Have you made Policy on Performance Appraisal? If yes, then is subject of "Coaching Conversation Forms" (CCF) included in this policy? If yes, then has it been mentioned in the policy as to who will raise this form, when will it be raised, who will approve it and what is the due date by which the form is to reach the HR department? If the policy guidelines are impeccably clear then have you communicated to all the staff and if yes, have they understood it?
You need to correct the policy if some of the points mentioned above are not included. However, at this stage, issue a private circular addressed to the defaulting employees on submission of the CCF within a week. If they fail to do so then it would be considered it as misconduct and disciplinary action would be initiated against them.
For the slackness in the submission of CCF, HODs are also responsible. Why HODs allowed this delay or is it that they are also party to this delay?
If the CCF for Q1 are yet to be received then what about CCF for Q2? What is the due date for the submission of these forms? You may issue one more circular for the submission of CCF for Q2 within a week.
Does HOD meeting takes place in your organisation? If yes, then how frequently does it take place? If you are HOD of HR Department or any other person whoever HOD is, why he/she did not raise this point the HOD meeting? What was the hold up? Why the delay was acceptable to the leadership?
If we read between the lines, the incident could reflect on your organisation's culture. Possibly employees live in a myth that they are indispensable and submission of CCF need not be given priority as it is "HR-related activity". Your larger challenge is how to remove this myth from their minds. One of the methods, as stated earlier, is to invoke negative discipline.
27th November 2017 From India, Bangalore
The idea here is not to force people to complete these forms but its needs to be built in the culture of the organisation. Negative and positive reiforcements are fine when the org is small but when the employee strength is above 8k+ these cannot work.
Also Circular is kind of old school method of providing information. We cannot keep issuing circulars everymonth reminding employees to complete the coaching sessions.
For eg: We create desktop wallpapers for all with coaching week highlighted, sending one on one emails to manager and subordinates etc.
Looking at such options to get employees adopted to new process.
5th December 2017 From India, Pune