Understanding of the various variants / components of the types Performance Management
system available in EazeWork HRMS is essential before the process can be designed and
configured through setup.
1. Plan and Cycle
The performance process for a company is managed through a performance cycle
- called cycle in brief. A cycle is based on a performance plan which is created
in setup. A plan can be used in multiple cycles across years if there is no change
in requirements. Cycle typically is for one year but it need not be, it can be
less or more than a year. Company can have multiple cycles running in parallel
and an employee can also be mapped to more than one cycle at the same time. Once a plan is used to create a cycle it can be changed locally within the cycle within some constraints, this allows you to have flexibility within a cycle while following an overall similar design across years.
2. Stages in PMS
There are multiple stages in a Performance management cycle as explained below.
1. Goal Setting – goals are
defined by employee (or he can be excluded from this stage) and can be edited
and approved by Assessor. Ideally goals should be defined in consultation with
the employee on each of the criteria based on the role and responsibility. Goals
should be as specific and measurable as possible.
2. Periodic Reviews - the frequency of periodic reviews will depend upon the frequency of review selected in the cycle
- Monthly frequency - there would be 11 monthly reviews, M1, M2, M3, M4, M5, M6, M7, M8, M9, M10, M11
if the performance period is one year but for monthly frequency a period different
from 12 months is also allowed
- Quarterly frequency – there would be three quarterly reviews
Q1, Q2 and Q3
- Half yearly frequency – there would be one Mid Year review
- Annual frequency – there would be no periodic review only
the Annual review listed in the Common stages above
3. Annual Review – this is the most important part of the process.
Assessor and Reviewer are expected to give recommended ratings and final feedback.
If Individual Development Planning and Career Development Planning stages are
activated these inputs also have to be provided at this stage. The recommended
ratings are not visible to the employee but only to Performance Manager.
4. Results – HR team with the help of the senior management
decides the final rating. In some scenarios this rating can be updated only by
Performance Manager on the employee’s performance sheet and in some scenarios
it is automatically calculated based on inputs captured during the year. Only
when final ratings has been updated the results can be released. Results stage
shows all records which are ready for release.
5. Finalization – When the rating and results are released to the
employees the records are visible in Finalized stage.
Each employee is measured on a set of criteria against which his specific goals
for the cycle are defined. These criteria can be predefined or can be customized
by the employee or his assessor. The criteria are grouped together in groups
and templates. Templates are used to have similar criteria for employees having
same job role.
4. Roles in PMS
- Employee - employee is involved at all stages but in some
cases if the employee is too junior the process might be designed to exclude
him from the flow and the responsibility of updating goals, feedback is assigned
to the Manager (assessor)
- Assessor - referred to as only Assessor, is the person who
is responsible for finalizing goals and providing the assessment / feedback,
typically this role is fulfilled by the Reporting Manager
- Reviewer - person who is responsible for the second level
review, typically this role is fulfilled by functional / departmental / location
head. This feature is optional and is enabled if selected in the plan
- Peer - typically a colleague of the employee who provides feedback can also be a superior or a subordinate
- External Reviewer - typically a client who has worked with the employee, feedback is taken from this external reviewer
- Performance Manager -is the person who coordinates the overall performance management process
Assessors and reviewers can be mapped manually or can be set based on roles like
Assessor = Reporting Manager and Reviewer = Department Head.
5. Sub-modules within PMS
The basic Performance Management process consists of a set of goals which are
defined during the goal setting process and then on their basis periodic reviews
are conducted. At the end of year a rating is given to the employee. The add-on
modules which can be used with the basic process are -
1. Individual Development Planning : IDP process can be enabled, it is used to
identify training needs and is also referred to as Training Need Identification
(TNI) in HR domain. Refer to the article on Individual Development Planning for more details.
2. Career Development Plan - inputs for career planning of an employee can be
taken from Assessors and Reviewers by enabling the Career Development Planning feature in PMS.
3. Project Based Assessment - if Project module is activated then project assessments
can be done. Refer to the article on Project Assessment Process Overview for more details.
4. Key Behavior Assessment - employees can be evaluated on key behaviors which
are associated with their job category. Refer to the article on Key Behavior Assessment for more details
5. Peer and External Reviewer feedback - you can activate this feature to enable multi dimensional review of an employee. Refer to the article on
Mapping Peers and External Reviewers for more details