read the case & answer the following question 4,5,6,7,8,9 thank you

Citibank: Performance Evaluation

Frits Seegers, President of Citibank California, was meeting with his management team to review the performance evaluation and bonus decisions for the California branch managers. James McGaran's performance evaluation was next. Frits felt uneasy about this one. McGaran was manager of the most important branch in the Los Angeles area, and his financials were impressive. A year ago he would have received "above par" rating with full bonus. But last year, the California Division of Citibank had introduced a new performance scorecard to highlight the importance of a diverse set of measures in achieving the strategic goals of the division. Among the new measures introduced was a customer satisfaction indicator. Unfortunately, James McGaran had scored "below par" on customer satisfaction.

Frits looked at Lisa Johnson, the area manager supervising James McGaran. Frits had read Lisa's comments (Exhibit 1). The comments were very positive, but Lisa had not wanted to give a final recommendation until she had discussed it with Frits. She knew that James' case would be watched closely by many managers within the division.

The Financial District Branch

James McGaran was manager of the most important of the 31 branches in the Los Angeles area. Located in Los Angeless financial district, Jamess branch had a staff of 15 people, revenues of $6 million, and $4.3 million in profit margin. The customer base was very diverse. Individual customers ranged from people who worked in the financial district with sophisticated retail banking needs to less informed individuals banking for convenience. Business customers were sophisticated buyers who demanded high service quality and knowledgeable employees who could satisfy their financial needs. Mom and pop businesses, the dominant segment in other regions, were also present but to a much lesser extent. Competition was intense. Two competitorsBank of America and Wells Fargohad offices less than a block away from Jamess branch.

James joined Citibank in 1985 as assistant branch manager. He had worked in the banking industry since 1977. Within a year, in 1986, he was promoted to manager of a small branch. He progressed quickly through the ranks until 1992 when he was given the responsibility of managing the Financial District office. His performance in this office had exceeded expectations every single year. He had delivered impressive financial results for four years in a row. In 1996, when the division expanded its performance indicators to include non-financial measures, it became apparent that his branchs customer satisfaction ratings did not follow the same pattern as its financial performance.

Doctoral Candidate Antonio Davila and Professor Robert Simons prepared this case as the basis for class discussion rather than to illustrate either effective or ineffective handling of an administrative situation.

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James reported to Lisa Johnson, Los Angeles area manager. Lisa was a long time employee of Citibank. She joined the company in 1978 in Chicago and moved to California in early 1988. Her area was the biggest in the division and included two regions that had previously been managed separately. Lisa was a hands-on manager who spent a lot of time in the branches supporting the managers and becoming familiar with the events in each branch.

New Performance Scorecard

Citibank was a niche player in the California market. It had eighty branches compared with four hundred offices of its biggest competitor. Citibank's strategy in California was to build a profitable franchise by providing relationship banking combined with a high level of service to its customers. Service was delivered face to face (in the branch) or remotely, depending on the wishes of the customers. Customers service expectations rose in line with their net worth, as did their profitability for the bank. These customers demanded high levels of service with careful personal attention and a broad selection of financial products. Citibank provided a broad array of services including a dense network of ATM machines, 24 hour banking, and home banking.

Financial measures had dominated Citibank's performance evaluation in the past. But top managers in the division felt that these measures were poor vehicles to communicate the high service strategy of the bank. Frits Seegers wanted people in the division to have a broader view of the business and focus their attention on those dimensions that were critical to the long term success of the franchise.

To reflect the importance of non-financial measures as leading indicators of strategy implementation, the California Division developed a Performance Scorecard. It complemented existing financial measures with new measures reflecting important competitive dimensions in the banks strategy. The initial version was pre-tested in 1995 and, starting in the first quarter of 1996, Performance Scorecard goals and performance data became a central management tool to implement strategy and evaluate performance.

The Performance Scorecard was built around six different types of measures: financial, strategy implementation, customer satisfaction, control, people, and standards (see Exhibits 2 to 5).

Financial measures were obtained from the regular accounting system and focused primarily on total revenue and profit margin against targets.

Strategy implementation measures tracked revenue for different types of target customer segments relevant to the strategy of the branch. Jamess Performance Scorecard focused primarily on revenues from retail customershouseholds, businesses, and professionals.

Customer satisfaction was measured through telephone interviews with approximately twenty-five branch customers who had visited the branch during the past month. Customer satisfaction scores were derived from questions that focused on branch service as well as other Citibank services like 24 hours phone banking and ATM services. An independent research firm was responsible for administering the survey under the guidance of the divisions Relationship Satisfaction department. Given the current strategy of the bank, which focused on customer service as a key differentiator, Frits Seegers considered the customer satisfaction measure as critical to the long term success of his division. He saw it as a leading indicator of future financial performance. If customer satisfaction deteriorated, it was only a matter of time before it showed in the financials.

