Transcript Performance Development Online (PDO) Quick Reference Guide

Performance Development Online (PDO)
Quick Reference Guide
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Browsers, PC and Mac
Academic performance development process
How to logon and off PDO
Key system tabs
Icons and buttons
Six things to note
Key actions and content for Steps 1 – 9
More information and contact details
Browsers, PC and Mac
Performance Development Online is supported for use on PCs and Macs.
PC users can use either Internet Explorer or Firefox.
Mac users must use Firefox.
Item
Details
Web browser
MS Internet Explorer 7.0
Mozilla Firefox 3.0
Web browser plugins
Adobe Flash Player 8.0 or higher (must also have Flash Player plug-in)
Sun Java Runtime Environment 1.5.0 or higher
Firefox PDO Plugin for Mac OSX may be required
Operating system
Microsoft Windows XP SP2, or Windows Vista
Mac OS 10.4 or 10.5
Acrobat Reader
Any Acrobat Reader v5.0 – 9.0
Internet Explorer 8.0 is not officially supported by the software vendor. PC settings need to be adjusted to run in
‘Compatibility View’ otherwise PDO will not function correctly.
Academic online performance development process
Plan
Mid-cycle feedback
End of year review
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Step 8
Step 9
Staff member
prepares
performance
development
plan
Supervisor
reviews
performance
development
plan
Staff member
completes
mid-cycle
self review
Supervisor
provides
mid-cycle
feedback
Staff member
completes
end of year
self review
Supervisor
reviews
annual
performance
Unit head
adds
comments
Supervisor
views
final plan
Staff member
acknowledges
review
completion
• View unit head’s
comments
• Acknowledge
plan
• Submit plan for
staff member’s
acknowledgement
• Submit plan
Online process is underpinned by regular informal feedback.
To Do
• Prepare plan
• Review plan
• Arrange
meeting with
supervisor
• Meet with
staff member
• Submit plan
• Confirm plan in
discussion with
staff member
• Submit plan
To Do
• Review progress • Meet with staff
against agreed
member to
goals
provide feedback
on progress
• Provide
against agreed
comments
goals
• Arrange meeting • Document
with supervisor
comments
to discuss
progress
• Mandatory step
for probationary
• Mandatory step
staff
for probationary
staff
• Submit plan
To Do
• Add comments
against individual
goals and in the
summary tab
• Add comments
• Review plan
against individual and staff
goals and in the
and supervisor
summary tab
comments
• Prepare for review
discussion with
supervisor
• Prepare for
review
discussion with
staff member
• Arrange meeting
with supervisor to
discuss and
agree the year’s
performance
• Submit plan
• Submit plan
• Meet with
staff member
• Submit plan
• Add comments in
summary tab
• Submit plan
• Cycle is
complete
Signing in and out of Performance Development Online (PDO)
Log in to PDO
Log out of PDO
Step 1: Log into the my.monash portal using
your authcate username and password.
Step 1: Click the Signout button at the top
right hand side of the screen.
Step 2: You’ll return to the sign out screen,
where you’ll receive a system confirmation
message that you have been successfully
logged out. Click on the button ‘Return to
Login Page’ to return to the my.monash
portal.
Step 2: Click on the Academic
Performance Development Online link in
the Online systems section on the portal
home page. The PDO Privacy Collection
Statement will appear on screen.
Step 3: Scroll to the end of the Privacy
Collection Statement and click on the Enter
Performance Development Online button.
Step 4: PDO will open on the Home
Dashboard, where you will see you’re ‘My To
Do List’ – your action list.
Step 3: You are now logged out of PDO.
PDO System Tabs
Tab name
Description
Performance Development Online (PDO) home page
Access to Performance Development Online reports
Initial navigation page for accessing plans and reportlets
Access to own and team’s current and previous performance development plans
Graphic showing which step in the process the plan is at, demographic information (eg name, level, faculty etc) from
SAP, area where workload allocation and performance development portfolio documents can be attached and viewed
Career aspirations for the next 3 years are recorded and viewed on this tab
3 year goals are recorded and viewed on this tab
Leadership goals are recorded and viewed on this tab by staff in formal leadership roles
Workload allocation details or reference to attached workload allocation documents are recorded and viewed on this tab
Summary mid-cycle and end of year review comments are recorded and viewed on this tab
At the final step in the process, the staff member acknowledges they have read and understood their review and
comments
Records send back and request input comments and history.
