3.

1(a) IV Performance Appraisal :In simple terms, Performance Appraisal may be understood as the assessment of an individuals performance in a systematic way, the performance being measured against such factors as job knowledge, quality and quantity of output, initiative, leadership abilities, supervision, dependability, cooperation, judgement, versatility, etcs.

A formal definition of Performance Appraisal is :

It is the systematic evaluation of the individuals with respect to his or her performance on the job and his or her potential for development

PROCESS OF PERFORMANCE APPRAISAL

Performance Appraisal is a nine step process :-

Step 1 In this step the performance standards are established based on the Job Description and Job Specification. The standards should be clear, objective and incorporate all the factors. Step 2 Under this step, the Performance Standards are informed to all the employees including Appraisals. Step 3 In this step, the instruction given to appraisal are followed, measurement of employee performance by the appraisers through observation, interview, records and reports are done. Step 4

This step find out the influence of various internal and external factors on actual performance. Step 5 This step is to comparing the actual performance with that of other employees and previous performance of the employee and others. Step 6 The sixth step of Performance Appraisal Process, the actual performance is measured with the standards and finding out deviations. Step 7 The seventh step compares, the actual performance of the employee and other employees doing the same job and discuss with him about the reasons for the positive or negative deviations from the pre-set standards as the case may be. Step 8 This step suggest necessary changes in standards, job analysis, internal and external environment. Step 9 The last step is the follow-up of performance appraisal report. This step includes guiding, counseling, coaching and directing the employee or making arrangements for the training and development pf the employee in order to ensure improved performance. 360 PERFORMANCE APPRAISAL METHOD The Performance Appraisal method, in which multiple raters are involved in evaluating performance, is called 360-degree appraisal.

The 360-degree technique is understood as systematic collection of performance data on an individual or group, derived from a number of stakeholders- the stakeholders being the immediate supervisors, team members, customers, peers, and self.

Unit in charge will intimate name of Initiating and Reviewing officers for various grades of personnel in different departments. It will however be ensured that performance appraisal is not initiated/reviewed below the levels stipulated:

Grades/pay scale Initiating officer Reviewing officer

N-14 to N-11 Not below N-07 Not below N-04

Performance appraisal is the main basis for promotion and incentive and it is therefore essential that the reports initiated and reviewed are objective.

Performance appraisal must indicate an unbiased assessment of individuals qualities and capabilities and must highlight demonstrated performance during the period of appraisal.

The period of appraisal shall be 01 April to 31 March and the reports shall be initiated/reviewed and submitted latest by 30 April to the Unit incharge.

The time schedule for finalizing the recommendations and orders for promotion/incentive shall be as under: a. Recommendations to be forwarded to head office by unit in-charge latest by 31 May. b. Orders of head office for promotion to be communicated to units by 30th June. c. Promotions to be effective w.e.f. 1st April of the same year.

The following actions are required to be taken by personnel section of units:

a. Fill updates on Form I, II and III and forward to initiating officers by 07 April each year.

b. Ensure that all reports are received with remarks by initiating and reviewing officers except unit incharge latest by 30 April. c. Put up forms to unit In-charge for his remarks along with completed lists separately for officers/staff covered under 3 separate Forms. d. Forward finalized list Recommended for Promotion to head office by 31 May. e. Forward copy of performance appraisal report of all officers of Grades N-02 to N-04 to Head Office along with above. f. Issue letters to concerned employees approved for promotions under signatures of unit incharge or person nominated by him. g. Enter promotions in service book of employees and file performance appraisal reports in personal file. Head office informs to all units policy/norms for payment of bonus/incentive by 30 June. The Bonus and incentive amount shall be worked out and paid at H.O(units to all concerned in due course of time. A consolidated statement of amount paid will be forwarded to the head office for information and record. Incentive shall be paid to all employees except the following categories: - Persons performing 8 hours duty. - Persons getting fixed extra amount. - Persons getting overtime. The bonus shall be determined by various units/head office based on the pay drawn in the particular unit/head office. Credit advice will be sent to concerned units in respect of persons who have since been transferred. For the purpose of appraisal the employees have been divided into 3 categories. The performance appraisal forms are separately developed for all the three categories and each contains 6 parts-Part A,B,C,D,E & F. Part A-displays the basic information about the Appraise and is filled by P&A department. Part B-as applicable for Category I and II employee displays the details about the demonstrated performance of the individual as against the Goals set at the beginning of the Annual Appraisal Cycle.

