ILRI / Official / POD

Update on 2014 and 2015 performance reviews and 2016 key result area plans

Posted on by

We would like to thank all staff who have engaged and used Peformax- the new ILRI online staff performance management system to complete their performance reviews and plans. As we start off 2016, we would like to advise all staff on the way forward regarding 2014 & 2015 performance reviews as well as Key Result Area planning for 2016 in accordance with decisions made by the IMC.

2014 Performance Reviews

We would like to thank all staff who participated in the 2014 Performance reviews using Peformax. We believe that this gave you an opportunity to engage and familiarize the new system and processes. We have received a lot of valuable feedback from you and we will be looking at how we can develop the system further to ensure it meets all your needs. Unfortunately due to the time lapse, all 2014 Performance reviews links have been disabled and 2014 reviews were closed as at  31st December 2015. Please note that if you did not complete your 2014 review you will no longer have an opportunity to do so.

2015 Performance Reviews

As we closed the year 2015, it was noted that staff are at different stages of completing the 2015 performance reviews, in the three categories below:

  1. We thank and commend the 237 staff members who completed the process of setting their 2015 KRAs. Well done!
  2. We also have staff members who have set their 2015 KRAs but their managers have not signed off these KRAs and have not held performance discussions with their team members. The managers are now required to complete the process of rating these staff members by holding the performance discussions and providing a single overall rating and recording the notes from their performance discussion.
  3. We also have staff who have not set their 2015 KRAs. The managers for these staff members are required to complete the process by providing a single overall rating and holding the performance discussion and recording the notes from their performance discussion.

The ILRI management at the December IMC meeting decided that all ILRI staff are required to complete their 2015 reviews online through a simplified process that  will only require two steps as shown below. The 360 feedback process has been turned off for 2015 performance reviews to allow for simplification and further configuration (for the future) based on feedback received. The 2015 Performance Reviews links will be sent out by Peformax support team 8th January 2016  and all staff are urged to look out for this email and complete as instructed.

Key 2015 Performance review steps include;

The following steps will apply for staff who uploaded their 2015 KRAs online and got these signed off by their managers:

For those who have uploaded their 2015 KRAs online, their managers will hold performance discussion with staff, record the notes and rate the employee on the KRAs that were signed off.

The following steps will apply for staff who did not upload their 2015 KRAs online:

The manager will receive a link that will prompt them to hold a performance discussion with the staff based on work completed.

Following this discussion, the manager will then load the performance discussion notes into Peformax and provide the staff with an overall rating.

The manager will then confirm the appraisal.

Please note that this is a one off approach and will only apply to the 2015 Performance Review due to the time lapse between the 2014 and 2015 reviews.

2016 Key Result Areas Planning

As communicated during the Director General’s town hall meeting held on 30th November 2015, all ILRI staff will be required to link their individual 2016 KRAs to ILRI’s Strategic Critical Success Factors in order to foster corporate alignment and accountability to meeting institutional objectives. The Critical Success Factors have already been pre-loaded into the Peformax system. ILRI Managers will be required to take the lead in guiding their staff members to ensure proper alignment of unit/team and individual KRAs with the Critical Success Factors. KRA Performance Planning training sessions will be organized and facilitated by Braxton Consulting Group Consultants  starting 27th January 2016-1st February 2016 ( Nairobi) and 3rd -8th February 2016 ( Addis and Regional staff) in order to support the managers to lead this process and guide staff as appropriate. More details on the training will be shared with the managers through a separate email.

The 2016 performance review links will only be released to the various teams as their managers complete the training.

Timelines

All eligible staff are required to finalize their 2015 appraisals and 2016 KRA plans by 29th February 2016. We would like to urge all staff and managers to adhere to the deadline as stated.

Compliance

In accordance with the decisions made by the IMC, performance management is a crucial strategic process that the institution has invested in considerably and the input provided from the reviews are crucial in various human resources  processes such as:

  • Contract Renewal
  • Promotions
  • Job reclassification/regrading
  • Application to any posted internal job vacancies
  • Group and Individual Performance Development/Learning Opportunities
  • Institutional Salary increases where appropriate
  • Consequently in future, staff who do not complete & submit their performance reviews as per institutional deadlines will not be eligible for these developmental processes and opportunities as the input from the reviews will not be available.

Next Steps & Support

A user experience survey will be launched and circulated to all staff in March 2016 in order to give you an opportunity to provide feedback on how the system can be improved to meet your changing needs as appropriate. We truly value your feedback and we look forward to your engagement in the survey once it’s launched.

For additional support and guide please contact People & Organizational Development for clarification as follows;

Nairobi & Regions

Addis

Finally, on behalf of the People & Organizational Development Directorate, I would like to wish all ILRI staff a prosperous & productive 2016!

With best wishes and renewed thanks for your support for and cooperation with the launch & implementation of this key institutional organizational development initiative.

 

Stella Kiwango