Displays the request/instruction from the sender when the ‘Send Back’ option is used to send the plan back to the
previous step owner
Displays the request/instruction from the sender when the ‘Request Input’ option is used to send the plan to a secondary
supervisor
Icons and action buttons
Name
Purpose
Name
Purpose
Submits plan to next step and step owner
Stops the current action
Sends plan back to previous step and step owner
Creates a new item – eg: note
Sends the plan to a nominated secondary
supervisor for feedback
Refreshes the view you are currently in
– eg: ‘My To Do List’
Saves the plan as a draft
Goes back to previous screen
View notes created in notebook
Enables the user to view a plan in a
non-editable format
Opens a print friendly view of the plan
Spell checks the current plan
Prints the plan
Create notes that can only be viewed by the creator
Help utility that links to Monash specific resources
Searches within PDO
Adds a goal to the plan
Removes a goal from the plan
Log out of PDO
Six things to note
Adding and amending text
• Free text boxes relevant to the process step are visible throughout the cycle
• Text can be added and edited when there are borders and/or scroll bars around the free text box
• Text can be copied and pasted into PDO from other sources
Saving and submitting
• Your work will automatically be saved every 14 minutes while you’re working in PDO
• You can also use the ‘Save Draft’ button to save the plan until you are ready to submit to the next step
• When you ‘Submit’ the plan to the next step it is automatically saved
Action items
• Items appear as ‘Do’ items in your ‘My To Do List’ when you own the step – when you submit to the next step, the plan appears
as a ‘Do’ item for the person the plan has been submitted to
• Each process step has one owner
‘My Notes’ and ‘Notes’
• Notes are created in ‘My Notes’ and are visible only to the creator
• Supervisors can create notes about a specific person by selecting the person from a list – the note will appear to the supervisor
via the ‘Notes’ button when they view that person’s plan
• If no specific person is selected, the note is viewable only via ‘My Notes’
Request input
• May assist staff and supervisors to gain additional insight/information into their own or a team member’s plan
• Be aware that asking another person to provide feedback grants them temporary read and write access to the plan
• Only use this feature if you are comfortable with the other person being able to view and edit the plan as you would be able to
Research achievements
• Research achievements content will build over the year as items are added and updated in the source systems
Step 1: Staff member prepares performance development plan
Plan
Step 1
Mid-cycle feedback
Step 2
Staff member
prepares
performance
development
plan
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To Do
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Step 3
Step 4
End of year review
Step 5
Step 6
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Overview tab opens – check process step you’re at, confirm Staff
Information is correct, scroll to end of screen to Portfolio Attachments
Open Career Aspirations tab – add your career aspirations for the
next three years and the contribution you’ll make towards the
university and your faculty/school
Open 3 Year Goals tab – add high level descriptions of the goals
you’ll be aiming to achieve over the next three years, your strategies
(such as development and support required) for achieving the goals)
and the annual achievement indicators that will detail the specific
annual progress towards 3 year goals
Open the Leadership tab – only if you are in a formal leadership role
and add goals, strategies and annual achievement indicators
Open the Workload Allocation tab – add details of your workload
allocation and/or refer to relevant attachments on the Overview tab
Arrange a time to meet with your supervisor to discuss and agree
your plan
Submit plan to next step – supervisor reviews performance
development plan
Step 7
Step 8
Step 9
Step 2: Supervisor reviews performance development plan
Plan
Step 2
Step 3
Supervisor
reviews
performance
development
plan
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To Do
Step 1
Mid-cycle feedback
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Step 4
End of year review
Step 5
Step 6
Step 7
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List' to open a staff member’s plan for review
Overview tab opens – check process step staff member is at, scroll to
end of screen to Portfolio Attachments where you can review any
attachments
Open Career Aspirations tab – consider the career aspirations added
by the staff member and the contribution they’ll make towards the
university and your faculty/school
Open 3 Year Goals tab – review the goals, strategies and achievement
indicators added by the staff member. Are they consistent with
University, faculty and unit business plans, standards for staff at that
level, realistic and achievable? Is more support or development
needed?
