Performance Management
Track and enhance employee performance with tools for setting goals, conducting reviews, and facilitating feedback. This module promotes a culture of continuous improvement and accountability.
- Chapter 1: Introduction to Performance Management
- Overview of Performance Management
- Purpose of the Module
- Key Features of the Module
- Aligning Performance Management with Employee Development
- Glossary
- Chapter 2: Roles and Permissions
- Chapter 3: Setup and Configuration of Performance Management
Chapter 1: Introduction to Performance Management
In today’s fast-paced business environment, managing employee performance is not just an HR task, it’s a critical driver of organisational success. This chapter introduces the Performance Management module and explores its purpose, features, and impact on employee engagement and productivity. You’ll gain an understanding of how this tool aligns individual and team objectives with broader organisational goals, while fostering a culture of accountability and continuous improvement.
By the end of this chapter, you’ll appreciate why performance management is a vital component of effective talent management and how the SignifyHR platform equips you to implement it seamlessly.
Overview of Performance Management
Performance management is essential for cultivating a high-performing workforce. It is a structured process that aligns individual contributions with the company's goals, while also encouraging continuous improvement and accountability. This chapter offers a broad overview of performance management, detailing its purpose, key components, and significance in promoting both employee development and business success.
At its core, performance management involves setting clear expectations, tracking progress, and providing feedback to employees. This process includes multiple stages, starting from setting objectives and defining competencies, to conducting regular check-ins and identifying opportunities for growth. It is a dynamic, ongoing process that enhances engagement and productivity.
Throughout this chapter, you will explore the foundational elements of performance management and understand how it integrates into the broader HR framework. You will also learn about the mutual benefits of this process, as it helps employees reach their potential while providing value to the company.
By the end of this chapter, you will have a clearer understanding of performance management and its critical role in modern HR practices. This knowledge will provide a strong foundation for exploring subsequent chapters, which will offer more detailed guidance on implementation and best practices.
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Purpose of the Module
In a dynamic and competitive business environment, companies must ensure that employees perform at their best while contributing to broader strategic goals. The Performance Management module serves as a structured framework designed to enhance employee performance, align individual contributions with the company's objectives, and create a culture of continuous improvement.
Effective performance management is not just about evaluating past performance – it is a proactive approach to setting expectations, developing skills, and fostering engagement. Some benefits include:
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- Improving productivity
- Ensuring accountability
- Identifying gaps in training
- Building a culture of continuous feedback
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This module enables managers and employees to have open discussions about goals, competencies, and career development, ensuring that every team member understands their role in achieving success. Furthermore, it establishes clear performance metrics, helping companies identify high performers, address skill gaps, and drive productivity improvements.
By leveraging the Performance Management module, companies can create a structured, transparent, and fair approach to managing talent. This module is instrumental in building a high-performance culture where employees feel valued, motivated, and supported in their professional journeys. The following sections will explore its purpose in greater detail, including how it aligns with business goals, enhances employee engagement, and contributes to the growth of the company.
Key Components
- Goal setting and alignment with organisational objectives ensure that employees understand their responsibilities and how their contributions support broader business strategies.
- Regular performance reviews and feedback cycles allow employees to recognise their strengths, identify areas for improvement, and adjust their approach to meet expectations.
- Metrics and key performance indicators (KPIs) are quantitative and qualitative measures to help assess employee performance against predefined standards, providing a data-driven approach to decision-making.
- Training, development, and career progression plans play a crucial role in employee retention and long-term organisational growth.
Aligning Goals and Objectives
For a company to achieve sustainable success, employees must understand how their roles contribute to broader business objectives. The Performance Management module bridges the gap between personal career aspirations and strategic goals, ensuring that employees focus on outcomes that drive growth. By defining expectations, tracking progress, and providing continuous feedback, it creates a structured approach that aligns individual development with company priorities.
When employees see the direct impact of their contributions, they become more engaged, motivated, and productive. A well-structured performance management system translates high-level business strategies into actionable, measurable objectives at every level. This clarity helps employees understand their responsibilities and see a clear path for growth within the company.
