xxxxx

EMPLOYEE PERFORMANCE APPRAISAL YEAR 2001-02

(QUARTERLY) FOR SUPERVISORS AND ABOVE

Employee Code No. Name of Employee

Designation Dept./Section
Date of Joining

Performance Category Definition of Ratings

Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision
Very Good 4 Better than average performance. Shows good development and potential
Good 3 Adequately meets requirements of job. Average performance and potential for development.
Average 2 Barely meets requirements of job. Needs improvement.
Poor 1 Does not meet requirements of job and has reached performance ceiling.

Indicate the rating from 1 through 5 which best describes the employee’s performance in each of the following
Categories.

RATINGS
BEHAVIOUR TRAITS
APRL- JULY- OCT.- JANUARY- TOTAL
JUN SEPT. DEC. MARCH

1. ATTENDANCE &
PUNCTUALITY
(Timely arrival ,leave planning,
Prior Approval, leave schedule,
Etc.)

2. PERSONAL CLEANLINESS
(Wearing ID Card, trimmed
hair and nails,clean dress,etc,)

3. JOB KNOWLEDGE
Understands what he is doing.
Handles changes easily and
Learns new things
Knows principles and methods
Of His job process/system

4. ATTITUDE
Willing to work hard,assume
Added responsibility,plans and
Meets schedules and commit-
Ments, Produces reliable
Results.

5. MOTIVATION
Shows strong desire to accomp-
Lish things, Possess ‘self’
Starting ability,Performs job
With minimum amount of
Supervision, Ability to over-
Come obstacles, Strong desire
To rise to top, Promptness
In making decisions.

6. ANALYSIS
Thinks through complex &
Difficult problems before
Coming to a decision
Keeps personal feelings out
Of situation
7. CREATIVITY/ORIGINALITY
Demonstrates ability to organise ideas
Approached problems with inquisitive mind
Looks for new/improved methods in his job

8. LEADERSHIP
Effective in dealing with people
Effectively evaluate people
Inspires loyalty in sub-ordinates
Can reprimand without incurring resentment
Generates confidence
Has capacity to generate enthusiasm
Concerns for sub-ordinate development

9. COMMUNICATION
Demonstrate ability to express himself well
Expresses ideas simply, concisely and effectively
Sells ideas in persuasive and logical manner

10. ORGANISATION & PLANNING

Plans and organises work efforts effectively
Time planning and execution is effective
Supervise thro delegation, schdule follow-up and
Control

11. HOUSE-KEEPING & HYGIENE

Right things at right place
Maintains good work place
Adopting safe work practices

12. TRAINING & LEARNING

Learning new skills
Sharing communication
Training others

13. SYSTEMS & PROCEDURES

Follows Systems and Procedures
Good work habits and methods

14 TEAM WORK
Builds team work culture
Works for consensus approach
Participative approach

15. SUGGESTIONS
Contributes valuable suggestions
Accepts new suggestions

16. DECISION MAKING

Strong in decision-making
Takes quality decisions
Has convincing ability

17. WORK STRESS

Willing to work hard
Enjoy working
Accepts additional responsibility

18. INTER-DEPARTMENTAL
RELATIONSHIPS/
CLIENT’S RELATIONSHIP

19. QUALITY CONSCIOUSNESS

20. SCOPE FOR DEVELOPMENT

TOTAL
YEAR END

COMMENTS BY HOD

TO MD / TD FOR COMMENTS AND APPROVAL

TO HR MANAGER FOR NECESSARY ACTION

 xxxxxx

FORMAT ON RECOMMENDATION OF CONFIRMATION/EXTENSION/TERMINATION OF

PROBATIONARY/TRAINING PERIOD
(TO BE COMPLETED BY CONCERED SECTION/DEPARTMENT HEAD)

1. Name of Employee

2. Employee Code No.

3. Department/Section

4. Designation

5. Date of Joining

6. Probation/Training Period From ---------------------- To ------------------

7. Overall Average Performance Rating ---------------

8. Recommended for CONFIRMATION w.e.f----------------

(Please tick appropriate Box)
EXTENSION FROM -------------- TO------------

TERMINATION w.e.f.----------------

(If Extension/Termination is recommended, please specify the reasons in brief)

------------------------------------- --------------------------------------------
Signature of HOD Signature of HR/Personnel Manager

To: TD for approval (He may specify salary/designation revised if any)

to: HR/Personnel Dept. for further action

 xxxxxx
NO DUE CERTIFICATE
(TO BE SUBMITTED BY THE EMPLOYEE WHO HAS LEFT SERVICES FROM PVD)

Mr./Mrs./Miss___________________________________- code No._______________- of Dept./Section has left

Services w.e.f.___________________(FN/AN) on account of Retirement/Resignation/Termination.
Kindly certify if there is any dues/outstandings against the above-said employee. If no dues are there, kindly
mention ‘NIL’ against your Department/Section. If the concerned has taken any job-related books/
magazines/manuals/softwares/materials/tools/instruments/loan/advances/if any, please specify.