*Part-B however is not presently being filled in case of employees at JRCGU, Roorkee because of uncertain environment and plant being in project stage no specified goals can be set against which to measure performance. Part C-displays the details about assessment on organizational values and reporting officers appraisal rating of the individuals conduct vis a vis expectations on Organizational values. It also exhibits reporting officers qualitative inputs on the individual regarding any critical incidents. The same is applicable for Category I, II & III employees. The reviewing officer then reviews the rating given by reporting officer and moderates it suitably in discussion with reporting officer for category I and II. Part D- is for computing the overall rating of Appraise (rounded off to nearest 0.25) based on the moderated ratings given by reviewing officer in Part-B and Part-C using the respective weightages assigned category wise as given in clause (m). This part is to be filled and signed by the reporting officer and reviewing officer. Part-E- is for the identification of development needs of the individual, including function and behavioral training needs. The reporting officer would be required to refer to a list of development training courses developed by TTG, annexed with the PMS Guide Lines. This is to be filled by the reporting officer and reviewed by the reviewing officer. The list shall be updated every 6 months by the corporate HRD. Part-F- is for the use of P&A for endorsing Final rating for the employee prior to submitting the Form to Approving Committee for Acceptance of Appraisal Report. P&A would also be required to record any comments/observations regarding Appraisal process adherence, Training need aspect as well as on computation /rounding off of Final Rating of Appraisee. This part also contains provision for Approving Committees Remarks and Signature. After the Appraisal process is completed, Final approved ratings (qualitatively) shall be communicated by P& A to all reporting officers.

Reporting officer then communicate the same to respective Appraise and confirm back compliance to P&A.

In case of an executive being transferred (intra-site or inter-site) during the year, if he has worked in his previous department/unit for more than three months an interim Appraisal Report is generated by previous Reporting Officer which shall be taken into consideration during the Assesment Year for that period.

In case the appraise is not directly reporting to the appraiser, the Reporting Officer should involve and conduct the assessment in consultation with immediate superior of the appraise under whom he is working.

V Training and Development :Training is defined by Wayne Cascio as training consists of planed programs undertaken to improve employee knowledge, skills, attitude, and social behavior so that the performance of the organization improves considerably. Training is normally viewed as a short process. It is applied to technical staff, lower, middle, senior level management. When applied to lower and middle management staff it is called as training and for senior level it is called managerial development program/executive development program/development program.

Objectives/purpose/goals of training and development Training is defined by Wayne Cascio as training consists of planed programs undertaken to improve employee knowledge, skills, attitude, and social behavior so that the performance of the organization improves considerably. The purpose of training and development can be explained as follows.

1. Improving quality of work force :Training and development help companies to improve the quality of work done by their employees. Training programs concentrate on specific areas. There by improving the quality of work in that area.

2. Enhance employee growth :Every employee who takes development program becomes better at his job. Training provides perfection and required practice, therefore employees area able to develop them professionally.

3. Prevents obsolescence :Through training and development the employee is up to date with new technology and the fear of being thrown out of the job is reduced.

4. Assisting new comer :Training and development programs greatly help new employees to get accustomed to new methods of working, new technology, the work culture of the company etc.

5. Bridging the gap between planning and implementation :Plans made by companies expect people to achieve certain targets within certain time limit with certain quality for this employee performance has to be accurate and perfect. Training helps in achieving accuracy and perfection.

6. Health and safety measures :Training and development program clearly identifies and teaches employees about the different risk

involved in their job, the different problems that can arise and how to prevent such problems. This helps to improve the health and safety measures in the company.

