Steps

Hold a discussion about supervisee’s performance, achievements and development in the past year
 

Responsible Party

Template/Guideline

Explanatory Notes

In case of matrix reporting, both direct and matrix supervisors should be part of the annual performance review discussions/decisions.​
 

Steps

Prepare a statement of annual achievement and post it in Quantum

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

In case the supervisee has not prepared and submitted the statement of annual achievement within the agreed timeframe, the supervisor must still complete their annual performance review​.
 

Steps

Request additional feedback from others (optional)
 

Responsible Party

Template/Guideline

Explanatory Notes

Requesting additional feedback from others is optional and it is recommended that it is requested throughout the year, as appropriate (e.g. after large projects are completed) rather than all at once at the time of the annual performance review.
 
It is advisable that an indicative list of potential additional feedback providers is discussed by the supervisor and the supervisee when the performance goals are agreed on, but the final decision on who to request additional feedback from should be made at the time of the request.
 
In Quantum, the supervisee will see all the feedback provided by others without the indication of who provided what feedback​.
 

Steps

Record the outcome of the annual review in Quantum
 

Responsible Party

Template/Guideline

Explanatory Notes

An annual performance review by the supervisor includes:

1. Responses to a set of questions regarding the supervisee’s performance and competency proficiency, and narrative comments
2. An indication of whether the performance of the staff member ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations’

For the staff members reassigned to new positions within UNDP during the performance year, as a general principle, the supervisor who supervised the staff member for most of the year will lead the annual review. However, specific arrangements for the review and its record in Quantum will be determined depending on the time of the reassignment and circumstances of the case​. 
 

Steps

Make a recommendation for supervisees to receive a special recognition certificate to TMRG
 

Responsible Party

Template/Guideline

Explanatory Notes

Supervisees are qualified to receive special recognition for consistently exceeding performance expectations throughout the year, or for a special achievement(s) or impact achieved.
 
The supervisor should include into the annual performance review of such staff members examples of incidents where expectations were exceeded or of special achievements.

The recommendation of the supervisor should be endorsed by the second level supervisor and approved by the Head of the Office before uploading the certificate to Quantum.

Steps

Review the annual performance review by the Supervisor 
 

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

Steps

In case of disagreement, request a TMC review 
 

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

The request for the TMC review should be submitted within 10 working days from the notification that the supervisor has completed their review to the HR Focal Point. The HR Focal Point will capture this in a TMC Document for the supervisee on Quantum
 

Steps

Review the outcomes of all performance reviews in the respective Bureau/Office where staff  have received a ‘Does not fully meet performance expectations’ rating to ensure consistency between teams in the application of standards.

Review cases of supervisees who disagree with the annual performance review by the Supervisor.

Responsible Party

Template/Guideline

Explanatory Notes

Steps

Record the final TMC comments, as needed, in the supervisee’s personal record on Quantum

 

Responsible Party

Template/Guideline

Explanatory Notes

Steps

Review the final results of the annual performance review and provide relevant comments, as needed 

 

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

Steps

Ensure that all supervisors in their team complete the annual reviews of their supervisees. Find an appropriate solution in case reviews are not completed.

Review recommendations for special recognition submitted by supervisors in their team along with the comments and examples of special achievement. If in agreement, endorse the recommendation and submit certificate to the Head of the Office for approval.
 

Responsible Party

Supervisor of the supervisor

Template/Guideline

Explanatory Notes

Template for Certificate of Special Recognition-to be uploaded in Quantum once proposal is approved.

 

Steps

Once approved upload the Certificate of Special Recognition to Quantum.

Responsible Party

Template/Guideline

Explanatory Notes