OPTCL EXECUTIVE APPRAISAL MANUAL

1 OPTCL Appraisal Manual

OPTCL EXECUTIVE APPRAISAL MANUAL

For

Setting Appraisal Flow

Self-Appraisal

Assessment by Reporting Officer

Assessment by Reviewing Officer

Assessment by Accepting Officer


Contents

Setting Appraisal Flow ...................................................................................................... 3

Self-Appraisal ................................................................................................................... 9

Assessment by Reporting Officer .................................................................................... 12

Assessment by Reviewing Officer.................................................................................... 16

Assessment by Accepting Officer .................................................................................... 18


Appraisal Flow

Step-1: Type URL https://intranet.optcl.co.in in the address bar.

(Figure-1)

Step-2: Click on “eShakti/ERP” icon

(Figure-2)

Step-3: Click on “Production” icon.

(Figure-3)

https://intranet.optcl.co.in/


Step-4: Login by using your ERP User ID & Password.

(Figure-4)

Step-5: Click on “OPTCL Employee Self Service” in the Home Page.

(Figure-5)

Step-6: Setting the Appraisal Flow: Appraisal Flow is a statement of Appraisal Period

(Start date and End date of Appraisal Period) and the hierarchy of officers (i.e

Reporting / Reviewing / Accepting) of the Appraisee at three levels.

i. Click on “OPTCL Appraisal Flow” to set the flow for a particular appraisal

period.

(Figure-6)


ii. Click on “Add”button.

(Figure-7)

iii. Fill up the formagainst all 05 fields.

(Figure-8)

• Enter Appraisal Start Date.

• Enter Appraisal End Date.

• To search for Reporting/Reviewing/Accepting Officer’sName (Ref. Fig-9)

- Click on search symbol(Magnifying Glass)

- Enter “%Emp. Id” or “%Name of the Employee%” in the search text box

(you can search by first/middle/last/full name)

- To select the name, click on “quickselect”.

Note: In case there are two/more employees having the same name, use the

employee number instead of name of employee to distinguish between them.

It is advisable to search the employee number/id instead of employee name

as employee id is unique to an employee.


(Figure-9)

iv. Click on the “Apply” button.

(Figure-10)

Note: If the Appraisal Period of Appraisee contains part report, then the same

procedure as enumerated above may be repeated for completion of all your part

reports.

v. Click on the “Next” button

(Figure-11)


vi. Check your Appraisal Application Form carefully. Then click on “Submit”

button.

(Figure-12)

Your Appraisal flow is now submitted for PA Cell Manager’sApproval.

(Figure-13)

Step-7: Check your “Worklist” section in ERP Home Page for a system generated message

stating “Appraisal Application Form has been forwarded”.

(Figure-14)


Step-8: Check for appraisal flow approval message in your ERP worklist. After

Appraisal flow is approved, go to Self Appraisal Section to submit yourself

appraisal.

(Figure-15)


Self-Appraisal

Step-1: Appraisee to login his / her portal in e-Shakti ERP.

Step-2: Click on “OPTCL Employee Self Service” appearingin Left side panel.

Step-3: Click on “Appraisals” link appearing onRight side panel.A new page opens with

display of current status of the Appraisals (under various Sections - Self Appraisal,

as Reporting Officer, as Reviewing Officer and as Accepting Officer).

Step-4: For filling up Self Appraisal part of the Appraisal Flow, click on the link “Not

Submitted” under Self Appraisal Section.

(Figure-16)

(Figure-17)


Step-5: Fill all fields as required (Ref. Figure-17). There are two buttons present on right

bottomsection of the page:

a. Save for Later: If the data entered by the Appraisee is not in complete shape,

then he / she can click on this button for saving the information already entered

by him / her. In future he / she can again retrieve saved information and submit

after duly filling all fields.

b. Submit: After filling all required fields, Appraisee has to click on this button.

Clicking on Submit button sets the flow to the next stage i.e. it moves to the

Reporting Officer. The current status of the Appraisal changes from ‘Not

Submitted’ to ‘With Reporting Officer’.