Date:------------------ Signature of HOD Personnel Dept.

DUES/NIL INITIALS OF HOD

1. Personnel & Administration ------------------ --------------------

2. HR Department ------------------ --------------------

3. Concerned Department/Section ------------------ --------------------

4. Security ------------------ --------------------

5. Accounts ------------------ --------------------

TO: ACCOUNTS DEPARTMENT(FOR FINAL SETTLEMENT)

 PERFORMANCE EVALUATION REPORT
CATEGORY: TRAINEES POSITION: DEPT/ SECTION:
I. (To be completed by HR/Personnel Department)

Name of the Trainee: -------------------------------------------

Code No.(if any): -------------------------------------------

Date of Joining: -------------------------------------------

Duration of Training : From------------------------ To------------------------

Total No. of days Absent:

II PERFORMANCE RATINGS (To be completed by Department/Section In-charge)

(-ve) 0-Poor + 2 Satisfactory + 3 Good + 5 Excellent

1. ATTENDANCE AND PUNCTUALITY III RECOMMENDATIONS

(Please tick A or B or C)
2. PERSONAL CLEANLINESS & HYGIENE
A) CONFIRMATION
3. ATTITUDE & GOOD MANNERS w.e.f.

4. COMMUNICATION AND REPORTING SKILLS B) EXTENSION

For months
w.e.f.
5. JOB KNOWLEDGE - THEORY
C) TERMINATION
6. JOB SKILLS - ACCURACY w.e.f.

7. - SPEED

8. - LEARNING Recommended by:

Signatures of
9. - WORK METHODS
1st level Appraiser(s)
10. - CREATIVITY (Supervisors)
Total
2nd level Appraiser(s)
OVERALL AVERAGE RATING (HODs)
To: Director (For his Advice on A/B/C and if A) Salary Details to be mentioned and approved)

To: HR/Personnel Department for further action

 (HR DEPARTMENT)

DATED: 2001.07.24
INTER-OFFICE MEMO

Sub: Performance Evaluation Format for Trainees

………………

We have designed a new Format on Performance Evaluation for Trainees. It has been seen and approved by xxx for
implementation with immediate effect. The new format supercedes the old format which may be in practice.

In future, please get the format filled as follows:

Para.I: To be completed by HR/Personnel Department

Para.II & To be Completed by Department/Section-in-Charge of the Appraisees.

Para.III

After Director’s approval/comments, HR/Personnel Department will take action accordingly.

For information and necessary action please.

Regards,

Encl: a.a.

Cc: All HODs- HR Manager will guide you in case you need any clarifications.
Cc:
 CONFIDENTIAL

EMPLOYEE PERFORMANCE APPRAISAL

I EMPLOYEE DETAILS YEAR: FROM-------------

TO:-----------
(To be completed by HR Dept.)
Name of the Employee: Code No.
Date of Joining: Designation:
Department/Section:
II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.)

Total No. of days Absent during the year _____

Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular
III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge)
Performance Category Definition of Ratings
Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good 4 Better than average performance. Shows good development & potential
Good 3 Adequately meets requirements of job. Average performance and potential for development
Average 2 Barely meets requirements of job. Needs improvement.
Poor 1 Does not meet requirements of job and has reached performance ceiling
Indicate the rating from 1 through 5 which best describes the employee’s performance in each of following categories
Sl.No BEHAVIOUR TRAITS RATING COMMENTS BY
APPRAISER
1. PERSONAL CLEANLINESS &
HYGIENE PRACTICES

2. ATTENDANCE & PUNCTUALITY

______________________________________________________
3. ATTITUDE & GOOD MANNERS
______________________________________________________
4. JOB KNOWLEDGE (BOTH THEORY
AND PRACTICAL)
5. COMMUNICATION:
CONVINCING / REPORTING SKILLS Signature of Appraiser
-------------------------------------------------------------
6. CREATIVITY & INNOVATION COMMENTS OF H.O.D.

