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MPMKVVCL Officers Performance

Appraisal Manual

Rules 2011

Madhya Pradesh Madhya Kshetra

Vidyut Vitaran Company Ltd., Bhopal

Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Ltd.

“Performance Appraisal Rules 2011”

Draft Version: 0.1 Effective Date:

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TABLE OF CONTENTS

REVISION HISTORY.................................................................................................................................... 4

1. Introduction ......................................................................................................................................................5

2. Short Title and Commencement ...................................................................................................................5

3. Applicability ......................................................................................................................................................5

4. Terms & Definitions ........................................................................................................................................5

5. Jurisdiction .......................................................................................................................................................7

6. Interpretation ...................................................................................................................................................7

7. Cases not covered by these rules ................................................................................................................7

8. Revision Control ..............................................................................................................................................7

9. Philosophy .......................................................................................................................................................8

10. Performance Appraisal Committee (PAC) ........................................................................................8

11. Performance Appraisal Format ....................................................................................................... 10

12. Appraisee/ Appraiser/ Reviewer ...................................................................................................... 10

13. Performance Appraisal Process ...................................................................................................... 11

14. Identifying Key Performance Indicator ........................................................................................... 15

15. Target Setting ..................................................................................................................................... 15

16. Request for Change (RfC) ............................................................................................................... 15

17. Mid-year appraisal ............................................................................................................................. 15

18. Year-end appraisal ............................................................................................................................ 16

19. Guidelines for filling up the Performance Appraisal Performa ................................................... 16

20. Calculation of Objective Marks ........................................................................................................ 17

21. Calculation of Final Rating ............................................................................................................... 18

22. Performance Appraisal Reports ...................................................................................................... 18

23. Performance Appraisal Grievance Redressal System ................................................................ 18

24. Transfer of employees in the middle of PAS cycle....................................................................... 19

ANNEXURES .................................................................................................................................................... 20

Annexure I Performance Appraisal Proforma (Company Cadre Employees) ......................................... 21

Annexure II Performance Appraisal Proforma (MPSEB Employees) ....................................................... 29

Annexure II Performance Appraisal Proforma (MPSEB Employees) ....................................................... 29

Annexure III Mid-Year Review Proforma ....................................................................................................... 30




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Annexure IV List of Sections ........................................................................................................................... 31

Annexure IV List of Sections ........................................................................................................................... 31

Annexure V Request for Change ................................................................................................................... 32

Annexure VI Corporate Key Performance Indicator .................................................................................... 34




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REVISION HISTORY

Version No. Date of Release Summary of Changes

Version 0.1 27 / 08 / 2011

Version 0.1 08/ 12 / 2011

Review Approval

Reviewed By:

Signature

Designation

Date

Approved By:

Signature

Designation

Date




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1. Introduction

The Government of Madhya Pradesh vide its order dated 1st July, 02 has incorporated Madhya Pradesh

Madhya Kshetra Vidyut Vitran Company Limited (MPMKVVCL) (hereinafter referred as the “Company”) as a

wholly owned Government of Madhya Pradesh Company to undertake activities of distribution and retail supply

for and on behalf of the erstwhile Madhya Pradesh State Electricity Board (MPSEB) in the areas covered by the

Commissionaires of Central MP i.e Gwalior, Chambal, Bhopal and Narmadapuram (Hoshangabad).

An ideal business organization combines the entrepreneurial excitement of the Employees with rectitude. The

engagement of an Employee in a business setting is governed by a set of well articulated service conditions

which provide directives and lay guidelines for the Employees to achieve effective management. To ensure

high employee engagement and encourage better performance these “Performance Appraisal Rules 2011”

for officers have been created.

These rules have been introduced to fulfil the following objectives:

(i) Need for Accountability: Cascade accountability across levels from the top downwards (e.g Region to

DC) by ensuring ownership of business processes across levels

(ii) Need for Objectivity: Objective measurement of performance against targets set in the beginning of

the year

(iii) Need for Transparency: Transparency ensures uniformity and consistency of the process across the

organization with visible and transparent linkage of actual performance to ratings

(iv) Ease of Implementation: Simplicity and ease of administration

2. Short Title and Commencement

This document shall be called the “MPMKVVCL Officers Performance Appraisal Rules 2011” (hereinafter

referred as the “Rules”).

3. Applicability

These Rules shall be applicable to Regular Employees belonging to Class I, II and cadre of Assistant Manager

and equivalent except any Employee(s) excluded by the management.

4. Terms & Definitions

For the purpose of this document, the expressions mentioned hereunder shall have the meaning respectively

assigned against them unless there is anything repugnant in the subject or context:

(1) Appraisee shall refer to the employee that is been appraised or rated

(2) Appraiser shall refer to the employee who is appraising the appraisee (herein after also referred

as "Controlling Officer" or "Reporting Officer"




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(3) Assessment Year shall refer to the year of appraisal

(4) Base Line shall refer to the last years data for a defined parameter

(5) Board shall mean the Board of Directors and if authorized by the Board, the Chairman and

Managing Director or any other Executive of the Company so authorized.

(6) Board Employees shall refer to employees that were recruited by MPSEB and which are either deputed

or transferred to the company

(7) Chairman and

Managing Director

shall mean Chairman and Managing Director (hereinafter referred as “CMD”) of the

Company.

