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Performance Management Module

Business Requirement Specification

PERFORMANCE MANAGEMENT
SYSTEM
January 9, 2013

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BUSINESS PROCESS REENGINEERING2013
Internal Use Only. This document last printed: 24/10/2016

Performance Management Module


Business Requirement Specification
Change Control
This document is maintained under change control. All changes must be formally documented and agreed
by the Project Team before they are put into effect.
Document Owner

Business Process Re-engineering

Document Reference

BPR/CPI/XXXX/2013

Version
1.

2.

Details
Initial and final draft for
comment

Author of the Changes


Taiye Akinwale-Oyegbile
Business Analyst

Review of the Initial and Final


Draft

Signature

Bunmi Olufeko
Head, BPR

Document Concurrence
Designation
Head, Human Resources

Name
Olukemi Onabanjo

Head, Technology Applications

Benson Akpati

Head Control Group

Olasumbo Bello

Signature

Date

Signature

Date

Document Approval
Details

Names

Group Head, Operations &


Technology

Kingsley Umadia

MD/CEO

Jibril Aku

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Performance Management Module


Business Requirement Specification

Table of Contents
1.0

Introduction.......................................................................................................................................4

2.0

Purpose of the Document.................................................................................................................4

3.0

Current Process (As Is).....................................................................................................................5

4.0

Envisioned Process (To Be)..............................................................................................................8

4.1

Architecture & Data Model (Process Flow)....................................................................................10

4.2

User Access Management..............................................................................................................11

5.0

Process Benefits.............................................................................................................................11

6.0

Resources and Timescales.............................................................................................................11

7.0

Future Consideration......................................................................................................................11

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Performance Management Module


Business Requirement Specification
1.0

Introduction
Performance Appraisals are most commonly undertaken to let an employee know how his/her
performance compares with the Supervisors expectations and to identify areas that require training
or development.
Unsatisfactory performance needs to be conveyed in order to arrange for improvement. Indeed, if
performance is satisfactory the Supervisor wants to promote continued satisfactory performance. In
either case, it helps to have a systematic framework to ensure that performance appraisal is fair
and consistent.
With over 500 branches, it is important to develop a workflow system that will help to manage the
appraisal process.
Employee Performance Management is a fundamental business process that we must get right. It
is critical to realizing the full potential of individuals and the maximization of business performance.
Leading organizations recognize the value of their workforce and aspire to create a high
performance culture. This we can achieve through the implementation of Performance
Management processes that are underpinned by an online system.

2.0

Purpose of the Document


This document explains the requirements needed to automate the appraisal process with a view to
enhancing process turnaround time and efficiency.
All existing Banks policy on system controls still subsists, unless where explicitly stated that there
is need for modification in this document.
In depth technical details are not provided here. If further technical information is required then the
relevant technical specifications should be consulted.

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Performance Management Module


Business Requirement Specification
3.0

Current Process (As Is)


The bank currently has two Legacy Modules for Performance Appraisal. These modules have
different workflow processes that need to be collapsed into one appropriate module with the
functional requirements of the two Legacy Modules to be merged based on the business need.
Feedback from the last appraisal exercise is to be considered when defining the new workflow and
business requirements. An upgrade will be done on the legacy OCB Appraisal Module.

IMPACT
Increased turnaround time for processing the transaction
Prone to error
Negative Impact on Staff Productivity
Negative Impact on Quality Service Standards
Too many platforms for processing a single process

4.0

Envisioned Process (To Be)


Technology Applications Department should upgrade the Legacy OCB Performance Management
Module to show the following enhancements:
- Appraisal Module
- User Self-Help Module
- KPI Upload Module for HR Officers only

USER REQUIREMENTS
FUNCTIONAL REQUIREMENTS
EMPLOYEE STAFF UPDATE
All Staff (Appraisee) should be able to do the System should display an instruction on how to
complete the Staff Update Data
following:
Log onto the Performance Management Once user logs onto the application, system should
FETCH and display staff basic information for every
Application with Windows User ID and
field as follows:
Password
1. Name of Staff (Populated/Displayed)
Update Personal Profile based on the
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Performance Management Module


Business Requirement Specification
mandatory fields displayed
Select the appropriate information from
the list available from the drop down for
each field
Click on the Save Button to save record
after
selecting
the
appropriate
information from all the fields
Log out of the module

2. Staff Number (Populated/Displayed)


3. Group
4. Department
5. Location
6. Unit
7. Sub-Unit
8. Job Function
9. Reporting Officer
There should be a drop-down list based on existing staff
database for Field 3 to Field 9.

