Understand the End-Year Review process and the >MyPiramal system for performance review Section 5 Slide Objective: Understand the End-Year Review process and the >MyPiramal system for review

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 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 TopX discussion End Year review completion tracking available in real time Slide Objective: Tell the participant how the End Year Review process will change through >MyPiramal

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 1 2 3 Manager Evaluation / Appraisal Multi Layer TopX Discussion Self Evaluation / Appraisal 4 5 Letters - Increment, Variable Pay, Variable Scheme, Promotion 6 Rating Finalization Feedback after feedback Slide Objective: To run through the overall steps of the End Year process Talking Points: 1. The outcome of the end year review process after the TopX process is the rating finalization. The ratings are calculated basis the score of the KRAs and the H-M-L fitment done in the TopX process. In the month of May, employees are handed over the letters and the monetary rewards are also given along with the salary in May. At this time, every manager must have a formal feedback process with his/her team members and share the documented feedback sheet along with the letters. 2. In the End Year TopX forum, on of the outcome is the H-M-L fitment of each employee which is done in the ratio of 20-6-20. This means if there are 10 employees getting discussed in the TopX, 2 employees will fall under the High bucket, 6 in the medium and 2 in the lo bucket. This fitment is discussed by the group and is done on the basis of the employee’s behavior under the Piramal Success Factors.

Conducting Self Evaluation Part 1 Conducting Self Evaluation

1 Objectives Self Evaluation / Appraisal Reflect on your performance for the year against the set targets. Identify or highlight any difficulties that one may have had or are having during the year Mention your career aspirations within the organization to your manager Identify and suggest development requirements for yourself Provide behavioral incidences using the Piramal Success Factors for evaluating performance Slide Objective: To discuss the objectives and importance of doing a self appraisal Talking Points: This is the employee’s opportunity to discuss the following: 1. Performance self-assessment against targets. 2. Any difficulties they might have had or are having performing their jobs, 3. Describe their career goals or skills and abilities they believe are not being used fully, 4. Suggest learning and development opportunities for themselves

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

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

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

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

2 1 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

Section Comments 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

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 Note: Enter critical incidents against all relevant Piramal Success Factor behaviours. For PSF that do not apply to you/your business, please enter NA in comment Box. Refer to the slide on “Identifying PSF based critical incidents for TopX”

Overall Summary Comments 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

Part 2 Manager Evaluation

Discuss the KRA achievements against the set targets. 2 Performance Discussion with Manager / Manager Evaluation Preparation Schedule the meeting well in advance! This allows time to prepare for the discussion As you prepare for your TopX, note critical incidents to justify performance achievement under the Piramal Success Factors Discussion Discuss the KRA achievements against the set targets. Discuss specific incidences that highlight your behavior under each of Piramal Success Factor Discuss areas of improvement and initiate an action plan to achieve the goals Expected outcome: Alignment between manager and employee with focus on achieving the KRAs set for the review year Giving feedback & providing support Slide Objective: To discuss what happens in a performance discussion along with the steps involved Talking Points: Progress against each KRAs can be looked at along with a discussion on the PSF-linked critical incidents. In the End Year process, there are KRA scores given. The progress against each KRA target is mentioned with a percentage completion The timeline for the performance discussion with manager is by March.

Navigate to Navigator > My Team > Performance

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

1 2 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

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

Navigate to Piramal Success factors Enter critical incidents against all Piramal Success Factor behaviours Click here for PSF section Note: Enter critical incidents against all relevant Piramal Success Factor behaviours. For PSF that do not apply to you/your business, please enter NA in comment Box. Refer to the slide on “Identifying PSF based critical incidents for TopX”

Navigate to ‘Overall Summary’ and enter comments Click on Save Click here for Overall summary Note: Enter critical incidents against all relevant Piramal Success Factor behaviours. For PSF that do not apply to you, please enter NA in comment Box. Refer Slide on “Identifying PSF based critical incidents for TopX”

Click on Save once 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

Promotion Recommendation Process Part 3 Promotion Recommendation Process

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

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 above by 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. Managers to connect with Niranjana Harikumar, CmOE Total Rewards for obtaining the details of GGS.

