1HR-SMC and HR-SPS – 10 January 2011 1

MARS 2011REFRESHER PRESENTATION

HR presentations to staff members: 10 January 2011 – BE Auditorium Prévessin

11 January 2011 – Council Chamber

13 January 2011 – Kjell Johnsen Auditorium

Classification & Remuneration Services, Organisation and Procedures Unit

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TABLE OF CONTENTTABLE OF CONTENT

1. Introduction

2. Why a performance evaluation scheme?

3. How and when is performace evaluated?

4. Where do I find help?

5. MARS 2011 EDH Form

6. MARS and CERN Competency Model (CCM)

7. Time for Questions

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1.1 Introduction: What

MARSMARS= =

MERIT, APPRAISAL &MERIT, APPRAISAL &

RECOGNITION SCHEMERECOGNITION SCHEME

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DateDate SystemSystem Main changesMain changes

19921992 MOASMOAS Formalised annual objectives

Performance reviews

o Limited merit-based reward

20012001 MAPSMAPS Annual performance appraisals maintained

Modularity in advancement & rewards

o Limited recognition of high performers

20072007 MARSMARS Dynamic career & merit-oriented system

Flexible reward possibilities

Progression & prospects for high performers

1.2 Introduction: What

What is rewarded at CERN?

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How is work evaluated?

What are the rewards?

How and when are they granted?

1.3 Introduction: What

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Opportunity to:

• Give direction / Set objectives

• Check that work is on the right track

• Improve poor performance if necessary

2.1 Why a performance evaluation scheme?

RecommendedRecommended!!

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Not Not recommended!recommended!

Performance Appraisal = opportunity for DIALOGUE between Staff and Supervisor

2.2 Why a performance evaluation scheme?

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Career evolution • Evolving functions• Responsibilities• Promotion Financial

• Advancement (steps)• Awards

Opportunity to• Recognize results• Grant Rewards

2.3 Why a performance evaluation scheme?

Review of PAST work: Reflection on Performance• Measurement

assessing performance against agreed targets

• Feedbackinformation to staff on performance + progress

• Exchange of viewswhat happened? what support staff need? How to improve?

FUTURE objectives / Development / Improvement• New objectives

for the year to come

• Training needs

• Actionswhat actions need to be carried out by staff + supervisor

AGREEMENT!9

3.1 How is performance evaluated?

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•Semi-skilled •Specialized •Skilled crafts•Skilled office work

•Technical•Administrative •Craftsmanship

•Higher Technical•Higher administrative

•Technical Engineering•Executive administration

•Scientific•Engineering•Professional administration

•Senior Staff

AA A B C D E F Ga b c

1

2 1

3 2 1

4 3 2

5 4 3

… 5 4

… 5

…

ADVANCEMENT Annual procedure Based on Performance

o Non-meritorious

o Meritorious

o Particularly meritorious

Promotion

3.2 How is performance evaluated?

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•Semi-skilled •Specialized •Skilled crafts•Skilled office work

•Technical•Administrative •Craftsmanship

•Higher Technical•Higher administrative

•Technical Engineering•Executive administration

•Scientific•Engineering•Professional administration

•Senior Staff

AA A B C D E F Ga b c

1

2 1

3 2 1

4 3 2

5 4 3

… 5 4

… 5

…

Promotion

PROMOTION Not systematic! Proposed in case of

change of Functionso Level of Expertise

o Level of Responsibilities

3.3 How is performance evaluated?

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•Semi-skilled •Specialized •Skilled crafts•Skilled office work

•Technical•Administrative •Craftsmanship

•Higher Technical•Higher administrative

•Technical Engineering•Executive administration

•Scientific•Engineering•Professional administration

•Senior Staff

AA A B C D E F Ga b c

1

2 1

3 2 1

4 3 2

5 4 3

… 5 4

… 5

…

Promotion

FINANCIAL AWARDS Exceptional Services Award

o Cash award (1000 - 5000 CHF)

o Paid in lump-sum

Responsibility Awardo Temporary additional responsibilities

o Monthly allowance (5% - 10% salary)

3.4 How is performance evaluated?

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Stages When? How? By or With Whom?

Interview Staff member & SupervisorJan. – Feb. each year

Appraisal (Evaluations in MARS form) Supervisor & Group Leader(Staff member can comment)

March - April each year

Performance ratingNon meritoriousMeritoriousParticularly Meritorious

Department Head (consults GLs + HRA)April each year

Advancement (Steps)PeriodicExceptional

Department Head (consults GLs + HRA)

Director General (consults DHs + HR)1st July each year

PromotionSalary Band changeCareer Path changeExceptional Career Path Extension

Career ReviewsIf major change of functions1st July each year

3.5 When is performance evaluated?

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Dates MARS interview Dates Merit recognition proposals

01.12.10 Start of interviews

11.03.11 Complete interviews

18.03.11 F&G Promotions

15.04.11 MARS Form signed by GL for comments to Staff member

29.04.11 Career review interviews for CP changes A-E

29.04.11 A to E Promotions

13.05.11 Advancement

13.05.11 Review of proposals by HR

31.05.11 Enlarged Directorate (E.D.) for Sr. Staff promotions

01.06.11 Review of other proposals in E.D. and Approval by DG

30.06.11 Congratulation letters to Staff members

15.07.11 Release of MARS Form to Staff member

3.6 MARS 2011 Calendar – provisional (pending SCC / CCP Approval end Jan. 2011)

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StagesStages Information AvailableInformation Available

Interview how, when, with whom...?