(8) Company shall mean Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited.

(9) Company Cadre shall refer to employees that are recruited by the company post its conception in 2006

(10) Competent

Authority

shall mean with reference to the exercise of any powers under the Rules the

Executive or Authority to whom such powers are delegated by the management

either in general or in particular.

(11) Corporate Office shall mean the head office of the Company where the CMD and the respective head

of departments operate from.

(12) Department shall refer to an organizational unit or section as defined by the Company a sample list

of the same is defined in Annexure IV

(13) Head of

Department

shall refer to the officer in charge for that department

(14) HR Section shall refer to the Human Resource Section at Corporate Office

(15)

Human Capital

Manual

shall refer to this document which is a compilation of Code of Conduct, Service Rules

and Misconduct and their penalties (herein after also referred as “Service Condition).

(16)

Key Performance

Indicators

shall mean a quantitative parameters against which the individual would be measured.

These are parameters that shall be defined for each officer (individual) based on their

work responsibilities.

(17)

Month shall mean calendar month.

(18) Rating shall refer to the outcome of the performance appraisal process that is given to each




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appraisee

(19)

Reviewing Officer shall refer to the employee who reviews the appraisal report post appraiser's

comments

(20)

Regular

Employees

shall refer to the employee who has been appointed by the company against a regular

sanctioned post

(21)

State Government shall refer to the Government of Madhya Pradesh (herein after also referred as

“GoMP”)

(22)

Target shall refer to the measurable output for each KPI to be measured in a defined time

frame – year, half year or quarter

(23)

Unit shall mean the unit of measure like %, Paisa, No.s etc.

(24) Weightages shall refer to marks assigned to each KPI based on the criticality of the measure and

its impact on the performance of the organization. It should be ensured that the sum of

all Weightages is equal to 100

(25) Objective Marks Shall refer to the marks obtained by an individual in the Section A of the Performance

Report. These shall be calculated based on their performance in the Key Performance

Indicators

Subjective Marks Shall refer to the marks obtained by an individual in the Section B of the Performance

Report. These shall be calculated based on their conduct and behavior at work place

5. Jurisdiction

All matters relating to the service matters of the Employees of the Company shall be adjudicated by the courts

situated at the corporate office of the Company only.

6. Interpretation

In the event of any doubts arising with respect to the provisions of the rules and inadequacy in the scope of its

coverage, the final authority of interpretation shall vest with the CMD whose decision shall be final.

7. Cases not covered by these rules

All cases not covered in these rules shall be decided by the Company.

8. Revision Control



Version: 0.1 Effective Date:

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Any changes made to this document will be done by the Competent Authority who is assigned the responsibility

of approving this document. All amendments and changes to this document will be recorded in the revision

history and the same shall be communicated as and when required.

9. Philosophy

Each individual shall be appraised through the following stages:

(i) Objective Assessment: The objective assessment shall be quantitative in nature and constitute an

objective scorecard with key performance indicators, weightages and targets.

(ii) Subjective Assessment: The subjective assessment shall be qualitative in nature and continue to be

obtained from the qualitative parameters from the existing system of Annual Confidential Report (ACR).

However the existing quantitative sections in the ACR shall be eliminated as they are expected to be

already covered in the objective assessment.

10. Performance Appraisal Committee (PAC)

The company shall form a Performance Appraisal Committee which shall be responsible for following tasks

(i) Identifying and reviewing the Key Performance Indicators/ Weightages/ Targets for department

(ii) Review and Modify any Request for change in KPI/ Weightages/ Targets by HoDs or Individuals

(iii) Monitoring of the entire performance appraisal system

(iv) Resolution of PAS grievances raised by appraisees post the sign off process.

(v) Updating the system in case of any significant changes

Composition of the PAC

1. HR Section head Chairperson

2. Works Section Head Member

3. Commercial Section Head Member

4. Finance & Accounts Section Head Member

5. Projects Section Head Member

6. Procurement Section Head Member

7. Regional Chief General Manager / Chief

Engineer, Bhopal

Member

8. Regional Chief General Manager / Chief

Engineer, Gwalior

Member

In addition to above the committee shall be supported with the following manpower




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HR Manager – 1

Office Assistant – 1

Data Entry Operator – 1

Quorum for meeting of PAC

The PAC meeting shall be conducted with at least a quorum of five of its members including the Chairperson.




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11. Performance Appraisal Format

The company has designed a revised Performance Appraisal format attached in Annexure I. This is done to

ensure objectivity and accountability. This format shall be used for Company Cadre employees however for the

Board employees or Board transferred employees format attached in Annexure II shall be used.

12. Appraisee/ Appraiser/ Reviewer

In the beginning of the Performance Appraisal System cycle the HR department shall identify the list of officers

to be appraised in that financial year and a list of each appraisee with their respective appraiser and reviewer

shall be published by the HR Section. This list shall be based on their posting, location, department etc. The

HR Section should also see that the appraisee should not be related to either the appraiser or the reviewer.

It is to be ensured that an Appraiser shall be of the rank of Manager/ Assistant Engineer(equivalent) or above

and Reviewer shall be of the rank of Deputy General Manager/ Executive Engineer (equivalent) and above. In

case the appraisee is related to the appraiser are related the Reviewer shall be responsible for appraising the

employee (Appraiser).

