How to Build mature performance management system without any automation software?- Part 2- Lets understand, how to Define KRA?

How to Build mature performance management system without any automation software?- Part 2- Lets understand, how to Define KRA?

Now we understand the importance of a matured performance management system and various benefits which an organization and employees can get with such kind of system in place.

Please note that, if you are a HR professional of a company which do not have performance management system in place, then you should implement it gradually and not in rush, best will be to take up one department at once. I would suggest to start with HR department performance management as you are the functional head of this department and you need not to interact with any other functional manager for functional inputs. Once you devise the system for your department, you can refer the same to other departmental functional head while discussing performance management of their departments and use it as live project and take examples from HR department performance management system.

Let’s start talking about, how do we implement this?

First three things which should be defined well and are the basic blocks of performance management system are:

1) KRA- Key Responsibility Area

2) Weight-age of these KRA

3) KPI- Key Performance Indicators

KRA- Key Responsibility Area:

Every employee is expected to do certain tasks. Main task or deliverables are called KRA wherein sub task which are required to accomplish main task can be referred as sub KRA here.

Many managers get confused between both main KRA and sub KRA due to which number of KRA of a particular employee sometimes cross 10-15 because manager consider sub KRA as main KRA, which should not be the case.

Example : As I have mentioned above, we should start implementation of performance management by taking HR department as case, hence I will be taking examples from HR field only. Lets say, to do recruitment, person responsible for recruitment, need to do lot of activities which will lead to final placement i.e. taking request from hiring manager, searching resume through various sources, short listing resume at his end, sending it manager for views, lining up the candidates, interview coordination, negotiation if candidate get selected etc etc and many other things I don’t want to mention. In this case “Recruitment” should be considered as KRA and rest of the activities should be referred as sub KRA.

Once this is clear, you can make list of KRA and sub KRA for each employee in your HR department. One of the example is as below for your understanding.

Table 1:

Profile : HR Executive

S. No.	KRA	Sub KRA- Detail
1	Recruitment	Getting ER (Employee Requisition)
		In case of new Profile Formulate JD along with HoD
		Discussion with HoD for new Profiles
		Searching profiles through job portal, internal References etc
		Telephonic Round
		Align interviews and other co-ordination.
		Preparing Salary Chart and Salary Negotiation
		Reference Check for Below Senior Executive Level
		Offer letter issuance
		Follow up for Acceptance of offer letter
		Intimation to all Concerns about candidate acceptance
		Monthly Job Profile Updation on Web Portal Check
		Coordinating with Consultants
2	Employee Induction	Confirmation of Candidate Joining on DOJ
		Joining Formalities (Documentation, Medical Certificate, Checking certificates)
		HR Induction
		Coordination for Asset, I Card, Access Card, Email id etc
		Aligning with HOD
		Department Induction of Candidate
		Preparation of Appointment letters
		Handing over all documents to Documentation in charge
		Post Employment Verification of New Joinees
		Bank Account Opening
3	Employee Wishes Mail	Birthday Mail, Wedding Anniversary Mail
4	Exit Formalities	Sending No Dues and Exit Interview form to Resigned Employee
		Assisting Signing Authority from HR on No dues
		Issuance of Relieving and Experience Letter
5	Miscellaneous Work	Warning, Disciplinary, Appreciation Letters
		Coordinating of Monthly Performance Incentive distribution

Previous Post (Part 1)                                                                 Next Post (Part 3)            

Visit HR Forum for your other queries : http://hrsuccesstalk.com/forum/                  

Join us on Facebook : http://www.facebook.com/pages/HR-SUCCESS-TALK/555022717854041