1 HR-SMC and HR-SPS – 7 January MARS 2010 REFRESHER PRESENTATION HR presentations to staff members: 7 January 2010 – AT Auditorium 11 January 2010 – Prévessin 12 January 2010 – Main Auditorium Classification & Remuneration Services, Organisation and Procedures Unit

2 T ABLE OF C ONTENT 1.Introduction 2.Stages of the MARS Exercise 3.Useful Information 4.MARS 2010 Calendar 5.MARS Coordinators & HRAs 6.MARS 2010 EDH Form 7.Time for Questions

3 1.1.INTRODUCTION MARS= MERIT, APPRAISAL & RECOGNITION SCHEME

Performance Appraisal = opportunity for DIALOGUE Staff + Supervisor  Not recommended! Recommended! Recommended! INTRODUCTION: AIM OF THE SCHEME

Review of PAST work Reflection on Performance Measurement – assessing performance against agreed targets Feedback – information to staff on performance + progress Exchange of views – what happened? what support staff need? How to improve?+ FUTURE objectives / Development / Improvement –New objectives – for the year to come Training needs Actions – what actions need to be carried out by staff + supervisor ► AGREEMENT! INTRODUCTION: AIM OF THE SCHEME

6 2.STAGES OF THE MARS EXERCISE Stages: Actions / Decisions taken by: Interview Supervisor Appraisal (Evaluations in MARS form) Supervisor & Group Leader Performance rating Non meritorious Meritorious Particularly Meritorious Group Leaders + HRA consulted by  Department Head Advancement (steps) Periodic Exceptional Group Leaders + HRA consulted by  Department Head Department Heads consult GLs + advise  Director-General Promotion Salary Band change Career Path change Exceptional Career Path Extension Career reviews (interview with Assessor + HR) Advisory bodies (e.g.: SSAC) Department Heads + HR consulted by  Director-General

7 3.USEFUL INFORMATION: HR-GUIDE.WEB.CERN.CH/HR-EGUIDE/MARS Stages: INFORMATION AVAILABLE: Interview how, when, with whom...? Admin Circular 26 HR Website:HR Website: MARS FAQMARS FAQ HRA / MARS Coordinator Evaluation: MARS Form Admin Circular 26 HR Website: e-MARS Guide Performance rating Admin Circular 26 Advancement (steps) Non meritorious = 0 step Meritorious = 1 step Part. Meritorious ≥ 2 steps Promotion Career review - Documentation - Advisory bodies - WHO takes decision? HOW is it taken and WHEN? Admin Circular 26 HR Website: MARS FAQ HRA / MARS Coordinator

3.1. USEFUL INFORMATION: ADMINISTRATIVE CIRCULAR N°26 ► 8

9 4.MARS 2010 CALENDAR Dates MARS interview Dates Merit recognition PROPOSALS Start of interviews Complete interviews F&G PROMOTIONS MARS Form signed by GL for comments to Staff member Career review interviews for CP changes A-E A to E PROMOTIONS ADVANCEMENT Review of proposals by HR Enlarged Directorate (E.D.) for Sr. Staff promotions Review of other proposals in E.D. and APPROVAL by DG Congratulation letters to Staff members Release of MARS Form to Staff member

10 DEPT/UNITMARS COORDINATORHRA BE L. Van Cauter-Tanner J.-P. Matheys C. Lehtinen DG C. Pettenati F.Rabier G. Guinot DGS E. CenniniG. Guinot EN F. ZieslerM. Dorn FP C. EcarnotM-L. Falipou GS V. MarchalK. Fox HR P. Berry IT A. Silverman & A. CookF. Licci-Ounnough PH N. Knoors & M. BurriC. Granier & M-L. Falipou TE D. Duret & G. HobgenB. Delille 5.MARS Coordinators & HRAs

– Slide MARS 2010 EDH FORM Subjects 1.Persons involved 2.The e-MARS Report 3.Routing of the Report 4.Access to the Report 5.Forward with Rights 6.More information

– Slide Persons involved & 1. Persons involved & their Functions Staff member Supervisor(s)  evaluation of results, assessment and new objectives Group Leader(s)  assessment and validation of new objectives Department Head  performance rating MARS Coordinator  dep. coordination HRA  HR & dep. coordination

– Slide The e-MARS Report General –Personal and contractual data –Hierarchy I. Annual Interview –Results and new objectives max. 5 new work objectives Supervisory objectives → Work objectives II. Assessment –Appraisal of Supervisor(s) and GL(s) –Staff member’s comments III. Proposals & Decisions –DH’s performance rating, periodic advancement decision and other proposals –DG’s decisions

– Slide Routing of the Report 1.Creator sends 2.SV 2009 signs (if still at CERN) 3.SV 2010 signs (if <> SV 2009) 4.GL 2009 signs (if still at CERN) 5.GL 2010 signs (if <> GL 2009) 6.Staff notified (comments possible within 10 working days) 7.Wait status : Distribution & End

– Slide Access to the Report (1) Depending on document status and user: Edition phase (report not yet sent) –Staff edits Annual Interview part –Supervisor edits Annual Interview part + SV Assessment box Supervisors signature phase –Supervisors edit Annual Interview part + SV Assessment box Group Leaders signature phase –Group Leaders edit GL Assessment boxes  History information for report content available at each phase (tracked changes)

– Slide Access to the Report (2) Staff member signature phase –Staff member can edit comments box and has read access to Interview and Assessment part Wait status –Staff and SV have read access to Interview and Assessment part –GL, DH, HRA, MARS Coordinator have read access to the whole report –DH can edit comments field –HRA can edit comments field on DG’s decisions Everytime –MARS Coordinator can access all reports for his dep. and update hierarchy information and send the report backwards

– Slide Forward with Rights Can be used on sending and signing Always check “Re-sign after these approvals”, if not: complete delegation of responsibilities Grants forwardee access to the same fields as the signatory Should be used to involve another person with same/similar responsibilities Should never be used by staff member on sending the report after creation in order to involve SV (and/or GL), because –…SV would not have access to his assessment fields –…SV’s signature during the real routing would be skipped –...SV has automatically read and write access to the report during the edition phase, independently on the creator. Easy: Staff member communicates EDH doc.no. to SV! Therefore: use to be limited to SV and GL!

– Slide More information about e-MARS In the e-MARS report –Help for each field –Quick Reference Guide On the HR web site –e-MARS FAQ –MARS procedure Via your MARS Coordinator Via your HRA

Many Thanks! Now: Time for Questions