The same shall be updated under the employee details in ERP.




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13. Performance Appraisal Process

This is an annual process, and the following steps shall be followed for the same

S.No. Activity Description Responsibility Month Duration

Initiating Performance Appraisal System - Setting up of Departmental KPIs and their Targets

Step 1 Formation of PAS Committee

As per Section 10 of the report a Performance Appraisal

committee is to be formed which shall be responsible for

making any decisions regarding PAS

HR Section with approval

from CMD

February 7 days

Step 2

Circulation of Performance

Appraisal Proforma and

Reviewer/ Appraiser/ Appraisee

list

Based on the defined format the Performance Appraisal

Proforma Annexure I & II and the list of Reviewer/ Appraiser/

Appraisee Section 12 are shared via. manual circulation or

can be integrated in to ERP

HR Section

Step 3 Identification of departmental

KPIs

The PAS committee shall be responsible for identifying

departmental KPIs and their weightages as per the guidelines

mentioned in the Section 14

PAS Committee February 14 days

Step 4 Target Setting

Once the KPIs and their weightages are defined the next step

is to do the target setting. The details and guidelines for the

same are mentioned in Section 15

PAS Committee February –

March 30 days

Step 5

Sharing of KPIs and Targets

with respective Head of the

Departments

These KPIs, Weightages, Targets are shared with respective

HoDs for review HR Section March 7 days

Review of Departmental KPIs and their Targets

Step 6

Review of KPIs and their targets

and request for any modification

in the same

HoDs to review the KPIs and Target and in case of any

modifications a request for change and explanation to be sent

to the HR department in the format mentioned in Annexure V

Head of the departments March -

April 15 days




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Step 7

Compilation of request for

change from head of the

departments

All request for change to be compiled and share with the

members of PAS committee HR Section April 7 days

Step 8 Discussion on requests for

change

The PAS committee shall discuss on all RfC and will decide

on which to accept and reject and the explanation of the same

are to be provided

PAS Committee April 7 days

Step 9 Modifications in the KPIs and

Targets

Based on the PAS committee discussion relevant

modifications are to be made to the KPIs and their targets HR Section

April 7 days Step 10 Finalization of Departmental

KPIs and Targets

The revised KPIs, targets and weightages to be finalized and

shared with IT Section and respective HoDs. Reply to be sent

to each RfC (rejected/ accepted) with the decision and

explanation

HR Section

Step 11 Uploading of KPIs and their

targets on Company Website

The revised KPIs, targets and weightages as provided by HR

Section to be uploaded on Company's website for use IT Section

Identification & Finalization of Individual KPIs and their Targets

Step 12 Identifying KPIs and Targets for

Sub Section

Based on the departmental KPIs the HoDs are required to set

targets for their subordinates as per the target setting process

mentioned in Section 15

Head of the departments May 30 Days

Step 13 Signoff of KPIs and Targets for

all

On finalization of individual KPIs and Targets in case an

appraisee does not agree to the same s/he is required to send

a letter in the RFC format as mentioned in Annexure V to the

HR Section within 7 days

Appraisee June 7 days

Step 14 Compilation of request for

change from head of the


members of PAS committee HR Section June 7 days




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departments

Step 15 Discussion on RfC



are to be provided

PAS Committee

June 7 days Step 16 Modifications in the KPIs and

Targets



Step 17 Finalization of individual KPIs

and targets


shared with respective appraisees. Reply to be sent to each

RfC (rejected/ accepted) with the decision and explanation

HR Section

Mid Year Appraisal

Step 18 Mid Year Review and request

for Target Revision

This is to be carried out as per the mid year review process as

mentioned in Section 17 Appraiser October 30 days

Step 19 Compilation of department wise

request for change in Targets


members of PAS committee HR Section November 7 days

Step 20 Discussion on requests for

change



are to be provided

PAS Committee

November 15 days Step 21 Modifications in the KPIs and

Targets



Step 22 Targets to be revised and

circulated


shared with respective appraisees. Reply to be sent to each

RfC (rejected/ accepted) with the decision and explanation

HR Section




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Year-End Appraisal

Step 23 Year end appraisal As per year-end appraisal process as mentioned in Section

18

Reviewer/ Appraiser/

Appraisee

March –

April 45 days

Step 24 Declaration of final ratings Post the year end appraisal process the final rating and report

are to be shared with each appraisee HR Section April 7 days

Step 25 Signoff on final rating

On receipt of appraisal report the appraisee should accept of

reject the rating within 7 days and send the same to HR

Section

Appraisee April 7 days

Step 26 Redressal Process In case of any rejection of rating PAS Grievance redressal

process shall be initiated as mentioned in Section 21 HR Department April - May 30 days




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14. Identifying Key Performance Indicator

The Key performance indicators shall be defined by the Performance Appraisal Committee. While identifying

the KPIs the committee should ensure that these KPIs are based on the principles of SMART; Specific,

Measurable, Achievable, Realistic and Time bound.

With the KPIs their calculation sheet shall also be shared which will have the formulae for calculation of

achievement.

15. Target Setting

This is the most significant exercise in the entire Performance Appraisal Process. At the end of this exercise we

shall be able to finalize the targets for each Key Performance Indicator. To make this process transparent

following guidelines are defined to ensure this process remains transparent.

