Focus Frequently Asked Questions (FAQs)

1. How do I/my team opt in to Focus?

Supervisors and staff can opt in to the Focus performance cycle at any point from now. Between now and June 2024, the goal-setting stage should be completed using the Word template available on the ANU Performance web page and the Focus Sharepoint page. From June 2024 the new Focus online system will be available for use.

2. I have an existing PDR, how do I transition to Focus?

Options for transitioning from the current PDR process are as follows:

Staff with an existing PDR in eforms:

• Continue current PDR until finished, for the next cycle transition to Word document (up to June 2024) or online system (from July 2024)
• If current PDR finishes late in 2024 (eg from October onwards) wait until January 2025 to commence the next cycle as part of the new standard cadence

Staff with PDR due for completion:

• Close out PDR with manager review
• Use Word document to set goals between now and April 2024, then transition to online process from the mid-cycle check-in, with goals from the Word document copied into the online template.

3. Why is ANU introducing a new Performance process?

The most recent ANYOU Survey (March 2023) highlighted opportunities to improve our performance development approach. In the survey:

• 65% of respondents agreed that their job performance is evaluated fairly;
• 58% of respondents indicated that they receive appropriate recognition for good work; and
• Only 28% of respondents agreed with the statement ‘When it is clear someone is not delivering in their role we do something about it’.

Survey respondents also provided relevant written comments, highlighting issues such as never having completed a PDR at ANU (or not for several years) and supervisors not being equipped to provide useful feedback. This feedback is consistent with findings and recommendations from an external review of the Performance and Development Review (PDR) undertaken in 2019.

Additionally, the current PDR form and process has to be replaced as the platform supporting the current form (eForms) will be discontinued at ANU after December 2024.

4. Do I/my team have to use Focus?

2024 is a year of transition from the PDR eform to the Focus performance cycle. From 2025, all continuing staff and staff on a fixed term contract of 12 months or more will be expected to use Focus.

5. Where do I find the Focus template documents?

The Focus template documents for Academic and Professional staff are available on the ANU Peformance web page and the Focus Sharepoint page.

6. Can I keep using the PDR eform?

The PDR eform will be available until December 2024. Any open PDR processes should be closed out well before then to allow records to be transferred to ERMS in a timely manner.

7. How will probation be addressed within the Focus cycle?

For Professional/Technical staff a separate probation process will be developed using the new online platform when it is available later in 2024. In the meantime supervisors should use the PDR eform for new staff during probation.

For Academic staff with a longer probation period, the regular Focus Academic cycle will be used for goal-setting and to provide feedback during probation.

8. What happens with new starters in 2024?

Supervisors should use the PDR eform to set goals and review progress as part of probation in 2024.

9. How will staff transition from probation to the regular Focus cycle?

Depending on when probation finishes during the calendar year, the staff member may complete a shorter Focus cycle to cover the gap between probation and the regular Focus cycle commencing in December. If probation finishes close to the end of the year (eg from October onwards), the supervisor and staff member may wait until December to commence the next regular Focus cycle.

10. Why is the Academic cycle timing different from the Professional cycle?

Many Academic staff need to set work goals for a longer timeframe than 12 months, and this can vary depending on individual circumstances. This is why Academic supervisors have the ability to select a 2 or 3 year performance cycle for staff. It can also take longer to reach milestones associated with the goal, which is why the formal check-ins are conducted annually rather than after 6 months.

11. I am a supervisor with a large number of direct reports, how can I manage processes within the new cycle?

For supervisors of Professional staff, each stage of the Focus cycle will be open for an extended period to give supervisors more time to conduct meetings with their staff. Stage 1 (Goal-setting) will be open from December to March, Stage 2 (Mid-cycle check-in) from June to August and Stage 3 (End of Cycle reflection) from November to December, with the ability to combine reflection and goal-setting as one discussion if preferred.

For supervisors of Academic staff, the Focus cycle can commence in either January or July to assist supervisor in spreading out the Focus meetings across the year. Additionally, Academic staff have less frequent formal check-ins at 12 months apart.

12. What will happen with the University’s policies and procedures linked to PDRs?

The University’s policies and procedures which make reference to the PDR process will be steadily updated over the course of 2024 before all staff transition to the Focus cycle in 2025.

