PerformanceDevelopment 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 . . .

What What 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

When When will you need to access the PDO system

Where Where can you find the performance development elements on the online system

How How 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:

http://www.adm.monash.edu.au/workplace-policy/staff-development/performance-development-process-prof.html

Current paper based plan

Current paper based plan

Performance Development Process Professional Staff

May - AugustMay - August

Nov - MarchNov - 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 To Do 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.

First we’ll access the my.monash portal.

Click on the my.monash link.

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.

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

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.

Scroll down the

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.

Scroll down the

overview tab.

Scroll down the

overview tab.

2. Navigation - PortfolioThe 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.

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 BackThe 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.

‘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.

‘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 DraftClick on Save Draft

3. Useful features - Submit

Click on SubmitClick 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 - SubmitIf 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

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.

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

Click on the Print Preview icon

3. Useful features - Print

The print preview opens in a new

window.

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 the My Notes icon

Click on OKClick 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

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.

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

Click on the ? icon to launch the help site

3. Useful features - HelpLike 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

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 ReviewPrior 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 annual work

goal

Supervisor adds comments against

each career aspiration &

development goal

Supervisor adds comments against

each career aspiration &

development goal

3. Navigation - Overall Comments and OutcomeStaff 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

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: http://www.adm.monash.edu.au/human-resources/performance-development/ 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 9902 0400