Aligning individual and company goals benefits both employees and the business. Employees gain direction, purpose, and development opportunities, while the company fosters a culture of accountability, efficiency, and continuous improvement. By implementing performance management effectively, businesses can create an environment where individual success and company objectives align seamlessly.
Employee Engagement and Organisational Success
Engaged employees drive company success. When they receive regular feedback and recognition, they feel valued and remain committed to their roles. The Performance Management module ensures employees have clear expectations, structured support, and opportunities for continuous development.
More than just motivation, effective performance management helps managers detect and address disengagement before it affects productivity. It promotes open dialogue, allowing employees to share concerns and receive guidance. This proactive approach reduces turnover, strengthens job satisfaction, and cultivates a supportive work environment.
By integrating modules such as Learning Management and Career and Succession Planning into the Performance Management module, companies foster a culture of growth. Employees who see clear advancement opportunities are more likely to stay engaged and contribute meaningfully. Empowering individuals through goal-setting and skill development not only enhances their careers but also drives business success.
Performance Management and Technology
Technology streamlines performance management by automating reviews, tracking progress, and providing real-time feedback. Platforms like SignifyHR integrate goal setting, performance tracking, and analytics to improve decision-making. Centralised records and data-driven insights help identify top performers and address skill gaps. Digital tools also support continuous learning by linking training and career development to performance goals. By leveraging technology, organisations create a more efficient, transparent system that enhances employee growth while aligning talent strategies with business objectives.
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Key Features of the Module
The Performance Management module is designed to streamline and enhance the performance review process, making it more intuitive, transparent, and effective. With a range of powerful features, this module simplifies performance tracking, fosters meaningful feedback, and ensures alignment with the company's goals. Our system integrates automation, flexibility, and data-driven insights, thereby removing the complexity often associated with performance management. These features not only set the Performance Management module apart but also add significant value by creating a structured, user-friendly experience that supports employees and managers in collaboratively working towards improvement.
Documentation and Compliance
Terminology
The Performance Management module allows for customisation of terminology, ensuring that system labels, messages, and descriptions align with the company's unique performance management framework.
Audit Log of Transactions
The system keeps an audit log that records all transactions and modifications made to a performance agreement, ensuring transparency, accountability, and traceability throughout the performance management process.
Documents Upload
During the appraisal process, users can upload multiple documents per KPI to support performance evaluations. A summary of all uploaded documents is easily accessible on the dashboard.
Print Agreements
Performance agreements can easily be printed in PDF format.
Workflow and Automation
Templates
Performance agreements can be stored in a template library, allowing users to select a pre-populated template when creating a new agreement. This ensures that objectives are automatically copied to the individual's agreement, streamlining the setup process.
Notifications
The system automatically notifies employees and managers via email when objectives are submitted, check-ins are conducted, or ratings are completed. Additionally, automated reminder emails can be sent before phase end dates to ensure timely completion.
Dashboard
The Performance Management dashboard allows employees to select the performance year and managers to view their own agreements or those of their direct reports. A collapsible timeline section outlines key review phases, while colour-coded indicators clearly display progress and the status of each phase.
Review, Feedback, and Planning
Check-ins
The check-ins functionality allows managers and employees to assess progress before the rating phase begins, providing an opportunity to confirm whether the employee is on track and address any potential challenges in advance.
Review Surveys
Review surveys can be linked to the review setup, where applicable, to gather comprehensive feedback from multiple sources, such as in a 360-degree review process.
Action Plan
An optional Action Plan section can be enabled to monitor training and other activities throughout the performance management process, with actions recorded for each KPI. This section includes key details such as required actions, implementation methods, training needs, responsible persons, due dates, progress tracking, and comments from both the employee and manager.