Methods of training operating personnel/factory workers Training is defined by Wayne Cascio as training consists of planed programs undertaken to improve employee knowledge, skills, attitude, and social behavior so that the performance of the organization improves considerably. There are different methods of training for operating personnel (factory workers). Training these workers becomes important because they handle equipment worth crores of rupees.

1. On the job training method :In this method workers who have to be trained are taken to the factory, divided into groups and one superior is allotted to every group. This superior or supervisor first demonstrates how the equipment must be handled, and then the worker is asked to repeat whatever he has observed in the presence of the supervisor. This method makes it easy for the employee to learn the details about specific equipment. Once the worker studies the first equipment thoroughly the supervisor moves on to the next equipment and so on.

2. Apprenticeship training :In this method both theory and practical session are conducted. The employee is paid a stipend until he completes training. The theory sessions give theoretical information about the plant layout, the different machines, their parts and safety measures etc. The practical sessions give practical training in handling the equipment. The apprentice may or may not be continued on the job after training.

3. Vestibule training :In this method of training an atmosphere which is very similar to the real job atmosphere is created. The surroundings, equipment, noise level will be similar to the real situation. When an employee is trained under such conditions he gets an idea about what the real job situation will be like. Similarly when he actually starts doing the job he will not feel out of place. This method is used to train pilots and astronauts. In some places graphics are also used to create the artificial surroundings. This method involves heavy investment.

4. Job rotation :In this method the person is transferred from one equipment to the other for a fixed amount of time until he is comfortable with all the equipments. At the end of the training the employee becomes comfortable with all the equipment. He is then assigned a specific task. 5. Classroom method :In this method the training is given in the classroom. Video, clippings, slides, charts, diagrams and artificial modules etc are used to give training.

Advantages of training programs/training:Training is defined by Wayne Cascio as training consists of planed programs undertaken to improve employee knowledge, skills, attitude, and social behavior so that the performance of the organization improves considerably. The following are the advantages of training program to the company 1.Increase in efficiency of worker :Training programs can help workers to increase their efficiency levels, improve quality and thereby increase sales for the company.

2. Reduced supervision :When workers have been formally trained they need not be supervised constantly. This reduces the work load on the supervisor and allows him to concentrate on other activities in the factory.

3. Reduction in wastage :The amount of material wasted by a trained worker is negligible as compared to the amount of material wasted by an untrained worker. Due to this the company is able to reduce its cost its cost of production.

4. Less turnover of labour :One of the advantages of the training program is that it increases the confidence of employees and provides them with better career opportunities. Due to this employee generally do not leave the company. There by reducing labour turnover.

5. Training helps new employees :A person, who is totally new to the company, has no idea about its working. Training helps him to understand what is required from him and helps him to adjust to the new environment.

6. Union management relations :When employees are trained and get better career opportunities. The union starts having a possible attitude about the management. They feel that the management is genuinely interested in workers development. This improves union management relations.

The following are the advantages of training program to the employee:1. Better career opportunities :-

Training programs provide the latest information, develops talent and due to this the employee is in a position to get better jobs in the same company or other companies.

2. High rewards :Effective training programs result in improved performance. When performance appraisal is done excellent performance from the employee is rewarded by giving him incentives and bonus.

3. Increased motivation :Employees who have been trained are generally more confident as compared to others. Since their efforts will be rewarded in future they are very much interested in improving their performance. Therefore we can say that their motivation levels are very high.

4. Group efforts :Training programs are not only technical programs but are also conducted in areas like conflict management, group dynamics (formal and informal groups), behavioral skills, stress management etc. this enables employees to put in group effort without facing problems that groups normally face. In other words training teaches people to work in a group.

5. Promotion :People who attend training programs learn from them and improve themselves are generally considered for promotion. Thus training increases chances of promotion. Training needs are identified with the help of performance appraisal by the reporting officer and reviewing officer. The training calendar for the whole year is centrally prepared by Technical Training Group at Jaypee Rewa cement plant and all the training for the cement division is carried out here. The recommended employees are sent to Rewa for training and after completion of training feedback is taken. In the post training scenario the improvement in effectiveness of the employee is observed and further recommendation for training is given if required.