Guidelines

iPerform Performance Review Process

20-Aug-14

HCL Technologies Ltd. 2014. All rights reserved.

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Legal Disclaimer
This Program First (Future Ready Initiatives for Results and Smart Transformation) initiative from HCL addressing
career management, performance management, rewards management, talent management and learning
management,
1.

May not address every question or every possible circumstance with respect to every employee situation.

2.

Should be always read in conjunction with applicable laws of the jurisdiction, and the respective
employment contract (and other applicable employment policies and procedures) pursuant to which an
employee has been hired. In case of any conflict between this document on one side and any applicable laws
of the jurisdiction or employment contract on the other side, the applicable laws of the jurisdiction or the
applicable employment contract will prevail, provided that to the extent there are no such conflicts,
Program First will apply to every employee working for HCL.

Nothing in this Program First is designed to have a chilling effect, interfere with, restrain, or prevent any statutory
rights of an employee regarding wages, hours, collective bargaining or other terms and conditions of employment,
which are protected under law. HCL employees have the right to engage in or refrain from such activities.
In the process of implementation of Program First, we may receive a number of different types of information about
you, including: 1) the information you choose to share (such as locational preference, target roles); 2) Information
others share about you (your peers, managers and others); and 3) Other information we receive about you (including
additional related data or metadata) such as when you look at another employee timeline, post a referral or otherwise
interact with the Program First platform. Personal information of any employee that HCL obtains or receives during
this process will be held and used in accordance with applicable data privacy laws and HCLs policy in this regard. It will
be treated confidentially and shared internally with a limited number of people who have a need to know or who are
responsible for dealing with its implementation. This may, in some cases, include persons in other countries (including
India) where HCL does business or have a back office presence. We will store such information / data for as long as
you are an employee of HCL and/ or we reasonably require access to such information.

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Guidelines-iPerform Performance Review Process

Guidelines for iPerform:

The HCL Performance Review Process
This document details out the guidelines that would be applicable to the Performance Review Process.
The guidelines pertain to the following areas:
1.
2.
3.
4.
5.
6.

Eligibility
Mapping
Promotion
Performance Bonus Payout
Relative Peer Comparison
Auto Closure of Performance Management & Reward Stages

I. Eligibility
Employees in positions at E3 & Below
Annual Performance Reviews will be rolled out for the following categories of employees:

All employees already aligned to the Annual Review Cycle in 2013.

All employees who were confirmed as part of JAS 13 confirmation cycle
All employees who were part of OND 13 confirmation cycle
All employees who are part of AMJ 14 confirmation cycle

For employees who were confirmed as a part of JFM 14 confirmation cycle a fresh Performance Review
Process will not be launched. These employees will be aligned to the Annual Performance Review cycle basis
their Anniversary review rating visible to them post closure of the review process.
All anniversary confirmations in the future will continue to be initiated during the quarter in which respective
confirmation falls.
Employees in positions at E4 & above

All employees already aligned to the Annual Review Cycle in 2013.

All employees joined in AMJ 13

For JFM 14 joinees their Reviews would be activated in the subsequent year with the AMJ
activations.

II. Mapping ( for all bands)

a)
b)
c)

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Appraiser/ Reviewer & L4 head mapping to remain as per current organization structure (i.e as June
2014).
Since the L4 stage is getting launched after possible changes in organization structure in SAP i.e after 1July-14 appraiser/reviewer & L4 mapping as per old structure will be maintained offline.
For subsequent confirmation review cycles i. JAS 14, OND 14 & JFM 15- Appraiser/Reviewer & L4
head mapping will be as per the next FY organization structure.

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Guidelines-iPerform Performance Review Process

III. Promotion
Employees in positions at E3 & Below
a) We will continue to follow the 5 point rating scale. Only employees who are rated in the first 3 ratings will
be eligible for promotion recommendation. Only those employees who are rated as Distinguished
Performance, Exceptional Performance or Good Performance can be recommended for Promotion.
b) As part of our Performance Review process we also capture the potential of an employee on a scale of
High, Medium & Low.
c) As a guideline it is being suggested that only employees who have been given a Potential rating as
medium or high can be recommended for promotion. Any employee, who is marked as Low potential, will
become ineligible for promotion.
d) Among the eligible employees rated with Distinguished Performance, Exceptional Performance or Good
Performance, individuals would be identified as High Potential by their managers as per the talent
profile matrix (i.e. High in Potential and High in Performance) in the job played as recorded in our
resource assignation systems (RAS\Role alignment for the US\SAP HR Mapping).
e) Job Career level will need to be in the range of the recommended promotion level. Job mapping would be
the basis to validate required performance at the next level of responsibilities. The same would be
reviewed and signed off by the Reviewer\leaders in L4 positions and respective Business HR Partner at
the time of assessment of individual readiness.
f) Overall promotion percentage should be less than or equal to growth percentage of the business in the
manpower plan though this may vary in line with the business strategy.
Employees in positions at E4 & above
a) We will continue to follow the 5 point rating scale. Only employees who are rated in the first 3 ratings will
be eligible for promotion recommendation. This means to say that only those employees who are rated as
Distinguished Performance, Exceptional Performance or Good Performance can be recommended for
Promotion.
g) As part of our Performance Review process we also capture the potential of an employee on a scale of
High, Medium & Low.
h) As a guideline it is being suggested that only employees who have been given a Potential rating as
medium or high can be recommended for promotion. Any employee, who is marked as Low potential, will
become ineligible for promotion.
b) Final decisions for employees in or moving to E4 and above positions will continue to be reviewed as part
of the Talent Summit process where final decisions on deployment and development will be made.
i)

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Among the eligible employees rated with Distinguished Performance, Exceptional Performance or Good
Performance, individuals would be identified as High Potential by their managers as per the talent
profile matrix (i.e. High in Potential and High in Performance) in the job played as recorded in our
resource assignation systems (RAS\Role alignment for the US\SAP HR Mapping).

