Quick Updates and Random Thoughts

Web-Based Performance Management Information System

I have to abandon the Google Fusion Tables-based performance information system as it is limited. Of course, that is not the only reason. The other, and real reason is that I got to actually make my own PHP-MySQL-based system. Although it is only at its initial stage (my most important achievement is a username-password protection system that ensures no page is accessible without proper login), I feel confident that I can achieve my intended system.... although when is another question.

Running and Performance Management 

Running is really a good exercise. But it does not only help one in physical fitness. It also helps me in approaching personal performance management.

When I run, I do not run alone. I do not run with a group, but the place I run is an ideal running area, with vehicles' speed in check, paved road, and less vehicles due to the security setup of the area.

Nonetheless, while I see other people run, I am reminded of the following to help me keep my pace, and ensure sustainability in my performance:

1. Keep my own comfortable pace. Focus on the distance of the run without incurring injuries.
2. Focus on my own performance. Do not compete against other runners. Other runners may have different reasons for running, which drives the way they run. I know why I run, and I will try to sustain it. 
3. Focus on the run. Do not think about other things. When I do, I slow down, and my mental activity increases fatigue.
4. Know how to prioritize. If you want to finish a big thing, you may need to abandon or remove secondary objectives. For example, as I hope to finish a 42-kilometer run in October, I am less inclined to target a sub-2 hour 21-kilometer. It's okay for me to finish it in 2 hours and 15 minutes, just five minutes faster than my last record. 
5. If you want to achieve something, do not compete with someone else. Compete against your own limitations, so that you improve on the measures that you need to and not based on some else's measures.

These are just some of my thoughts on comparing performance management with running.

New Spreadsheet Function Learned

So I learned how to use spreadsheet functions INDEX and MATCH to do two-dimensional or two-factor lookup. I will write about it in my next post in Technology for Teachers blog.

Update on the Google-based Performance Information System

So after going through three different options (LibreOffice Base/Microsoft Access, Google Fusion Tables, and developing my own local system) in creating our performance information system, I finally settled in using Google Fusion Tables.

Previously, I was afraid that the system would be riddled with information integrity and access restriction problems. For example, I was afraid that one unit can enter data for another unit, which should not be the case. To mitigate that problem, I created an internal key reference system. What it was supposed to do was to present to the oversight office his own reference key and the submitter's secret key. If the keys are the same, then the oversight office should consider the record valid and he or she can rate the output recorded. However, if the keys are different, he or she can check with the supposed unit why the keys are different before giving a rating.

Personally, I was not keen in that system being observed. The oversight offices are "very busy" people. They would not bother themselves with security procedures. So I thought that our unit would constantly monitor the keys by creating a merge of the key reference table and the output submission table (I know, the references might be difficult to understand. It's by design.).

However, just today, I learned a way to altogether remove the key reference system. Instead, the access would automatically identify the submitter as the user based on his or her Google login.

The process not only removed the threat of shared access rights to create records, but also removed two fields (columns) in the unit's view of the database.

It was brilliantly simple, and more secure.

Now time to go back to work.

Performance Information System using Google Fusion Tables

I finished last Friday 5 out of our 14 units' performance contracts (PCs) in our Performance Information System. Previously, 8 were entered by another staff, so there is only one unit remaining PC to be entered. After that, I have to review the records entered prior. With populating the commitments table almost finished, I have to go back to writing the concept and how-to-use document.

I have written a number of times on the performance information system, so my organization in writing is kinda messed up. I hope I would be able to fix this sooner as I hope to finish the system mid-September (revised timeline, I know). When I say "finish," I mean it should be pre-populated and there should be a ready document telling what it is, what it is for, and how to use it.

For managers, of course.

For managers who have no time to listen to how this system works, or how they should use it.

Don't get me wrong. I'm not complaining. It's just my observation and statement of my anticipation to my presentation being welcomed by either long yawns or questions on the integrity of the system, doubt about the effectiveness of the system, or question about the wisdom of using properly their executive time, or a combination of these and other scary things.

I'm just being realistic.

Since 2013, I have really thought about this. What I can only say is that I see some hope of this being used. So despite being scared, I am continuing. Studying how to make this work, without overtime compensation, of course.