All the fields are mandatory to be completed by the


Staff
Once Staff clicks on the Save Button, system should
automatically update all the fields for the staff
Where a field is not selected and Staff clicks on the
Save Button, system should not allow the staff data
update to be saved. System should return an error
message stating the field that is yet to be completed
Once the Staff completes the last field (i.e. Field 9),
system should prompt the Staff that the data is about
to be saved and display a data re-validation
message Please Re-validate Your Data and Click
Save
Only HR Staff with Admin Rights should be able to
reset or edit Staff data
Once Staff saves his/her data, system should
automatically return staff to the Performance
Management System Page
PERFORMANCE MANAGEMENT SYSTEM (WELCOME PAGE)
Staff should be able to click on the following System should display the following on the Welcome
buttons to navigate to different pages on the
Page
performance management system as
o Staff Full Name
required:
o Staff Picture (System to FETCH picture from
My Appraisal Button (enabled for
existing database)
Appraisee)
Appraise Employees Button (enabled The following buttons should be displayed on the
only for Supervisor/Line Manager)
homepage:
FAQ Button
o My Appraisal - When Staff clicks My appraisal
Guidelines Button
Button, Staff should be automatically re-directed
to the Job Type Selection Page
Help Button
o Appraise Employees - Should not be displayed
Logout Button (to leave page)
for the Appraisee but should be displayed for
Supervisor/Next-In-Line
Manager.
When
Supervisor/Line Manager clicks on Appraise
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Performance Management Module


Business Requirement Specification
Employees Button, Appraiser should be
automatically re-directed to the Appraise
Employee Page
o FAQ - Once Staff clicks on the FAQ Button, a
pop-up window showing list of Frequently Asked
Questions (to be provided by Human Resources
Department) should be displayed for the Staff to
view
o Guidelines - Once Staff clicks on the Guidelines
Button, pop-up window showing the Guideline (to
be provided by Human Resources Department)
on how to perform the performance appraisal
should be displayed for the Staff to view
o Help - When Staff clicks on the Help Button,
system should display a page where staff can
send mail to HRD whenever problems are
encountered with the module
JOB TYPE SELECTION PAGE
Staff should be able to:

Select his/her Job Type(s) for the current


year of review from the drop down list of
Job Types displayed based on the Staff
Data Update saved initially

Click on the Submit Button

PERFORMANCE APPRAISAL PAGE


Staff should be able to do the following:

View every information on the following


tabs once clicked
o Personal Details

o Quantitative
o Qualitative
o Appraisee Rating and Comment

o Feedback
o Appraisers Comment (greyed-out)
o Next-In-Line Comment (greyed-out)
View updates on the Appraisal Work
Flow as it progresses from Supervisor to
Line Manager on the Personal Details
Tab Screen at every stage of input

System should display Staff Name on the page


There should be Home Button such that when Staff
clicks on the button, system should automatically redirect Staff to the Welcome Page
There should be a Logout Button such that when
Staff clicks on the button, system should
automatically log out the Staff; re-directing his/her to
the Log In Page
Once Staff clicks on the Submit Button, system
should automatically re-direct Staff to the
Performance Appraisal Page
A Back Button should be displayed such that once
users click on the button, system automatically
returns to the previous page
There should be a Logout Button such that when
Staff clicks on the button, system should
automatically log out the Staff; re-directing his/her to
the Log In Page
Once Staff clicks on the Personal Details Tab,
system should automatically display the following:
- Appraisee (Staff Full Name displayed)
- Supervisor (Supervisor Full Name displayed)
- Next-In-Line (Next-In-Line Full Name displayed)
- Staff Information (Staff No., Staff Grade, Date
Employed, Group/Directorate and Job Type
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Performance Management Module


