Streamlining End-Year Review Process with MyPiramal System

1. Understand the End-Year Review process and the >MyPiramal system for performance review Section 5

2. Review process online through MyPiramal system • One view of teams’ performance documents / goal sheets • Approval of final KRA score and PSF incidents by manager on MyPiramal system • 360 degree feedback facility • Automatic preparation of the employee profile for the TopXdiscussion • End Year review completion tracking available in real time • Review process offline through emails • No singular view of the teams performance documents / KRA sheets • Approval of final KRA score and PSF incidents by manager on emails • No feature to seek feedback from stakeholders • Manual data collection for creating the employee profile • No provision of tracking progress on end year reviews

3. End Year Process • Reflecting on the performance demonstrated by an employee throughout the year • Identifying development plans for the employee • Rewarding the employees who have significantly contributed to the growth of the organization 2 3 1 • Multi Layer TopX Discussion • Manager Evaluation / Appraisal • Self Evaluation / Appraisal 4 5 • Letters - Increment, Variable Pay, Variable Scheme, Promotion 6 • Feedback after feedback • Rating Finalization

4. Part 1 Conducting Self Evaluation

5. 1 • Self Evaluation / Appraisal

6. Navigate to Navigator > About Me > Performance Please make sure that all your goals for the review period are updated & approved in the system before starting with self-appraisal

7. You will see the Annual Performance document -> Click on Employee Self-Evaluation

8. Update Modified/Added Goals for Self Evaluation To refresh all the goals that have been modified or added in the performance document 1. Click the “Actions”button and choose the option of Update Goals & Competencies

9. Click Yes on the Warning tab which will then refresh the document The goals that had been modified or added will now appear in the Performance Document for Self Evaluation

10. Take the first Goal / KRA and: • Choose the Goal / KRA score from the dropdown (1 to 4)* • Enter your comments stating the reason behind the Goal / KRA score 1 2 Note: Comments from employee are recommended for the manager’s clarity but are not mandatory

11. Complete Self-Evaluation against all Goals/ KRA’s • Enter Goal / KRA Section Comments and Save Please note that this is a suggested rating and would not be the final rating for an employee. Final rating = Combination of Calculated KRA / Goal score & PSF ranking Section Comments

12. Navigate to Piramal Success factors and click on ‘Show All Comments’ • Enter critical incidents against all Piramal Success Factor behaviours (Please enter “NA” for PSF not applicable to your business/band) Click here for PSF section

13. Navigate to ‘Overall Summary’ and enter comments • Click on Submit Please note that this is a suggested rating and would not be the final rating for an employee. Final rating = Combination of Calculated KRA / Goal score & PSF ranking Overall Summary Comments

14. Part 2 Manager Evaluation

15. 2 • Performance Discussion with Manager / Manager Evaluation

16. Navigate to Navigator > My Team > Performance

17. Click on the triangle to expand the list of steps Click on Begin for Manager Evaluation of Employee

18. Take the first Goal / KRA of your team member and: • Choose the Goal / KRA score from the dropdown (1 to 4) • Enter your comments stating the reason behind the Goal / KRA score 1 2

19. Complete Manager-Evaluation against all Goals/ KRA’s of your team members • Enter Section Ratings and Comments and Save Section Comments Section Comments

20. Navigate to Piramal Success factors • Enter critical incidents against all Piramal Success Factor behaviours Click here for PSF section

21. Navigate to ‘Overall Summary’ and enter comments • Click on Save Click here for Overall summary

22. Click on Saveonce all data is complete • Please do not click on Submit as the TopX comments have to be added by you after the TopX discussion • Navigate to Questionnaire and fill the details • Click on save Please do not click on Submit as the TopX comments have to be added by you after the TopX discussion

23. Part 3 Promotion Recommendation Process

24. Manager Evaluation: Promotion Recommendation Process A Promotion Recommendation Document is available to the Managers during Annual Evaluation Process

25. Promotion Recommendation Document There are 4 Sections in the Promotion Recommendation Document Section 1– This section is to be filled by a Manager only to recommend promotions for Band 4 and aboveby filling the Global Grading System (GGS) details For e.g.. From Band 3 to Band 4; 4A to 4B, Band 5 to Band 6, etc.