Open the Leadership tab – review the goals, strategies and
achievement indicators added by the staff member in a formal
leadership role. Are these reflective of the role and level the staff
member and consistent with University and faculty goals?
Open the Workload Allocation tab – review
Meet with your staff member to provide feedback and guidance and to
reach agreement about the plan
Submit to next step – staff member completes mid-cycle self review
Step 8
Step 9
Step 3: Staff member completes mid-cycle self-review
Step 1
Step 2
Mid-cycle feedback
Step 3
Step 4
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Staff member
completes
mid-cycle
self review
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Step 3 is
mandatory
for staff on
probation
To Do
Plan
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End of year review
Step 5
Step 6
Step 7
Step 8
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Overview tab opens – check process step you’re at, scroll to end of
screen to Portfolio Attachments where you can add/view any
attachments
Open 3 Year Goals tab – an additional free text box is now available
under each goal for addition of mid-cycle review comments.
Comments added to each goal should relate specifically to that goal.
Consider such items as achievements to date, timelines,
impediments to achievement, internal and external factors impacting
on achievement of indicators.
Open the Leadership tab – review your goals, strategies and
achievement indicators as above. Add comments as applicable.
Open the Workload Allocation tab – add comments to cater for
changed circumstances and priorities if necessary.
Open Comments tab – add a summary of progress to date, taking
an overall perspective.
Arrange a time to meet with your supervisor to discuss progress,
confirm approach to meeting achievements for rest of cycle, address
any issues that have arisen.
Submit plan to next step – supervisor provides mid-cycle feedback
Step 9
Step 4: Supervisor provides mid-cycle feedback
Step 1
Step 2
Mid-cycle feedback
Step 3
End of year review
Step 4
Step 5
Supervisor
provides
mid-cycle
feedback
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Step 4 is
mandatory
for staff on
probation
To Do
Plan
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Step 6
Step 7
Step 8
Step 9
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Overview tab opens – check process step staff member is at, scroll down
to Portfolio Attachments where you can add/view attachments
Open 3 Year Goals tab – an additional free text box is now available
under each goal for addition of supervisor mid-cycle review
comments. Comments added to each goal should relate specifically to
that goal. Consider such items as achievements to date, timelines,
impediments to achievement, internal and external factors impacting on
achievement of indicators and staff member’s self-review commentary.
Open the Leadership tab – review goals, strategies and achievement
indicators as above. Add comments as applicable.
Open the Workload Allocation tab – add comments to cater for changed
circumstances and priorities if necessary. Consider staff member’s selfreview commentary.
Open Comments tab – add a summary of progress to date, taking an
overall perspective.
Meet with the staff member to discuss progress, confirm approach to
meeting achievements for rest of cycle, address any issues.
Submit plan to next step – staff member completes end of year self
review
Step 5: Staff member completes end of year review
Plan
Step 1
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To Do
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Step 2
Mid-cycle feedback
Step 3
Step 4
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Overview tab opens – check process step, scroll to
Portfolio Attachments
Open 3 Year Goals tab – an additional free text box is
now available under each goal for addition of actual
annual achievements and comments. Each goal should
be addressed. Consider achievements and successes,
internal and external factors impacting on achievement.
Refer to ‘Research achievements’ where applicable.
Open the Leadership tab – add actual annual
achievements and comments as applicable.
Open the Workload Allocation tab – add comments to
cater for changed circumstances and priorities if
necessary
Open Comments tab – add a summary of progress and
performance for the year in the staff member end of year
review text box.
Arrange to meet with your supervisor to discuss progress,
successes, issues and directions for the next cycle.
