Employee Development Process

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Employee Development Process

• 360 Degree feedback

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Objectives

• Enabling the Management to understand the
  employees career aspirations and career plan.
• An avenue for the superior and employee to
  identify the strengths and areas of improvement
  both behavioral and functional.
• Enables superior and employee to work out an
  action plan to overcome the shortcomings
  identified.
• Translating these inputs into Training need.

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Applicability

• This policy is applicable to all the employees
  who
• have put in a minimum of six months service in
  the
• company as on 31st Dec of every year
• irrespective of whether they have been confirmed
• or not, but excluding Trainees and FTCs

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Year/ Period of Implementation

• The system is being administered once every year
  on a Calendar year basis.
• To be administered during 1st January of all the
  year.
• To be completed within 30 days from start date.

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Changes made this year

• Created a behavioral dictionary and converted as
  a template for providing feed back
• Modified the proficiency level in line with the
  competency frame work
• Created a functional competency dictionary
  please see competency mapping icon
• Based on the role based competency, the
  functional and behavioral feedback would be
  assessed by the superior
• Employee comments column provided after
  determining the action plan by the superior
• Completion of this exercise is mandatory for all.
  
• Further, this exercise gives opportunity for the
  employee to consider their candidature for
  discussing career path, career progression.

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COMPANY WIDE COMPETENCIES( WITH THEIR
DEFINITIONS) We have reviewed, accepted and
finalized Company wide competency Behavioral
requirements that are critical for our companys
growth. These competencies are Behavioral
indicators. All employees would be given
feedback on the behavioral indicators shown
below.
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COMPANY WIDE COMPETENCIES( WITH THEIR DEFINITIONS)
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COMPANY WIDE COMPETENCIES( WITH THEIR DEFINITIONS)
Each of the above mentioned competencies are
freezed by the Company to be assessed with all
the employees. With a view to standardize our
requirement and also to make every one to have a
common understanding, we had identified the
behavioral indicators and defined it. These
competencies are Behavioural indicators. All the
superiors, internal customers etc would be giving
their feedback on the above behavioural
indicators for all the employees.
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DETERMINING YOUR PROFICIENCY LEVEL
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CAREER DISCUSSION-Norm

• All employees are required to complete the form.
• Only after completing this exercise, employees
  will be allowed for the 360 feedback exercise

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CAREER DISCUSSION -New Employees

• Log on to my.cavinkare.com
• Click Employee Development plan LINK
• Click Employee Development process
• Select the appropriate period LINK
• Click on to the Career discussion caption
• Career Discussion Form will be displayed
• All 11 questions are required to be answered.
• Click Submit

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CAREER DISCUSSION -Existing Employees

• For the benefit of the employees who had already
  filled in the form last year, the system is
  designed to reflect whatever was keyed in last
  time.
• Employees can key in the changes, if any, and
  then submit them.

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CAREER DISCUSSION-Sample Questions
Clarification

• What is your short term (1- 3 years) career
  vision? (Please specify the role, the scope of
  responsibility, area etc.. E.g. I would like to
  Head the Training and Development function of the
  company covering all the businesses and be
  responsible for devising training and development
  strategies for the employees OR I would like to
  be a specialist in the field of Intellectual
  Property Rights)   
• What according to you are the competencies
  (functional and behavioral) required for
  fulfilling your short term goals in the next
  three year period?  
• What according to you are the competencies that
  are perceived as strengths and areas for
  improvement which is based on your career goal
  and CavinKares list of competencies? 
• What are some of the constraints that can prevent
  you from achieving your career vision (eg
  location, family, resources etc)?    
• What is a potential career derailer according
  you? (Deraliers everyone has one or two
  derailers, including strengths that could become
  a weakness while handling a new area. Eg.. having
  control over things can be a strength for
  sometime, in the event of leading a team this can
  lead to difficulty in delegating.Employee
  submits the document and the same will be
  forwarded to his or her immediate superior.

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FOR EMPLOYEES

• Who will give the feedback?
•  Direct reportees
• Superior/s
• Peers To be selected by the employee
• Key customers To be selected by the superior,
  and only where applicable

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FOR EMPLOYEES

• Direct Reportees
• No option for selecting this category.
• It is mandatory for all the sub-ordinate to give
  their feedback to the superior
• If there is no reportee, only superior would
  evaluate.
• It is automated that the feedback forms would be
  sent to all the reportees by default

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FOR EMPLOYEES

• Superiors
• No option for selecting this category.
• It is mandatory for the superior to give their
  feedback to their subordinate/s.
• If there is no subordinate, the system would not
  generate the feed back form for that link.

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FOR EMPLOYEES

• Peers
•  To be selected by the employee.
• Minimum 3-5 people have to be selected Please
  ensure that the person you are selecting has an
  operational interaction with you or is someone
  who can assess you on all these competencies.
• Employee to ensure that they select peers either
  one level up or one level below for generating
  the feedback form.
• They can select any employee as peers other than
  subordinates and superiors.
• How to go about the selection process -
• Log on to my.cavinkare.com
• Click Employee Development plan LINK
• Click the Employee Development process
• Select the appropriate period LINK
• Click on the Competency feedback
• Click the Select department to nomination
• Department list would be displayed check the
  box of department to view the names to nominate
  the peers if you need to select peers from more
  than one department, please click all departments
  together so that you get the entire list for you
  to select appropriately
• Select the names of peers whom you wish that they
  need to give feedback to you and submit.
• All selected peers the feedback template would be
  generated automatically in their Competency feed
  back link

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FOR EMPLOYEES

• Customer
• Superior can decide whether customer feedback is
  required for his subordinate.
• Customer means External customer. For example
  Bank, financial institution, Vendors, Ad
  agencies, recruitment consultants etc
• Employee to give the customer name, designation,
  mail id and contact no to his superior to enable
  him to send the feedback form from the superior
  id.
• If customer feedback is required, Min 1 and max 3
  customers list to be provided to the superior.