Performance Evaluation and Ratings
Ratings Beyond KPA-level
The Performance Management module allows for ratings beyond Key Performance Areas (KPAs), extending to Key Performance Indicators (KPIs), stretch targets, company values, and leadership behaviours. Each section allows for structured input, including rating scales, measures, weights, and manager and employee comments, ensuring a comprehensive and customisable evaluation process. Additionally, perspectives can be activated to categorise KPAs, following the Balanced Scorecard approach.
Customisable Rating Scales
The customisable rating scales allow companies to define their own scoring criteria, ensuring alignment with internal performance measurement standards and providing flexibility in evaluating employee achievements across different performance areas.
Calibration
The calibration functionality promotes fairness and consistency in performance evaluations by allowing administrators to adjust scores at the review period, review survey, and overall final score levels. Administrators can export scores, make necessary calibrations with justifications, and then re-import the adjusted scores into the system. Employees can view their calibrated scores on the Performance Management dashboard, with the option to hover over the score to see the original rating before calibration.
Interpolation
The interpolation functionality allows actual values to be mapped to a rating scale, ensuring a more precise and automated evaluation process. During the rating phase, users enter actual values, which are then automatically converted into ratings based on predefined mappings, eliminating the need for manual rating selection. This functionality can be enabled at the KPI level and is available in the objective setting phase when creating templates, copying agreements, or setting up blank agreements, providing flexibility in performance assessments.
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Aligning Performance Management with Employee Development
The Performance Management module plays a crucial role in the Develop phase of the employee lifecycle. Integrated with other key modules such as Learning Management, Event Management, and Personal Development Plan, this module ensures that employees are continuously supported, guided, and evaluated to enhance their professional growth.
Remember, Performance Management is just one part of a broader employee lifecycle.
- In the Attract phase, modules like Recruitment, Job Profiling and Competency Analyser, and Recruitment Requisition ensure that the right talent is identified and matched to organisational needs.
- The Manage phase includes Onboarding and Offboarding, People Management, Employee Self-Service, Leave Management, Salary Review, and Payroll (3rd Party), all of which contribute to efficient workforce administration.
- Finally, the Retain phase focuses on long-term engagement through Reward and Recognition and Career and Succession Planning.
By integrating these modules, organisations can create a seamless and strategic approach to talent management, ensuring employees are supported at every stage of their journey.
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Glossary
Action Plan
An action plan in a performance evaluation outlines specific steps an employee needs to take to improve their performance, develop new skills, or achieve set goals. It includes clear objectives, timelines, measurable outcomes, and any required support or resources. The plan is typically created collaboratively between the employee and their manager, ensuring alignment with organisational expectations and professional growth. Regular check-ins and progress reviews help track improvements and adjust the plan as needed.
Check-In
A check-in is a functionality that enables managers to conduct regular progress reviews on an employee’s performance agreement objectives between formal review periods. It allows managers to provide direction, offer guidance, and keep employees focused on their objectives. Additionally, check-ins facilitate employee feedback on the support and guidance received, fostering continuous communication and alignment.
Company Values and Behaviours
Company values and behaviours define the expected conduct within an organisation. By identifying and explicitly communicating these values and behaviours, companies shape their culture, establish a moral compass for employees, and create a foundation for consistent decision-making. They also serve as guidelines for internal processes and performance measurement. Employees are assessed against these values as part of their performance management process, and they automatically form part of each employee’s performance agreement.
Employee, User, Learner, or Person
These terms are used interchangeably within the system to refer to individuals interacting with it. The term "person" or "user" generally refers to those engaging with the system in a non-administrative or non-managerial capacity. If the context is related to Learning Management, "learner" is preferred. In a manager-subordinate environment, such as Performance Management, "employee" is typically used. The appropriate term depends on the specific module and its functionality.
Key Competencies
Key competencies refer to the essential skills, abilities, and attributes required for success in a specific job or organisation. These competencies are often used in the rating process to assess employee performance. Within the system, competencies can be defined for each job and made available in the Performance Management module.
