Performance and Development Review (PDR)

System: HR e-forms »

Frequently asked questions (FAQs)

The FAQ section will contain frequently asked questions that have been collated throughout the development and testing of the new forms.

NEW- Troubleshooting/form errors

  • Error: change in staff-supervisor reporting lines/change in position

PLEASE NOTE:

Recent changes to your Staff-Supervisor reporting line have been identified, which may cause your PDR eForm to malfunction. Please DO NOT SAVE the eForm until this error has been rectified. Please contact HR Systems and provide the following information to resolve the issue.

Error: STAFF - Change in position
Form ID: 1000XXXXXX

The above error means that your position details since the commencement of the PDR have changed, causing the form to break.  

If the current PDR is relevant to your new position,  the HR Systems team can update PDR details, allowing you to proceed with the form.  If, however, the objectives set out in the PDR are no longer relevant to your current role, you may wish to terminate the form and have your supervisor initiate a new one. 

Please note, in order to terminate the PDR, we would require approval from both yourself and the supervisor with whom you commenced the form. 

You can email HRSystems@anu.edu.au quoting your Form ID and your decision.  

  • I have changed supervisors, but I want my old supervisor to complete the PDR

The PDR supervisor relationship is based on the reporting lines in the HR Management System.When a change in reporting lines is identified,  the PDR details automatically update, provided there has not been any changes to the staff members position details (refer to ERROR above for advice).  Staff are encouraged to complete their PDR's prior to any changes in reporting lines occurring and HR Systems are unable to redirect the PDR to a different supervisor.  Recognising that this may not always be possible, the PDR can be terminated with the staff member and supervisors’ approval and completed offline.  It should then be saved to the staff members ERMS record.  Please email your decision along with the relevant approvals and Form ID to HRSystems@anu.edu.au.

  • How do I fix input errors in the form?

There are different methods for fixing the data- providing the form HAS NOT been submitted by the Supervisor.

Form

Method

Performance and Development Review- Planning Stage

If the form has been sent to the Supervisor, but has not been sent back to the staff member: the Supervisor can edit the form and discuss changes with the staff member.

 

Please note: No further changes to the plan can be made once the Supervisor submits to the staff member for plan acknowledgement.

Performance and Development Review- Mid-term review (Professional Staff only)

If the form has been sent to the Supervisor, but has not been sent back to the staff member: the Supervisor can edit the form and discuss changes with the staff member.

 

Please note: No further changes to the plan can be made once the Supervisor submits to the staff member for mid-term assessment acknowledgement.

Performance and Development Review- End of term review

If the form has been sent to the Supervisor, but has not been sent back to the staff member: the Supervisor can edit the form and discuss changes with the staff member.

 

Please note: No further changes to the plan can be made once the Supervisor submits to the staff member for end of term assessment acknowledgement.

General questions

  • Who starts the form?

Your Supervisor is responsible for initiating the form to commence drafting the performance plan for the period. Once the Supervisor has initiated the form, the staff member will be notified via email and is required to login through the e-forms portal to draft the performance plan.

  • Will I need to print or store a copy of the application?

Both the staff member and the supervisor will be able to print the performance plan throughout the planning and assessment stages.

Once the plan has been accepted, and once the mid or end of term review has been completed, a copy of the finalised application will be:

  • Automatically sent to ERMS
  • Automatically sent to the supervisor and staff member.

There is no requirement to print these finalised documents for storage on personnel files.

  • Are there any limitations on browsers or locations? Can I access the form on my phone?

The e-forms portal is mobile friendly and can be accessed from most common web browsing platforms such as:

  • Firefox

  • Chrome

  • Internet Explorer

  • Safari
  • How can I tell where the form is up to?

If you are the user that initiated the form you will be able to view the forms current status within the e-forms portal. Users are advised to:

  • Login to e-forms
  • Click on 'Form Activity' at the top of the screen
  • Users will be able to see:
    • The form state
    • Who it is assigned to
    • Who it was assigned by
    • When it was last updated
  • What is the form workflow?

