MANAGING OLD MUTUAL

@ OLD MUTUAL

A guide to the ACT NOW! Multi-Rater process

Contents

Introduction 03

Overview of process

04

The Welcome page

05

Changing your password

06

Choosing assessors

07

Approving assessors

11

Completing a self assessment

13

Completing a self assessment for someone else

15

Printing a Multi-Rater report

17

Viewing my team’s progress on the

18

ACT NOW! Multi-Rater

Printing my team’s Multi-Rater reports

19

This guide is designed to help familiarise everyone with the new system and outline the actions needed to complete the ACT NOW! Multi-Rater process.

Actions that are required to be completed by

all staff have been highlighted by this icon.

Actions that are required to be completed by

managers have been

highlighted by this icon.

For more information and help using the system, please contact your HR Business Partner.

Introduction

People work at their best and are motivated to perform when they clearly understand how their role supports the business and how their individual performance impacts on their financial rewards and career progression.

Performance management is a business process that helps you do this by connecting your targets, objectives and business results to individual performance.

Managing Performance @ Old Mutual is the new online performance management system designed to provide you with simpler, more consistent tools and processes to undertake the above tasks. This involves measuring both the ‘what’ and the ‘how’ so that we connect our strategy and vision to our behaviour.

Managing Performance @ Old Mutual does both of the above, using a consistent, streamlined process with a single rating scale across the Old Mutual Group.

The system uses a work-flow process, which will prompt you to complete your necessary tasks. You will receive these prompts/alerts via email.

You will be invited to use the system for the first time via a ‘Getting Started’ email from:

[email protected]

Overview of process

The system enables you to complete the four key steps in the annual performance management process online.

The benefit is that the process will be more streamlined enabling you to keep better track of your performance in one place. But ultimately it is still just a system, and it has its limitations. What it can never replace is the regular, two-way, face-to-face conversations that you should be having with your manager throughout the performance year.

Establishing Scorecards

This is when you and your manager agree your scorecard for the coming year. This step helps you understand your role in meeting team goals in line with the strategic direction and challenges of the organisation and your business unit. Scorecards should focus on the ‘critical few’ priorities for the year, and be specific, measurable, achievable, relevant and time bound (SMART).

Mid-Year Review and Development Plans

The Mid-Year Review is an opportunity to review your progress against current objectives and create a personal development plan for the next 12 months.

ACT NOW! Multi-Rater

The ACT NOW! Multi-Rater assessment is a questionnaire that you invite other people to complete to evaluate how well you demonstrate the ACT NOW! Behaviours.

The process begins with you choosing a list of people to assess you. Your manager approves this list. You will also complete a self assessment. This feedback will be taken into account by your manager when they complete a final assessment of your performance at the Year-End Review.

Year-End Reviews

The Year-End Review performance discussion is an opportunity for you and your manager to review overall performance and behaviours for the year. Your final rating is used to calculate any potential performance incentives or bonuses and for reference in other talent processes. The final rating may be modified by the ACT NOW! Multi-Rater and calibration.

Establish scorecards

1

Mid-Year reviews & development plans

2

3

4

The Welcome page

Log in to Managing Performance @ Old Mutual at https://oldmutualgroup.csod.com/

Email

This is your work email address.

Password

If using the system for the first time or if you have forgotten your password, enter your email address and click ‘Forgot password’. A second screen will come up, enter your email address here as well. You will then receive an email with a link allowing you to choose a password. Use your email address and new password to log in to the system.

TIP

In the system, when you forget to enter information in a compulsory field, you will be notified with an error message:

*

*

Changing your password

Once you have logged in you will see the Managing Performance @ Old Mutual

homepage.

You can change your password at any time by accessing ‘My Account’ in the top right corner of the homepage.

Select ‘Options & Change password’’

Enter your current password, then a new password, then re-enter the new password. Click ‘Save’ to save your new password.

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When you change your password, choose a memorable but secure password. Your chosen password must include at least one capital letter and one number, and must be longer than eight characters.

Choosing assessors

What to expect

l Your first task will be to choose your assessors. You will receive an email alerting you when it is

time to do this. This launches the ACT NOW! Multi-Rater process in the system.

l Your manager does not complete an evaluation for you, but they do approve the assessors

you choose.

When you log in, go to ‘My actions’ and find the ‘ACT NOW! Task’ in the ‘My actions’

box. Click on this task.

The new screen will show you the assessments you need to complete. Choose the ‘Self appraisal’ task. Click on ‘Begin’

This will take you to a screen where you can choose the assessors that you would like to provide feedback for you.

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You may be presented with more than one Multi-Rater assessment task to complete. This is because you may be requested to assess someone else on the Multi-Rater, as well as yourself.

You will be presented with two different categories of assessors – Direct Reports and Peers and Other Stakeholders. Refer to the Glossary on page 21 for definitions.

To add an assessor, click on the plus (+) sign above the green strip in either of the categories. A ‘User’ is someone who is an Employee of Old Mutual. An ‘External User’ is someone who is external to Old Mutual. See Glossary on page 21 for more information.

If you think they are likely to be on the system then click ‘Add User’.

A sub-window will appear allowing you to search for the person using a number of criteria including last name or first name.

Once you have found them, they will appear in a list. Click on the plus (+) sign next to their name to add them as an assessor and then click ‘Done’ or search for further people.

TIPS

You will require between 5-10 assessors. There should be a minimum of three in both categories.