Guidelines for Target Setting

(i) Base line to be defined for each KPIs

(ii) Study of past trends with respect to their cyclic and/or seasonal variations

(iii) Determination of the appropriate method of computing the targets like simple average, moving average,

weighted average, CAGR etc.

(iv) Defining the tolerance band of performance of the KPIs with respect to the upper and lower control limits

16. Request for Change (RfC)

These are requests raised by Appraiser/ Appraisee/ Head of the Department for revision of Key Performance

Indicator their Weightages and targets assigned to them. These requests are to be submitted to HR Section in

Corporate Office in the format attached in Annexure V.

Based on the inputs the Performance Appraisal Committee shall discuss on these RfCs and in case required

they shall get in touch with the HoD or Appraiser.

17. Mid-year appraisal

A mid-year appraisal is important to review the progress on KPIs and their targets. The guidelines for the same

are mentioned below:

(i) The discussion is to be initiated by the appraiser and shall be between him/ her and the appraisee

(ii) During the discussion the appraiser should record the appraisee’s progress, achievements and challenges

if any




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(iii) Post the discussion the appraiser shall submit duly filled and signed Mid Year Review Proforma with his/

her feedback to the respective Appraisee.

(iv) The Appraisee on receipt of their Mid Year Review Proforma shall give their respective comments on the

feedback and will submit it back to their respective Appraiser.

(v) The Appraiser on receipt of the Mid Year Review Proforma from the Appraisee shall forward the same to

the HR Section in Corporate Office

(vi) In case an appraiser or appraisee feels that their targets need to be revised then the request for the same

in the RfC form is to be sent to HR Section for consideration

(vii) The Mid Year Review feedback shall be shared with each appraisee by the HR Section

Mid-year review Proforma is attached in Annexure III

18. Year-end appraisal

At the end of Performance Appraisal process each appraisee shall be required to fill their Performance

Appraisal Proforma that was share at the beginning of the appraisal process and submit the same to their

appraiser

19. Guidelines for filling up the Performance Appraisal Performa

While filling the performance appraisal the APPRAISEE should keep following points in mind:

(i) The appraisee should fill the KPIs their weightages and targets for their current appraisal year post the

finalization of their KPIs by their appraiser and PAS committee as the case may be

(ii) They should ensure that at the time of year end appraisal they are reporting their achievements accurately

and are calculating their final scores as per the guidelines

(iii) At the time of filling up the Performance Appraisal Proforma the appraisee should maintain at most honesty

and integrity in writing their performance for the appraisal year

Similarly the guidelines for APPRAISER are:

(i) They should assess an officer’s qualities and present performance

(ii) Ensure that the KPIs, Targets and the achievement filled by the appraisee are as defined and are correctly

measured and calculated. In case of any discrepancy the appraiser is free to change the same with

reasonable justification.

(iii) Indentify the officer’s potential for future growth

(iv) Promoting individual performance and organizational efficiency through timely corrective measures




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(v) Do not allow personal feelings to govern your assessment

(vi) Do not make snap judgments

(vii) Be developmental in your assessment

(viii) The Appraiser should judge the Appraiser in the Subjective Assessment under the following parameters

a. Conduct with subordinates, peers, superiors and customers

b. Attitude towards weaker section of society, SC, ST and Females

c. Witten and Oral Communication Skills

d. Punctuality

e. Leadership Qualities

f. Sense of responsibility

g. Aptitude towards learning new things

h. Any new initiative taken in the assessment year

Guidelines for REVIEWER:

(i) The reviewer must ensure that the final rating given to the appraisee by the appraiser are been justified by

reasonable explanation

(ii) Once the reviewer is convinced that the information submitted by the Appraiser and Appraisee is correct to

the best of his/her knowledge s/he can sign the report and forward it to the HR section

20. Calculation of Objective Marks

The objective score shall be calculated as a summation of KPI wise actual achievement as per the target

assigned to them.

Example

# Key Performance Indicators

Unit Weightages

(a) Target (b)

Achievement ( c )

Formula for calculation of marks

Marks Obtained

(d)

1

New Service Connection

% 50 100 80 ( c /b ) x a 40




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2

LT Revenue per unit (RPU)

Rs./Unit

50 2.5 1 ( c / b ) x a 20

Total Marks = ∑d = 40+20 = 60 (out of 100)

21. Calculation of Final Rating

The final rating for any individual shall be calculated based on the scores in Section A and Section B. The

weightages of these scores shall be

Section Weightages

Section A : Objective Marks (OM) 70% for Dy. General Manager equivalent and above

80% for Assistant Manager and Manager equivalent

Section B: Subjective Marks (SM) 30% for Dy. General Manager equivalent and above

20% for Assistant Manager and Manager equivalent

Total Marks 100%

Example for Dy. General Manager

Objective Marks = 79 out of 100

Subjective Marks = 50 out of 100

Total Score = 79*70% + 50*30%

= 64

22. Performance Appraisal Reports

These are the filled up Performance Appraisal Proforma that are signed by the appraisee, appraiser and the

reviewer. These reports shall be sent to the HR department by the reviewer; on receipt of the same the HR

department shall be responsible to check the Objective Score, Subjective Score and the final rating. In case of

any discrepancy the same shall be verified by the HR Section and will be sent back to the Appraisee/ Appraiser

and the Reviewer.

