1 HR-SMC and HR-SPS – 10 January MARS 2011 REFRESHER PRESENTATION HR presentations to staff members: 10 January 2011 – BE Auditorium Prévessin 11 January 2011 – Council Chamber 13 January 2011 – Kjell Johnsen Auditorium Classification & Remuneration Services, Organisation and Procedures Unit

2 T ABLE OF C ONTENT 1.Introduction 2.Why a performance evaluation scheme? 3.How and when is performace evaluated? 4.Where do I find help? 5.MARS 2011 EDH Form 6.MARS and CERN Competency Model (CCM) 7.Time for Questions

3 1.1 Introduction: What MARS= MERIT, APPRAISAL & RECOGNITION SCHEME

4 DateSystem Main changes 1992MOAS Formalised annual objectives Performance reviews o Limited merit-based reward 2001MAPS Annual performance appraisals maintained Modularity in advancement & rewards o Limited recognition of high performers 2007MARS Dynamic career & merit-oriented system Flexible reward possibilities Progression & prospects for high performers 1.2 Introduction: What

What is rewarded at CERN? 5 How is work evaluated? What are the rewards? How and when are they granted? 1.3 Introduction: What

6 Opportunity to: Give direction / Set objectives Check that work is on the right track Improve poor performance if necessary 2.1 Why a performance evaluation scheme?

Recommended! Recommended! 7  Not recommended! Performance Appraisal = opportunity for DIALOGUE between Staff and Supervisor 2.2 Why a performance evaluation scheme?

8  Career evolution Evolving functions Responsibilities Promotion  Financial Advancement (steps) Awards  Opportunity to Recognize results Grant Rewards 2.3 Why a performance evaluation 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! How is performance evaluated?

10 Semi-skilledSpecialized Skilled crafts Skilled office work Technical Administrative Craftsmanship Higher Technical Higher administrative Technical Engineering Executive administration Scientific Engineering Professional administration Senior Staff AAABCDEFG abc …54 …5 … ADVANCEMENT  Annual procedure  Based on Performance oNon-meritorious oMeritorious oParticularly meritorious Promotion 3.2 How is performance evaluated?

11 Semi-skilledSpecialized Skilled crafts Skilled office work Technical Administrative Craftsmanship Higher Technical Higher administrative Technical Engineering Executive administration Scientific Engineering Professional administration Senior Staff AAABCDEFG abc …54 …5 … Promotion PROMOTION  Not systematic!  Proposed in case of change of Functions oLevel of Expertise oLevel of Responsibilities 3.3 How is performance evaluated?

12 Semi-skilledSpecialized Skilled crafts Skilled office work Technical Administrative Craftsmanship Higher Technical Higher administrative Technical Engineering Executive administration Scientific Engineering Professional administration Senior Staff AAABCDEFG abc …54 …5 … Promotion FINANCIAL AWARDS  Exceptional Services Award oCash award ( CHF) oPaid in lump-sum  Responsibility Award oTemporary additional responsibilities oMonthly allowance (5% - 10% salary) 3.4 How is performance evaluated?

13 StagesWhen? How? By or With Whom? InterviewStaff member & Supervisor  Jan. – Feb. each year Appraisal (Evaluations in MARS form) Supervisor & Group Leader (Staff member can comment)  March - April each year Performance rating Non meritorious Meritorious Particularly Meritorious Department Head (consults GLs + HRA)  April each year Advancement (Steps) Periodic Exceptional Department Head (consults GLs + HRA) Director General (consults DHs + HR)  1 st July each year Promotion Salary Band change Career Path change Exceptional Career Path Extension Career Reviews  If major change of functions  1 st July each year 3.5 When is performance evaluated?

14 DatesMARS interviewDatesMerit 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 3.6 MARS 2011 Calendar – provisional (pending SCC / CCP Approval end Jan. 2011)

15 Stages Information Available Interview how, when, with whom...?  HR Website Dates Criteria Procedures Forms …  MARS FAQ  HRT  MARS Tool  Admin. Circular 26  Career Path Guide Evaluation Performance rating Advancement (steps) Promotion Career review - Documentation - Advisory bodies - WHO takes decision? HOW is it taken and WHEN? 4.1 Where Do I Find Help?

16 DEPT/UNITMARS COORDINATORHRA BE L. Van Cauter-Tanner J.-P. Matheys C. Lehtinen DG C. Pettenati F. Rabier P. Berry DGS E. CenniniG. Guinot EN F. ZieslerM. Dorn FP C. EcarnotM-L. Falipou GS V. MarchalK. Fox HR P. Berry IT A. Silverman, N.Thiers & C. Isnard F. Licci-Ounnough PH N. KnoorsC. Granier & M-L. Falipou TE D. Duret & G. HobgenB. Delille 4.2 Where Do I Find Help? MARS Coordinators & HRAs

17  Ariana Morris  Donia Grandclaude  Peter Berry at your service! Human Resources Department Building 5, 1st floor Offices / ? 4.3 Where Do I Find Help? HR Classification & Remuneration

Subjects 1.Persons involved 2.The e-MARS Report 3.Routing of and Access to the Report 4.Forward with Rights 5.More information 5. MARS 2011 EDH Form 18

1. 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 19

2. The e-MARS Report General –Personal and contractual data –Hierarchy I. Annual Interview –Results and new objectives max. 5 new work objectives Supervisory objectives are back again! 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 20

3.1 Routing of and Access to the Report 21 Creation Creator sends SV 2010 signs SV 2011 signs SV or staff if still at CERN if <> SV 2010 Edition phase (report not yet sent) Staff edits Annual Interview part Supervisor edits Annual Interview part + SV Assessment box Access depending on document status and user: Routing Supervisors signature phase Supervisors edit Annual Interview part + SV Assessment box

3.2 Routing of and Access to the Report 22 GL 2010 signs GL 2011 signs Staff notified if still at CERN comments possible within 10 working days if <> GL 2010 Group Leaders signature phase Group Leaders edit GL Assessment boxes Staff member signature phase Staff member can edit comments box and has read access to Interview and Assessment part  Until here: History information for report content available at each phase (tracked changes)

3.3 Routing of and Access to the Report 23 Wait status Distribution & End 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

4. Forward with Rights Can be used on sending and signing Grants forwardee access to the same fields as the signatory Always check “Re-sign after these approvals”, if not: complete delegation of responsibilities 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! 24

5. 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 25

Introduction of CCM in 2011 Harmonizing career management Driving performance and development of staff Implementation in HR processes MARS assessment no changes in current e-MARS form modification scheduled for MARS 2011/12 exercise Staff Communication and Training Nov. 2010: Video message from Head of HR Department Training for all staff throughout 2011 more info: MARS and CERN Competency Model (CCM)

Many Thanks! Now: Time for Questions 27