for more details. Good luck! On behalf of Pon, Erik van ‘t Hof Member of the Executive Board 2 Table of contents Online offers many benefits 4 A brief introduction to SuccessFactors 5 Homepage shows all actions clearly 6 The most important part: ‘Forms’ 7 About your PM forms (1) Introduction 8 About your PM forms (2) Competencies 9 About your PM forms (3) 3 stages 10 About your PM forms (4) Personal development 11 Some general tips 12 Frequently Asked Questions 14 3 Online offers many benefits Working with Performance Management within the Pon companies is progressing well. Since we are striving for 100% participation, we will continue to support Performance Management online with SuccessFactors. SuccessFactors offers you a number of benefits. The benefits of SuccessFactors for you Automatic reminders 1 You receive a reminder by email when a certain action is due. This way, SuccessFactors is pro-active in ensuring you will meet your appointments on time. You receive automatic reminders at three important moments in the PM cycle, i.e. goal setting meeting, mid-year review, and the annual appraisal meeting. 2 Always your own PM environment online You have your own, online PM environment where you can organize all your PM documents. Your PM forms include your objectives, competencies and personal development plan. Moreover, you can always access your personal online PM environment wherever you go. 3 Full overview You can see at a glance which PM tasks, if any, are outstanding. For example, you may need to prepare for a progress interview, or forward your performance goals. Furthermore, you always have a full overview of your performance goals, upcoming tasks and personal development objectives. 4 Efficiency It may take a few moments to understand how the system works, but very soon you will enjoy all the benefits of online support: always having the most recent version of your PM forms available, your current status, and a clear overview of your objectives, expectations and learning goals. 5 Easily accessible SuccessFactors provides easy access to information on Pon employees worldwide, from anywhere and at any time. You will also find Pon’s organizational charts included in SuccessFactors. You may browse through your own team’s chart, as well as search for employees to find their place in the chart. NOTE: SuccessFactors is an instrument that supports the interviews between you and your manager. However, it is not intended to replace those interviews. Personal contact during a face-to-face interview is - and will always be - an essential part of motivating you and your manager to maximize your performance results. 4 A brief introduction to SuccessFactors In this brochure, we will show you some of the initial screens, explain the most important functions and buttons in SuccessFactors, and provide you with general information on the Performance Management form. If you have any questions after getting started on SuccessFactors, contact your manager or local HR department. They are trained in the use of SuccessFactors and will get you going on the system. Secure access, always, everywhere SuccessFactors can be accessed online, anywhere you go. However, only you, your manager and the HR department are able to access your specific details. Go to www.PonPM.com and log in with the personal username and password you received from your HR department. The Pon intranet contains a link to SuccessFactors. If you have forgotten your login details, a link to retrieve them is available on the login page. Easy to use SuccessFactors is a fully online environment, meaning you do not have to install it on your PC. The only program you may be asked to install is Adobe Flash Player, which you will need for viewing and using the organizational chart. If Flash Player is not yet on your PC and is not automatically installed, you can download it from http://www.adobe.com/go/getflashplayer. If SuccessFactors requires your permission to install a ‘cookie’, it is safe to accept this request. 5 Homepage shows all actions clearly To-do list The most important element for you is the to-do list, which you can find on the homepage. From the to-do list, you can see at a glance in which phase of the PM cycle you are. Click on the arrow next to the underscored items displayed in blue, and click on your name to navigate directly to your PM form. Welcome Under Welcome, you will find the various items that are relevant to you. Most of these items are also listed in the task bar at the top of the screen. The next pages will elaborate on what you find under the button ‘Forms’. The button ‘Development’ displays all your outstanding and completed development goals. Under ‘Organizational chart’ and ‘Addresses’, you can quickly find contact details for your colleagues within Pon worldwide (provided they use SuccessFactors). Under ‘Employee files’, your own details are listed. Only you, your manager, and your HR department can view these details. You can also use ‘Employee files’ to find general information on your colleagues. Finally, under the button ‘Help and Tutorials’ and ‘Competencies’, you will find all the relevant brochures and manuals available for working with SuccessFactors. 6 The most important part: ‘Forms’ You can access your PM forms via either the tab sheet or the button ‘Forms’. This is where you can view the status of your PM cycle and the action(s) you need to undertake next. You can select from the following menu: All Forms In Progress Completed Form Status Under ‘In Progress’ you will find the ‘Inbox’ and ‘En Route’ sections. The forms in the ‘Inbox’ require your attention. The forms in ‘En Route’ are currently being processed by your manager. The Form Status list displays the status of all your forms. At the start of each year before the goal setting meeting, the manager has to open the employee’s form. The form will not be visible to the employee until the manager has done so. Click on this link to go to your own form. 7 About your PM forms (1) Introduction Your PM forms This is where you will find the various sections of your form. Most forms will include, at least, your performance objectives, competencies, overall rating, and personal development information. Performance objectives may be predefined or left blank for you to complete. The specific predefined competencies will vary between the operating companies within Pon. Any aspects that are a fixed part of your job description or operating company will appear automatically in your form, there is no need to add these yourself. If objectives or competencies can be filled in, your form will contain the following buttons: We will provide a general description of the PM form containing only the main points that apply to everyone. If you have specific questions about your form, please contact your manager or HR department. 8 About your PM forms (2) Competencies Pon competencies, part 2 Competencies are split into two parts. The Pon competencies contain mostly the ‘soft’ skills, which apply to everyone. Managers and employees can tailor the competencies by adding and removing competencies from the library. This is done by clicking ‘Add Competencies’ or ‘Remove’. Technical competencies, part 3 The technical competencies are the ‘hard’ skills. This section applies to employees who have technical competencies in their profile. If technical competencies are not applicable, this section does not require completion. Managers and employees can tailor the competencies by adding and removing competencies from the library. This is done by clicking ‘Add Competencies’ or ‘Remove’. Click on your own library and add the relevant competencies. 