7 APPLICATION OF NEW CONCEPTS &

MAKE USE OF AVAILABLE RESOURCES
EFFECTIVELY

8. TIME PLANNING

9. LEARNING

10. OVERALL QUALITY CONSCIOUSNESS

TOTAL

OVERALL AVERAGE RATING SIGNATURE OF H.O.D.

TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS)

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION:

PERFORMANCE APPRAISAL

WHAT IS EMPLOYEES APPRAISAL

Performance is a resultant behaviour of an employee on the task, which can be observed and evaluated whether
quantifiable or not, it can be rated from excellent to inadequate, outstanding to poor, etc.

The basic principle of PA could be:

Any activity or the task can be measured by some combination of Cost, Time and Quality indices.
Measurement systems provide productivity
Professional Work is measured in a Group
The ultimate measurement is the measurement of effectiveness

PURPOSE OF APPRAISAL

1) Employee’s Effectiveness: The employee appraisal helps in identifying the deficiency in the employee
and enable him to strive lfor remedies to improve efficiency.

2) Employee’s Development: The diagnosis of training and development needs appraisal

Process which enables organisation to develop their employees for future challenges.

3) Removing Work Alienation: The appraisal also helps to counsel the employee to correct
His misconceptions which might have resulted in work alienation.

4) Removing Discontent: It also helps to remove discontent amongst the employees and motivate
Them towards their jobs.

5) Wage/Salaries Administration: To motivate lthe employee in terms of special increment or

Any financial award the appraisal is found very useful.

6) Helps Promotions: Employee’s performance appraisal highlights the strong and weak points
And also the potential in him for his promotion to higher rank.

7) Develop interpersonal Relationship: Regular appraisal encourages the employee to do introspection

And correct his behaviour to improve interpersonal relationship.

8) Aid to Training & Development: This also helps in selecting the employees for T&D
Programmes and indeitifying the real training needs.

PROCESS OF EMPLOYEES APPRAISAL

Step 1: Set the standards to measure

Step 2: Translate the standards into job specifications
Step 3: Break up job specifications into (a) Knowledge (b) Skill and (c) Atttitude to be changed or
Improved.
Step 4: Segregate formal and informal appraisal
Step 5 Measure the performance
Step 6: Compare the performance with (a) Prior Appraisal (b) Smilar model specification
Step 7: Rate the performance with suitable scale
Step 8: Communicate the rating
Step 9: Use the appraisal for the desired purposes.
PERFORMANCE EVALUATION TECHNIQUES

CASE STUDY No.1

Sudeep was a software engineer who had specialized in Unix, C and C++. He was working in a multinational
company which produced application software products in C++. He was a very hardworking person and did his
tasks with commitment. Besides English, he was fluent in other foreign languages like Russian and Japanese. His
area of work was system designing and debugging problems in coding. Sudeep’s work was always of good quality.
But most of the time he continued to work after the office hours to complete his tasks. He found that his pace of
work was slow. He also realized that he had to improve his efficiency and productivity. Often he found himself
unable to handle two or three projects simultaneously. Sometimes, he ended up doing the work of the team
members also as he was not able to delegate the work properly to them.

His company started to concentrate on web engineering and decided to create a new product line using web
languages. Sudeep had not undergone any formal training in web programming or networking. Hence, he decided
to take up a course in web programming to keep himself prepared for the future.

Question:

Please Evaluate and point out his Strengths and Weakness and Opportunities and Threat that he faces on the job?
STRENGTHS WEAKNESSES OPPORTUNITIES THREAT

CASE STUDY No.2

ABC is a chemical manufacturing factory. They called 10 candidates for the post of a Chemist for their QC
Department. Out of 10, following 4 were short-listed:

a) Raman with 85% in B.Sc – He answered 7 Chemistry-related questions right out of 10.
b) Krish with 85% in B.Sc.- He also answered 7 out of 10 right.
c) Venkat with 83% in B.Sc. – He answered 6 out of 10 right.
d) K.Rao with 65% in B.Sc. - He answered 5 out of 10 right.

The first 3 were excellent in their academic studies and also answered well in the interview. After the interview was
over, they were asked to wait at the Reception. Interview for K.Rao is as follows:

K.Rao: Good Morning to you all Sir. One request Sir, I am not fluent in English. Can I answer in
Telugu?
Interviewer: Yes. Proceed. Somehow we will Manage to evaluate you.

After the interview was over, he could answer only 5, but the remaining questions, he said “I don’t know”.
In the end, he wanted to seek extra time from the interviewers. They asked “Why”. He replied,

….2
….2
“Sir. I know I will not be considered for this post. But I want to know answers for the questions to which I could
not answer because I have another interview next week in some chemical company. They may ask same type of
questions. I also want to know answers. Please Sir.”