The final reports are maintained by the HR Section and the final rating for each appraisee shall be uploaded in

the ERP. A copy of the Performance Appraisal Report shall be shared with the respective appraisee for

individual feedback and development.

23. Performance Appraisal Grievance Redressal System

Post the receipt of the Performance Appraisal Report by the HR Section each appraisee shall be required to

accept or reject the rating given to them by their Appraiser and Reviewer. In case of any discrepancy the




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appraisee may submit their appeal by submitting the Grievance Redressal Form (Refer Human Capital Manual)

to the HR section for grievance redressal.

The Performance Appraisal Committee shall be responsible and final approving authority for addressing to all

grievances related to this process except for the officers of the rank of General Manager (equivalent) and

above. For these officers Performance Appraisal Committee shall put up the cases to the CMD for final

decision.

24. Transfer of employees in the middle of PAS cycle

(i) Transfer of Appraisee: In cases where an employee gets transferred from one location to another then

their Year- End Appraisal shall be done by each Appraiser where the Appraisee has spent more than 120

days. The final rating given to the Appraisee will be the weighted average of the Total Marks (Objective

Marks + Subjective Marks) obtained by the Appraisee in each location.

(ii) Transfer/ Retirement of Appraiser: In case the appraiser is transferred in the midst of the appraisal cycle

then the Appraiser shall be responsible for providing subjective evaluation to their respective Appraisee in

case their reporting relationship was for more than 120 days. However the Objective Marks given to the

Appraisee shall be done at the end of the year by the Appraiser at the time of year ending. The Total

Subjective Marks obtained by the Appraisee for that year shall be the weighted average of the two or more

subjective marks obtained in that year.

(iii) Transfer/ Retirement of Reviewer: In case the Reviewer is transferred in the midst of the appraisal cycle

then the Reviewer shall be responsible for providing subjective evaluation to their respective Appraisee in

case their reporting relationship was for more than 120 days. However the Objective Marks given to the

Appraisee shall be done at the end of the year by the Reviewer at the time of year ending. The Total

Subjective Marks obtained by the Appraisee for that year shall be the weighted average of the two or more

subjective marks obtained in that year.

However the mid-year review for each appraisee shall be done by their current appraiser.

Illustration:

In the event of an Appraisee or Appraiser or Reviewer spending equal time in two locations, that is, six months

in each location, then the annual appraisal cycle shall be monitored as:

In the case of an Appraisee spending six months in one location and six months in another location, then

fifty percent weightages shall be given to the appraisal done by Appraiser 1 and fifty percent weightages

shall be given to the appraisal done by Appraiser 2. The sum of both the scores shall be the final score of

the appraisee.




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ANNEXURES




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Annexure I Performance Appraisal Proforma (Company Cadre Employees)




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Annexure II Performance Appraisal Proforma (MPSEB Employees)




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Annexure III Mid-Year Review Proforma




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Annexure IV List of Sections

Corporate

Section Sub Section

Commercial Commercial I

Commercial II

Commercial III

Commercial IV

Human Resource Admin

Establishment

Corporate Affairs

Legal Affairs

Procurement -

Finance & Accounts -

Quality Control and Material Management -

Civil -

IT -

Rural Project -

Urban Project -

Works and Planning -

Operations and Maintenance -

Power Load Management -

Field

Region

Circle

STC

STM

RAO

Civil

Human Resource

Meter Testing

Store

LTMT




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Annexure V Request for Change

Employee ID

Name

Designation

Office

Please tick one

Revised Target:

Page 1 of 2

2. Request for Change (Optional)

Key Performance Indicator:

Target:

Reason for Change:

Revised Key Performance Indicator:

Request for Change

Reason for Change:


Target:


2. Appraisee

3. Others (pls specify)

1. Request for Change (mandatory)

1. Head of the Department

Revised Target:




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PAS Committee decision and explanation

This section is to be used only by HR

Revised Target:

Comments (if any)

Signature

Name:

Date:

3. Request for Change (Optional)


Target:

Reason for Change:

Page 2 of 2





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Annexure VI Corporate Key Performance Indicator

Sample

S.No. Key Performance Indicators

1. AT & C Loss Levels

2. Capitalization of Assets

3. % of employees undergone training

4. Increase in Consumer base

5. Increase in Revenue / RPU

1

Performance Appraisal Proforma

2011

Name of the Appraisee: _____________________________________________________ Name of the Appraiser: ________________________________________________ Designation:_____________________________________________________________

Appraiser(s) and Reviewer: *the aforementioned details should be as per HR Department Appraisee / Appraiser Circular

Name & Designation

Office Period worked Signature

Controlling Officer (1)*



Reviewer*

Employee ID

2

Section A (To be filled in by the Appraisee, Appraiser and Reviewer) 1. Brief description of Duties / Expectations : (Please specify the tasks you are required to perform or the expectations from you in the position you hold)

2. Achievement / Accomplishment against the Performance Measures:

Department (Please fill in the department name specific to you)

Key Performance Indicators (Please fill in the department specific KPI’s)

Target Achievement % Achievement

Allocated Marks

Score

Objective Marks Total 100

3

Comments by the Appraisee

Marks by Appraisee

Appraisee’s Signature

Comments by the Appraiser

In case of change in Marks mention details

Marks by Appraiser

Appraiser’s Signature

Comments by the Reviewer

In case of change in Marks mention details

Marks by Reviewer

Reviewer’s Signature

4

Section B (To be filled by the Appraiser and Reviewer only) 1. Awards/Honors: (Please specify, if any)

