110023 lesson 1.5 Rating System

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As a performance evaluator, it may be a good idea to follow some form of a rating scale that helps you define performance objectively. A rating system is also a good way to compare and contrast employee reviews and to remain consistent and objective while doing so. Define how you will grade or scale the performance and what are the key indicators that will determine the grading system. Have a numerical scale rating performance between 1 to 5. You can also have a system that grades performance between bad, average, above average, good, and excellent. Follow specific guideline while grading an employee’s performance. Include a SWOT analysis of the employee to identify their strengths and weaknesses. This can be an effective way of improving performance. 

3. Performance Evaluation

While learning how to write a performance reports, it is important that you summarize every performance area well, so that during a face to face meeting with the employee being reviewed you have specific details to back up every claim that you have made. If there are negative performance review phrases that have been included, then back these up with solutions to improve on these problems and to motivate the employees to perform better. Include details about any additional projects that were taken up by the employee and evaluate their performance on them. While writing performance reviews it is important that you maintain an objective point of view regardless of your personal biases. 

 

 

 

a)                 1.3 INFORMATION NEEDS FOR ORGANISATIONS (SO1,AC 2)

 

Regardless of the size of an organisation, all organisations require information. This information can be collected from a wide variety of sources including reports. The following are the benefits of information to an organisation;

  • The main benefit of better information for most organisations will be to help meet the needs of users and clients. This is the central purpose for most organisations and better information will help them to improve their service to the public.
  • Information that helps people avoid problems in the first place can help reduce the demand on advice services and the justice system. Similarly, information that encourages people to take action earlier will stop problems escalating, reduce the complexity of problems taken to advice agencies, and ease the load on tribunals and courts.
  • Where better information increases people’s capacity to deal with problems effectively, it will help more capable individuals achieve satisfactory outcomes themselves, and help everyone use advice and support services more efficiently.
  • More precision in producing information and more accuracy in targeting will increase the effectiveness of what is produced. This will produce better outcomes for priority groups and reduce the waste of an unfocussed approach.
  • Good information can promote an organisation and its services. Many organisations, both government bodies and those in the independent sector, would benefit from increasing their profile and improving public understanding of the services they provide.
  • Better information about process and procedures, such as how to access and use services like courts and tribunals, will reduce pressure on staff and lead to greater efficiency and reduced costs for these organisations.

Information needs

Information needs for an organisation vary from one management level to the other. Let us begin with information needs for the top management;

  1. Top management
  • General economic variables, especially if the business is doing business globally. These can include information on the value of the Rand against other currencies; and the interest rates.
  • Competitors in the market. The top management need to know how strong the competition is and what they are doing regarding marketing and product strategies.
  • Government Acts and Legislation. Depending on the nature of the industry, changes in legislation affect business operations.
  1. Functional managers

Functional managers need information to enable them to assist top managers in planning, development and implementation of policies as well as manage their individual functions. The following are examples of information that they need,

Function

Information needed

Marketing

·         Clients and potential clients in the market: number, tastes, preferences, opinions, expenditure patterns, and needs.

·         Competitors: their products, price, and promotional strategies.

·         Budgeted and actual sales quantities

Operations

·         Operational costs

·         Progress made in current tasks delegated.

·         Stock quantities

·         Suppliers and potential suppliers

Human resources

·         Staff needs

·         Training statistics

·         Merit assessment results

·         Training needs

·         Industry based salary scales

·         Working conditions

Finance

·         Turnover

·         Operating costs

·         Investment opportunities

·         Capital movements

·         Creditors and debtors

 

As we have mentioned before, reports are a source of information for both top and middle managers in any organisation. Let us look at how the purpose of a report is related to the information needs of an organisation.

INFORMATION NEEDS FOR THE ORGANISATION

NAME OF REPORT

PURPOSE

·         How much of the work is complete

·         What part of the work is currently in progress

·         What work remains to be done

·         What problems or unexpected things, if any, have arisen

·         How the work or task  is going in general

Progress report

It is a report which provides information on the status of tasks delegated to employees.

If an employee goes on a trip the information needs are;

·         Was the purpose achieved?

·         To what extent?

·         Why?

·         Unexpected observations or challenges observed?

·         Consequences of the challenges?

·         Recommendations?

Business trip report

This is a report which gives information about a business trip.

In the case of an incident, the informational needs are;

·         What happened?

·         Where it happened?

·         Who was involved?

·         Why did it happen?

·         When did the incident happen?

·         What was done if any to address the incident?