Interview Board selected Mr.K.Rao for the said post keeping in view of his approach and attitude.

Question:

Can you evaluate the above case study and find out what are all his positive characters that influenced the Interview
Members.?

Please tick your answers against following statements:

1) Which is considered to be productive to the Company?

a) Whether taking leave with prior approval for one week or
b) Availing of one day leave without prior intimation or approval?

2) If you are not punctual, do you expect others also

a) not punctual
b) feeling guilty to point out the same.

3) Dress improves productivity. Will you agree or not?

a) Yes b) No.

4 ) Motivational factors – Mention in order of preference.

a) Money b) Good Manager c) Good sub-ordinates d) Good machinery
e) Training f) Team Work g) Canteen h) Job related books
i) Freedom on job j) career development

5. How do you feel “Job Stress”?

A) Enjoyable B) Tired and Bored

6. Can you order in preference the following:

i) Job Stress develops knowledge and skill
ii) Job stress leads to health problems
iii) Job Stress develops communication and leadership skills
iv) Job stress invites frustration

7. A Good leader is….

a) one who leads and dominates in an autocratic way
b) one who leads but democratic

8. Good communication in an organisation is:

a) Good English without any mistakes
b) Meaning understood by the Receiver as envisioned by the Sender.
 …3
9. Do you give more weightage in which of the following Attitudes?

a) Outwardly performs but inwardly with reluctance

b) Inwardly wants to perform and hence the outward action.

10. Good Housekeeping is

a) Clean and Good place
b) Right thing at right place
c) Both

11. Do you give preference to

a) Individual Identity in performance
b) Group Identity

12. Do you recognize new ideas

a) Immediately and wants to put on experiment
b) Not immediately and you want to see the existing system runs well.

13. Do you consider New Ideas as

a) Quite expensive and time consuming
b) Ready to accept for change if it is productive and qualitative one

14. Do you expect your sub-ordinates

a) To be free and open in sharing communication of all matters
b) Communication only relates to work

15. Do you notify

a) Strengths of an employee publicly and weakness when alone
b) Loud noise in announcing the weakness and no botheration on strengths.
 XXXX
EMPLOYEE PERFORMANCE APPRAISAL

I EMPLOYEE DETAILS YEAR: FROM------------- TO:-----------

(To be completed by HR Dept.)
Name of the Employee: Code No.
Date of Joining: Designation:
Department/Section:
II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.)

Total No. of days Absent during the year _____

Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular
III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge)
Performance Category Definition of Ratings
Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good 4 Better than average performance. Shows good development & potential
Good 3 Adequately meets requirements of job. Average performance and potential for development
Average 2 Barely meets requirements of job. Needs improvement.
Poor 1 Does not meet requirements of job and has reached performance ceiling
Indicate the rating from 1 through 5 which best describes the employee’s performance in each of following categories
Sl.No. BEHAVIOUR TRAITS RATING COMMENTS BY APPRAISER
1. PERSONAL CLEANLINESS &
HYGIENE PRACTICES x1= (multimplied by weightage factors)

2. ATTENDANCE & PUNCTUALITY

____________________________________x 1 = ______________
3. ATTITUDE & GOOD MANNERS
____________________________________x 1=__________________
4. JOB KNOWLEDGE (BOTH THEORY
AND PRACTICAL) x3=
5. COMMUNICATION: x2=
CONVINCING / REPORTING SKILLS Signature of Appraiser
------------------------------------------------------------- 6.
CREATIVITY & INNOVATION x 3= COMMENTS OF H.O.D.

7. APPLICATION OF NEW CONCEPTS &

MAKE USE OF AVAILABLE RESOURCES
EFFECTIVELY x3=

8. TIME PLANNING x2=

9. LEARNING x2=

10. OVERALL QUALITY CONSCIOUSNESS x 2=

TOTAL

OVERALL AVERAGE RATING SIGNATURE OF H.O.D.

TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS)

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION:

……2
GUIDELINES FOR RATINGS

1. We have selected 10 Behaviour Traits required for EFX Personnels.

2. We have introduced Multiplication factors against each Trait according to job

Requirement. (It has been shown in the Performance Appraisal Format itself)

3. The Multiplication Factors are as follows:

Personal Cleanliness & Hygiene Practices Rating X 1

Attendance & Punctuality Rating X 1
Attitude & Good Manners Rating X 1

Job Knowledge (Both Theory & Practical) Rating x 3

Creativity & Innovation Rating x 3
Application of New Concepts Rating x 3

Communication (Convincing & Reporting Skills) Rating x 2

Time Planning Rating x 2
Learning Rating x 2
Overall Quality Consciousness Rating x 2

4. Overall Average Rating is arrived by dividing it by 10.

5. HR Suggestion for Performance Increments is as follows:

a) 08 to 10 = One Full Increment + PLUS

b) 06 to 08 = 100% increment

c) 05 to 06 = 50% increment (but must show performance towards positive direction)

d) 04 to 05 = 30% increment (but must show scope for improvement)

e) 04 to 00 = NO INCREMENT

This year let us this format for implementation. Anyway, I am designing Performance Appraisal Format on the on-
line which is updated daily. The procedures are very easy which will be explained at the appropriate time.

Kindly suggest whether you need any modification in the above ratings and multiplication factors.

Regards

CONFIDENTIAL NON-TECHNICAL
XXXXXX
 EMPLOYEE PERFORMANCE APPRAISAL

I EMPLOYEE DETAILS YEAR: FROM------------- TO:-----------

(To be completed by HR Dept.)
Name of the Employee: Code No.
Date of Joining: Designation:
Department/Section:
II ATTENDANCE & PUNTUALITY (To be completed by HR Dept.)

Total No. of days Absent during the year _____

Punctuality : (Please Tick) Always Punctual/Not Consistent/Irregular
III PERFORMANCE RATINGS (To be completed by Dept./Section In-charge)
Performance Category Definition of Ratings
Outstanding 5 Exceptional contribution well in excess of job requirements. Needs little supervision.
Very Good 4 Better than average performance. Shows good development & potential
Good 3 Adequately meets requirements of job. Average performance and potential for development
Average 2 Barely meets requirements of job. Needs improvement.
Poor 1 Does not meet requirements of job and has reached performance ceiling
Indicate the rating from 1 through 5 which best describes the employee’s performance in each of following categories
Sl.No. BEHAVIOUR TRAITS RATING COMMENTS BY APPRAISER
1. PERSONAL CLEANLINESS &
HYGIENE PRACTICES x1= (multimplied by weighatege factors)

2. ATTENDANCE & PUNCTUALITY

____________________________________x 1 = ______________
3. ATTITUDE & GOOD MANNERS
____________________________________x 1=__________________
4. JOB KNOWLEDGE (BOTH THEORY
AND PRACTICAL) x3=
5. COMMUNICATION: x2=
CONVINCING / REPORTING SKILLS Signature of Appraiser
-------------------------------------------------------------
6. UPKEEP OF RECORDS/DATA/ x 3= COMMENTS OF H.O.D.
FILES

7. APPLICATION OF NEW CONCEPTS &

MAKE USE OF AVAILABLE RESOURCES
EFFECTIVELY x3=

8. TIME PLANNING x2=

9. LEARNING x2=

10. OVERALL QUALITY CONSCIOUSNESS x 2=

TOTAL

OVERALL AVERAGE RATING SIGNATURE OF H.O.D.

TO: DIRECTOR (FOR HIS/HER RECOMMENDATIONS)

TO; HR DEPARTMENT: FOR FURTHER NECESSARY ACTION:

……2
GUIDELINES FOR RATINGS

5. We have selected 10 Behaviour Traits required for EFX Personnels.

6. We have introduced Multiplication factors against each Trait according to job

Requirement. (It has been shown in the Performance Appraisal Format itself)

7. The Multiplication Factors are as follows:

Personal Cleanliness & Hygiene Practices Rating X 1

Attendance & Punctuality Rating X 1
Attitude & Good Manners Rating X 1

Job Knowledge (Both Theory & Practical) Rating x 3

Upkeep of Records/Data/Files Rating x 3
Application of New Concepts Rating x 3

Communication (Drafting & Reporting Skills) Rating x 2

Time Planning Rating x 2
Learning Rating x 2
Overall Quality Consciousness Rating x 2

8. Overall Average Rating is arrived by dividing it by 10.

5. HR Suggestion for Performance Increments is as follows:

a) 08 to 10 = One Full Increment + PLUS

b) 06 to 08 = 100% increment

c) 05 to 06 = 50% increment (but must show performance towards positive direction)

d) 04 to 05 = 30% increment (but must show scope for improvement)

e) 04 to 00 = NO INCREMENT

This year let us this format for implementation. Anyway, I am designing Performance Appraisal Format on the on-
line which is updated daily. The procedures are very easy which will be explained at the appropriate time.

Kindly suggest whether you need any modification in the above ratings and multiplication factors.

Regards

A.NARAYANAN