HR Websitehttps://cern.ch/hr-eguide/mars

• Dates• Criteria• Procedures• Forms• …

MARS FAQ HRT MARS Tool Admin. Circular 26 Career Path Guide

Evaluation

Performance rating

Advancement (steps)

Promotion Career review - Documentation - Advisory bodies - WHO takes decision? HOW is it taken and WHEN?

4.1 Where Do I Find Help? https://cern.ch/hr-eguide/mars

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DEPT/UNIT MARS COORDINATOR HRA

BE L. Van Cauter-TannerJ.-P. Matheys

C. Lehtinen

DG C. PettenatiF. Rabier

P. Berry

DGS E. Cennini G. Guinot

EN F. Ziesler M. Dorn

FP C. Ecarnot M-L. Falipou

GS V. Marchal K. Fox

HR P. Berry P. Berry

IT A. Silverman, N.Thiers& C. Isnard

F. Licci-Ounnough

PH N. Knoors C. Granier & M-L. Falipou

TE D. Duret & G. Hobgen B. Delille

4.2 Where Do I Find Help? MARS Coordinators & HRAs

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Ariana Morris

Donia Grandclaude

Peter Berry

at your service!

Human Resources DepartmentBuilding 5, 1st floorOffices 5-1-019 / 5-1-024

??4.3 Where Do I Find Help? HR Classification & Remuneration

SubjectsSubjects

1. Persons involved

2. The e-MARS Report

3. Routing of the Report

4. Access to the Report

5. Forward with Rights

6. More information

5. MARS 2011 EDH Form

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1. Persons involved 1. Persons involved & & their Functions

Staff member

Supervisor(s) evaluation of results, assessment and new objectives

Group Leader(s) assessment and validation of new objectives

Department Head performance rating

MARS Coordinator dep. coordination

HRA HR & dep. coordination

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2. 2. The e-MARS ReportThe e-MARS Report

• General– Personal and contractual data

– Hierarchy 2010 + 2011

• I. Annual Interview– Results and new objectives

• max. 5 new work objectives• Supervisory objectives are back again!

• II. Assessment– Appraisal of Supervisor(s) and GL(s)

– Staff member’s comments

• III. Proposals & Decisions– DH’s performance rating, periodic advancement decision

and other proposals

– DG’s decisions20

3. Routing of the Report3. Routing of the Report

1. Creator sends

2. SV 2010 signs (if still at CERN)

3. SV 2011 signs (if <> SV 2010)

4. GL 2010 signs (if still at CERN)

5. GL 2011 signs (if <> GL 2010)

6. Staff notified (comments possible within 10 working days)

7. Wait status

8. 15.7.: Distribution & End

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4. Access to the Report (1)4. Access to the Report (1)

Depending on document status and user:

• Edition phase (report not yet sent)– Staff edits Annual Interview part

– Supervisor edits Annual Interview part + SV Assessment box

• Supervisors signature phase– Supervisors edit Annual Interview part + SV Assessment box

• Group Leaders signature phase– Group Leaders edit GL Assessment boxes

History information for report content available at each phase (tracked changes)

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4. Access to the Report (2)4. Access to the Report (2)

• Staff member signature phase– Staff member can edit comments box and has read

access to Interview and Assessment part• Wait status

– Staff and SV have read access to Interview and Assessment part

– GL, DH, HRA, MARS Coordinator have read access to the whole report

– DH can edit comments field

– HRA can edit comments field on DG’s decisions• Everytime

– MARS Coordinator can access all reports for his dep. and update hierarchy information and send the report backwards

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5. Forward with Rights5. Forward with Rights

• Can be used on sending and signing

• Grants forwardee access to the same fields as the signatory

• Always check “Re-sign after these approvals”, if not: complete delegation of responsibilities

• Should be used to involve another person with same/similar responsibilities

• Should never be used by staff member on sending the report after creation in order to involve SV (and/or GL), because

– …SV would not have access to his assessment fields

– …SV’s signature during the real routing would be skipped

– ...SV has automatically read and write access to the report during the edition phase, independently on the creator. Easy: Staff member communicates EDH doc.no. to SV!

• Therefore: use to be limited to SV and GL!

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6. More information about e-MARS6. More information about e-MARS

• In the e-MARS report

– Help for each field

– Quick Reference Guide

• On the HR web site

– e-MARS FAQ

– MARS procedure

• Via your MARS Coordinator

• Via your HRA

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• Introduction of CCM in 2011• Harmonizing career management

• Driving performance and development of staff

• Implementation in HR processes• MARS assessment

• no changes in 2011 e-MARS form

• modification scheduled for MARS 2012 exercise

• Recruitment

• Mid- and end- probation

• LD to IC

• Staff Communication and Training• Nov. 2010: Video message from Head of HR Department

• Training for all staff throughout 2011

• more info: https://cern.ch/hr-info/competencies.asp26

6. MARS and CERN Competency Model (CCM)

Many Thanks!Many Thanks!Now: Time for QuestionsNow: Time for Questions

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