1. 1 HR-SMD and HR-SPS – 23 January 2009 1 MARS 2009 REFRESHER PRESENTATION HR presentation STAFF MEMBERS 26 January 2009 – Prévessin 28 January 2009 – AT Auditorium 29 January 2009 – Main Auditorium Classification & Remuneration / Services, Procedures and Social

2. 2 T ABLE OF C ONTENT 1.Introduction 2.Stages of the MARS Exercise 3.Useful Information 4.MARS 2009 Calendar 5.MARS Coordinators & HRAs 6.MARS 2009 EDH Form 7.Time for Questions

3. 3 1.INTRODUCTION MARS= MERIT, APPRAISAL & RECOGNITION SCHEME

4. 4 1.INTRODUCTION AIM OF THE SCHEME Dynamic career and MERIT-ORIENTED systemDynamic career and MERIT-ORIENTED system Career development based on PERFORMANCE, EXPERTISE & FUNCTIONSCareer development based on PERFORMANCE, EXPERTISE & FUNCTIONS Prospects for HIGH PERFORMERSProspects for HIGH PERFORMERS LONG-TERM CAREER prospectsLONG-TERM CAREER prospects REWARDS: ADVANCEMENT – PROMOTION – AWARDSREWARDS: ADVANCEMENT – PROMOTION – AWARDS

5. 5 2.STAGES OF THE MARS EXERCISE Stages: Actions / Decisions taken by: InterviewSupervisor Appraisal (Evaluations in MARS form) Supervisor & Group Leader Performance rating Non meritorious Meritorious Particularly Meritorious Department Head (consults GLs & HRA) Advancement (steps) Periodic Exceptional Department Head (consults GLs & HRA) Director-General (consults DHs & HR) Promotion Salary Band change Career Path change Exceptional Career Path ExtensionDirector-General (consults DHs, advisory bodies, HR)

6. 6 3.USEFUL INFORMATION Stages: INFORMATION AVAILABLE: Interview how, when, with whom...? Admin Circular 26 HR Website: MARS 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

7. 7 4.MARS 2009 CALENDAR Dates MARS interview Dates Merit recognition PROPOSALS 01.12.08 Start of interviews 05.01.09 MARS Form Available 20.03.09 Complete interviews31.03.09 F&G PROMOTIONS 20.04.09 MARS Form signed by GL for comments to Staff member30.04.09 AA to E PROMOTIONS 15.05.09 ADVANCEMENT 29.05.09 Review of proposals by HR 25-26.05.09 Enlarged Directorate (E.D.) for Sr. Staff promotions 12.06.09 Review of other proposals in E.D. and APPROVAL by DG 30.06.09 Congratulation letters to Staff members 15.07.09 Release of MARS Form to Staff member

8. 8 DEP 2008DEP 2009MARS COORDINATORHRA AB BE L. Van Cauter-Tanner J.-P. Matheys C. Lehtinen DG SC DSU LHC DG C. Pettenati F.Rabier E. Cennini G. Guinot TS EN F. ZieslerM. Dorn FI FP C. EcarnotM.-L. Falipou - GS V. MarchalG. Guinot HR P. Berry IT A. SilvermanA. Charkiewicz P. Berry (a.i.) PH M. BurriC. Granier AT TE D. Duret G. Hobgen L. Taillieu 5.MARS Coordinators & HRAs

9. 25.11.2015 – Slide 9 6. MARS 2009 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

10. 25.11.2015 – Slide 10 1. Persons involved & 1. Persons involved & their Functions Staff member new: Supervisors evaluation of results, –on 31.12.2008 assessment and –current new objectives new: Group Leaders assessment –on 31.12.2008 and –current validation of new objectives Department Head performance rating MARS Coordinator dep. coordination HRA HR & dep. coordination

11. 25.11.2015 – Slide 11 2. The e-MARS Report General –Personal and contractual data –new: Hierarchy 2008 + 2009 I. Annual Interview –Results and new objectives –new: 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

12. 25.11.2015 – Slide 12 3. Routing of the Report 1.Creator sends 2.SV 2008 signs (if still at CERN) 3.SV 2009 signs (if <> SV 2008) 4.GL 2008 signs (if still at CERN) 5.GL 2009 signs (if <> GL 2008) 6.Staff notified (comments possible within 10 working days) 7.Wait status 8.15.7.: Distribution & End

13. 25.11.2015 – Slide 13 4. 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 –new: History information for report content available (tracked changes). Supervisors signature phase –Supervisors edit Annual Interview part + SV Assessment box –new: History information Group Leaders signature phase –Group Leaders edit GL Assessment boxes –new: History information

14. 25.11.2015 – Slide 14 4. 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

15. 25.11.2015 – Slide 15 5. 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!

16. 25.11.2015 – Slide 16 6. 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

17. Many Thanks! Now: Time for Questions