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

2. 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 s
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

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 1 2 3
Multi Layer TopX Discussion
Self Evaluation / Appraisal
Manager 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 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.

4. Conducting Self Evaluation
Part 1
Conducting Self Evaluation

5. 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

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. 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

11. 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

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. 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

14. Part 2
Manager Evaluation

15. 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.

16. Navigate to Navigator > My Team > Performance

17. 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

18. 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

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
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”

21. 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”

22. 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

23. Promotion Recommendation Process
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 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.

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 Submit once 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. Managers to share the promotion recommendation with HODs who in turn will forward these to the concerned ExCom members for discussions in ExCom 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 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.

33. 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)

34. 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.
Key Stakeholders
They will talk about both positive as well as negative experiences that they may have had while working with the employee being discussed.
Moderator
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
Business HR
Business HR will be responsible for scheduling the TopX meetings and compile the data to facilitate the TopX process.
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.

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
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.

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 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.

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

42. Share Performance Document (After 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. Thank You!
Slide Objective: Session closing!