2. During the period under report, do you believe that you have made any exceptional contribution? If so, please give a verbal description (within 100 words):

3. Appraisee’s Performance Summary For Appraiser

For Reviewer

5

Subjective Marks

Marks by Appraiser (out of 100)


Appraiser’s Comments

Marks by Reviewer (out of 100)


Reviewer’s Comments

Feedback for the Appraisee

By Appraiser

By Reviewer

6

Section C (To be filled by the Reviewer & Accepting Authority only) Final Score:

Particulars Marks Obtained Weight %

Objective Marks (OM) (as per Section A)

70%/ 80%

Subjective Marks (SM) (as per Section B)

30%/ 20%

Total Score

(Weighted Average of Objective and subjective marks)

100%

Grading shall be decided as under:

Achievement Grade

above 95 A +

from 86 to 95 A

from 76 to 85 B

from 66 to 75 C

Below 65 D

Final Grade: __________

Reviewer Comments if any


Consent of Accepting Authority (Y / N)

Comments if any

Accepting Authority’s Signature

7

Section D (To be filled by the Appraisee, Appraiser & Reviewer only) In case of difference of opinion details and reasons for the same may be given by the Appraisee

Appraisee’s Signature

Comments /Clarifications in case of difference of opinion

By Appraiser


By Reviewer

Reviewer’s Comments

@ D-lI JAtt I

I t u t z q - ll v z q ,

l**fu-t""r" I

MADHYA PRADESH MADHYA KSHETRA VIDYUT VITARAN COMPANY LIMITED

APPRAISAL REPORT

FOR

GAZETTED OFFICERS

From . . . . . . . . . . . . . . . . To

Part-1 Personal Data (To be fil led in by the Appraisee)

1. Name in ful l : .(in block letters)

2. Father's Name/ : .Husband's Name

3. Date of Birth :

4. Date of appointment :in Board's Service

5. Employee Number/G.P.F. A/c Number

6. Academic Qual i f icat ion :

7. Designat ion

8. Date of appointment :in present rank

9. DepartmenUSection :

10 . P resen t p lace o f pos t i ng : . . . . . . . . . . . . . . . .

(2)

11. Various Posts held during the Designation period Name ofreporting year & Station from to Reporting Officer

12. Period alongwith places ofpost ings held in var ious cadressince joining the Board asA.E.or equivalent cadre

(Separate sheet may beattached, if required)

Cddre Place of No. of Yrs./Monthspost ing

13. Period of absence during the year Medical leave/Earned leave/Training(Str ike out which is not appl icable)

months

l f on training Subject of Training

oays

14. Educat ional Qual i f icat ionacquired during the year, i f any

(3)

15. Publrcations, during the year, i f any

16. Awards, during the year, i f any

17. Membership of Professional Institutions:

1)

2)

3)

4)

18. Hobbies/Fields of study pursued:

19. Specif ic t raining required in any special ised area which in your opinion would help you to improve yourperformance:

(4)

Part-ll DUTIES/JOB ASSIGNMENT: (To be f i l led by Appraisee)

1. Brief Descript ions of duties:

2. Quantitative/Physical/Financial targets objectives (8 to 10 items, Priority-wise, in order of importance,including vigi lance work in respect of employees/area under your control) set by yourself or set for you andyour achievements against each. Clearly indicate your specif ic contr ibut ion.

I te ms/Ta rgets/O bj ectives Achievements

I

(5)

3. Shortfall with reference to items/targets/objectives referred to in item 2 (Mention constraints, if any, rnachieving the targets and remedies).

4' Achievements & Suggest ions about effect ing economy and avoiding wasteful expendrture in the operarronspertaining to your charge.

Place

Date:

Signature of Appraisee

Name ( in block let ters)

Designat ion

(6)

PART-IIIASSESSMENT OF OUT-PUT, ABILITY AND TRAITSCHECKLIST FOR REPORTING OFFICER

> This system is to be used as an instrument fora. Assessing an officer's qualities and present performance.b. ldentifying the officer's potential for future growth.c. Promoting individual performance and organisational efficiency through timely corrective measures.

) Each attribute has to be evaluated individually, shutting off the ratrngs of other attributes.> Appraisers are free not to evaluate a traiUattribute if they have insufficient knowledge of that aspect of the

appraisee Officer.> Do not allow persOnal feeling to govern your assessment.> Do not make snape judgements.

) Be developmental in your assessment.> Donotmakeassessmenti f theappraiseeisarelat ionof your. Passontheformtothenexthigheroff icer.

(To be filled in by the Reporting Officer)

(A) Nature and Quality of Work:1. Please comment on Part-ll as fil led up by the officer and specifically state whether you agree with the answers

relating to tasks, targets, achievements and shortfalls. Also sfecify constrainis, if iny in achieving theobjectives.

2. Quality of out put:Please comment on officer's quality of performance having regard to standard of work and programme,objectives & constraints, if any.

