Performance Management

HRM 420

University of Business Technology

Human Resource Department

Spring 2021

Instructor name:
MS. Alaa Laray

Student names and ID:

Mashael Bakhshwain RA5028
Shahad Alfaheid SA5089
Renad Bayazid SA5202
Table of Contents
Student’s name and duties ……….............……………………………………………. ...............1

Abstract …………………………………..........................................…………………. ...............2

Mission and vision with evaluation …………………………………………………… ........... 3-4

Activity coordinator job description ..………………………………………………. ...............5

Activity coordinator job specification …………...……………………………………. ...............6

Importance of activity coordinator ……………………………………………………. 7

Activity coordinator appraisal form ……………………….………………….………. ............ 8-9

Activity coordinator measuring results ………………….……………………….…….9-15

Activity coordinator measuring behaviors ………………….…...............…………….16 -21
Conclusion ………………………………………....................................……………. 22
Student’s main challenges and reference………………………….……………………23
References ……………….............................…………………………………………..24
Attachment …………………………………………………………………………….25

Students name Duties:

Mashael Bakhshwain Develop Mission and vision

Comprehensive abstract
Appraisal form
References
Shahad Alfaheid Measuring behavior
Measuring results
Conclusion
Renad bayazid Importance of performance appraisal
Students main challenges
Conclusion

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 ROSE GARDEN
“The right place for your child to learn”

Abstract
Rose Garden is a Kindergarten for children's students in their early ages, i.e., 3 - 6 years old. The
idea is of a garden where roses are watered and maintained with extreme care. Likewise, children
at Rose Garden are looked after with immense care and focus and are shaped for the future through
practical activities. Rose Garden promotes Arab culture, animal and environment-friendly
activities to the students from their early ages. High-quality early childhood and child care for
young children increase their physical and academic outcomes, which will lead to improved school
readiness. Preschool education can be seen as an intervention (especially for at-risk children), and
statistics indicate that it yields a good return. Inadequate support and worker preparation and
inconsistent oversight and compliance are both barriers to high-quality early childhood education.
Among the steps taken to increase the quality of early childhood and child care are the creation of
multidisciplinary, evidence-based child care treatment guidelines, the establishment of state
quality rating and improvement programs, the improvement of federal and state legislation, the
provision of child care health consultation, and the formation of other creative collaborations.
Pediatricians play an important role in fostering quality early childhood and child care for all ages,
not only in the medical home but also at the city, state, and national levels. This report expands on
the mission and vision of Rose Garden and presents the job analysis for the Activity Coordinator
position. It further expands on the position holder's performance evaluation and contains the
sample forms through which performance appraisals are conducted.

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Introduction:

Performance appraisals are periodic evaluations of an employee's job performance against a set
of expectations and goals. The results of this process are used to make informed decisions for
both the individual employee and the organization in areas such as compensation, promotion,
employee development, staffing and succession planning, among others. There are several types
of appraisal systems and regardless of what type of appraisal system is used, a common first step
in the process is to set goals for each employee. These goals should relate to and support the
departmental and divisional goals that have been formed to further the organizational strategy.
There are several methods commonly used to assess employee performance and strategically
internalize the results. These include management by objectives, forced distribution, ranking,
graphic rating scales and behaviorally anchored rating scales. Employers may choose one
method for all employees or may vary the method by job level, such as line workers versus
managers or executives. We will first develop mission and vision statements for Rose Garden
and then relate it to the job of activity coordinator. We will create a job description, job
specification and performance appraisal form for the position of activity coordinator.

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Our Mission:
Rose Garden aims to provide a coherent and meaningful curriculum that satisfies every student's
needs while respecting cultural differences and individual learning styles. Hands-on engagement,
creative initiatives, and expanded participation of parents and to build the environment for any
Rose Garden Participant of a diverse background.

Evaluation:

❖ Why does the organization exist?
Rose Garden wants to be a global children's
school and is dedicated by delivering
compelling learning programs to address the
expectations and ambitions of a variety of
students and provide a coherent and
meaningful curriculum that satisfies every
student's needs while respecting cultural
differences and individual learning styles

❖ What is the scope of the organization’s Hands-on engagement, creative initiatives,

activities? and expanded participation of parents and
neighborhoods converge to build the
environment for any Rose Garden Participant
of a diverse background of cooperation

❖ Who are the customers served? Kid’s students

❖ What are the products or services Education, and teaching new skills
offered?

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Our Vision:
In the next 10 years, Rose Garden will continue to promote a socially equitable approach to
children of all ethnicity and expand its position as a leading international childcare center in Saudi
Arabia.

