Essjay Ericsson Pvt. Ltd.

, 210 FIE Patparganj Industrial Area,

Delhi-110092

ESSJAY ERICSSON PVT. LTD.

IPM GUIDELINES
INTERNAL/EEL/HR-15:08258

ESSJAY ERICSSON PVT. LTD.

INTERNAL/EEL/HR-15:08258

Individual Performance Management

(IPM)
Abstract
This document provides guidelines and recommendations to the managers regarding
performance appraisal.

Contents

Objective

Appraisal period

Process

Purpose & Scope

Performance management is a process to assess the performance of an employee
against set Objectives; identifying employee's strengths and areas for improvement; and
formulating employee development plans, with a view to assess the suitability of the
employee for the current position/ potential for a position of higher responsibility. To
identify training and development needs of the employees and support the decisions on
salary review.

Responsibilities
Process Owner EEL/HRM
Process Team EEL/HRM

Description
1

Objective

Make the process of performance measurement & review, objective driven and
documented.
Orient individual performance towards business plan.
Have mutually agreed goals and objectives.
Distinguish between different levels of performance.
Provide opportunity for mid-term review and course correction, if required.
Make the performance evaluation open and transparent.
Utilize the outcome of performance management for management planning &
competence development.

Appraisal Period

The review period is January to December.

1|Page

ESSJAY ERICSSON PVT. LTD.

INTERNAL/EEL/HR-15:08258

Process

The performance management system has three phases:

1.

Objective Goal Setting

2.

Mid-Year Review

3.

Annual Review

3.1

Objective Goal Setting

Goal setting is a process through which an employee and the manager discuss and arrive
at mutually agreed, realistic yet challenging targets, to be achieved over a period of
time.
In this process the responsibilities of both appraisee and appraiser are clearly defined
and both work in close co-ordination to arrive at the agreed results.
Focus is on linking the individual goals with that of the Circle / Unit, which are in turn
linked to organizational goals.
All Circle / Units are supposed to set their objectives, also complete individual objectives
of each employee in their Circle / Units on EEL IPM Tool.

Roles and Responsibilities

Managers responsibilities

Collect and review all the performance

evidences e.g. assignment/project
reviews (if applicable), competence selfassessment and feedback from other
sources.
Review the employees current
objectives, and the required behaviors,
achievements and learning and
development activities.
Reflect on other assignments or priorities
outside the set objectives, including the
overall job performance and knowledge
sharing.
Review the relevant external/internal
environment that impacted achievement
of the objectives and the overall
performance of the job.
Compare the relative performance of
each person within the group.
Think about how you can deliver
feedback to the employee in a clear,
direct and timely way, which at the same
time shows consideration for the
employee.
Make sure you have facts and feedback
for IPM Discussion.
Schedule face to face IPM Discussion
with your direct reports.

2|Page

Employees responsibilities

Be proactive to ensure that your

assignment/project reviews are
delivered to your line manager, if
applicable.
Review how you have performed
during the review period in regards
to set goals by identifying specific
achievements and improvement
areas.
Review how well you have
demonstrated on General Measures
by identifying specific achievements
and improvement areas.
Review what capabilities and skills
you have strived to develop during
the review period and the progress
regarding your development plans.
Reflect on your future aspirations
considering your past performances
and potentials.
Ensure that your Competence SelfAssessment is up to date, if
applicable.
Ensure that your IPM discussion is
scheduled.

ESSJAY ERICSSON PVT. LTD.

3.2

INTERNAL/EEL/HR-15:08258

Mid-Year Performance Review

The purpose of having a mid-term performance review is to provide an opportunity to

managers to review the performance of individuals during the review period. It enables
the managers to give a structured feedback to the appraisee, thereby giving employee
an opportunity to improve upon his/ her performance during the balance review period.
It would help in reviewing objectives arrived at the beginning of the year and also provide
flexibility to change objectives as a consequence of organizational / departmental needs.
Opportunities to follow up and review development plans will be an added advantage of
mid-term review process. If the managers so desire they can have even quarterly review
of performance, if possible.
All appraisers will be required to record their discussions in the IPM Tool and subsequently
provide their sign off in the tool.
Every year Mid-Year Performance Review would be held in the month of July. The
concerned Managers will be required to complete the review by 15th of July. If any
changes are made regarding objectives arrived at the start of the year as a result of
organizational / department needs, the same should be updated in the IPM Tool.

