Performance Development Online System (PDO) for Professional staff Staff Briefing 2011

Today is about giving you some high level signposts to help you start using the Performance Development Online system. We will talk about... WhatWhat is the Monash performance development process for professional staff and the online system that now supports it (PDO) Who Who will use the Performance Development Online (PDO) system WhenWhen will you need to access the PDO system WhereWhere can you find the performance development elements on the online system HowHow to access the system, and some quick guides to help you get going Today is about...

The best people through a commitment to career goals and professional development Individual goals and plans aligned with that of the faculty and the University and transparent documentation Principles of the Performance Development Process Individual performance development plans University and campus plans Effective working relationships between supervisors and staff based on constructive feedback Growth Feedback Accountability

The Performance Development Process The performance development process is now supported by an online system Key Changes for the Performance Development Process in 2011 Two reviews per annum - mid year and end of year Calendar year - January to December cycle Further information: e-policy/staff-development/performance- development-process-prof.html Current paper based plan

Performance Development Process Professional Staff May - August Nov - March Position Description Annual Work Goals Career Aspirations and Development Goals Staff Member and Performance Supervisor’s Meeting

Prepare plan Submit plan Arrange meeting with supervisor Review plan Meet with staff member Submit plan Review progress against agreed goals Provide comments Discuss with supervisor Submit plan Provide feedback against agreed goals Document progress Submit plan Add comments against individual goals Summarise yearly performance Submit plan Arrange meeting with supervisor Add comments against individual goals Summarise overall yearly performance Meet with staff member Submit plan for staff member’s acknowledgement Acknowledge plan Submit plan To Do The Performance Development Process

Web-based so easy access off-campus Single sign on through Monash portal Access to previous performance development plans and reviews Attach evidence of achievements (portfolio attachments) Saves notes and comments Auto-populates SAP information Autosave prompts Links to many tools (e.g. sample plans, checklists, policies) Print reports Outlines the tasks in the process and maintains a ‘To Do’ list for you Submits and requests feedback to the next person in the process Benefits of the PDO system...

1. Accessing the system First we’ll access the my.monash portal. Click on the my.monash link. My Monash sign on allows you access the system from anywhere as long as there is internet access.

1. Accessing the system On the my.monash login page, enter your authcate username and password.

Scroll down the page until you see ‘Performance Development Online’ under ‘Online Systems’. Click on this link. Scroll down the page until you see ‘Performance Development Online’ under ‘Online Systems’. Click on this link. 1. Accessing the system

Click on the ‘Enter Performance Development Online’ button 1. Accessing the system

2. Navigation - dashboard This is your dashboard, or homepage, for PDO.

2. Navigation – Overview tab When you have your plan open, these are the navigation bars you will see. The title bar tells you which plan and planning period you’re updating.

2. Navigation – Overview tab Scroll down the overview tab.

2. Navigation - SAP The overview tab contains your SAP, or ‘personnel’, data from HR.

2. Navigation - SAP Scroll down the overview tab.

2. Navigation - Portfolio The portfolio attachments function is at the bottom of the overview tab.. You can upload files by browsing to their location on your computer, then clicking Add.

2. Navigation – Annual Work Goals Moving to the next tab, the Annual Work Goals tab is where you record goals to meet the key results areas and responsibilities' identified in your position description.

2. Navigation – Career Aspirations & Development Goals Career aspirations and development goals are specific professional development aspirations identified by the staff as necessary for your professional growth and career development.

2. Navigation – Send Back The Send Back and Input History tab keeps a record of comments and responses between the employee and the reviewer. ‘Send Back’ comments reflect an action by the supervisor in which the plan was sent back a step for update. ‘Request Input’ comments are recorded when an employee or supervisor requests input from another PDO user.

3. Useful features - Save When you are finished with working on your plan for that session, remember to Save Draft. Click on Save Draft

3. Useful features - Submit Click on Submit The Submit button is used to move the plan to the next step in the process. So when the owner has finished drafting their plan, by clicking Submit they are moving the plan to step 2, where their supervisor will start the review process.

3. Useful features - Submit If any mandatory fields have been left empty, PDO will prompt you when you try to submit an incomplete plan. The empty goal I created earlier will demonstrate this function and a pop up warning will appear on the screen. Click on any of the warning links which appear

3. Useful features - Submit Each link in the warning will take you to the field which needs to be filled. Draw attention to the field which has been highlighted by clicking on the link.

3. Useful features - Print Many people will prefer to have their mid-cycle and end of year reviews working from a hard copy of their plan. PDO provides a print preview function. Click on the Print Preview icon

3. Useful features - Print The print preview opens in a new window.

3. Useful features - Notes PDO provides the ability to create private notes which can only be accessed by the owner of the plan. Click on the My Notes icon

Click on OK 3. Useful features - Notes Because you were working on your plan, the system will prompt you to save your changes before moving to the notes area.

3. Useful features - Notes Any existing notes will be displayed. Click on New to add a note

3. Useful features - Notes The note can be made about a team member, which is useful for supervisors. A selection box similar to that used in Request Input would be displayed. Click on Return to exit the Notes function.

3. Useful features - Help There is a wealth of information available on the PDO help site. To access the site, click on the Help icon. Click on the ? icon to launch the help site

3. Useful features - Help Like all the help information on PDO, the help site launches within a new window to allow you to tab between your plan and the help information. Click on the PDO training guides link

3. Useful features – Training Guide Each training guide opens as a PDF and can be printed or saved to your PC for later access.

3. Navigation - Mid Year and End of Year Review Prior to the mid year review and end of year review the staff member provide progress reports on each goal and career aspiration and submits to supervisor for review. Following the mid year and end of year review meeting the supervisor comments against each goal and career aspiration. Supervisor adds comments against each annual work goal Supervisor adds comments against each career aspiration & development goal

3. Navigation - Overall Comments and Outcome Staff members are required to provide overall comments about their performance at mid year and end of year reviews Supervisors are required to provide overall comments on the progress of a staff members performance at both mid year end of year review meetings Supervisors must also indicate if performance progress outcome is ‘satisfactory’ or ‘not yet satisfactory’ Supervisor must indicate if performance is satisfactory or not yet satisfactory

Next Steps Obtain a copy of your position description Log in and access PDO through the portal Cut and paste from your paper based plan in to PDO to start the process

For more information Go to: for: –Quick reference cards –Links to other training –PDO support contacts For general support on the system or the performance development process call Monash HR on