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

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

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

Click on Submit once all data is complete Click Ok on the Confirmation message that will appear stating that the document was submitted

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

Part 4 TopX Process

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 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. TASK performed T 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.” ACTION taken A R RESULT of action Slide Objective: To help employees write PSF incidents in an effective manner using the mentioned guidelines Talking points: 1. It is extremely important on how one mentions the behavior exhibited under a particular PSF in an appropriate and effective manner. 2. Any positive critical incident that helped achieve the KRA for the employee, can be mentioned as an example under the relevant PSF. 3. It is advisable to mention the incident in a systematic and specific manner (using STAR technique) rather than mentioning a generic situation. 4. If you do not have behavioral evidence of a particular Piramal Success Factor, you can leave it blank. 5. Remember, these same incidents will be used by the Manager to represent the team member in the TopX and hence it is a good idea to keep the incidents as clear and specific as possible.

3 An objective & transparent joint review 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 Individual- wise performance discussion Focus on outcomes/PSF behaviors and not KRAs Feedback from multiple stakeholders to ensure objectivity Helps to chart the future career path of the employee through developmental feedback Benefits Slide Objective: Introducing the TopX process and explaining the broad objectives of conducting a TopX forum Discussion trigger question – Why will a TopX forum be helpful? What are the possible benefits of a TopX process? Talking Points: In the end-year TopX, the objective is to discuss the progress made in the review year, towards achieving the goals or KRAs set for the year. The discussions should revolve around – - The key achievements and challenges if any are also highlighted in order to decide upon a corrective action plan if required. - Observations by others who may have had the opportunity for significant interaction. - Recommending any changes in the expected deliveries (changes in the KRAs)

Participants in a Top X Employee’s Manager Key Stakeholders Moderator He/She will be responsible for presenting the progress made by the employee and highlight the achievements and the additional contributions made by their reportees. Employee’s Manager They will talk about both positive as well as negative experiences that they may have had while working with the employee being discussed. Key Stakeholders In the TopX Meeting, Moderator will ensure that all the managers get an opportunity to represent their reportees well and the discussion stays on track and does not digress to unrelated or generalized topics Moderator Business HR will be responsible for scheduling the TopX meetings and compile the data to facilitate the TopX process. Business HR Slide Objective: Explaining the participants and their role in a TopX Talking Points: 1. Moderator will be a senior person, typically at N+2 level, N being the band of the employees being discussed. 2. In the TopX Meeting, Moderator will ensure that all the managers get an opportunity to represent their reportees well and the discussion stays on track and not digress to unrelated or generalized topics. 3. Business HR will be responsible for scheduling the TopX meetings and compile the data to facilitate the TopX process.

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 Slide Objective: To explain the guidelines to be followed In the TopX session Talking Points: At this point it is important that Managers should come prepared with the progress of your team member’s KRAs and the possible action items as well as their achievements on their contribution beyond the KRAs ie incidents under the PSFs to be able to represent your team member well. Any prior documented feedback received from stakeholders for the team member should be kept ready before the meeting.

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

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

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

Top X Outcomes Expected outcome: Piramal Success Factor level basis 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 differently to improve performance and behaviors for the benefit of the business Slide Objective: To highlight the outcomes of a TopX session from the perspective of both manager and team member. Talking Points: TopX forum is a platform that lets the employees know what the stakeholders think about the performance of the employee. As there are multiple managers discussing about their team members, this gives an insight on various aspects of the performance of team members which helps give an understanding of ways in which an employee can add value through his/her performance.

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

Final feedback summary Key Result Areas (KRA) / Goals Performance Document Final feedback summary 360 Feedback (Manager/ Stakeholder Feedback) Piramal Success Factors incidents with comments Key Result Areas (KRA) / Goals (Rating with comments) Overall Summary (Rating with comments)

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

Employee Receives Communication on Availability of Performance Document

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

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

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

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

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

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

2. Click on Edit

3. Click on ”Add Content” and select “Grievance”

4. Select an option from the drop down and state the reason/explanation You can add multiple grievances by clicking on the + sign

5. Click on Submit Your updates will then be submitted to HR

Thank You! Slide Objective: Session closing!