13. What system will be used for the Focus online platform?

The Focus online platform will sit within the University’s existing Human Resources Management System (HRMS). Staff and supervisor access will be via HORUS.

14. Will there be automated reminders from the new system?

The new online Focus system will feature automated reminders to assist supervisors in managing the process.

15. What happens when a staff member changes supervisor?

As the Focus online platform sits within HRMS, employment changes such as a transfer or new supervisor will take place automatically with no separate process required.

Where the change of supervisor is a permanent arrangement, the new supervisor will have access to open Focus cycles for any staff member reporting to them.

Where there is a temporary change of supervisor (for example as part of a short-term transfer) the temporary supervisor will be able to see the staff member’s open Focus cycle for the transfer period. Depending on the length of the transfer, the staff member and supervisor can discuss whether any additional goals should be set or adjustments made to existing goals.

16. How will Focus records be stored?

Once the online Focus system is in place, records will be stored within HRMS which complies with the University’s data governance requirements.

For staff and supervisors who use the Word template for goal-setting in 2024, we recommend that you and your manager retain a copy of the signed document once finalised. If preferred, the signed Word template can be saved in the staff member’s ERMS file by the supervisor or their local HR Business Partner.

At the 2024 mid-cycle check-in stage, the goals will be copied and pasted into the online platform, at which point they will be stored in HRMS as part of the 2024 Focus cycle.

17. What will happen to old PDR eforms?

Old PDR eforms will continue to be stored in ERMS and subject to the University’s data governance and retention requirements.

18. Where can I find further information about Focus?

More information about Focus is available on the ANU Peformance web page and the Focus Sharepoint page.

19. What training is available for supervisors and staff?

Information about training and other resources for supervisors and staff is available on the Focus Sharepoint page .

20. How is workload distribution confirmed for Academic staff?

The Academic Focus template includes a ‘Workload distribution’ section where staff member and supervisor can document their discussion about percentage of workload distribution for the review period.

Up until June 2024, any change to the workload distribution needs to be updated by the staff member via HORUS, which will trigger an email to the supervisor for approval. Once the Focus online system is in place, changes confirmed via the template will automatically feed through to the staff member’s HR record.

21. How do I complete the goal-setting section of the template?

A short video on how to complete the goal-setting stage in 2024 is available under Goal Setting on the Focus Sharepoint page.

22. How much time should be allowed for the goal-setting meeting?

It’s recommended that supervisors allocate an hour per staff member to allow plenty of time for discussion and finalising goals.

23. Can goals be changed after the goal-setting stage?

The Focus cycle is intended to be flexible with the ability to edit goals and document feedback outside the formal stages. The online process will allow for goals to be amended after the goal-setting stage, with approval from both staff member and supervisor.

24. What is the difference between work goals and development goals?

Work goals are directly related to the priorities (i.e. projects, programs, courses, business as usual, etc) identified by the work area to be achieved over the coming 12 months. These goals would normally be broken down into more detailed tasks and activities to be worked on by the employee on a daily / weekly / monthly basis.

Development goals are any activity (e.g. training, skill builders, experiences, etc) identified by the staff member to develop skills or improve their current and/or future work performance. These goals can also relate to future career aspirations (e.g. undertaking a course to gain qualifications in a particular skill or area).

25. When do I need to set goals for 2024?

If you are opting in to the Focus performance cycle for 2024, goals should be set using the Word template by the end of April.

26. What happens after I have set and agreed my goals with my supervisor?

The next formal stage in the Focus performance cycle is the mid-cycle check-in which happens in June-July.

27. Will the Focus online platform feature automated reminders?

Automated reminders will be built into the new platform to assist supervisors and staff in keeping to the Focus cycle.

28. What happens if a staff member changes supervisor?

The Focus online platform will sit within the University’s Human Resources Management System and employment changes such as a new role or supervisor will feed through automatically to the platform. Guidelines will be developed on how to manage the focus process where there is a change of role or supervisor, whether temporary or permanent.

29. How will we measure the impact of Focus on staff at ANU?

The ANYOU Engagement Survey conducted in March 2023 set a benchmark for staff experiences of the performance process at ANU and highlighted opportunities for improvement. The same questions will be asked in future surveys to measure the impact of moving to Focus on the staff experience.