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© 2011 IBM Corporation Career Point and Project Assessments March 2011 GBS Professional Development

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© 2011 IBM Corporation

Career Point and Project Assessments March 2011

GBS Professional Development

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GBS Professional Development

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Key components in managing your career in GBS

Band 9

Band 10

Exec

Band 8

Band 6

Band 7Career Progression

Performance Marketability

PBC

Project Assessments

Skills and Development

Goals

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Project Assessments2

Contributions to IBM2

Memo to File2

CF Validation 3

Expertise Assessment 1,2

CV/Resumes1

Career Framework

Profile

PD Tool(w3)

ProfMarketplace(w3)

PBC review/rating

Personal Business Commitments[Business & Development Goals] 1

Car

eer &

Per

form

ance

Dep

loym

ent

Pay

Salary Band

Career Progression

1 Document created & stored on w32 Document created in Career Point3 Document created in Career Framework

INPUT OUTCOME

Career Development – The Big Picture

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Career PointNavigator / Home PageYour Career Point SummaryForms

Project Assessments Basics: Workflow / Sections / Performance MeasuresCreating a PA: Step by Step InstructionsWorking in the PA: Step by Step Instructions

Best Practices, Examples and Resources

Agenda

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Career Point ….....

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Career Point (CP) is a Lotus Notes application that GBS uses to evaluate employee performance on projects

CP works like a library for Project Assessments and c2i forms: You "check out" documents from db and work offline in your Notes mailbox When you are done, ‘check it in’ to the db until ready to work on it again.

CP provides different types of forms:

Project Assessment (PA) Memo to File (MTF) Contributions to IBM (c2i) Expertise Assessment (EA)

Career Point: What is it?

More about Career Pointhttp://w3.ibm.com/ibm/resource/gbsme_tools.html#cp

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The Career Point Navigator is the first screen that appears when Career Point is opened. To create a Career Point document, select Your Summary

Career Point: Navigator / Home Page

Pay attention to opening prompt of Career PointPeriodically, select Install CP Application to ensure you are on the most recent version

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Information displayed in Practitioner Information comes from PD Tool & other HR systems Expand PDF Information to view IBM profession certification details Current, In Moderation and Archived contain an inventory of your Career Point documents

Career Point: Your Career Point Summary

N/A to Cognos employees transferred from SWG but may contain certification info

Expand these sections to view your Career Point documents.

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http://w3.ibm.com/ibm/resource/gbsme_pa.html

Here you will find: Project Assessment Overview Examples of good Project Assessments Various roles in completing a Project Assessment Links to training and Career Point

5 Things you need to know about Project Assessments (PA):

1. Use it document performance demonstrated on your projects

2. It is a mechanism to receive / deliver on-going feedback throughout the year

3. Key input into annual PBC reviews

4. Create a Project Assessment for every project over 100 hours

5. Have at least 2 Project Assessments per calendar year if long term project (i.e., mid year and year end)

Career Point: Project Assessments

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What is it?

Used to document non-project related activities where you made a significant contribution and would like feedback

No performance rating; just feedback

Not a replacement for a Project Assessment or a Memo To File

Captures contribution in three areas:

Delivering to Client: activities that contribute successfully delivering products, services, and solutions for our clients

Developing our People: Activities that contribute to the development of our people

Contributing to IBM: Activities that contribute to GBS or IBM overall

Career Point: Contributions to IBM (c2i) form

More about Contributions to IBM (c2i) formhttp://w3.ibm.com/news/w3news/top_stories/2009/11/gbs_c2i.html

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– Stores additional documentation / testimonials you may receive regarding outstanding performance

– Can be used for internal or client-facing roles

– This form is not evaluated and not a replacement for a Project Assessment

– Free text form similar to an email that does not accept attachments

– TIP: More than 1 testimonial on a project? Put in 1 MTF with unique name and year. Be selective and include notes that differentiate you from peers

– Click here for more information on how to create a Memo to File.

Career Point: Memo To File (MTF)

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Project Assessments ….....

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Evaluator – The evaluator is the person responsible for assessing performance and/or demonstration of PDF capabilities on a project/account for the defined period. The evaluator is normally the team leader or the project manager of the practitioner

Reviewer – The reviewer is responsible for reviewing the PA. This could be the practitioners manager. This can be the same person as the Evaluator

Practitioner - This is the individual being evaluated.