Incident report

The purpose is to provide a written statement of the events and how they occurred

For any meeting that occurs in the organisation, the management requires the following;

  • Purpose/agenda of the meeting
  • Date, place, time of the meeting
  • Background of the meeting
  • People present
  • People absent( reasons if important)
  • Issues discussed.
  • Suggestions.
  • Findings.
  • Outcome.
  • Pending issues.
  • Action items.

Meeting report

This is a report on a meeting. The main purpose is to give feedback on issues discussed and how the resolutions shall help the organisation to move forward.

·         What is the problem

·         How bad is the problem

·         What are the options of solving the problem?

·         Which one is the best option and why.

Justification report

The purpose of a justification report is to provide supporting evidence to support a particular option.

·         Tasks that were undertaken

·         Performance measure

·         Outcomes or outputs

·         Rating

·         Recommendations made

Performance report

The main purpose of this report is to provide feedback to the employee and superiors about the performance of an individual over a given time period.

b)                1.4 REPORT TEMPLATES (SO 1, AC 3, SO 3, AC 2)

Organisations have set templates for writing different types of reports.

PROGRESS REPORT TEMPLATE

NAME OF REPORT WRITER (mandatory) …………………………………………………………………..

DEPARTMENT………………………………………………………………………………………………………

EMPLOYEE No (optional)…………………………………………………………………………………………

RECEIVER OF THE REPORT (mandatory)…………………………………………………………………..

DATE…………………………………………………………………………………………………………………..

1.INTRODUCTION (mandatory)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

2. DESCRIPTION OF TASK (BACKGROUND, OBJECTIVES, TARGET DATES  (mandatory)

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

 

 

3. WORK COMPLETED TO DATE(mandatory)

3.1 TASK 1…………………………………………………………………………………………………………………

3.2 TASK 2……………………………………………………………………………………………………………….

3.3 TASK 3……………………………………………………………………………………………………………….

4. DIFFICULTIES ENCOUNTERED(mandatory)

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

5. NEXT PHASE(mandatory)

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

6. CONCLUSIONS AND RECOMMENDATIONS(mandatory)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

7. SIGNATURE (Optional) ………………….

                    

BUSINESS TRIP REPORT

REPORT WRITER (mandatory)

DEPARTMENT (optional)

EMPLOYEE No (Optional)

DATE (Mandatory)

1. INTRODUCTION (mandatory)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

2.PURPOSE OF THE TRIP(mandatory)

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

3. EXTENT TO WHICH THE PURPOSE WAS ACHIEVED (mandatory)

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

4. UNEXPECTED OBSERVATIONS MADE (mandatory)

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

5. CONSEQUENCES OF THE OBSERVATIONS MADE (mandatory)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

6.RECOMMENDATIONS (mandatory)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

SIGNATURE (optional)………………………..

 

 

Incident / Unusual Occurrence

Report Form

Date of Incident / Unusual Occurrence:

Time:

Place of Incident / Unusual Occurrence:

Contact Name:

Address:

City:

State/Zip:

Phone Number:

Reported By:

Phone Number:

Reported To:

Phone Number:

State the facts of Who, What, Where, When, Why, and How the incident / unusual occurrence happened?

Witness(es)

Name:

Name:

Phone:

Phone:

Comments:

Comments:

Who was involved?

 Pet Partner Handler                        Pet Partner Animal

 Non-Pet Partner Handler               Non-Pet Partner Animal

 Client                                 Staff 

 Team Evaluator                               Pet Partner Instructor

 Other:                                               

             

               

Did the incident / unusual occurrence occur during a visit? 

                 Yes          No

Name of Individual Report filed on:

ID# (If Applicable):

Address:

City:

State:

Zip Code:

Phone:

Email:

             

Individual is a:

(check all that apply)

 Pet Partner Handler                        Pet Partner Animal

 Non-Pet Partner Handler               Non-Pet Partner Animal

 Client                                 Staff 

 Team Evaluator                               Pet Partner Instructor

 Other:                                               

Animal’s Name (if applicable):

Species:                                Breed:

Name of person(s) involved in incident / unusual occurrence:

Did incident involve apparent injuries?

 Yes           No        

Complete the following section only if an injury occurred.

Was first aid given?:

Who administered first aid?

Did the person(s) or animal(s) involved in the incident resume his/her/their activities?

 Yes           No         

If no, please explain:

Was further medical treatment required?

 Yes           No

Did person need to consult with a doctor?

 Yes           No

RN or MD Evaluation (if available): 

Please describe injury:

Will further medical treatment be required?