3.3

Annual Review

Final review would provide an opportunity to appraiser to measure the performance of

the appraisee (a) against Objectives set at the beginning of the year & (b) on
Competencies/ Attributes. It would also enable appraiser to give a structured feedback
to appraisee on his/ her actual performance and decide on developmental needs on EEL
IPM Tool.
Final review will have following sections:

3.3.1 Self-Appraisal
In this section appraisee has the opportunity to rate own performance and mention major
achievements against the set KRAs / Goals. Forum will also be provided to discuss about
failures (if any) and reasons thereof.

3.3.2 Performance Review Rating

Functional Measures: Functional Measures will have 50% weightage in the whole
appraisal process. In this section performance of employees will be measured against
objectives arrived at the beginning of the year.
General Measures: This section has been developed as per Essjay Ericsson
Competence Model and will have 50% weightage in the appraisal process. Appraiser will
be to rate appraisee on different competencies & attributes.
Once the decision has taken place, manager should desist from giving an immediate
performance rating to the employee. The next step is to wait for the normalization to
happen at the Circle/Unit Level, and then revert to the employee with performance
rating.
In case if the role or assignment is changed significantly then the new manager will again
do the goal settings for that period and the old manager will review and give
performance rating for the period when employee was working with him.

3|Page

ESSJAY ERICSSON PVT. LTD.

INTERNAL/EEL/HR-15:08258

In case the reporting relationship has changed during the appraisal period, feedback from
previous manager should be taken while conducting annual review for the year. Review in
such cases should be initiated by the current manager.
Please do not make any commitment to the employees on the salary / promotions since
the company decision has not been yet made and this is not a forum for the same.
Guidelines on the same will be issued separately.
While conducting the Annual Summary, Managers must ensure that the performance
ratings of the Circle / Unit follow the Ideal percentages mentioned below:
Exceptional Performance - EP

5% of Circle/Unit employees

Exceeds Expectations - EE

10% of Circle/Unit employees

Meets Expectations - ME

65% of Circle/Unit employees

Partially Performing - PP

15% of Circle/Unit employees

Under Performing - UP

5% of Circle / Unit employees

3.3.3 Performance Review Discussion

Appraiser gives feedback to the appraisee on individual's performance. Appraiser would
also be required to mention about appraisee's strengths and areas of improvement.
Appraisers shall work out improvement action plan, which gives the employee a definite
practical advice on the improvements to be done.
Performance Review Discussion will also provide opportunity to appraisee to discuss
appraiser's feedback.

3.3.4 Competence Development Plans

In this section Appraisers will be required to mention about the Competence
Development Plans for all the appraisees.
Every year Annual review will be held in the month of January. The Human Resources
department will send the communication to all Circles / Unit Heads by 1st week of
December and all the IPM discussions should be completed on the IPM Tool by 15th of
January.

Roles and Responsibilities

The annual performance review should be initiated by the line manager. Input from other
stakeholders should be secured in advance.
Managers responsibilities
Before

4|Page

Schedule the meeting - an email

Employees responsibilities

Prepare for the meeting.

ESSJAY ERICSSON PVT. LTD.

During

After

5|Page

template is provided.
Prepare for the meeting and reserve
reasonable time.
Discuss performance and
achievements for the past review
period.
Communicate the last years
performance rating.
Set few, challenging, motivational
(consider also employees interest)
and very specific goals.
Ensure that the goals are linked to
the units targets, as well as
consistent with expected behaviors
Clarify the employees aspirations
and mobility in line with past
performance and potential.
Define and agree on the learning
and development activities for the
coming year based on strategic/unit
competence plans, role-based
competence requirements &
individual development needs.
Think about how you can deliver
feedback/coaching to the employee
in a clear, direct and timely way,
which at the same time shows
consideration for the employee.
Consider what support the employee
needs to successfully meet his/her
goals.
Fill out the IPM form in the IPM Tool
and make sure that it is agreed with
the employee.
Provide the right level of support and
continuous coaching and feedback.

INTERNAL/EEL/HR-15:08258

Participate actively in the

meeting.
Ensure that the goals are
challenging and specific to
stretch downs performance.
Define what kind of
development and support you
need in order to fulfill the
objectives
Provide feedback to the
manager.

Review the objectives and

provide your sign off in the
IPM Tool.
Proactively seek the support
and coaching required to meet
goals, identify/think about
specific areas in which you
would like to receive
feedback/coaching.