❖ Brief ✓ It is short and easy word to let the

employees remember it
❖ Focused ✓ To be leading international childcare in
Saudi Arabia
❖ Understandable ✓ We use Clear words and vocabulary
❖ Inspiring ✓ We see that our vision is motivating our
employees and let them feel proud
❖ Stretch Our vision is stretchable we can add and
remove easily

JOB ANALYSIS
Job Description:

Job Title: Activity Coordinator

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Job Summary:

The Activity Coordinator develops and administers a comprehensive activity program to meet
the needs related to activity involved in learning for the children’s students. Responsible for
administering a well-rounded, school-wide social program schedule along with strong
coordination with the teachers involved.

Duties/Responsibilities:

● Designs and develops recreation and leisure programs to meet the needs of
children students.
● Provides teachers, students and their families with resources related to leisure
activities.
● Coordinates with teachers and assigns them tasks related to activity
● Assesses and documents students’ abilities and needs and records student
participation. Prepares monthly quality of care/service reports.
● Compiles a monthly social program calendar and distributes to school staff and
parents.
● Assists with the development and provision of training and orientation programs
for students and volunteers including the facilitators or guests from the outside of
the school for special events.
● Comes up with creative ideas to engage students in active learning through
activities conducted
● Needs to ensure students are able to bring required resources for the leisure
activities.
● Attends teacher’s evaluation conferences and other meetings as necessary.
● Assures that all activities conform to federal, state and local accreditation and
licensing agencies or organizations.

Required Skills/Abilities:

● Familiarity with Arabic language.

● Understanding of diversity and inclusion

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 ● Demonstrated ability to participate in and conduct semi-active programs.
● Enthusiasm to work with physically disabled students.
● Ability to deal with parents, staff and guests with tact and professionalism.
● Able to identify unfavorable conditions for children’s students.
● Enthusiasm to work with children from different ethnic backgrounds
● Willingness to work flexible hours.

Job Specification:

Education and Experience:

● Associate’s degree with emphasis in recreation, or certification as a school activity

coordinator or an equivalent combination of education and experience.

Physical Requirements:

● Prolonged periods sitting at a desk and working on a computer.

● Must be able to lift up to 15 pounds at times.
● Must be able to walk and stand for extended intervals.

Performance Appraisal System

Importance of Performance Appraisal:

An effective appraisal and performance management process significantly impact the
Organization's staff morale, engagement levels, and culture. Performance evaluation performs
three principal functions; provides each employee with appropriate input on their performance;
acts as a foundation for the direction of new behaviors, and provides supervisors with evidence to
judge prospective employment allocation and rewards. The importance of performance assessment
has been shown in various organizations. In the area of events and services appropriate for a certain
group of children, a child activity specialist should do substantial testing. She should take into

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account the wishes and desires of children during preparation. According to their tastes it should
emphasize entertainment. It should be a careful planner when not only a certain task must be
chosen, but financial and other limitations still need to be taken into account. The information,
including the business profile, the expenditures and the venue, needs to be created.
The planning of different community events relating to children would be coordinated by a child
activity leader. The oversight of these operations is the responsibility of him. His work includes
organizing social activities for children, taking into account their need for improved knowledge
and protection. He might choose to visit a museum, a sports monument or a musical event. For
efficient completion of tasks, he must communicate with different individuals. His work includes
a great deal of liaison and public relations. He must also pay for gate passes or transportation fares.
The arrangement of food and food is a key feature of his profile of work.
Small cities cannot have enough coordinators for children's programs always because it is not
always practical and feasible to find a few volunteers to carry out events and activities successfully.
The role of an organizer is to hire such volunteers by the placement of appropriate ads in the
newspaper. He also provides the volunteers with proper support and instruction to meet children's
needs fruitfully. Good communication and leadership skills are important in order to enlist the
assistance of other community members in the successful performance of his work.
The role of the child activity coordinators should not be subject to formal qualifications; but it
should include high levels of realistic and artistic skills. This feature allows her to schedule and
design events that are of importance to children continuously. Expertise in arts and crafts or
recreation is an additional benefit. Excellent leadership skills, autonomy and interpersonal skills
are prerequisites for a promising career. For elderly seniors and camps and other communal
services, a life-style planner is responsible for designing, introducing and managing programs and
interactions. This enriches people's lives in common housing through entertainment and
profession, which actually provides a sense of purpose. A general work description of a lifestyle
coordinator describes what it has to do to accomplish its objectives.