The development of this information system also brought some questions on our performance management system as well. Questions on small details that accumulate and impact the things that matter the most to the units: the score.

Anyway, I will just stop here, I only wanted to introduce the document, which is still a ROUGH DRAFT (my working file).

It's here.

S2: My Brief Experience in Cloud-Based Database Design and Google Fusion Tables

My last post was about Google Calendar, and the ones before that were about the Philippine power sector. I will not talk about either of those, but instead talk about my brief stint in designing a database (and user interface) for our staff performance evaluation and tracking system.

After our last performance evaluation exercise, I saw the need to create an information system that supports a real, learning-oriented, knowledge management (KM)-oriented staff performance evaluation system. After reading a few literature about the concept (notably, the Strategic Performance Management System and the RA 6713, or the "Code of Conduct and Ethical Standards for Public Officials and Employees"), I designed the entity relationship diagram. You can read my concept proposal here.

Obviously, it was a self-imposed proposal that I was excited about so I went ahead and spent time and money (for staying at Starbucks... oops!) to contemplate, design, correct, recreate and re-do the database backend and the individually oriented user interaces. As a learning exercise, I tried to document as much as possible, which led to the user manual here.

But that is a big jump from the proposal to the system I was able to finish (well, almost. It still lacks the policy decision on how much is the weight of each evaluator's grade, and what are the criteria of evaluation). Obviously, before that, there were a lot of choices.

I have heard of Google Fusion Tables when I was still working at UP Manila, but it seemed too technical to me. I didn't have training on database then, too, so I did not even have the conceptual appreciation then. However, when I went to PMS, I already had the appreciation of database design and management, so I was able to appreciate Google Fusion Tables.

I needed a system that would do these things:

1. Allow the staff to enter records about their outputs.
2. Allow supervisors to evaluate their staff's outputs, but only access outputs of their own staff (direct reports) and not edit details about the output. Also, supervisors cannot change the grade other supervisors give to that output of that staff.
3. Automatically calculate overall rating for each output (because each output is rated by many evaluators, and each evaluator makes an evaluation on many criteria).
4. Allow supervisors to quickly know the current standing of that staff based on given evaluations.
5. Allow staff to see evaluation (and constructive feedback) on their outputs, as well as summary calculation of their standing.
6. Download the data.
7. Make special reports, based on what the the data the system gathers. 

At first, I wanted to use Google Forms, which would then feed the data into a Google Sheet. Google Forms can be easily created, and it also allows conditional data-inputs and required fields. Google Sheets allows range-based access, meaning I can designate which areas in a spreadsheet a person can edit. For example, I can give one Supervisor A permit to change (input and edit) data in Column I only, while Supervisor B will enter the grade in Column AA, and Supervisor A cannot change any part of the sheet other than those columns. Google Sheets allows strong data crunching functions, due to its Pivot Table function. The two are almost perfect. Well, I said almost.

The problem is that the Sheet is a very big online document, which any manager, unless I were that manager, would not want to go to. It is just a perfect example of information overload. Working for an organization that attempts at every moment to lessen the load to the bosses with the belief that they have more important things to do than read your complete and comprehensive input, Google Sheets was simply not an adorable, manager-level type of information system that they would adopt.

Remembering Google Fusion Tables when I was still studying an online system for program monitoring database, I re-read the system and what it can do, and implemented the Staff Performance Information and Evaluation System with that as the technology base. 

With Google Fusion Tables, I was able to create input forms (well, actually, input tables) for each staff, some data of which will enter in the unique user interface of supervisors so that they can grade them. The supervisors only see records of outputs which they have not evaluated yet. Once they evaluate a record and close the window, and open it again, those record will no longer appear. 

On another view, the staff can see the evaluation of the supervisors (if they have already done that), but they cannot edit it. They can only see their own records, not those of other staff. And unit heads can only see records under their individual unit, not those of others. 

As it is a database, one can easily manipulate the presentation to suit the needs of managers. 

Unfortunately, it was not utilized, so I was not able to test its full operational capability - that is, simultaneous multiple users using the database. I did the "alpha" testing alone, if that would be considered as alpha testing. 

I sure hope that I would get the opportunity to implement a system like this. I had hoped to integrate this with our dashboard, but even that would probably just go to my charge-to-experience list.