Control measures reported the evaluation by internal auditors on the branchs internal control processes. Branches had to score at least par (defined as 4 on a scale of 1 to 5) to be eligible for any bonus. If the rating was below 4, the branchs business was considered at risk and did not meet the minimum requirements for effective control.

People and Standards were non-quantifiable ratings determined subjectively by the branch managers boss. The "people" measure focused on the proactive efforts of the manager to develop and communicate with subordinates, to encourage area training programs, and to be a role model to more junior people. Standards included an assessment of a managers involvement in community groups, trade associations, and business ethics.

Each component of the Scorecard was scored independently into one of three rating categories: "below par", "par", or "above par". For those measures that could be measured quantitativelyfinancial, strategy implementation, customer satisfaction, and controlpre-defined performance thresholds determined where performance fell in this three-level scale. However, ratings related to people and standards lacked an appropriate objective indicator: in these cases performance was determined subjectively by the branch managers superior.

In addition, the managers boss gave a global rating for each of the six components of the Scorecard and an overall rating for the branch manager.

Performance and Incentives

The performance planning process started in October with a negotiation process between Frits Seegers and his area managers. At the end of this initial stage, Performance Scorecard targets for the upcoming year were established for the division and for each area. These targets were cascaded down the organization. Area managers negotiated with branch managers to determine their financial targets and strategy implementation goals for the year. At the end of this process, the targets for branch managers were added up to ensure that they equaled or exceeded the areas targets.

Customer satisfaction and control goals were common to all branches in the division. For customer satisfaction, the 1996 goal was to achieve a rating of at least 80.

Financial, strategy implementation, customer satisfaction, and control targets formed the quantitative basis for ex post performance evaluation. Each quarter, area managers received branch information with the actual numbers for each of these measures and a comparison with the quarterly objectives. This information, together with the subjective scores that the area manager gave for the People and Standards ratings, formed the basis for the quarterly and yearly evaluation of branch managers.

Year-end performance evaluation was determined jointly by a team led by Frits Seegers. The team comprised the area managers, including Lisa Johnson, and managers from human resources, quality, and finance. Frits believed that having a team jointly evaluate performance of every branch manager gave consistency to the process throughout the division. It was this team that was now meeting to decide James's performance evaluation for the year.

In addition to other motivational elements associated with the yearly evaluation, a branch managers bonus was linked to his or her final Performance Scorecard rating. A "below par" rating did not carry any bonus. A "par" rating generated a bonus of up to 15% of the basic salary (for branch managers with a salary in the lower part of the salary bracket, the bonus could reach 20%). An "above par" rating could mean as much as 30% bonus

Without "par" ratings in all the components of the Scorecard, a manager could not get an "above par" rating.

Performance of the Financial District Branch

Frits reviewed the 1996 performance evaluation forms for James McGaran. His financials were outstanding20% above target. According to Lisa Johnson, Jamess branch "had generated the highest revenue and made the greatest margin contribution to the business of any branch in the system." His strategy implementation scores were in the "par" to "above par" range, although Lisa Johnson had given him an "above par" rating in three quarters. James had maintained an "above par" rating in the control scorecard and Lisa Johnson had rated him exceptionally where she had the discretion to do so.

However, customer satisfaction was "below par". A branch obtained a "par" rating if it scored 74 to 79. If customer satisfaction was above 80 or it had improved 6 points with no regression during 2 quarters and it was above the market average (77), then the branch got an "above par" rating.

Lisa and Frits were aware that a strict application of the new policies for performance evaluation meant that James could get at most a "par" evaluation for the year. But James' branch was the largest and toughest branch in the division. He had a demanding clientele and challenging competition. It was difficult to manage such a diverse set of indicators, and the customer satisfaction measure was sometimes hard to reconcile with demonstrated financial performance. James had discussed with Lisa his concerns regarding the adequacy of the survey. Customers rated not only their branch, but also other Citibank services such as ATM's that were out of the control of branch managers. Thus, it was possible that these centralized services were not providing adequate support to the sophisticated customers of Jamess branch.

1. When thinking through each of the perspectives, please think about the nature of each set of measures for the various perspectives: are they objective measures or subjective measures?
2. Now, how did James perform in terms of Customer Satisfaction? (Note: You are not expected to give a simple Yes/No answer here. There are good arguments that can be made in favour of both giving him a good rating and giving him a not-good rating. Please think about and lay out the arguments for both sides, before coming to your conclusion.)
3. Please think carefully about the measures used to measure Customer Satisfaction. How appropriate are these measures? Please comment on the measures, and any criticisms you may have of the measures.
4. How are targets/goals decided for each of the perspectives? Do you think that Customer Satisfaction goals need to be decided differently?
5. Please state and argue your opinion on the following broad issue: What would happen if the financials were good, but non-financial measures were bad? Would James be achieving Citibanks goals?
6. After considering all the issues raised above, please state your opinion on whether James should be given an overall Par rating or an overall Below Par rating. Please describe arguments for both sides before stating & justifying your final opinion.