HCL Technologies Ltd.-Confidential

Guidelines-iPerform Performance Review Process

j)

Job Career level will need to be in the range of the recommended promotion level. Job mapping would be
the basis to validate required performance at the next level of responsibilities. The same would be
reviewed and signed off by the Reviewer\leaders in L4 positions and respective Business HR Partner at
the time of assessment of individual readiness.

k) Overall promotion percentage should be less than or equal to growth percentage of the business in the
manpower plan though this may vary in line with the business strategy.
IV.

Performance Bonus Payout

Employees in positions at E3 & Below
a) Payout Norms
The payout will be based on Individual appraisal on the 5 point rating scale.
The Payout Grid will be based on the Service line performance and will be announced by the
second week of August, 14. This grid will be derived basis the performance of the respective
Service Line.
b) Exception Handling
There will strictly be no exceptions for this segment of employees.
Employees in positions at E4 & above
a) Payout Norms
For all employees who are on KPP Plan, payout will be as per Individual Achievement scores
For all those employees who are not on KPP Plan, payout will be as per grid that will be
announced in the second week of August, 14. This grid will be derived basis the performance of
the respective Service Line.
b) Exception Handling

For people in E4-E7 positions: Exception management guidelines will be made available to
leaders at L1 positions. If exceptions are as per the guidelines created and the net outflow as for
the entity remains the same then the Performance Management CoE will facilitate decisions on
exceptions
required.
However if net outflow for the entity is different then all exception will need to be approved by
the CEO, on recommendation of the EPO Lead, CHRO & CFO.

For people in E8 & above positions: All requests for exception will need to be approved by the
CEO, on recommendation of the EPO Lead, CHRO & CFO.

In geographies other than India, bonus norms specific to the geography will apply unless defined differently
through employment terms & conditions signed off between HCL & the employee.
V. Relative Peer Comparison Norms
Employees in positions at E3 & Below

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If the number of Appraisees is 4 or less than it in a peer group, then the Reviewer or line leader at
L4 can complete the appraisal based on absolute assessment of the individuals contribution
If number of Appraisees is >4 and < or equal to 9 then sum of Threshold Performance &
Performance Needs Improvement (PNI) should be >20% of total records mapped both to the
Reviewer and at the line leader at L4
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Guidelines-iPerform Performance Review Process

At reviewer stage, current practice of minimum 10% NI for >=10 records continue
At the Reviewer and line leader at L4 the performance distribution norms remain as
10:20:40:20:10 for >10 records

Employees in positions between E4 & E7

a)

Norms similar to those defined for E0-E3 apply in this talent segment also
If the number of Appraisee records is less than or equal to 4, then the Reviewer or line leader at
L4 can complete the appraisal based on absolute assessment of the individuals contribution
If number of Appraisee records is >4 and < or equal to 9 then sum of Threshold Performance &
Performance Needs Improvement (PNI) should be >20% of total records mapped both to the
Reviewer and at the line leader at L4
If number of Appraisee records is 10 or more, Reviewer and line leader at L4 the performance
distribution norms remain as 10:20:40:20:10.

Exception Handling

Exceptions have to be based on business reasons and need to be signed off by CHRO, on the
recommendation of the HR Advisory & Employee Services Lead before the launch of iPerform.
Business reasons could vary from entity to entity and will be evaluated in consultation with the
Performance Management COE.

VI. Auto Closure of Performance Management and Reward Stages

a)

SLAs- Below mentioned SLAs have been configured in the iPerform Review Process. These timelines
have been system enforced and on reaching this a particular stage record will get automatically moved
to the next stakeholder in the process.

Appraisee = 10 calendar days

Appraiser = 15 calendar days
Reviewer = 14 calendar days
In order to handle exceptions/exigency cases, rights will be given to the HR Service Ceter
team for referring back the record to previous stage. The same however needs to be approved
by the LoB HR Business Partner.
b)

Non compliance at Appraisee Stage

In case of any non compliance at the end of the Appraisee to submit his Performance review form
from his end within the prescribed SLA, the default rating of the employee will be Threshold
Performance. In such a scenario the respective Appraiser/ Reviewer and the L4 head will have an
option to downgrade the rating from Threshold Performance to Performance Needs Improvement.

c)

Non Compliance at Appraiser Stage

In case of non compliance at the end of the Appraiser, the Performance Review form of the
Appraisee will be moved to the reviewer. The record will flow without any rating and be treated as
Not Rated.
The onus of seeking feedback with regards the performance of the employee and closing the record
appropriately will rest with the reviewer in such a case.

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Guidelines-iPerform Performance Review Process

d)

Non Compliance at Reviewer Stage

In case of non compliance at the end of the Reviewer, the Performance Review form of the
Appraisee will be moved to the appropriate line leader in the L4 role. The record will flow without
any rating and be treated as Not Rated.
The onus of seeking feedback with regards the performance of the employee and closing the record
appropriately will rest with the line leader at the L4 position in such a case.

e)

Appraiser/Reviewer Completion Stage

It is expected that all appraisers & reviewers complete 100% of evaluations pending with them
within the prescribed SLAs. In case closure by Appraiser/Reviewer is less than100% within timelines
then records of the defaulting Appraisers or Reviewers will be closed as Not Rated and
compensation for such defaulting mangers will be handled as defined in Rewards guidelines.

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Guidelines-iPerform Performance Review Process