Submit plan to next step – supervisor reviews annual
performance
End of year review
Step 5
Staff member
completes
end of year
self review
Step 6
Step 7
Step 8
Step 9
Step 6: Supervisor reviews annual performance
Plan
Step 1
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To Do
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Step 2
Mid-cycle feedback
Step 3
Step 4
End of year review
Step 5
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Open Overview tab – check process step staff member is at, scroll
down to Portfolio Attachments where you can add/view attachments
Open 3 Year Goals tab – an additional free text box is now available
under each goal for addition of supervisor end of year review
comments. Comments added to each goal should relate specifically to
that goal. Consider such items as timeliness, quality of outputs,
impediments to achievement, internal and external factors impacting on
achievement of indicators and staff member’s self-review commentary.
Open the Leadership tab – review actual annual achievements and
staff member comments as above. Add comments as applicable.
Open the Workload Allocation tab – add comments to cater for changed
circumstances and priorities if necessary. Consider staff member’s selfreview commentary.
Open Comments tab – add a summary of progress to date, taking an
overall perspective. Check incremental increase statement where
applicable.
Meet with the staff member to discuss their performance throughout the
year, negotiate any issues and advise re the increment decision.
Submit to next step - Unit head adds comments.
Step 6
Supervisor
reviews
annual
performance
Step 7
Step 8
Step 9
Step 7: Unit head adds comments
Plan
Step 3
Step 2
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To Do
Step 1
Mid-cycle feedback
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Step 4
End of year review
Step 5
Step 6
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Overview tab opens – confirm whose plan is open by checking name
and cycle year in plan masthead, scroll down to Portfolio Attachments
to view attachments. Unit heads are sent plans at Step 7 only.
Open 3 Year Goals tab – consider goals, strategies, actual annual
achievements and comments provided by staff member and supervisor
during the year.
Open the Leadership tab – consider goals, strategies, actual annual
achievements and review comments.
Open the Workload Allocation tab – consider contents and review
comments.
Open Comments tab – consider comments provided by staff member
and supervisor. Add comments in ‘Unit head’s end of year comments’
text box if desired. Discuss any issues with supervisor and/or staff
member if necessary.
It is not mandatory for unit heads to comment on every plan. An
administration function enables batches of plans to be moved to the
next step if required.
Submit to next step – Supervisor views final plan. This step ensures
the supervisor is aware of the Unit head’s comments.
Step 7
Unit head
adds
comments
Step 8
Step 9
Step 8: Supervisor views final plan
Step 1
Step 2
Mid-cycle feedback
Step 3
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To Do
Plan
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Step 4
End of year review
Step 5
Step 6
Step 7
This step has been made available to view any comments made by the
unit head
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to the plan
Open Comments tab – check if unit head has added any comments.
Check that the mid-cycle and end of year review meeting boxes have
been ticked if applicable
Contact the unit head if their comments generate any questions or
require clarification.
Submit to next step – Staff member acknowledges review completion.
This step is the final step in the process.
Step 8
Supervisor
views
final plan
Step 9
Step 9: Staff member acknowledges review completion
Step 1
Step 2
Mid-cycle feedback
Step 3
Step 4
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To Do
Plan
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End of year review
Step 5
Step 6
Step 7
Step 8
Open PDO via link in email or logon via my.monash
Click on ‘Do’ in ‘My To Do List’ to open your plan
Open Comments tab – check if Unit head has added comments,
consider other comments to ensure you have read and understood
them.
Open the Acknowledgement tab – sign the plan to complete the cycle.
Submit to next step – complete the cycle. This plan is no longer able to
be edited and is only accessible via the ‘Plans’ tab (next to the
‘Dashboard’ tab) in the toolbar.
Step 9
Staff member
acknowledges
review
completion
More information about the performance development process
and PDO
Performance development process:
For information about the performance development process and to access a
range of guides and tools to assist you to use PDO, visit Performance
Development Process: Academic Staff:
http://www.adm.monash.edu.au/human-resources/performance-development/
• Or contact the Human Resources Division on +61 3 9902 0400
Performance Development Online system:
For information or assistance with PDO contact the HR Enquiries Team:
• Phone: +61 3 9902 0400 (hours are 9am-5pm)
• Online: ask.monash