Key Performance Area (KPA)
Key Performance Areas are the specific business areas for which an individual is responsible, such as process improvement, safety and health, and security. Each KPA is further defined by one or more Key Performance Indicators (KPI), which measure performance within that area. KPA weights within a Perspective must always total 100%. For further details, refer to Key Performance Indicator (KPI).
Key Performance Indicator (KPI)
Key Performance Indicators are measurable values that assess progress towards strategic goals or objectives. An effective KPI is well-defined, quantifiable, and essential for achieving specific targets. KPI weights within a Key Performance Area (KPA) must always total 100%.
Leadership Behaviours
Leadership behaviours are performance objectives applicable only to employees in leadership positions, where they have direct reports. If an employee is not a manager, this section will be unavailable, and its weight will be redistributed proportionally among the remaining sections.
Manager, Performance Manager, or Line Manager
A manager, in the context of the system, is an individual with direct reports. Organisationally, this role may be referred to as a line manager. Within the Performance Management module, a manager is known as a performance manager, while in the Learning Management module, the role may be identified as a training manager. Depending on the organisation, these roles may be held by the same person or different individuals. To determine who fulfils each role, refer to an employee's reporting lines. The terms manager, performance manager, and line manager are used interchangeably.
Objective
An objective is a specific goal that an employee is expected to achieve. In Signify, the term "objective" encompasses various performance elements, including a Key Performance Area's (KPA) Key Performance Indicator (KPI), a Stretch Target's KPI, a Company Value, a Leadership Behaviour, and a Key Competency. These objectives define performance expectations for an employee over a given performance year and serve as the basis for assessment and measurement.
People Group
A people group is a defined selection of individuals based on specific criteria, such as their position in the organisational structure, reporting line, location, or other conditions. Individuals within a people group have access to certain system functionalities, including selected eLearning courses, events, or specific processes.
Performance Agreement
A performance agreement consists of a person’s objectives, structured across one or more review periods (also called assessment periods). The agreement provides a comprehensive framework for assessing the person's performance, with review periods typically weighted to contribute to the final score. The performance agreement forms the foundation of performance evaluation and ensures a structured approach to measuring and developing employee contributions. Additional components, such as a 360° evaluation or a value survey, can also be included alongside the objectives.
Performance Year
A performance year, also known as a performance cycle, typically spans 12 months. It may align with the calendar year (January to December) or follow a different schedule, such as the financial year (March to February of the following year). Organisations often determine their performance cycle based on factors such as salary review periods and business planning needs.
Perspectives
Perspectives, also known as pillars, are categories used to group Key Performance Areas (KPAs) and are derived from the Balanced Scorecard approach to performance management. Common examples include the Financial Perspective, Customer Perspective, Internal Process Perspective, and Learning and Growth Perspective. Each perspective provides a structured way to evaluate performance across different business areas. Note that perspective weights within a section must always total 100%.
Rating / Rating Scale / Score
A rating, rating scale, or score is used to assess an employee’s performance against agreed objectives. At the start of a performance year, the manager and employee define these objectives. At the end of each review or assessment period, of which there may be one or more in a year, the employee provides a personal rating for each objective. This rating is only visible to the manager once submitted. Similarly, the manager assigns a rating for each objective, which is not immediately visible to the employee. These ratings contribute to the overall performance evaluation process.
Review Period
A review period is a designated timeframe within a performance cycle during which an employee's objectives, as outlined in their performance agreement, are assessed. There may be one or multiple review periods within a performance year. The review period provides structured opportunities for evaluating progress and performance.
Review Setup
A review setup defines the structure and rules governing the performance review process within an organisation. It determines how performance agreements function, specifying rating permissions, the level of the employee's involvement, and approval workflows. For examples of different review setups, please see Tips and Use Cases.
Review Survey
A review survey in a performance evaluation is a structured questionnaire used to gather feedback on an employee's performance, skills, and contributions. It may include ratings, open-ended questions, and competency assessments from various sources, such as the employee, their manager, peers, or subordinates. The survey helps identify strengths, areas for improvement, and overall job effectiveness.