3. Task relevant knowledgeSpecific comment on (i) levelof knowledge and functions and (ii) related instructions and their application

(7)

(B) ATTRTBUTES:1. Attitude towards work:

(a) Dedication, motivation, willingness to learn & systematise work

(b) Sense of responsibility, maintain sustained quality output. Commitment to objectives:

2. Decision making ability and judgement:

3. Initiative :Capacity and resourcefulness of the officer for handling unforeseen situations on his/her own and willing-ness to take additional responsibility and new areas of work.

4. Ability to inspire and motivate :

Capacity of the officer to motivate, to obtain willing support by own conduct and to inspire confidence

I

(8 )

5. Communicat ion ski l l (Wri t ten and Oral) :Abi l i ty to formulate points logical ly and to present them clearly and in an effect ive manner. Composit ion, styleconsciousness and oersuasiveness.

(a)Written

(b) Orat

6. Inter - Personal relat ion and team work.(a) Personal relat ions with superiors, col leagues and subordinates, sense of humour and abi l i ty to mix,Capacity to work as a member of a team and to promote team spir i t .

(b) Consideration for others and inter-departmenta! co-operation

7 . Relat ionswith oubl ic:Please comment on the off icer 's accessibi i i ty to the publ ic and responsiveness to their needs(Where appl icable)

8. Temoerament:

I

(e)

Attitude towards SC/ST/Weaker Sections of Society:Please comment on the officer's understanding of the problems of SClST/Weaker Sections of society andwil l ingness to dealwith them :

10. Apt i tude and Potent ial :

Please indicate three f ie lds of work from amongst the fol lowing for possible special isat ion and careerdevelopment of the officer. Please rnark 1 2.3 in three appropriate boxes.

1 . Pro fess iona l f ie ldmanagement

2. Personaladministrat ion

3. General management and co-ordinat ion

4. P lann ing

7. ResourcelVanagement

L System analysrs and synthesis

9. Pol icy formulat ion

10. Hospitai administrat ion

(for medical officers)

11 . Any other f ie ld (Please specify)

tltltlfI

t:]t_l

f:l[]

Ef:l

[]

f:l5. Project management

6. Research and development

(C) ADDITIONAL ATTRIBUTES:(Appl icableincaseofoff icersoftherankof SEsorequivalentcadre&above)

1. Leadership and Management Qual i t ies

(a) Ab i l i t y to w i ths tand St ress : . . . . . . . . . . . . . . . .

(b) Abi l i ty to contr ibute or iginal ideas and new methods to achieve the targets :

I

(10 )

(c) Commitment and steadfastness

(d) Ripe understanding of means and matter

(e) Organising capacity :

(f) Ability to motivate individuals:

(g) Provide clearguidance and training to subordinates

2. Skil t in dealingwith the public:

Accessibility, responsiveness to the needs of the common man, persuasiveness :

3. Supervisory ability relating to :

( i ) Proper ass ignments of tasks : . . . . . . . . . . . . . . . . .

(ii) ldentification of proper Personnel for performing the tasks

(ii i) Guidance in the performance of tasks :

(iv) Review of performance

( 1 1 )

PART-IV GENERAL ASSESSMENT: (To be Fi l led by Report ing Off icer)

1. State of Health

2. Integrity

3. GeneralAssessment 'Please give an overallassessment of the officer

4. Adverse remarks, if any, including penalties imposed or warningsidispleasures communicated during theyear. lf Yes, specify in brief.

5. Grading:Please indicate one of the followinggrading in the box provided for

Outstanding/Excellent I A*

Verygood I A Average I C

Good B Below Average I D

6. Remarks to be conveyed, if any should be worded clearly and state whether it is to be concluded as "Adverse"

or"Advisory".

Place:

Date:

Signature of Reporting Officer

Name (in block letters)

I

Designation

(12)

PART.V REMARKS OF THE REVIEWING OFFICER

1. Length of service underthe Reviewing Officer.

2. ls the Reviewing Officer satisfied that the Reporting Officer has made hisiher report with due care &attention and aftertaking into account al l the relevant materials? l f not, state reasons.

3. Do you agree with the assessment of the officer made by the Reporting Officer? lf not, state

reasons.

4. General remarks with spe'cif ic comments on remarks rnade by the Reporl ing Off icer and remarks

about meritorious works of the offtcer.

( 1 3 )

Has the officer any special characteristics and/or any abilities which would justify his/her selection, for specialassignment, if so, specify?

6. Grading.

P lace :

Signature of the Reviewing Officer

Name (in block letters)

Designat ionDate

REMARKS OF THE ENDORSING OFFICER(WHEREVER APPLICABLE)

Signature

Place:

Date:

Name ( in block let ters). . . .

I

Designat ion

L(14)

PART.VI REMARKS OF THE ACCEPTING AUTHORITY

Place:

Signature

Name ( in b tock te t te rs ) . . . . . . . .

Designat ionDate :

( 1 5 )

INSTRUCTIONS

1. The Confident ial Report is an important document. l t provides the basic and vi tal inputs for assessing the

performance of an officer and for his/her further advancenlent in his/her career.The officer reported upon, the

Reporting, the Reviewing and Accepting Officers should therefore, undertake the duty of fil l ing out the format

with sense of responsibility.