26. Section 2– New Role Proposed : Describe the key changes in the following parameters for the new role vis-à-vis current role • Scope of the new role • Knowledge/Skill required • Business Impact • Level of people / stakeholder management

27. Section 3 – Provide evidence of potential demonstrated through Piramal Success Factors

28. Section 4 – Provide final recommendations and declaration confirming linkage to Piramal Values

29. Click on Submitonce all data is complete • Click Ok on the Confirmation message that will appear stating that the document was submitted

30. Important Note – Please take a pdf copy of the promotion recommendation form by clicking on the print icon shown below. People Managers to share the promotion recommendation with HODs who in turn will forward these to the MD/HR for discussions in TopX Click below on the printer icon to save a pdf or to take a print of the Promotion Recommendation Document

31. Part 4 TopX Process

32. Identifying PSF-based critical incidents for the TopX Choose specific examples of employee behavior aligned to each of the applicable Piramal Success Factors basis the STAR model T A R s SITUATION DO NOT write generic statements such as “X is great at meeting customer SLAs and consistently delivers beyond expectations”. Focus on a specific instance instead. RESULT of action ACTION taken TASK performed Task: “Increased client base and advised clients on mergers.” Same job task using the STAR method- “Advised clients on mergers and acquisitions of business segments ranging from $500,000 to $1.2M resulting in 95% customer satisfaction and 9 new client referrals.”

33. 3 • Multi Layer TopX Discussion • An objective & transparent joint review • A detailed discussion on the performance, behaviors and additional contributions made by each employee supported by detailed examples • Opinions are collected from multiple stakeholders and development plans are discussed Benefits

34. Participants in a Top X

35. Top X Discussion • In order to keep the discussion relevant, the number of employees being discussed in a TopX should range between 15-20 • Employees being discussed in a TopX forum should belong to the same band and preferably the same function or similar functions • Managers will rate the level of contribution basis evidences provided under either of the three categories – high, medium or low • Key stakeholders will highlight specific incidences based on their interaction with the reportee and provide feedback • Managers will discuss and arrive at consensus on relative fitment done basis assessment of contribution levels and bucketed under High-Medium-Low in the ratio 20:60:20

36. TopX meeting format on >MyPiramal • Automated employee profiles for team members generated from the system for the TopX discussion • Segregate participants in the High-Medium-Low category based on the PSF incidents

37. Update PSF comments after TopX meeting • Please go back to the employee performance document • Navigate to Piramal Success factors and click on ‘Show All Comments’ • Update PSF Comments based on TopX feedback received • Click on Save

38. Update Questionnaire (Participant feedback) after TopX meeting • Please go back to the employee performance document • Navigate to Questionnaire (Participant feedback)& update the comments • Click on Submit

39. Top X Outcomes • Expected outcome: Piramal Success Factor levelbasis assessment of contribution levels and employee bucketing under High-Medium-Low in the ratio 20:60:20 • Promotion recommendations • Feedback for employees – from stakeholders, strengths, areas of improvement • Understanding what other managers and their reportees are doing differentlyto improve performance and behaviors for the benefit of the business

40. 6 • Feedback after TopX • Each manager will receive a performance document containing strengths and areas of improvements for their team members post the Top X process completion from the HR team • A critical step Top X is to share the feedback along with performance document with the employee • As a manager, set aside specific time to share the feedback discussed by stakeholders with your teams. It is important to not assign blame on a specific person nor share person wise comments. The feedback shared should reflect the overall strengths and improvements areas emerging and the general opinion of stakeholders. • Help her/him understand what other peers are doing differently to contribute more to the organization • This would also be a good time to realign your reportee’s action plan for the year with the feedback received

41. Performance Document

42. Share Performance Document (After receiving HR Communication) by manager Step 1: • Can view the Annual Performance document • Click on Share Performance Document

43. Employee Receives Communication on Availability of Performance Document

44. Acknowledge Performance Document by team member • Enter Acknowledgement • details and click on OK

45. Confirm Review (feedback) Meeting by manager Confirm Review (feedback) Meeting • Enter the “Meeting Held Date” • Click on Yes

46. Confirm Review (feedback) Meeting Held by team member • Click on Confirm Review (feedback) Meeting Held • Click Yes in the Warning window

47. Employee Final Feedback by team member • Click on Employee Final Feedback and fill the feedback provided by your manager • Click on Submit

48. Manager Final Feedback by manager • Click on Manager Final Feedback to provide the discussion details once your team member submits the same • Click on Submit

49. Grievance Redressal MyPiramal enables an employee to express a grievance related to performance management 1. Click on the Navigator to select Talent Profile

50. 2. Click on Edit