Project Assessments: Workflow / Phases

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Practitioner Information – hard coded information; not editable

Document Information – information inputted by practitioner when document created. Some fields are editable while the document is A-initiated

Project Assessment

– Objectives - practitioner describes the project, their role on the project, and their objectives for assessment period

– 5 Performance Measures – practitioner provides evidence of what they accomplished on the project

IBMers at our best: Our Competencies – no input required; reference only

Sign Off Details – Evaluator, Reviewer and practitioner comments captured here throughout document workflow

Project Assessments: Sections

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The following are the 5 performance measures on every PA:

Results – eg time management; work products and deliverables; problem-solving/innovation

Relationships – eg client focus/partnership; teamwork & collaboration;

Professional Effectiveness – eg communication; resourcefulness; ownership and personal responsibility

Leading Others – eg collaborative influence; enables performance & growth; develops IBM people & communities

Business & Financial Management – eg financial management; project management; revenue generation

Mandatory performance Measures for all

Mandatory performance Measure for Project Managers& People Managers

Mandatory performance Measure for Project Managers

Project Assessments: Performance Measures

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The following table lists the definitions of the Performance Ratings used on Project Assessments:

Project Assessments: Performance Ratings

Rating DefinitionOutstanding Outstanding performance, significantly exceed objectives

Very Good Very good performance, fully met all and exceeded some objectives

Good Good performance, fully met objectives (In general, most employees fall into this category. Higher ratings must be justified by clear and specific evidence)

Needs Development Has some development needs to meet objectives

Below Expectations Performance slightly below objectives, requires development

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Project Assessment ….....(Create a PA - Step by Step Instructions)

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Initiate the Project Assessment in your Career Point Summary 1. Within your Career Point Summary, click on Create Doc to create your Project Assessment2. Select Project Assessment (w/o PDF section) from pop up window3. Click OK

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1. Type in the name of the Project in the Document Name field2. Select the Evaluator and Reviewer from the People Icon3. Enter Evaluation Period by using the calendar in the “From” and “To” fields

Name the Document, Evaluator, Reviewer and Evaluation Period

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1. Select the “Begin Process” from the top left of the screen2. Select yourself to send the PA to (unless Evaluator requests that it be sent to him/her first)3. Click OK4. Select Yes to save document to repository and sent to you

Begin Process (final step in creating the Project Assessment)

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Project Assessment ….....(Working in the PA - Step by Step

Instructions)

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After you click the Begin Process button, the document is created and sent to your Notes mailbox

Note: The document will be sent to you via the “Career Point” agent and the subject line will tell you that it is “Ready for Input”. (Allow 30 minutes to receive the document, but could take longer depending on volume)

When the note arrives in your mail box, open it: Subject Line

Receive PA in your Lotus Notes inbox

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1. Click on the “Launch Application” button in the Notes email document2. Type in your Lotus Notes password3. Click OK

You are now ready to input data / evidence in the Project Assessment

Launch the PA from the note in your Lotus Notes inbox

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After Launch Application from Notes, a Welcome page appears with guidance

PA Home Page

Tool Bar Tips:

Click the ‘Disc’ icon to save your workClick the ‘House’ icon to return to Welcome pageClick the ‘Question mark’ icon for HelpClick ‘Store doc in Career Point’ to check in to the db. Go into Your Summary to check out doc.

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The section titled Project Assessment is where you begin to input data. Under the Objectives section you are required to provide a project description, a description of your role and a list of the objectives as discussed with your Evaluator

This is all you need to do at the beginning of assessment period…..(check your doc into CP)

Project Assessments: Objectives

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When you are ready to have your PA evaluated, ‘check out’ your PA from your CP summary (you will get a note from Career Point to launch). Add evidence against each of the performance measures.

Project Assessments: Add evidence to Performance Measures

Use this field to self-assess against the performance measure. You will add evidence to each of the 3-5 performance measures for your role.

Ratings can only be selected by Evaluators.

You will not be able to edit this section

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Before you begin documenting your evidence against each performance measure, take a moment to review the definitions for each of the performance ratings by clicking on the button beside each rating

Project Assessments: Performance Measures Guidance

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Once the Evaluator has assessed and signed off on your PA, it will be returned to you via Lotus Notes. Review your Evaluator’s assessment and comments, then click on the Enter Comments & Sign-off button

You will be provided with a comments box where you should enter your own final comments, as appropriate. When you are finished, click on the Sign-Off button. This will move your PA to the status of Complete, were it will be stored under the “Current” section of your CP Summary

Sign Off on your PA when you receive it back from your Evaluator

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Best Practices, Examples & Resources….....