2. Performance appraisal through Confidential Reports should be used as a tool for human resources

development. Reporting Officer should realise that the objective is to develop an officer so that he/she realises

his/her true potential. lt is not meant to be a faultfinding process but a developmental one. The Reporting Officer

and the Reviewing Officer should not shy away from reporting shortcomings in performance, attitudes or overall

personality of the officer reported upon.

3. The columns should be f i l led up with due care and attent ion and after devot ing adequate t ime. Any attempt to f i l l

the report in a casual or superf ic ial mannerwi l l be easi ly discernible to the higher authori t ies.

4. Every answer shall be given in narrative form. The space provided indicates the desired length of the answer.

Words and phrases should be chosen carefully and should accurately reflect the intention of the authority

recording the answer. Please use unambiguous and simple language. Please do not use omnibus expressions

l ike "Outstanding", "Very Good", "Good", "Average", or "BelowAverage" whi le giving your comments against

any of the attributes.

5. The Report ing Off icer shal l , in the beginning of the year set quant i tat ive/physical / f inancial targets in

consultation with each of the officers with respect to whom he is required to report upon. Performance appraisal

should be joint exercise between the officer reported upon and the Reporting Officer. The targets/ goals shall be

set at the commencement of the reporting year i.e. April. In the case of an officer taking up a new assignment in

the course of the reporting year, such targets/goals shall be set at the time of assumption of the new

assignment.

6. The targets "should be clear ly known and understood by both the off icers concerned. Whi le f ix ing the targets,

pr ior i ty should be assigned i tem - wise, taking into considerat ion the nature and the area of woik and special

features that may be specific to the nature orthe area of the work of the officer to be reported upon.

7. Although performance appraisal is a year-end exercise, in order that it may be a tool for human resource

development, the Report ing Off icer and the.off icer reported upon should meet during the course of the year at

regular intervals to review the performance and to take necessary corrective steps.

8. l t should be the endeavour for each appraiser to present the truest possible picture of the appraisee in regard to

his/her performance, conduct, behaviour and potential.

L Assessment should be confined to the appraisers performance during the period of report only.

10. Some posts of the same rank may be more exacting than others. The degree of stress and strain in any post

may also vary from time to time.These facts should be borne in mind during appraisal and should be

commented upon appropriately.

11. The fol lowing procedure should be fol lowed in f i l l ing up the column relat ing to integri ty-

(i) lf the officer's integrity is beyond doubt, it may be so stated.

(ii) lf there is any doubVsuspicion, it should be stated so in column but in support of that a separate note be attached

citing reasons for the same.

I

12.

4 ?

14.

( 1 6 )

The Reporting and Reviewing Officer shall indicate grading in words in the wrndows provided for recording

overall grading by the Reporting and Reviewing Officers. For example, in case on the basis of overall

performance. Reporting Officer grades the appraisee as "Good", i.e. Grade "B" he should mention the same as

be low: -

Good B

Grading "C" or "D" in column 5 Part-lV with remarks recorded in column 6, if any shall be co;nmunicated,

Grading given in column 5, Part-lV shall be based on overall performance of the Officer reported upon. Advisory

remarks, if recorded in column 6 are meant to be communicated to the officer reported upon for required

corrective action and shall not on its own automatically amount to grading "C". In other words grading could be

anywhere betweenA+ to C, even if advisory remarks are recorded in column 6.

lf appraisee has served for more than 120 days in one financial year under more than one officer, he/she shall fi l l

up separate forms and submit these to present Reporting Officer, who shall arrange to get Part-ll l & lV fil led up

by the officer who was the reporting officer during the period of report. Thereafter, all the Appraisal Report forms

of a particular appraisee in a financial year shall be bunched and submitted by the present Reporting Officer to

the Reviewing Officer for recording his comments in Part-V and onward transmission to the accepting authority

for recordino his comments in Part-Vl.

,1 A (a) The Appraisee means

(b) The Reporting Officer means

(C) The Reviewing Officer means

(d) TheAccept ingAuthori tymeans

The officer whose CR is to be written.

The immediate next officer under

whom the appraisee has worked.

The immediate next higher officer of reporting officer.

(i) (a) Concerning E. Ds/CEs (Region/Power

Station/ Power P rojects)

(b ) Add l . C .E. (O & M Hyde l ) , Jaba lpur fo r

his office and officers working in Hydel

Power Stat ions.

(c) Concerning Heads of Department at

Jabalpur. ( in cases of Asstt . Engineer

or equivalent rank)

(d) Secretary in cases of Medical Officers

of Board's Hospital at Jabalpur and

Welfare Officers.

( i i ) (a) The concerned Member Incharge of

the wing in case of of f icers of the rank

of Execut ive Engineer or equivalent

rank,

(b) Secretary in case of SeniorWelfare

Officers,

( i i i ) The Chairman, in case of of f icers of

rank of Supdt. Engineer or equivalent

and above

Mid-Year Appraisal Proforma

Name of the Appraisee: _____________________________________________________

Designation: _____________________________________________________

Name of the Appraiser: _____________________________________________________

Designation: _____________________________________________________

Employee ID

Department (Please fill in the department name specific to you)

Key Performance Indicators (Please fill in the department specific KPI’s)

Target Achievement Feedback

Feedback (to be filled by Appraiser)

Comments (to be filled by Appraisee)

___________________ ___________________

Appraiser’s Signature Appraisee’s Signature

Date: ______________ Date: ______________

Location: ______________ Location: ______________

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