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Input the Actual Score in the different
fields available for the KPIs stated under
the Quantitative Tab
Select radio buttons to carry out the
appraisal as desired on the Qualitative
Tab
Click on the Initiate Appraisal Button to
submit
his/her
appraisal
for
Supervisor/Line Manager Input
View all the scores

should be displayed)
- Appraisal Work Flow. To display list of:
o Contributors (Appraisee Name, Supervisor
Name, Next-In-Line Manager Name)
o Required To display Input or Approve for
each Contributor at every stage (where each
Contributor is required as Inputter or
Approver)
o Status To display the status of the every
Contributor in the appraisal exercise where
status at every stage shows Pending for
uncompleted stage or Completed for the
completed stage)

When Staff clicks on the Quantitative Tab, all


appropriate KPIs should be automatically populated
based on the Staff Job Type:
o Financial Target Index (For all Relationship
Managers) KPI and Scores to be uploaded by
HRD
o Customer Service Index (For all Staff) KPI &
Scores to be uploaded by HRD
Each of these indexes/KPI should display the
following field data:
Target (populated and non-editable)
Actual (populated and non-editable)
Weight (populated and non-editable)
%Score (populated and non-editable)
o Financial/Operational Excellence KPI to be
uploaded by HRD
This index/KPI should display the following field data:
Target (populated and non-editable)
Actual (editable blank field to be populated
by Staff with desired appraisal score)
Weight (populated and non-editable)
%Score (automatically displayed and
calculated by the system)
o The Total Score for the Quantitative KPIs should
be automatically displayed below each KPI upon
input by Staff

When Staff clicks on the Qualitative Tab, 5 sub-tabs


should be displayed as follows:
o Customer-Supervisor Input Sub-Tab
Once staff clicks the tab, system should display
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Performance Management Module


Business Requirement Specification
the following KPIs and the appropriate ratings:
Customer Understanding
Service Delivery
Customer Satisfaction
There should be radio buttons for Staff selection
for every rating specified for each KPI
(All KPIs and Ratings will be specified and
uploaded by HRD)
o Behaviour-Supervisor Input Sub-Tab
Once staff clicks the tab, system should display
the following KPIs and the appropriate ratings:
Team Work with Peers
Communication
Candor
There should be radio buttons for Staff selection
for every rating specified for each KPI
(All KPIs and Ratings will be specified and
uploaded by HRD)
o Work Management Sub-Tab
Once staff clicks the tab, system should display
the following KPIs and the appropriate ratings:
Self Development
Work Planning and Organisation
Accountability
There should be radio buttons for Staff selection
for every rating specified for each KPI
(All KPIs and Ratings will be specified and
uploaded by HRD)
o Attitude and Mindset Sub-Tab
Once staff clicks the tab, system should display
the following KPIs and the appropriate ratings:
Professionalism
Creativity
Inspiring Peers
Contribution to others success
Commitment to interest of the Bank
Ability to Build a Productive Culture
There should be radio buttons for Staff selection
for every rating specified for each KPI
(All KPIs and Ratings will be specified and
uploaded by HRD)
o Strategy-Supervisor Input Sub-Tab
Once staff clicks the tab, system should display
the following KPIs and the appropriate ratings:
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Performance Management Module