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FOR EMPLOYEES

• Complete feedback asked by your peers
• How to go about in giving feedback to your peers
  -
• Log on to my.cavinkare.com
• Click Employee Development plan LINK
• Click the Employee Development process
• Select the appropriate period LINK
• Click on the Competency feedback 
• Click the Feed back tab
• Feed back for employees - you can see the list of
  people asked for feed back from you
• you need to give feed back for all the employees
  who had opted you to give feedback. Select the
  name to get the feed back form page and provide
  the necessary response and submit.
• With this, feed back for  an employee this is the
  process.
• If it is more than one employee, you need to
  follow the same procedure for all other employees
  request for feedback

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FOR EMPLOYEES

• In a Nutshell
• Complete career discussion
• Complete selection of peers
• Complete selection of customers and give it to
  the superior
• Complete feedback asked by your peers

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FOR SUPERIORS

• Career Discussion
• Once received, the superior to review the career
  discussion form.
• Sit with the concerned employee and give feed
  back after analysis of strengths and improvement
  areas in Behavioral and/or functional
  competencies.

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FOR SUPERIORS

• Competency Feedback
• Band 6 7
• No 360 degree feedback on competencies
• Only superior feedback would be considered for
  behavioral and functional feedback

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Competency Feedback

• Band 5 to 4
• Based on the following, a superior would do the
  carrier discussion and GAP analysis
• Carrier discussion form
• Competency consolidated report which is given by
  superior / subordinate and peers for the
  respective employee
• Customer feedback report
• Identify strength and areas of improvement in
  both functional and behavioural competencies

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Competency Feedback

• Band 3 and above
• Consciously, we had eliminated the feedback
  system for GM and above cadres.
• They will have the following system in place  
• A Career discussion form
• B Behavioral and functional feedback from
  superior
• C Arriving at the action plan by the superior

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Identification of behavior and improvement areas

• A sheet containing the list of competencies and
  the rating obtained by the employee through the
  feedback forms would be displayed.
•      From the above the superior to correlate the
  role based competencies needed for this slot
  and his current rating.  
•     If the rating is less than he required level,
  the same would be categorized as improvement
  areas by clicking on Yes in the training
  intervention column.
•      Also the superior has to give his comments
  on each and every competencies listed.

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Functional competencies / improvement areas

• To be done by the superior empirically.
• A sheet is being provided with a blank column on
  the following areas
• Functional competencies
• Level with selection button
• Training intervention
• Comments
•  This sheet is slightly different from the
  behavioral sheet since,
• A the behavioral competencies are standardized
  and listed permanently
• B the rating would also be pick up based on the
  feedback forms
• C Hence the superior roll is only to compare the
  final rating with the role based competencies
  needed.
•  Here in the functional competencies, the
  superior is expected to do the following
• pick the functional competencies from the role
  based competency template available
• Type the same in the column provided
• Assess the individual
• Compare the result with the role based competency
  matrix
• If the rating of the superior is less than the
  competency matrix identified, the same has to be
  categorized as improvement areas and link it with
  the TNI.

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Customer Feedback

• Based on the list and details provided by the
  employee, superior would do the following
• 1.Send the assessment form soft or hard copy
  to the customer for their evaluation
• 2.Once the feedback is received, enter the data
  in the link provided as per details given below
• Log on to my.cavinkare.com
• Get into Superior log in
• Select the subordinate name
• Click on the link in the name of feedback in
  the last column
• You will see a list of feedback for employees by
  the customer
• Click on to the customer 1 or 2 or 3 and type the
  feedback received from the customer

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Annexure H - ACTION PLAN

• Based on a career discussion form filled by the
  employee b competency feedback form areas of
  strength and areas for training intervention, the
  superior and the employee to jointly discuss and
  priorities the improvement areas for the role and
  chalk out the action plan for the Employee
  development.
•  Arriving at the action plan, means what?
•  A While arriving at the action plan for
  improvement area, the superior to ensure that the
  areas for improvement has a definite target date
•  B A review for the target to be agreed upon
  specifically
•  C An action plan need not necessarily be a
  class room training. However, the superior also
  has the following options
•              I On the job training
• Ii Special project / Assignment
• Iii Presentations
• Iv Self study project etc
•  D Operating procedure
• Log on to my.cavinkare.com
• Get into Superior log in
• Select the Development plan / period
• Select the employee
• Click on to theAction plan and after this it is
  menu driven

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In A Nutshell

• Review the career discussion sheet of the
  individual /sub ordinate
• Identification of behavior strength and
  improvement areas
• Identification of Functional competencies /
  improvement areas
• Determine whether Customer Feedback required for
  the sub ordinate or not And communicate through
  by selection of Yes/No button
• Send the feedback forms to the customers and
  key-in the feedback in the appropriate column
  once received from the customer
• Sit with the concerned employee and give feed
  back after analysis of Strengths and improvement
  areas in Behavioural / functional competencies
• Arrive at the action plan for the improvement
  areas
• Review it at the end of the calendar year

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Review of the action plan

• This is to be done for all the employees
  irrespective of bands.
•  This is to be done by the employee
•  To be completed before Dec every year.
•  Operating Procedure
•    1.During December, a link for review will be
  enabled next to the Action plan ikon.
• 2.Employee to give his comments for the action
  plan and target assigned to him
• 3.As like appraisal, once the employee submits
  his comments, superior can view and jointly
  assess the progress for development

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For clarification if any

• Please contact Mr V Ganesan Senior Manager HR at
  HQ
• Mobile [phone]
• Ext 701
• mail id ganesan_at_cavinkare.com