Academic Staff

Form Stage

Form Owner

Editable

Planning Phase

 

Identify Performance Objectives- Supervisor

Supervisor

Yes

Staff Member PDR Plan Contribution

Staff Member

Yes

Discipline Lead/Mentor Plan Contribution (optional)

Identified Discipline Lead/Mentor

Yes

Staff Member Plan Contribution

Staff Member

Yes

Supervisor Signoff

Supervisor

Yes

Staff Member plan acknowledgement

Staff Member

No

End of Term Assessment

 

End of term Self-Assessment

Staff Member

Yes

Discipline Lead/Mentor Contribution (optional)

Identified Discipline Lead/Mentor

Yes

Supervisor Finalise End of Term Assessment

Supervisor

Yes

Staff Member Assessment Acknowledgement

Staff Member

No

Professional Staff

Form Stage

Form Owner

Editable

Planning Phase

 

Identify Performance Objectives- Supervisor

Supervisor

Yes

Staff Member PDR Plan Contribution

Staff Member

Yes

Supervisor Signoff

Supervisor

Yes

Staff Member plan acknowledgement

Staff Member

No

Mid-Term Review and Assessment

 

Mid-term Self-Assessment

Staff Member

Yes

Supervisor Finalise Mid-Term Assessment

Supervisor

Yes

Staff Member Assessment Acknowledgement

Staff Member

No

End of Term Assessment

 

End of term Self-Assessment

Staff Member

Yes

Supervisor Finalise End of Term Assessment

Supervisor

Yes

Staff Member Assessment Acknowledgement

Staff Member

No

Delegations

  • Do delegations work the same as the travel form?

Yes, the new HR e-forms utilise the same web service integration to retrieve delegation data from the Human Resources Management System. The web service will be tailored to each business process to ensure that the correct delegation is search and delegates returned.

  • What delegation is used to approve this request?

Process

Delegation details

Delegation #

Delegation Profile

Probation Confirmation- Academic Staff

Confirm employment for an academic staff member at end of probation

167  Cluster 1

D4

 

 

 

Extend Probation- Academic Staff

Extend probation in respect of an academic staff member on a continuing appointment

 

168  Cluster 1

D3

Probation Confirmation- Professional Staff

Confirm general staff employment at end of probation

172 Cluster 1

D4

Extend Probation- Professional Staff

Extend probation period, or annul employment prior to completion of probation period for all general staff

173 Cluster 1

DHR

  • Will delegations work correctly when someone is away?

The Delegations data shown in the form is pulled directly from the HR Management System. In the event that a delegate is away, they are advised to update their Delegations to re-assign delegations where needed.

Please note: assignment of Delegations is not undertaken using the 'assign a proxy' function in HORUS. Users must complete the assignment of delegations form and have it approved by a D3 Delegate or higher.

  •  If I have a delegation, can I approve applications for my own staff?

Yes, if the supervisor holds the appropriate delegation they will be able to approve the form upon submission. Requests for movements greater than one step, will still be sent to Director, Human Resources for approval.

Policy/form processing

  • What is the related policy for this form?

  • Has the Performance Review been aligned for both Academic and Professional staff?

Yes, the Statement of Expectations will now be known as the Performance and Development Review. This change aligns the form with the updated policies for both Academic and Professional staff.

  • What is the transition period for using the form?

Staff members who currently have a paper based Performance and Development Review plan in place should continue with this process and are not required to transfer their current performance plan, or create a new Performance and Development Review using the online form. It is expected that over the next 12 months, all staff will transition to using the online form as their current PDR is completed.

New staff members will be expected to complete their Performance and Development Review plan using the new online form.

  • Where can I get assistance in relation to the performance planning process?

The Career and Development website has been updated to provide further information in relation to undertaking the performance review.

  • How are completion dates stored?

From 31 August, completion dates for the PDR will be automatically stored in HRMS, and a copy of the PDR plan or assessment will be sent to the staff members personnel file in ERMS. Completion dates and storage of documents will be automated at completion of the following stages:

  • When the initial PDR Plan is finalised

  • Mid-term assessment completed (professional staff)
  • Will the system eventually link to the ERMS to retrieve/view past performance development reviews?

Yes, there is scope in the future to retrieve Performance Development Review (PDR) documents that have been completed in the PDR e-form.

 

Page owner: Human Resources