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Practitioner Role: Steps to Complete Your Project Assessment Meet with your Evaluator Discuss the project and your specific role Initiate the PA in Career Point to complete Objectives section: Project

Description, Your role on project, Your objectives, the evaluation period TIP: Click the “Store doc in CP” button once you have documented Objectives

so active document is stored in CP instead of your mailbox where it could expire

Update the PA if there are any significant changes to Objectives section Ask your Evaluator for some preliminary feedback on your performance to:

Continue with good performance Correct weaknesses prior to end of evaluation period

Document your achievements against each Performance Measure Submit the PA to your Evaluator while you are still on the Project

Beginning of

Project

During the Project

End of project (or evaluation

period)

Practitioner Role in the Project Assessment

http://w3.ibm.com/ibm/resource/gbsme_pa_working.html

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YOU are responsible for initiating and submitting the PA to your Evaluator

Agree upon objectives, role, and project description with your Evaluator within the first two weeks of the project. (Click the “Store doc in CP” button once you have documented these things so the active document is stored in Career Point instead of in your mailbox, where it could expire.)

Set SMART objectives: specific, measurable, achievable, realistic, time-based

Revisit objectives periodically to identify changes (i.e., extra responsibilities) and document personal accomplishments, linking them to performance measures in the PA

Include relevant and factual information – what YOU did and how it was achieved

Use past tense action words (i.e., prepared, applied, identified, obtained, etc) as evidence of what was accomplished

Incorporate names of individuals who can attest to performance within your documentation, if other than your PA Evaluator or Reviewer

Update CV Wizard & your Expertise Assessment at same time as completing your PA

Best Practices for Practitioner

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Description, Role & Objectives

Project Description: IBM's role is to provide consulting services in the deployment of a custom system to XYC client which includes a new set of business processes. IBM consultants are to provide services to the front office area that included Trading, Scheduling, Credit and Risk management as well as the back office accounting. This project entailed a full lifecycle from Blueprint, Realization, and Implementation and post go-live support phases. There are 110 personnel trained on the system. The custom system is used for all front and back office activities and interfaces with SAP for financials.

Individual Role on the Project:As a business analyst, my role is to support activities to the deployment of the custom system and interfaces to and from SAP including documentation, master data set up, testing, training and go live support. After implementation, I am to provide on-going support and business process review

List of Objectives:● Responsible for high quality deliverables including: Business Process Design (BPD) with Visio Process Flows and

narratives, Interface Detail Definitions (IDD) and Extension Detail Definitions (EDD)● Validate and provide information for the development of high quality deliverables for the following: end user training

materials, integration planning, go-live preparation and updates to the BPD● Support go-live and enhancement activities● Work as team member of an integrated program group that provides consistent support in a collaborative manner to

the client

Example: Project Description, Role and Objectives

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Time Management, Work Products and Deliverables, Problem Solving / Innovation

Evidence (provided by practitioner)My assigned deliverable was a Deepwater GIL3 IT Information Management Strategy document that would represent a comprehensive technology strategy for all the organizational disciplines that report into this business unit such as drilling, exploration, geological operations, etc. After my initial research, I created a framework that would provide the best fit for DWEP IT and submitted it to the Program Manager to receive buy-in. I worked with the client frequently to confirm the “as is” state of affairs and developed the “to be”. Despite my client contact frequent lack of focus and the fact the project went though a recycle in which key project roles were re-named, I continued to build the document.

Also, in preparation for the Deepwater File Plan workshops, I contributed to the recommended structure during brainstorming sessions, collected and prepared materials, and jointly developed communications for the industry experts attending the session. At the workshop, I had an active role, serving as scribe and facilitator and followed up with the client as necessary.

Evaluation (provided by evaluator)Jane was brought into this project to provide functional knowledge, business analysis and well as experience, maturity and leadership to the client. So far, she has produced very good results in her strategy document and the workshop sessions. Her strategy document will be used by other business units within the client. She also played a key role in the file plan workshop in helping effectively facilitate those sessions to define the work processes that will go into defining the file plan hierarchy for Global Upstream.

