System Administrator & Operator Manual - OPES

Organizational Performance Evaluation System: Operator Manual

OPES© 2011 System Administrator & Operator Manual

System Administrator & Operator Manual

Organizational Performance EVALUATION SYSTEM

TM

JSU Veii & L Guelfi 2011© 1st Edition

Individual Divisional Departmental & Organizational performance evaluation

EXTRA! Include

Organizational Diagnosis

©

©



System Administrator & Operator Manual

Justus Unomuinjo Veii & Luca Guelfi

&

INC.

TM

VEIINATOBIAS



ELECTRONIC PERFORMANCE MANAGEMENT SYSTEM

EMPLOYEE PERFORMANCE PROCESS

The performance management process takes

about 45minutes per person to be appraised and

to set new objectives for the next review period.

The performance Management system data that

is being processed include General Information

(GI), Communications and Behavioural Traits (C&

BT) and Key performance Area, which include

MBO/BSC and/or CC.

The system set automatically dates for the next

appraisal with remainder send the appraisee and

appraiser email addresses.

The system also generate a sign codes that is

send directly to the appraisee email address to

avoid any possible tempering with the set

objectives and goals for the period.

DIAGNOSIS REPORTS FOR STRATEGIC HUMAN RESOURCES INTERVENTIONS The system will allow the Head of the Organization as well as he Strategic Human Resources Practitioners to do the following Human strategic Resources interventions, but not limited to below mention points:

Individual employee performance

improvement intervention

Communications and group

dynamics interventions

Job placement and grading system

interventions

Biographical balance and staff

deployment interventions

Inclusion and cultural diversity

intervention as well as corporate

strength

And many more

BOARD OF DIRECTORS TOOLS FOR ORGANIZATIONAL PERFORMANCE The system will allow the Board of Directors or Councillors to set objectives and targets to be achieved by head of the organizations (i.e. CEO/MDs) The system will allow the Board of Directors or Councillors to retrieve reports of the performance of the head of the organization performance for the period under review. The system will also allow the Board of Directors or Councillors to retrieve reports of the performance of the entire organization for the review period or departmental performances, in terms of the set objectives and goals as well as the corporate compliance.

Organizational Development (Pty) Limited Reg. 2007/822

“Knowledge that the world has never known”Include

Organizational Diagnosis

EXTRA!

VEIINATOBIAS

Organizational Performance Evaluation System (OPES) ® is an Namibian‐Italian developed‐software, which is Microsoft, IMB and Apple reseller

authorized. The software is an organizational performance base pay management system, which include extra all the elements of organizational

diagnosis that will enable strategic interventions for organizational transformation and change. The Performance Management software; OPES® is

available and the Software License can be purchase, online under the domain name: www. Opes.com or by contacting our offices in Windhoek, or

sending an email to: [email protected]/ [email protected] or [email protected] The software is selling worldwide on the

internet making, it one of the best seller Human Resources Performance Appraisal tool. The development and ingenuity of the software has been

developed over last eleven years.

24/7 AFTER SALE SERVICE AND SOFTWARE SUPPORT & FACTS ON THE LICENSING & SALES AGREEMENT Treart International is hosting and maintaining the system at its Head Office in Milan, Italy. The system is an internet based and is available 24 hours a day, seven day a week on‐line. The information security and confidentially is secure under the software agreement. The sales agreement and the system cost can be access on the domain name: http://www.opes.com. For more contact information any of the following professionals for a presentation.



Contents Welcome! Get To Know Something About Us .................................................................... 7

What this guide entails..............................................................................7

Getting started! .................................................................................................................. 11

Obtaining An OPES© Licence .................................................................................. Error! Bookmark not defined.

Log in and Get Going! ............................................................................................ Error! Bookmark not defined.

Setting company parameters: All Starts with the Board of Directors ..... Error! Bookmark not defined.

Entering Employee General Information ................................................................. Error! Bookmark not defined.

Each employee should have the a e-mial address! .................................................. Error! Bookmark not defined.

Back to the Perfomance appraisal proccess ............................................................ Error! Bookmark not defined.

Entering Employee Communication and Behavioural Traits .................................... Error! Bookmark not defined.

Entering the Set Performance Standards ................................................................. Error! Bookmark not defined.

Printing and Signing of Pre-set Performance Agreement ........................................ Error! Bookmark not defined.

Two Weeks Before The Perfomance Evaluation: A Reminder Is Sent Via E-mail! ...... Error! Bookmark not defined.

The Evaluation Process and The Setting of New Objectives ...................................... Error! Bookmark not defined.

Printing of intermediate perfomance evaluation results and setting of new objectivesError! Bookmark not

defined.

Reminder emails for appraisal to be completed ..................................................... Error! Bookmark not defined.

Reports generated from OPES software ................................................................... Error! Bookmark not defined.

Appointment of Organizatiopnla Development specilaist in the Ofice of the CEO ...... Error! Bookmark not defined.



Preface

We are very aware that communication between managers and

employees concerning performance is essential to increase

productivity, improve staff morale and motivation, and allow

coordination of each employee's work so it contributes to the goals of

the company.