(Figure-18)

Step-6: In the next stage of the flow, the Reporting Officer has to fill in the Mutual

Discussion page in consultation with the Appraisee. In mutual discussion page,

Reporting Officer is to give remarks on the work of the Appraisee which will be

sent back to the Appraisee for his / her response.

Step-7: The Appraisee gets a Notification in his / her ERP Home Page that “Appraisal sent

back to Appraisee” (Ref. Figure-19). The Appraisee has to open this Notification,

go through the remarks given by the Reporting Officer and then may Accept /

Reassign depending on whether he agrees / disagrees to the comments of the

Reporting Officer. Once he / she accepts the remarks, the flow is finally submitted

to the Reporting Officer.


(Figure-19)

Step-8: In the Comments from Appraisee section give your comments. There are three

buttons present on right bottom section of the page: Accept, Reassign and Request

Information.

(Figure-20)

Step-9: If you agree with the remarks of the Reporting Officer, then click on Accept button.

Now you have submitted your appraisal in complete shape to the Reporting Officer.


Assessment by Reporting Officer

Step-1: Reporting Officeris to Login his / her portal in e-Shakti ERP.

Step-2: Click on “OPTCL Employee Self Service” option appearing in Left side panel.

Step-3: Click on “Appraisals” link appearingon Right side panel. Another page will open

which will show the current status of the Appraisal of the Appraisee in your

“Reporting Officer of” Section.

(Figure-21)

Step-4: The current status displays“With Reporting Officer” (Ref. Figure-21). Click on

this status. This will take you toMutual Discussion page which needs to be filled up

in consultation with the Appraisee.

(Figure-22)


Step-5: In the Mutual Discussion page (Ref. Figure-22), give your comments in all required fields.

Three buttons appear on right bottom corner of the page:

a. Save for Later: If the data entered by the Reporting Officer is not in complete

shape, then he / she can click on this button for saving the information already

entered by him / her. In future he / she can again retrieve the saved information

and complete the desired fields.

b. Send Back to Appraisee: After filling all fields of this section, the Reporting

Officer is to click on “Send back to Appraisee” button. This moves the flow

back to the Appraisee for his response.

The Appraisee gets a notification on his ERP home page that “Appraisal Sent

Back to Appraisee”. The Appraisee is to click on this notification, go through

the remarks of the Reporting Officer and Accept / Reassign / Request

Information, as applicable. On acceptance of the remarks of the Reporting

Officer by the Appraisee, the flow moves back to the Reporting Officer.

c. Next:This button is to be clicked only after getting the flow back from the

Appraisee. Clicking on this button, shall direct the flow to the Confidential

Section.

Step-6: After resubmission of the Appraisal by the Appraisee, click on Employee Self

Service / Appraisals.

(Figure-23)


Step-7: Click on the status “With Reporting Officer” (Ref. Figure-23) to view the

response of the Appraisee in mutual discussion page. Click on Next button to go

to confidential section to evaluate the Appraisee.

(Figure-24)

Step-8:

(Figure-25)

• Remarks Sectionhas two options (Yes / No). If the Appraisal period is more than three

months or 90 days, then choose option ‘Yes’ and evaluate the appraisee. Otherwise

select ‘No’ in Remarks section as there is no need to evaluate the appraisee.


• If the appraisal period is more than three months or 90 days, assessment is to be made

on “Work Performance” and “Managerial Traits”, each having 5 attributes.Rating is to

be given in a 5 point scale for each attribute (this needs to be typed against each

attribute).Overall evaluation automatically gets calculated based on your rating.

Corresponding remarks (e.g Outstanding or Very Good etc.) also gets reflected.

• Integrity Section has two options ( AboveBoard / Doubtful ). Choose any one as per

your evaluation. In case of Doubtful Integrity, proper substantiation / justification in

the required space needs to be made.

• If rating is “Outstanding or Average or Below Average”, substantiate with specific

comment in the required field.