Stretch Target
A stretch target, also known as a stretch goal, is an objective within the Performance Management module that functions similarly to a Key Performance Area (KPA) objective but is typically intended to drive additional growth or challenge an employee beyond standard expectations. This section can be customised using system aliases and renamed to suit organisational needs. For example, some companies have renamed this section to Personal Development Plan to incorporate training initiatives into employees' performance agreements.
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Chapter 2: Roles and Permissions
Successful performance management relies on clearly defined roles and responsibilities. This chapter delves into the module's specific duties of administrators, managers, and employees. You’ll learn how each role contributes to the process, from configuring the system and tracking performance to setting goals and providing actionable feedback.
Understanding these roles ensures a collaborative approach to performance management, where every user knows their contribution and how it ties into the system’s overall functionality. This chapter sets the foundation for effective teamwork and accountability by clarifying responsibilities.
Employee Roles
Employees play a crucial role in setting goals and engaging in performance reviews, enabling them to effectively contribute to organisational goals while also driving their personal growth.
Several factors contribute to a successful performance management process:
- Employees:
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- Open communication and mutual understanding between employees and managers are essential.
- Active engagement includes:
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- Setting clear objectives
- Participating in regular check-ins
- Self-assessing progress.
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- This approach leads to:
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- A sense of ownership over professional development
- The nurturing of a growth mindset
- Alignment of personal goals with the company's priorities.
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Managerial Roles
Performance managers play an important role in guiding and evaluating their team. Managers are involved in setting objectives, providing feedback, and conducting performance reviews to drive employee growth and success.
Several factors contribute to a successful performance management process:
- Managers:
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Ongoing guidance and constructive feedback help employees stay on track.
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Key responsibilities include:
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Providing timely feedback and support
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Discussing self-ratings and providing balanced assessments
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Adjusting objectives to align with business and individual needs.
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This approach results in:
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A culture of continuous improvement
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More accurate and actionable performance outcomes
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Increased motivation and productivity.
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Administrator Roles
Effective administrators should manage and support performance processes effectively. An administrator has several responsibilities, from configuring system settings to drawing reports, thereby ensuring smooth and accurate performance management.
Several factors contribute to a successful performance management process:
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Administrators:
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System accuracy and smooth operation enable an effective performance management process.
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Primary responsibilities include:
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Managing key data and performance cycles
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Generating insightful reports for informed decision-making
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Creating and maintaining agreement templates and review setups.
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This support ensures:
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A structured and efficient performance management system
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Clear alignment of reviews with organisational goals
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A seamless experience for employees and managers.
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How Performance Management Works
Effective performance management relies on the collaboration between employees, managers, and administrators. When these roles work together harmoniously, it creates an efficient and productive environment, promoting individual and organisational growth.
Below is an example of a performance cycle containing two review periods with check-ins enabled. Performance management requires collaboration and communication between administrators, managers, and employees.
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Chapter 3: Setup and Configuration of Performance Management
Setting up the Performance Management module is a crucial step that lays the groundwork for its effective use. In this chapter, we’ll walk you through the setup process, including pre-setup checklists and step-by-step configuration guidelines. Additionally, you’ll learn how to integrate this module with other systems, such as career and succession planning, competency analysis, or training.
Whether you’re implementing this module for the first time or refining your setup, this chapter provides the tools and knowledge to ensure your implementation is smooth, efficient, and tailored to your organisation’s unique needs.
Prerequisites for this Module
Some configuration and setup should be done before implementing the Performance Management module.
- The People Management module should be configured and set up.
- Users should be able to log in to the system and update their passwords.
- Complete and review the Performance Manager reporting lines.
- Ensure administrators, managers, and employees have been provided with the appropriate access rights.
- The email server should be set up if the default Signify email server is not used for notifications. This is demonstrated in the Ruleset Setup guide.
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Performance Management Implementation Guide
Please click on this link to navigate to the implementation guide.