It is common knowledge that the commonly used performance assessment tools have several
disadvantages. The clearest inconvenience being:

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 ● While the measurements of objective performance assessment are well-defined,
performance assessments are also subjective.
● Because assessments offer little evidence on results, administrators often make arbitrary
decisions using them to compare workers to identify pay raises.
● Notes from various managers are generally unrivaled, particularly in the various
departments. In another department in the same organization remarkable work in one
department could not be suitable.
● Salary increases distributed on the basis of regular allocation, based on performance and
not behavior, are possible not only to refuse, but to demobilize high potential workers.
● The attempt to promote the basis of assessment data and layoff decisions leaves the
decisions to be debated. Early-retired workers protested to the federal age-discriminatory
regulators, and defendant firms had insufficient evidence to justify their decision-making.
● Managers are expected to provide reviews often, but lack of processes leads to
dissatisfaction due to the failure to provide consistent results.

Performance Appraisal Form :

Name of an employee being evaluated:

Designation of Employee being assessed:

Line Manager:

Date of Appraisal Meeting:

Measuring Results

Key Accountabilities Objectives

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❖ Successful activity conduction for ❖ To conduct 96 activities in 2021 with
students and teachers average 8 activities per month and
annual 10% reduction in costs as
compared to last year.

❖ Smooth coordination among teachers, ❖ Ensure 85% above participation of

and other resources involved and students and teachers in all events in
arrange all things necessary. 2021.

Performance Standards

1. Conduct Activities

Outstanding standard ❖ To conduct 120 plus activities in

2021, on average 10 per month,
and annual 10% reduction in costs
until September 2021.

Desired level of performance ❖ To conduct 96 activities in 2021,

on average 8 per month, and
annual 10% reduction in costs until
November 2021.

Minimum Standard
❖ To conduct at least 48 activities
annually or on average 4 per
month and annual 10% reduction
in costs until December 2021.

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 Measuring Result = Conducting Activities (Yard Stick)

⥣
⇦-----------------Min Acc----------------Desired--------------------Outstanding---------⇨

Performance Standards

1. Ensuring attendance

Outstanding standard ❖ Ensure at least 95% attendance and

participation of students and
teachers per event in 2021

Desired level of performance ❖ Ensure at least 85% attendance and

participation of students and
teachers per event throughout 2021

Minimum Standard ❖ Ensure at least 75% attendance and

participation of students and
teachers per event throughout 2021

Measuring Result = Ensuring Attendance (Yard Stick)

⥣
⇦-----------------Min Acc----------------Desired--------------------Outstanding---------

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 2. State expected accomplishments vs actual accomplishments

___________________________________________________________________

Competencies and Indicators:

Evaluation Keys:
1. Exceptional
2. Exceeds expectations
3. Meets expectations
4. Needs Improvement
5. Unacceptable

Competencies
Competency/Behavior Rating
1. INITIATIVE 1 2 3 4 5
Exceptional Exceeds Meets Needs Unacceptable
Expectations Expectations Improvement
❖ Makes prompt
decisions,
accepts
responsibility,
and resolves
disputes.

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 ❖ Is Research and
Development
oriented.
❖ Develops sound
and practical
solutions. Owns
responsibility
and
demonstrates
excellent
technical know-
how.
❖ Works in a
team and takes
leadership when
required. Is
dependable and
makes
meaningful
contributions.
AVERAGE
SCORE

Competencies
Competency/Behavior Rating
2. QUALITY OF 1 2 3 4 5
WORK Exceptional Exceeds Meets Needs Unacceptable
Expectations Expectations Improvement

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 ❖ Produces top
quality work,
considers the
thoroughness,
accuracy and
dependability of
results of tasks
assigned.
❖ Adapts to
changes, and
uses resources
efficiently.
❖ Uses good
judgment in
establishing
priorities and
delivers quality
work.
AVERAGE
SCORE

Competencies
Competency/Behavior Rating
3. PUNCTUALITY 1 2 3 4 5
OF WORK Exceptional Exceeds Meets Needs Unacceptable
Expectati Expectations Improvement

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 ons
❖ Meets deadlines
related to tasks,
produces work
timely, manages
time effectively
without impacting
delivery of
dependent tasks.
❖ Is punctual in
conducting
activities and
wrapping up on
time.
AVERAGE SCORE

Competencies
Competency/Behavior Rating
4. CREATIVITY 1 2 3 4 5
Exceptional Exceeds Meets Needs Unacceptable
Expectati Expectations Improvement
ons
❖ Develops new
methods and
procedures for
student
engagement

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 ❖ Demonstrates
creativity and
innovation in the
work assigned.
AVERAGE SCORE