But many managers focus on the wrong things. They focus on appraisal

rather than planning. They focus on a one‐way flow of words (manager

to employee), rather than a dialogue. They focus on required forms

rather than the communication needed for everyone to succeed. They

focus on the past rather than the present and future. They focus on

blaming rather than solving problems. As a result, what should be a

cooperative effort between manager and employee, working together

as a team, turns into an awkward, stressful process which both parties

try to avoid by all means, or into a meaningless paper chase that wastes

time and energy.

It doesn't have to be that way. While many companies and managers

simply aren't getting much value from the time they spend on



performance management and appraisal, there are people out there

who are reaping benefits from the process.

Much work and intellectual effort was put into this software to address

the above mentioned issues and much more. It must be said though,

that the sleepless nights and long hours of hard work, prayer and

fasting was worth it. Due to that, managers and employees can get

value for the quality and quantity of the work that they invest on a day

to day basis.

Performance appraisal is a complex managerial process, which is time‐

consuming. Appraisers can easily be prone to subjectivity because of

wrong perceptions, fear to sabotage a decent employee’s future, etc.

OPES© is an electronic, web‐based Performance Management System

(PMS) tool that gives review/ measurement results that are accurate,

transparent, consistent and objective.

We hope the instructor’s guide will guide you well during the learning

process of OPES©. It was written in this fashion because we have your

best interest at heart. Have fun!



Welcome! Get To Know Something

About Us.

VeiinaTobias Organizational Development (Pty) Limited, is a leading

Business Consulting firm specializing in the field of Organizational

Development and Sustainable Development Planning. It saw that there

is a corporate need for companies to be equipped with modern web‐

based business solutions, to address both organizational, departmental

and/or employee output.

Our company ventures into web‐based business intervention solutions,

diagnosis and high level business sustainability training, as well as

techno‐ structural engineering and change management. VeiinaTobias

OD (Pty) Ltd established a strategic business partnership with Treart

International, an Italian based software engineering firm. We venture

into partnership where we look to identify niche markets and skills,

Welcome to OPES



sharing particularly in the area of web‐based software development.

We co‐host our software in Treviso, Italy. Treviso is a city situated in

Northern Italy. It is the capital of the province of Treviso and its

Municipality has about 82,000 inhabitants. That in itself makes

VeiinaTobias Organizational Development (Pty) Ltd an international

company which is 100% owned by previously disadvantaged Namibians.

Treart International also has offices in Windhoek, Namibia, which we

share with them. We are situated on the Highway of Hochland road.

Treart is an International software development company with high

levels of experience within the IT sector. The company’s roots

originates from Italy. Its owners intend to fill the market need in Africa

through their professional, customer‐focused IT company that is young,

dynamic, passionate and progressive. Treart has clear objectives in

providing its clients with innovative and cost effective IT solutions

through the efficient deployment and integration of Information

Technology solutions. It empowers, in particular, the upcoming

generation to adopt fast to new methods of technology.

VeiinaTobias Organizational Development (Pty) Ltd can add value to

your Human Resources Department by affording your organization an

opportunity to utilize modern job evaluation software, called the

Universal Grading System which we developed over the last four and

half years. It is hosted on the internet under the domain name



http://www.unigrad‐system.com. This product is functional and is well

positioned for the continental market, and we are celebrating the

results. Further, it is worth mentioning that all our products are

protected in terms of Intellectual properties (IP) laws worldwide, with

product value that runs up to millions of dollars.

Bringing to your attention the levels of expertise in the field of

Information Technology, Organizational Development and Sustainable

Development, in terms of modeling and conceptualization. Allow us to

boast or simply blow our own horn with Africa’s very own ingenuity; a

social network, known as Kingdom Window. It is hosted on the internet

under the domain name http://www.kiwindow.com which our

company has developed. It is strategically positioned as a marketing

tool, with a current IP‐ value of about N$ 19, 5 million. The long‐term

strategy behind it is to build a marketing data base that will serve the

nations of the world.



What This Guide Entails

This user manual has been designed just for you. It is a user‐friendly

guide to help you get comfortable with OPES© and to answer any

questions you might have.

The manual has step‐by‐step guidelines as to how one should do the

evaluation process and who should be involved at various stages of

evaluation. The manual also gives details on what certain functions and

features mean and/or do.

We understand that software and computers are not quite everybody’s

“piece of cakes”. You need not to worry.

If you have a mobile phone, calculator etc. which you can use, then you

should not have any trouble using this software. Why? Mobile phones,

calculators etc. are actually just computers with hardware and software

that came with instructional guides that you managed to “crack”.



Getting Started!

What is

OPES©?

OPES© stands for

Organizational Performance

Evaluation System. It is a web‐

based tool designed to make

performance evaluation and

appraisal easier, faster, more

transparent and objective.



This is a part of the System Administrator & Operation Manual. It is loaded with a lot of fun and humour to

help you grasp OPES©.

It is simple and easy to learn from. It also contains cartoons and various

screenshots of the software.

Well...well... that’s enough for now! The rest of the System Administrator & Operation Manual is available upon

purchase of the software.

Contact me @ +264 (61) 402328 or send me an email @ [email protected]

System Administrator & Operator Manual - OPES

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