Performance Assessment Policy & Guidelines

1. Purpose:

The purpose of the Annual Performance Assessment is to evaluate employee performance in a fair, transparent, and structured manner.

 It aims to:

 • Recognise individual contributions and achievements. 

• Identify development areas for continuous improvement. 

• Align personal goals with organisational objectives. 

• Serve as a basis for promotions, increments, and career progression. ​

2. Scope and Eligibility

This policy applies to all permanent employees across all departments and job levels within the organization. 

Eligibility Criteria: 

Employment Status: Must be a permanent employee. 

Service Period: Must have completed a minimum of six (6) months of continuous service from their Date of Joining (DOJ) with the organization, calculated up to the end of December of the current year. 

Exclusions: Contractual, temporary, or intern employees; and permanent employees who have completed less than six months of service by the specified cutoff date. ​

3. Assessment Period

The performance cycle covers a year from January to December 2025. Assessments are conducted annually, with mid-year reviews where applicable.

4. Assessment Criteria

Each employee will be evaluated under the following components: 

Data will be extracted from company systems including: ERP systems (HQ), billing platforms, attendance management systems (PayPeople), project management tools, and documented project records and HR records.

Part I – Key Result Areas (KRA) – 70% Weightage:

  KRAs are directly linked to the employee’s role, responsibilities, and departmental goals and measurable KRAs include:

  Part II – Behavioral & Organizational Values – 30% Weightage:

  Focuses on qualities that reflect the company’s culture and values, including:

5. Assessment Process

6. Grading Criteria:

Final scores are calculated based on weighted averages (KRA 70%, Behavioral 30%). Ratings are categorized as follows:

7. Linkage with Rewards & Development

• Increment: Based on overall rating and company performance. 

• Promotion Consideration: For employees with consistently high ratings and leadership potential. 

• Development Plan: Employees scoring below expectations will undergo a structured Performance Improvement Plan (PIP)

8. Confidentiality & Fairness 

All assessments are treated as confidential. Supervisors are expected to maintain objectivity, avoid bias, and ensure ratings are based on measurable outcomes and behavior. 

Responsibility: 

• Employee: Submit self-assessment timely and participate actively. 

• Supervisor: Evaluate fairly, document evidence, and provide constructive feedback. 

• HR: Facilitate the process, ensure transparency, and communicate results to management.

9. Performance Appraisal Grievance Procedure 

• When to Raise a Grievance 

Disagree with: rating, increment, biased feedback, overlooked achievements, discriminatory treatment, incorrect information, or process violations. • How to Raise a Grievance

Step 1: Submit Email (Days 1-5)

✓ Email: hr@axiomworld.net, Fareeha.akram@axiomworld.net 

✓ Subject: Performance Appraisal Grievance - [Your Name] 

✓ Include: Name, department, meeting date, rating received, specific disagreement, evidence/examples, requested outcome.

• Grievance Resolution Timeline (22 Working Days)

10. Review Meeting

✓ Who Attends: Employee, HOD, HR representative. 

✓ What Happens: HOD presents evidence → You present your case → Discussion moderated by HR 

✓ Your Rights: present all evidence; ask questions 

✓ Outcome: Decision documented in writing

11. Possible Outcomes

  ✓ Upheld – Original assessment stands 

✓ Partially Revised – One or more components adjusted 

✓ Fully Revised – Complete reassessment with new rating 

✓ Increment Adjustment – If applicable, processed immediately

NOTE: This is the final decision. No further appeals.

12. Important Points to Remember

✓ Act Quickly: Submit your grievance within 5 working days of your finalization meeting

✓ Be Specific: Clearly mention what rating/increment you received and what you believe is fair 

✓ Provide Evidence: Include specific examples, projects, achievements, and data 

✓ Stay Professional: Keep all communication respectful and factual 

✓ Keep Records: Save all emails, meeting notes, and documents 

✓ Be Honest: Only raise a grievance if you genuinely believe there's an issue 

✓ Confidential Process: All grievance matters are kept strictly confidential

HR team is available to: 

• Answer questions about the grievance process 

• Help you understand your rights 

• Guide you through each step 

• Address any concerns you may have

13. FAQs

 Q: Can I discuss my grievance with colleagues?

 A: Keep the matter confidential. Do not discuss with colleagues. 

Q: Will this affect my future at the company? 

A: No. You are protected from any retaliation. Raising a genuine grievance will not negatively impact you. 

Q: What if I miss the 5-day deadline? 

A: Contact HR immediately. In exceptional circumstances, extensions may be granted. 

Q: Can I withdraw my grievance? 

A: Yes, you can withdraw at any time by informing HR in writing. 

Q: Who sees my grievance? 

A: Only HR, your HOD, and the review panel. It's kept confidential. 

This procedure ensures fairness and transparency. Every grievance is taken seriously and reviewed thoroughly. 

14. The flow is: 

1. Finalization meeting with HOD (rating & increment communicated) 

2. If employee has issue → Email HR within 5 days 

3. HR forwards to HOD for review 

4. HR arranges a review meeting (Employee + HOD + HR) 

5. Decision communicated