Monitoring HR policy implementation

Monitoring Routine for HR policy implementation:

This procedure is the agreed procedure for monitoring the implementation of NeIC's HR policy which i.e. states the right on development dialogues of NeIC staff or that statistics on gender balance is being collected at least on an annual basis.

KPIs (Key Performance Indicators)

• Annual AHM conducted with at least 70% overall satisfaction
• Annual NeIC internal survey filled out by at least 50% of NeIC people on service contract
  • People willing to continue with NeIC is above 75%
  • Number of development dialogues offered within the last year for staff above 25% FTE commitment is at least 95% or NaN.
  • FTE overcommitment should ideally not happen: Committment beyond 100% FTE over the spread of one month within the last year should be less than 2% in the survey.
• Aggregated gender balance statistics for all NeIC people on service contract and for all people involved in NeIC functions (including Board, working groups, steering groups, programme committees and reference groups) are published as part of the annual NeIC report.

KPI measurement

It is suggested to measure the KPIs in conjunction with the annual PoCo strategy implementation report or independent of that in one of the first two Board meetings, once a year.

Monitored Metrics

The following information is monitored and can be added to the annual NeIC report / annual PoCo strategy implementation report:

• annual AHM conducted (checkbox, date)
• annual NeIC internal (staff) survey
  • conducted (checkbox)
  • result presented (to whom: NeIC XT and NeIC Board, and informed all staff about it) (list of checkboxes and dates, link)
  • result discussed (within NeIC XT) (checkbox, date, link)
• annual employer survey
  • conducted (checkbox)
  • result presented (to whom: NeIC XT and NeIC Board, and informed all staff about it) (list of checkboxes and dates, link)
  • result discussed (within NeIC XT) (checkbox, date, link)
• gender balance statistics
  • gender statistic headcounts and percentages for all non-reimbursed functions (PF, NeIC Board, all SGs and RGs) (matrix with numbers, percentages and date of measuring)
  • split gender balance per country and have it weighted per FTE (based on need by funding agencies) for all staff including XT (list of numbers, percentages, date)
    • per project and XT: (#total FTE, female percentage, date)
    • total number of weighted gender balance per country for sum of all project staff and XT
• number of development dialogues vs. number of staff (> 1 year & > 25%) offered within each project or XT for all staff above 25% and working for more than one year.
  • (a detailed date matrix for every project or XT should be kept internal within project management)
  • per project: #of staff contracted>1yr and >0.25FTE/yr, #devdialogues offered within 1 year as of date,
    • weighted per FTE if deemed useful