Example: Results

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Client Focus / Partnerships, Teamwork & Collaboration

Evidence (provided by practitioner)At ABC client, I have assisted the Stream Lead, other IBM consultants and the client’s employees in various tasks to support the success of the project (including on time ‘go live’) as well as to ensure high quality, on-time deliverables. This is demonstrated by the following: ●Worked closely with the IBM team and client employees to coordinate accurate information regarding procedures●Contributed to team cohesion and productivity by being flexible and willing to adapt to various requests●Brought a positive attitude to work every day encouraging team members as well●Worked and lead team members through complex issues with both the client and IBM team members●Developed open and honest relationship with everyone●Took over the responsibility as IBM Procurement Team Lead when the current lead left the project●Promoted the sharing of ideas and listened to others to facilitate timely and effective deliverables

Evaluation (provided by evaluator)I concur with Anne’s statements above. She has been an excellent team player and working well with her peers. She performed nicely by bringing new team members up to speed on the SAP solution. The client has on several occasions acknowledged that they appreciate working with Anne. She has demonstrated excellent partnering skills and has set an example to get the job done and challenges the client to complete tasks in critical situations.

Example: Relationships

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Communication, Resourcefulness, Ownership & Personal Responsibility

Evidence (provided by practitioner)There were many challenges at the outset of this project ranging from the physical distance to time zone differences between the US and Manila, to the relative lack of experience of the delivery center team. My efforts helped overcome these challenges and resulted in a steady, consistent and successful process implementation effort. This is shown by:

● Sacrificed 4 weekends of my personal time by spending them in Manila during the project

● Served as the on-site lead which resulted in key decisions made on the spot or my follow-up with other work stream leads which minimized the bottlenecks

● Coordinated the interactions and weekly communications (conference calls, web conferences, etc) between Manila process team, the SAP team and another full time resource hired by the client

●Managed the work efforts of the Manila process team delivery staff to ensure key process flows and desktop procedures were completed by key delivery dates

Evaluation (provided by evaluator)Tom is an exceptional team lead. He was able to lead the Manila team both on-site and from the US. This required a tremendous amount of coordination, communication and follow-up. His communication and follow through skills are ‘top-notch’. In many instances, little information was available to Tom and he had to develop the processes from scratch. Adding to the complexity, many of the processes were for other countries and contained very specific requirements. Tom had to understand the differences for each country and train the delivery center personnel on all.

Example: Professional Effectiveness

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It is important to remember that Project Assessments:

– Are an important communication vehicle between the practitioner and evaluator…think of it as a DOU which establishes expectations and is confirmation of how you well you did

– Allows evaluators to provide constructive & timely feedback to practitioners on their project performance

– Are inputs to support PBC review

– Are always accessible….you can retrieve your documents through career point so you always have a history of what you have done

In Summary

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Documentation in the HELP view of the Career Point database and in the PA application

GBS & Me Global: Project Assessments Index Page– http://w3.ibm.com/ibm/resource/gbsme_pa.html

– Quick Views, Project Assessment Examples, Training

GBS & Me Global: Project Assessments – Writing an Effective PA Quick View

– http://w3.ibm.com/ibm/resource/gbsme_pa_writing_overview.html

GBS-US PD Calls: http://w3.ibm.com/ibm/resource/gbsme_us_calls.html

– Practitioners: Writing an Effective PA (step by step instructions)

– Evaluators: Writing an Effective PA

GBS & Me Global: PBC & Project Assessments Quick View– http://w3.ibm.com/ibm/resource/gbsme_pa_pbc.html

Inquires regarding Professional Development can be sent to:

– US & Canada: PD Help/Dallas/IBM

Career Point Technical Help

– Click on the Submit Question button on your CP Summary

– Same as sending note to Career Point Support/Tulsa/IBM

Resources

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Contact Career Point Support/Tulsa/IBM for technical help

Use the Submit Question button or write to Career Point/Support/Tulsa/IBM Do not copy PD Help/Dallas/IBM Include exact name of Career Point document in email Only named individuals on a document should contact CP Support

Response time is a 3 business day turnaround Practitioner initiating issue will receive a system generated note with ticket

number and phone number Call CP Support only with a ticket number Refrain from sending multiple inquiries on status as it ‘clogs’ the queue. If need to check status via email, include ticket number in subject line If Level 1 unable to resolve, they will escalate to their Level 2 technical support or

PD Help/Dallas/IBM

Lost email in Lotus Notes inbox to launch CP document Document deletion requests (only documents in A-initiated will be deleted; others

archived) Errors received while processing documents Evaluator / Reviewer left IBM and Project Assessment checked out to them

(include document name and Lotus Notes id of replacement

General

Response & Follow-up

Typical Issues

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Questions