If you have three or less direct reports you will only see the ‘Peers and Other Stakeholders’ category. Any direct reports should be added to this category.

To add an External User (a person not registered to use the system), click on ‘Add External User’.

A sub-window will appear where you can search through external users that have previously been added.

Or you will be able to ‘Add New External User’. To do this you will need to add their name and an email address.

Fill in their name and email address and click ‘Add’. Click ‘Done’ when all external assessors have been added.

Once you have added your assessors:

l Tick the ‘Select’ box to the far right of each name. l Click ‘Continue’.

The sytem will then take you to a screen where you can complete your self assessment.

Do not complete your self assessment until your manager has approved your assessors. Click ‘Save & Return’ to exit.

Approving assessors

l Managers will not be asked to evaluate their direct reports during the ACT NOW!

Multi-Rater process.

l Instead, their role is to approve the assessors that their direct reports choose to complete the ACT

NOW! Multi-Rater for them.

l Managers will receive an email alerting them when it is time to log in to the system and approve

assessors.

l If any direct reports have not selected assessors, managers should ask them to do so as this

launches the Multi-Rater process.

To approve assessors click on the ‘Approve assessors (Managers only)’ quick link on the home page.

You will see a screen that displays all of your direct reports who have peer relationships. The number of ‘Peers’ indicates the number of people already approved to complete a Multi-Rater assessment for each direct report.

‘Approval pending’ indicates the number of people still required to be approved or denied as Multi-Rater assessors.

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In the system, ‘Peers’ is a collective term for all assessors who have a working relationship with an employee. Peer is also a specific category of assessors within this list.

To approve or deny pending requests use the eye icon on the right hand side, to select the direct report for whom you would like to approve or deny the assessors chosen.

Approve or deny the selected assessor by clicking on the green tick for approval or red cross for denial. You will need to discuss amendments to the list with your direct report.

What happens when assessors are approved?

If an assessor is not a user on the system, they will receive an email with a link to the Multi-Rater where they can perform the assessment on your direct report.

If the assessor is a user on the system, they will receive a new task through the system asking them to complete the assessment on your direct report. Users will also be notified by email.

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While you won’t complete an ACT NOW! Multi-Rater on your direct reports, you will need to complete one for yourself and may well be chosen to complete one on people you have a working relationship with. You will receive an email alerting you to this and a task will be assigned to you in the system.

Completing a

self assessment

When you log in, go to ‘My Actions’ and find the ‘ACT NOW! Task’. Click on this task.

The new screen will show you the assessments you need to complete.

Choose the ‘Self appraisal’ task. This will take you to a screen where you choose the assessors that you would like to complete a Multi-Rater on you.

Check your assessors are approved and selected and then press ‘Continue’ to begin your self assessment.

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You may be presented with more than one Multi-Rater assessment task to complete. This is because you may be requested to assess someone else on the Multi-Rater, as well as yourself.

You will now be asked to complete the ACT NOW! Multi-Rater for yourself. Take the time to familiarise yourself with the rating scale instructions at the top of the assessment screen.

Begin the review by clicking on the appropriate rating for each behaviour.

Once you have completed all 36 questions, click ‘Continue’ to complete two free-format questions. Then click on ‘Submit’ or ‘Save and Return’. If you choose the ‘Save and Return’ option you can review your answers at another time before submission. Once you have submitted you cannot change your selections but you will still be able to review them.

Completing an

assessment for

someone else

When you log in, go to ‘My Actions’ and click on the task you wish to complete.

The new screen will show you the assessments you need to complete. Click on ‘Begin’ next to the asssesment you wish to complete.

You will now be asked to complete the ACT NOW! Multi-Rater. Take the time to familiarise yourself with the rating scale instructions at the top of the assessment screen.

Begin the review by clicking on the appropriate rating for each behaviour.

Once you have completed all 36 questions, click ‘Continue’ to complete two free-format questions. Then click on ‘Submit Assessment’ or ‘Save & Return’. If you choose the ‘Save & Return’ option you can review your answers at another time before submission. Once you have submitted you cannot change your selection but you will still be able to review them.

To print your self assessment click ‘Print’. A pop up screen will show the competencies and you can print these by clicking ‘File´ in the top left corner of the screen and then ‘Print’.

Printing a

Multi-Rater report

If you wish to print your ACT NOW! Multi-Rater report, choose the ‘My ACT NOW! Multi-Rater Report’ quick link on the Welcome page.

Then click on the options icon on the far right hand side of the Multi-Rater report you wish to print.

You will then be able to view the summary report on screen or click on the PDF icon ‘View Assessment Report’ to print or view a full report. Pop up blockers need to be disabled.

Viewing my team’s

progress on the

ACT NOW! Multi-Rater

Managers can monitor the progress of their direct reports throughout the Multi-Rater process.

On the homepage, click on ‘My Team’ in the top navigation bar.

Select the direct report you wish to check the progress on.

Click on the ‘Action Items’ option in the secondary menu and then choose the ‘Current’ option. Select a particular Multi-Rater from the list on display, this will then take you into the task status.

Printing my team’s

Multi-Rater reports

If you wish to print any of your team’s ACT NOW! Multi-Rater reports, choose the ‘My Team’

menu tab on the Welcome page.

Select the direct report you wish to print a report for. Then click on the ‘Performance’ option on the menu.

You will then be able to view the summary report on screen or click on the PDF icon ‘View Assessment Report’ to print or view a full report. Pop up blockers need to be disabled.