_____________________________________    ________________      

RN or MD Signature                                             Date        

_____________________________________             _______________________________          _____________     

Reported by:  Name (Printed)                                         Signature                                                               Date

_____________________________________             _______________________________          _____________     

Name of Person Involved (Printed)                               Signature                                                              Date

_____________________________________             _______________________________               

Address of Person Involved                                             Phone Number

_____________________________________             _______________________________          _____________     

Name of Witness #1 (Printed)                                         Signature                                                              Date

_____________________________________             _______________________________          _____________     

Name of Witness #2 (Printed)                                        Signature                                                              Date

_____________________________________             _______________________________          _____________     

Name of Facility Supervisor (Printed)                              Signature                                                              Date

(if applicable)

Delta Society will endeavour (make every effort) to promptly obtain a report from (by) all parties involved as appropriate. Delta Society will investigate and determine a course of action. Please allow 2 to 4 weeks for Delta Society to complete the process. In some rare cases it may take over 4 weeks due to the complexity of the report and number of parties involved.

Note: Pet Partner activities/visits may be put on hold until the investigation has been completed. Serious violations may result in termination from the Pet Partners program.

Please return this form to:     

Rachel Wright

Delta SocietyÒ

875 124th Ave. N. E.

Suite 101

Bellevue, WA  98005

Questions?

Phone:  425-679.5506

FAX:  425-679-5539

Email: petpartners@deltasociety.org

For Delta Society Office Use Only

Date Delta Society received report:

Date Report Filed:

Action Taken:

Delta Society Staff Signature/Date:

Source: www.petpartners.org/document.doc?id=62

EMPLOYEE PERFORMANCE REPORT

Employee:

Position No.

Title:

q Annual

directorate:

q Orientation

Unit/ Division:

q Interim        

Employment Date:

Date of Job Change or Probation:

Evaluation Date:

Departments are required to establish a system of performance evaluations for staff employees that reflect an impartial rating of each staff member’s performance and potential for further advancement.  Appraisals can be a positive means to assist the staff member in improving job performance. 

Staff performance evaluations should be conducted on a periodic basis (at least annually) and should not reflect personal prejudice, bias, or favoritism on the part of the supervisor for the rating or review.  It is important to be positive in all evaluation meetings.  Remember performance is being measured, not the employee’s value as a person.  Also, remember the employee must know what is expected in job performance and production in order to meet the expectations.

Form Instructions

  1. Both the employee and the supervisor should have a copy of the current job description.
  2. If you wish to have the employee participate in self-evaluation, provide a copy for the employee to use as a worksheet.  Allow enough time for thoughtful review.  Self-evaluation is helpful in stimulating discussion of ways in which supervisor and employee can work together to increase effectiveness.
  3. Use one of the following ratings to describe the performance of the individual in each of the categories.
  4. ALL FIELDS ARE MANDATORY

Target Rating scale

Is a standard scale for rating an employee’s performance in relation to specific categories of performance.  These are often used to introduce a degree of comparability into systems for performance assessment. A rating scale of 1 – 5 is used to determine the extent to which a target has been achieved. The details of the rating scale are as follows:

5

Outstanding performance: Performance far exceeds the standard expected of an employee at this level.

4

Performance significantly above expectations: Performance is significantly higher than the standard expected in the job.

3

Fully effective: Performance fully meets the standards expected in all areas of the job.

2

Performance not fully effective: Performance is below the standard required for the job in key areas. Performance meets some of the standards expected for the job.

1

Unacceptable performance: Performance does not meet the standard expected for the job. The employee has failed to demonstrate the commitment or ability to bring performance up to the level expected in the job despite management efforts to encourage improvement.
  1. When giving a rating of 5 or 1, the Evaluator must provide an explanation for that rating in the comments section for that category.  Use the back of the form or an additional page if necessary.
  2. All ratings in each category should be averaged together and listed in the comments section for that category.  The final rating is the average of all category average ratings and may be reported as a number with two decimal places.  Items that are not applicable (NA) should not be used to calculate the average rating for that category.
  3. Supervisor and employee must discuss the evaluation, progress made in performance, and progress toward objectives and goals for the coming year.  Both the supervisor and employee must sign the form and both must have an opportunity to add comments.
  4. All ratings are reviewed and approved by the next-higher-level supervisor than the one who prepared the rating.
  5. The original form with the final ratings, comments and signatures is retained in the employee’s file in the department.  The employee signs the form to acknowledge that s/he has seen the report and has been apprised of his/her evaluation. 
  6. The employee has a right to make a written statement or rebuttal on the form at the time of the evaluation and/or within ten working days.  If a statement is submitted within ten days, it will be attached to the evaluation report.  Supervisors should make employees aware of this opportunity.
  7. A copy of the signed evaluation shall be provided to the employee within 30 days of the date of the evaluation or upon request.