Business Requirement Specification
Understanding and Focus on Strategy
Effect of Decision Making on Projected
Outcomes
Business Communication
There should be radio buttons for Staff selection
for every rating specified for each KPI
(All KPIs and Ratings will be specified and
uploaded by HRD)
System should automatically calculate and display
Staff Score for the Qualitative KPIs. Changes in
Score should be viewed as changes are made to the
KPIs
System should automatically calculate and display
the Grand Total Score for the entire Staffs Appraisal
Once Staff clicks on the Initiate Appraisal Button,
system should perform the following:
o Move the appraisal to the Supervisor/Next-InLine Manager
o All the inputs and selection made by Staff should
be automatically saved onto the database
There should be an Appraisee Rating and Comment
Tab which displays the following:
o A Confirmation Comment
o A drop down list to display with the following:
This is a TRUE reflection of my performance
This is a FAIR reflection of my performance
This is not a TRUE reflection of my
performance
o A Submit Button to commit the confirmation page
o There should be a Text Box where Staff can
input additional comments on the appraisal
o Staff should be able to Edit and View the
Appraise Rating and Comment Page
o Supervisor and Next-In-Line Managers should
have View Only rights on the Appraisee Rating
and Comment Page
Staff should be able to click on the following Tabs:
o Feedback (to view feedback from Supervisor)
(text is greyed-out)
o Appraisers Comment (to view comments from
Supervisor) (text is greyed-out)
o Next-In-Line Comment (to view feedback from
Next-In-Line Manager) (text is greyed out)
o Staff should have View Only rights for the
Feedback, Appraisers Comment and Next-In

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Performance Management Module


Business Requirement Specification
Line Comment Pages

Supervisor should be able to edit the


Appraisees input on the following pages:
Quantitative Tab Page
Qualitative Tab Page

Next-In-Line Manager should be able to


view both the Appraisees input and
Appraisers input on all the pages

o
Staff should be able to click on the Appraisers

There should be a Feedback Tab such that when the


Supervisor/Next-In-Line Manager clicks on it, system
should display the following:
o Strength
(There should be 2 text boxes for feedback)
o Weaknesses
(There should be 2 text boxes for feedback)
o Two Things You Should Start Doing
(There should be 2 text boxes for feedback)
o
Supervisor should be able to Edit and View all
comments inputted on the Feedback Page
There should be an Appraisers Comment Tab which
displays the Appraisers Comment Page
System should display the following on the
Appraisers Comment Page:
o A Confirmation Comment for the Supervisor
o Grade (with a text box displaying Supervisors
Grade) (text is greyed-out)
o Position (with a text box displaying Supervisors
Position) (text is greyed-out)
o Staff No. (with a text box displaying Supervisors
Staff Number) (text is greyed-out)
o Appraisees Comment (to be Fetched from the
Appraisee Rating and Comment Page)
(Comment is greyed-out)
o Appraisers Comment (with a text box for
Supervisor to input comments about the
Appraisee)
o A Submit Button to commit the input on the page.
All comments are saved to be viewed by
Appraisee and Next-In-Line

There should be a Next-In-Line Comment Tab which


displays the Next-In-Line Comment Page
System should display the following on the Next-InLine Comment Page:
o A Confirmation Comment for the Next-In-Line
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Performance Management Module


Business Requirement Specification
o
o
o
o
o
o
o

Manager
Grade (with a text box displaying Next-In-Line
Manager Grade) (text is greyed-out)
Position (with a text box displaying Next-In-Line
Manager Position) (text is greyed-out)
Staff No. (with a text box displaying Next-In-Line
Manager Staff Number) (text is greyed-out)
Appraisees Comment (to be Fetched from the
Appraisee Rating and Comment Page)
(Comment is greyed-out)
Appraisers Comment (to be Fetched from the
Appraisers Comment Page) (Comment is
greyed-out)
Next-In-Line Comment (with a text box for NextIn-Line Manager to input comments about the
Appraisee)
A Submit Button to commit the input on the page.
All comments are saved to be viewed by
Appraisee, Appraiser and Next-In-Line

HELP PAGE
STAFF
Staff should be able to:
Click on the Help Button
Log in all complaints onto the page
using a text box
Click on the Submit Button to submit
complaint

There should be a Help Button on the Homepage


All complaints logged should have a Reference Log
ID
Once Staff submits a complaint on the page, system
should automatically trigger and send a complaint
mail alert to the HRD Performance Appraisal Mailbox
An email alert should be sent to the Staff Mailbox
when complaint have been resolved (stating that
staff would need to log onto the Performance
Management System to view resolved complaint and
comments)

HRD PERFORMANCE MANAGEMENT TEAM


HR PM Officer should be able to:

Click on the Resolve Complaints Button


View all complaints

Make comments in the text box

Change Complaint Status


Click on Submit Button to complete the
logged complaint

There should be a Resolve Complaints Button on the


Homepage to be viewed only by HRD Performance
Management Team
All complaints logged should show Pending Status
All complaints should displayed as records showing
the following details:
o Initiator/Staff Details
o Complaints
o Comments
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Performance Management Module


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APPRAISE EMPLOYEES PAGE


SUPERVISOR
Supervisor should be able to:

Click on the Appraise Employees Button


Select any record on the list of Direct
Report Staff to commence appraisal
To edit any input made by the Appraisee

except the following:


o Appraisee Rating and Comments
Page
o Next-In-Line Comment Page

o Status (Work-In-Progress/Resolved)
Once, HR PM Officer clicks the Submit Button, an
email should be sent to the staff who logged the
complaint stating Your complaint has been
resolved. Kindly log onto the Performance
Management System to view comments

There should be an Appraise Employees Button on


the Performance Management System Homepage
The Appraise Employees Button should only be
displayed on the homepage for every Supervisor that
appraises a Staff
Once Supervisor clicks on the Appraise Employees
Button, there should be a list of records displayed for
each Staff appraised by him/her (List of Direct Report
Staff). The following fields should be displayed for
every record:
o Staff ID
o Surname
o First Name
o Grade
o Job Type
o Appraisal Status
o People Management
o Financial
o CSI
o OPEX
o Qualitative
o Total Score
Once Supervisor selects a record from the list,
he/she should be able to view and edit all the inputs
made by the Appraisee (Staff)

NEXT-IN-LINE MANAGER
Next-In-Line Manager should be able to:

Click on the Appraise Employee Button


View each Staff Appraisal Page and

records

The Appraise Employees Button should only be


displayed on the homepage for every Next-In-Line
Manager that appraises a Staff
Once Next-In-Line Manager clicks on the Appraise
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Performance Management Module


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Edit on the Next-In-Line Comment Page
only

Employees Button, there should be a list of records


displayed for each Staff appraised by him/her (List of
Direct Report Staff). This list should be separated
into two:
o 1st Level Direct Report Staff
o 2nd Level Direct Report Staff
Each of the levels should display a list of staff record
with the following fields:
o Staff ID
o Surname
o First Name
o Grade
o Job Type
o Appraisal Status
o People Management
o Financial
o CSI
o OPEX
o Qualitative
o Total Score

GENERAL REQUIREMENTS
All Staff are to be set up on the Performance Management System with their various Job Types tied
to every user.
The workflow for the Performance Management System should be as follows:
o Appraisee completes Staff Update
o Appraisee logs on to commence appraisal
o Appraisee initiates appraisal
o Supervisor reviews appraisal, edits Appraisee input (if necessary)
o Appraisee accepts or rejects the appraisal
o Appraisal returns to the Supervisor if rejected by Appraisee
o Appraisal moves to Supervisor when Appraisee accepts
o Appraisal moves to Next-In-Line Manager when Supervisor submits
o Next-In-Line Manager reviews the appraisal

Email Alert should be sent to the Supervisor once Appraisee initiates appraisal
Email Alert should be sent to the Next-In-Line Manager once Supervisor completes all the appraisal
for the Direct Report Staff
Email Alert should be sent to the Appraisee (Staff) at each stage when Supervisor and Next-In-Line
Manager have completed appraisal
Email Alert should be sent to the Appraisee (Staff) when his/her appraisal has been rejected
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Performance Management Module


Business Requirement Specification

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Performance Management Module


Business Requirement Specification
4.1Architecture & Data Model (Process Flow)

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Performance Management Module


Business Requirement Specification
1
2
3
4
4.1
4.2 User Access Management

Comprehensive activity logs and reporting should be ensured at all levels

5.0 Process Benefits

Effective Appraisal System

Proper Audit Trail

6.0 Resources and Timescales


We expect this service to be up and running, three (3) weeks from sign-off of this document.

7.0 Future Consideration


The solution should be flexible enough to incorporate any other modifications that may be required
in the future.

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