9 About your PM forms (3) 3 stages PM cycle: 3 stages At the top of the screen, the three stages of the PM cycle are listed: the goal setting meeting, the mid-year review, and the annual appraisal meeting. The color-code tells you in which phase you are. In the example, you are preparing your performance targets interview. After fulfilling the last stage, you and your manager must digitally sign the form before it can be marked as ‘completed’. Forwarding the form Within SuccessFactors it is important that only one person at a time is working on the PM form. Once you have sent it to your manager or your employee, you can only view the version you worked in last. A manager and his or her employee may forward the form to each other as often as they wish using the ‘Send’ button. When a particular section has been completed, the manager can forward the form to the next stage using the appropriate button. It is important for the progress of the process that the form is always sent to the next stage on time. Once the evaluation stage has been completed, the form is digitally signed using the button ‘Signature’. 10 About your PM forms (4) Personal development Personal development Your personal development is a long-term program. Clicking the ‘Add development objective’ button will forward you to a separate screen where you can describe in detail, for each development aspect, what work needs to be done and what your current status is. Once entered, this information will become part of the permanent framework of your PM. Your personal development objectives will stay in the system until they are signed off as ‘completed’. If your objectives are not completed within one year, they will automatically reappear in your PM form for the following year. Signature At the end of the assessment phase, you and your manager must agree to sign off on the form. By clicking this button, your name and date will appear at the bottom of the form and this will be accepted as your formal signature. 11 Some general tips The buttons in the top right-hand corner of your form contain smart functions for showing, printing and viewing your PM form, its history and your personal notes. A short description of the functions will appear when hovering with your cursor over these buttons. You can always make notes in SuccessFactors for yourself, your manager and - if applicable - your employees. This may help in providing feedback. You can view your notes while working on your form by clicking on the ‘Notes’ button. You can also make a note that only you can view by using the ‘Send private note to self’ option. Or select ‘Send note to’ if you wish to send it to someone within SuccessFactors. Remember to save your changes regularly. After an idle time of 40 minutes, SuccessFactors will automatically log off and store the version last saved. Your form will be saved automatically when you click on this icon on the right-hand side of the PM form. Never use your Internet browser’s ‘Back’ button to return to a previous section: since you are working in a secure environment, this will prompt an error message. Always go back by using either a button on the page, the tab sheets at the top of the screen, or via the home page. If an error message still appears, you can usually return to the system by clicking the ‘Refresh’ button of your Internet browser. 12 Some general tips Language In the top right-hand corner under ‘Options’, you can select another language. If you do this, SuccessFactors, the form and the competencies will appear in the language you have selected. The content included by you and your manager will of course remain in its original language. Password You can change your password under ‘Options’. If you have lost your password, you can always retrieve it via the login page. If this does not solve your problem, please contact your local HR department. 13 Frequently Asked Questions Question: I lost my password, what do I have to do? Answer: On the login page of SuccessFactors, there is a button to retrieve your password. If this does not solve your problem, please contact your local HR department. Question: The data in my employee file are incorrect, what do I have to do? Answer: The data in your employee file is automatically redirected to the Pon intranet. If your data is incorrect, please contact your local HR department to report the problem and provide them with the correct data. Question: Can I add or edit my profile picture? Answer: You can add or edit your own profile picture, which will be used throughout SuccessFactors and in the address list on the Pon intranet. To add or edit your profile picture, go to your employee file and click on ‘Edit’ below the picture icon. Employees only! Question: Why do I not have a PM form? Answer: Before you contact your local HR department, it is important to find out what might be the reason for not having a PM form. Please check the next three possible causes of a missing PM form: • You are not connected to the organizational chart. • Your form is ‘en route’ between you and your manager (see page 7 for more information). • Your manager did not yet send you the form. Use SuccessFactors to discover what might be the cause of the problem. If the first of the three above-mentioned possibilities is the case, please contact your local HR department to report it. If any of the other two is the case, please contact your manager. If none of these three is the case, please contact your local HR department and report that your form is missing. Employees only! Question: I finished my PM discussion, what do I have to do? Answer: After correctly completing your PM form, send it to your manager. Only your manager is authorized to forward the form to the next stage. See page 10 for more information on the stages of the PM process and forwarding the form. 14 Frequently Asked Questions Managers only! Question: I finished a PM discussion, what do I have to do? Answer: If the employee’s PM form has been correctly completed and you have received it, you must send it to the next stage in the PM process. See page 10 for more information on the stages of the PM process and forwarding the form. Managers only! Question: When do I have to send a form to the next stage? Answer: As soon as a stage of the PM cycle is finished, you must forward your employee’s form to the next stage no later than before the end of the period for the stage in question. For example: once the form has been completed after the goal setting meeting, you immediately forward it to the mid-year review, or at the latest by the end of February. Your employee cannot send the form himself. Managers only! Question: What do I do if one of my reports is not in my team’s chart? Answer: If an employee is not in the organizational chart, he does not have a PM form in SuccessFactors. It is important that every employee is connected to the chart. Make sure you check the organizational chart before you contact your local HR department to report the problem.