factor ratings:

5 = Performs exceptionally well;   4 = Performs very well;   3 = Performs well;   2 = Needs improvement;  
1 = Unsatisfactory;   NA = Not Applicable

Any rating of 5 or 1 requires an explanation for that rating in the comments section

I.  JOB KNOWLEDGE / TECHNICAL SKILLS

5

4

3

2

1

NA

a)  Understands & performs assigned duties and job requirements

b)  Uses techniques, materials, tools & equipment effectively

c)  Follows procedures

d)  Stays current with technology and job-related skills

e)  Works in a safe manner

Comments                                                                                                                    Average Rating:                                     

II.  QUALITY / QUANTITY OF WORK

5

4

3

2

1

NA

a)  Sets and adheres to priorities

b)  Meets established productivity standards, deadlines and work
     schedules

c)  Uses resources efficiently and economically

d)  Accomplishes accurate work with minimal assistance or supervision

e)  Provides work products and services that consistently meet the needs
     and expectations of both internal and external customers

Comments                                                                                                                    Average Rating:                                                                                                                         

III.  INITIATIVE / JUDGMENT

5

4

3

2

1

NA

a)  Takes effective action without being told

b)  Analyzes problems and suggests effective solutions

c)  Demonstrates willingness to learn new skills

d)  Develops realistic plans to accomplish assignments

Comments                                                                                                                    Average Rating:                                                                                                                         

IV.  DEPENDABILITY / SELF-MANAGEMENT

5

4

3

2

1

NA

a)  Demonstrates punctuality and begins work as scheduled

b)  Contacts supervisor concerning absences on a timely basis

c)  Can be depended upon to be available for work

d)  Manages own time effectively

e)  Accepts responsibility for own actions and ensuing results

f)   Demonstrates commitment to service

Comments                                                                                                                    Average Rating:                                                                                                                         

V.  COMMUNICATION / TEAMWORK

5

4

3

2

1

NA

a)  Understands the organization’s policies, procedures, goals and purpose
     as required for the job

b)  Promotes and demonstrates trust, mutual respect and a cooperative
     work environment

c)  Conveys work-related information and ideas to others in oral and/or
     written communications effectively

d)  Offers assistance, is courteous and works well with customers and
     fellow workers

e)  Supports cultural diversity in the workplace

Comments                                                                                                                    Average Rating:                                                                                                                         

VI.  INNOVATION / CHANGE

5

4

3

2

1

NA

a)  Is receptive to new ideas

b)  Adapts to new situations and changes in the work environment

c)  Identifies opportunities to improve work processes

d)  Demonstrates creativity and contributes new ideas

Comments                                                                                                                    Average Rating:                                                                                                                         

 

ADDITIONAL JOB FUNCTION SPECIFIC TO POSITION  (OPTIONAL)

5

4

3

2

1

Comments                                                                                                                    Average Rating:                                                                                                                         

c)                 1.5 REPORT, PURPOSE, RECEPIENTS AND FREQUENCY OF DISTRIBUTION (SO 1, AC 4)

 

NAME OF REPORT

PURPOSE

RECEPIENTS

FREQUENCY OF DISTRIBUTIN

Progress report

It is a report which provides information on the status of tasks delegated to employees.

·         Team leaders

·         Supervisors

·         Line managers

Depends on the nature of the task. It can be after every week, 3 weeks etc

Business trip report

This is a report which gives information about a business trip.

·         Superior manager

After every business trip

Incident report

The purpose is to provide a written statement of the events and how they occurred

·         Superior manager

·         Investigator

·         police

After every incident

Meeting report

This is a report on a meeting. The main purpose is to give feedback on issues discussed and how the resolutions shall help the organisation to move forward.

·         Superior manager

·         Meeting participants

After every meeting

Justification report

The purpose of a justification report is to provide supporting evidence to support a particular option.

·         Superior manager

As and when required

Performance report

The main purpose of this report is to provide feedback to the employee and superiors about the performance of an individual over a given time period.

·         Superior manager

Once every year.

CLASS ACTIVITY

 

      I.        Explain the reasons why organisations write reports.

    II.        Identify any 7 reports written in your organisation and explain their purpose.

   III.        Identify the information needs of any 3 internal stakeholders in your organisation.


  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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