Competencies
Competency/Behavior Rating
5. INTERPERSONAL 1 2 3 4 5
RELATIONSHIPS Exceptional Exceeds Meets Needs Unacceptable
Expectations Expectatio Improve
ns ment
❖ Communicates with
peers, subordinates
and others in a
constructive manner
and has the ability to
take constructive
criticism.
❖ Motivates and
develops others.
Promotes teamwork.
❖ Cooperates with
teachers and persons
outside of the
department.
AVERAGE SCORE

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COMPETENCY / BEHAVIOUR EVALUATION:

Evaluation tools
M= more often
S=sometimes
N=never

Habits in General Work M S N

punctuality

Confident participation

Responsibility for work

Health and security warning

Flexible of tasks and timetable

Keeps a good mood

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Gives sufficient note of absence

Remains calm in tense situations

Children Interaction M S N

Comfortable, warm, and loving

Interaction from eye to eye

Uses the required voice modulated

Shows respect for people.

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Knows the extent of growth

Fosters self-help and freedom

Avoid stereotyping and etiquette.

Strengthening positive conduct

Using constructive technical discipline

Records children's comments regularly.

Management of classrooms M S N

Create an inviting atmosphere for learning

It keeps the atmosphere clean.

Ensures a protected environment

Develops observational objectives

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Enables growth in all development areas

Serves as a suitable role model

Prepare and redirect behavioral issues.

It is versatile and adaptable to the needs of children.

Makes good transformations

M S N
Working with parents

Available and accessible to parents

listens and answers parents well

Is sensitive to derogatory details

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Shows appreciation for people of various origins

Able to maintain confidentiality

Searches for parental relationship

Knowledge about the development of the infant is regularly

shared.

Parents are involved in center gatherings and programs.

M S N
Working with co-employees

It polite and welcoming

seeks to take on a reasonable proportion of jobs

Share’s thoughts and supplies

Directly communicate, stops rumors.

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 Criticism with the mentality of learning

Searches for opportunities to support

Resolves dispute on his/her own

Growth and professionalism M S N

Takes work seriously, tries to develop skills.

Workshops and classes are attended.

Sets personal development objectives

Legal comparability

Additional comments:

Goals for improvement:

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Employee Signature:
Date:

Line Manager Signature:

Date:

Conclusion:

In order for the Rose Garden to succeed in its mission and vision, it needs to effectively gauge its
employees' performance periodically and make decisions accordingly. Employees with clear job
expectations are able to perform better which is why job analysis is mandatory to chart out job
description and job specification for any position that is needed to be filled in an organization.
Performance appraisal must be aligned with the strategic objectives of the organization. The
position of activity coordinator is a key position for Rose Garden because it aims to provide
practical learning through activities for children. It is a customer facing role with solid
responsibilities that require an active high potential employee.

Student Experience and Main Challenges:

We had to first establish mission and vision statements for Rose Garden and then to align with its
mission and vision we had to analyse the role of an Activity Coordinator. Job analysis was a bit
challenging for this position because it’s not a Corporate job that can be found easily online.
Another challenge was deriving results-based appraisal approach for the position of activity
coordinator which is much easier for a position that can be gauged quantitatively like sales. In
addition, charting out competencies was relatively easy but identifying the indicators that explain

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those competencies was a tough job. Overall, it was an overwhelming experience and involved
meaningful learning for us.

References:

Employee Performance and Discipline. SHRM. Published April 2, 2020.

https://www.shrm.org/resourcesandtools/pages/employee-performance-and-discipline.aspx

SPHR RRH, SPHR RRH. “Weighty” Performance Appraisal Dilemmas. SHRM. Published
December 18, 2012. https://www.shrm.org/resourcesandtools/hr-topics/employee-
relations/pages/weighting-performance-appraisals.aspx

Armstrong M, Baron A. PERFORMANCE MANAGEMENT a STRATEGIC and INTEGRATED

APPROACH to ACHIEVE SUCCESS. http://jaicobooks.com/j/PDF%20HED/J-
1152%20Performance%20Management.pdf

Buckingham M, Goodall A. HBR.ORG the BIG IDEA Reinventing Performance Management

How One Company Is Rethinking Peer Feedback and the Annual Review, and Trying to Design a
System to Fuel Improvement.; 2015.
https://gattonweb.uky.edu/faculty/troske/teaching/eco411/articles/Reinventing%20Performance
%20Management%20article.pdf

The Importance of Appraisals. Undercover Recruiter. Published September 12, 2017.

https://theundercoverrecruiter.com/the-importance-of-appraisals/

Levinson H. Appraisal of What Performance? Harvard Business Review. Published August

2014. https://hbr.org/1976/07/appraisal-of-what-performance

Attachment:

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