Step-9: If you want to give remarks on Inadequacies, deficiencies and short comings including on

integrity, you can enter it in the specified field with supporting facts. These Remarks are

to be treated as Adverse.

Step-10: After entering all information in the Overall Evaluation page, click on Submit button. Now

the flowmoves to the Reviewing Officer.


Assessment by Reviewing Officer

Step-1: Reviewing Officeris to login his / her portal in e-Shakti ERP.

Step-2: Click on “OPTCL Employee Self Service” appearing in Left side panel.

Step-3: Click on “Appraisals” link present in Right side panel. Another page opens which

shows the current status of the Appraisal of the Appraisee in your “Reviewing

Officer of”Section.

(Figure-26)

Step-4: Click on the current status “With Reviewing Officer” (Ref. Fugure-26)to go to the

pagefor assessment by Reviewing Officer.

(Figure-27)


• To view the Self Appraisal by the Appraisee, click on the link “View Self Appraisal by

the Employee” appearing on top left sectionof the panel.

• To view the assessment by Reporting Officer, click on “ViewReporting Officer Rating”

link appearing on top left sectionof the panel.

• Remarks Sectionhas two options (Yes / No). If the Appraisee has worked for three

months (90 days) or more under you, then choose option ‘Yes’ and evaluate the

appraisee. Otherwise select ‘No’ in Remarks section as there is no need to evaluate

the appraisee.

• Fill all the required fields.

• Choose Yes / No as per your evaluation against the question “Assess potential for

holding a post in the next higher grade in present functional area or in any other

functional area should opportunity arise?”.

• Give rating in the Overall Evaluation section as per your evaluation.

• Adverse Entry: (i) In case the Reporting Officer has given any adverse remarks to

which you disagree, you may counterbalance the remarks with proper justification in

the space earmarked for this purpose. (ii) In case the Reporting Officer has not given

any Adverse Remarks, but you want to enter Adverse Remarks, you may enter in the

specified box with supporting facts.

• If your rating is different from that of the Reporting Officer, you have to justify for the

difference with proper comments in the required field.


the flow moves to the Accepting Officer.


Assessment by Accepting Officer

Step-1: Accepting Officeris to login his / her portal in e-Shakti ERP.

Step-2: Click on “OPTCL Employee Self Service” appearing in left side panel.

Step-3: Click on “Appraisals” present in right side panel. Another page will open which

displays the current status of the Appraisal of the Appraisee in your “Accepting

Officer of” Section.

(Figure-28)

Step-4: Click on the link“With Accepting Officer” (Ref. Figure-28)to go to theAccepting

Officer page of the flow.

(Figure-29)

• To view the Self Appraisal by the Appraisee, click on the link “View Self Appraisal by

the Employee” appearing on top left sectionof the panel.


• To view the assessment by Reporting Officer, click on “ViewReporting Officer Rating”


• To view the assessment by Reviewing Officer, click on “ViewReviewing Officer Rating”


• Remarks Sectionhas two options (Yes / No). If Appraisee has worked for three months

(90 days) or more under you, then choose option ‘Yes’ and evaluate the appraisee.

Otherwise select ‘No’ in Remarks section as there is no need to evaluate the

appraisee.

• Give rating in the Overall Evaluation section as per your evaluation.

• Adverse entry: (i) In case the Reporting / Reviewing Officer has given any adverse

remarks to which you disagree, you may counterbalance the remarks with proper

justification in the space earmarked for the same. (ii) In case the Reporting / Reviewing

Officer has not given any Adverse Remarks, but you want to enter Adverse Remarks,

you may enter in the specified box with supporting facts.

• If your rating is different from that of the Reviewing Officer, you have to justify for the

difference with proper comments in the required field.


the Appraisal Flow is complete and it moves to the PA Cell Manager. The status of

Appraisal shall be displayed as Appraisal Done which the Appraisee, Reporting Officer,

Reviewing Officer and Accepting Officer can see in their respective ERP portal.

______________________

OPTCL EXECUTIVE APPRAISAL MANUAL

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