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UCD PERFORMANCE MANAGEMENT DEVELOPMENT SYSTEM

Reviewee Training Programme

3 hours

Agenda1. Introduction and Objectives2. Background3. Benefits of UCD PMDS4. Roles5. PMDS Process and Confidentiality6. A development conversation and feedback7. Practice 8. Next Steps9. Contacts and SupportBreak at 11

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1. Introduction and Objectives

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Training Programme Objectives

• To follow up on information already received on PMDS

• To provide a comprehensive understanding of PMDS

• To appreciate the benefits of a PMDS conversation.

• To identify and begin to develop your skills and confidence in participating in developmental conversations

2. Background

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What is UCD PMDS?

•Performance Management Development System.

UCD PMDS is a formal discussion supported by regular informal discussions about:

•The reviewee’s role in UCD.

•Goals related to that role.

•Learning and development plan to help them achieve their goals.

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What is UCD PMDS?• A framework that supports staff development

in a structured and informed way

• Key objectives of UCD PMDS– Introduce a performance culture– Link organisational objectives to unit and the

individual– Encourage an ethos of continuous improvement – Promote two-way communication

– Support personal development linked to achievement of UCD’s goals

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What is UCD PMDS?

• Applicable to all UCD staff on a minimum of a one year contract.

• Grounded in a union-management agreement (November 2006) and overseen by a steering group.

• A structured process for the development of staff in line with their role

• A training needs analysis

• Social partnership agreements

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UCD PMDS is not…

• A one size fits all approach

• A disciplinary medium formal or informal

• Used to air grievances

• Linked to incremental pay or promotion

• Intended to interfere with or compromise academic freedom

3. Benefits of UCD PMDS

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Benefits

• Improves communications at all levels;

• Enables better understanding of the University’s goals and values;

• Cultivates a culture of continuous improvement;

• Identifies and addresses personal learning and development needs;

• Provides a clearer understanding of staff roles;

• Prioritises key aspects of roles;

• Improves overall performance.

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Benefits identified by Staff

• Having the opportunity to discuss development with someone who can offer support;

• Linking of role to the development required;

• Discussing career progression plans;

• Becoming aware of the learning and development opportunities provided by the University;

• Helpful in relation to team and unit communications.

4. Roles

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Role of Head of School/Unit•Designating reviewers

- Academic staff are not reviewed on their academic practice

- If an appropriate technical management or administrative structure is in place in a school\unit, the appropriate Chief Technical Officer\Administrator in the school\unit may conduct reviews

•Ensuring reviews take place and recording this

•Leading and supporting PMDS conversations within their school/unit

•Supporting reviewers

•Identifying what financial support the school/unit can provide

•Organising, supporting and delivering authorised job-specific training requests at school/unit level.

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Role of the Reviewee

The reviewee is a current permanent/temporary staff member (on a minimum of a one-year contract).

Responsibilities:

•Identify and articulate day-to-day activities and outline personal work objectives.

•Prioritise and link objectives to the goals of the school/unit.

•Agree a personal development plan with the reviewer.

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Role of Reviewer and Reviewee

The reviewer and the reviewee will agree the personal work objectives of the reviewee and reasonable steps will be taken to achieve those objectives within an agreed time by:

•Fully participating in the PMDS process.

•Discussing development on an ongoing basis.

•Documenting the outputs of the formal review.

•Completing and signing off of the UCD PMDS forms.

•Attending all related training.

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Role of Reviewer

The designated reviewer will be an individual who can support a reviewee by:

• Articulating clearly the schools\units strategic aims.

• Helping the reviewee link their own objectives to the schools\units strategic aims.

• Supporting the reviewee in identifying their development, skills training and support needs.

5. PMDS Process and Confidentiality

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PMDS process

Regular review & evaluation of the process by the Project Team

Continuous Development

Contacted by internal learning & development providers re:

requests

Reviewee

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Reviewee is designated a reviewer

Reviewee does not accept reviewer

Letter to HR Partner* requesting an alternative

reviewer

Alternative reviewer designated by College

Principal/VP

PMDS review meeting takes place

Reviewee accepts reviewer

In each case the reviewee can bring a Trade Union representative to the review meeting provided they inform the reviewer at least one week before the agreed meeting.

Request for an Alternative Reviewer

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Form 1 - Self-Reflection, Meeting and Action Plan• Designed primarily to stimulate and record a process of self-

reflection on past performance and future goals

• The reviewee completes Form 1 two weeks before review date

• During this period, they will reflect on their role and career development needs before emailing the draft document to their reviewer 1 week prior to the review

• During the review meeting, the reviewer and reviewee will discuss and agree on the reviewee’s;– achievements and progress to date, – objectives for the coming review period, – identify any learning and development actions completed and how

they were implemented in their role, career development goals and any learning and development actions required to achieve these objectives.

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Form 1 - Self-Reflection, Meeting and Action Plan• Agreed by reviewee and reviewer

• If amendments/updates to objectives or skills/training/development requests are made during the PMDS cycle, both reviewer and reviewee sign off on them

• Kept in a separate local filing system

• PMDS forms have a lifespan of the current review interval only. Form 1 from the previous cycle is returned to the reviewee after next formal review meeting

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Form 1 - Self-Reflection, Meeting and Action Plan

Action Plan must be owned by reviewee:

Setting objectives

Specifi c Measurable Attainable Relevant Time

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Form 2 – Completion of Reviews and learning & development Actions

• Form 2 is completed by the reviewer

•A record of all reviews completed by that reviewer

•An amalgamation of all their reviewees’ training and development requests

•The reviewer must sign and date it indicating they have amalgamated the learning and development actions for their reviewees

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Form 2 – Completion of Reviews and learning & development Actions•Name only added if consent of reviewee given

•Once completed this form is sent to the HOS/U for approval.

•Having approved the learning and development requests, the HOS/U will sign and date the form and return the authorised form to the reviewer who will then notify reviewees of authorised actions.

The reviewer should ensure that all learning and development requests are forwarded to the Head of School/Unit for approval on a regular basis (every 6 - 8 weeks).

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Form 3 – Summary of Reviews Completed and Authorised Learning & Development Actions for School/Unit

• Using the Form 2 they received from reviewers, the Head of Sch/Unit completes Form 3

• This form is completed by the HOS/U indicating reviews completed in their area and authorised learning and development actions requested by the reviewees

• The completed form should be forwarded by the Head of School/Unit to the PMDS co-ordinator at pmds@ucd.ie for action every two months

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Form 3 – Summary of Reviews Completed and Authorised Learning & Development Actions for School/Unit

• A copy of this form will also be sent by the HOS/U to the appropriate College Principal/Vice-President & HR Partner (where applicable) for information purposes.

• It is the responsibility of the HOS/U to keep updated records on reviews completed in their school/unit and to keep soft copies in a confidential and secure location.

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Follow Up• After receiving Form 3 from the Head of School/Unit, the

PMDS co-ordinator will process the information recorded.

• It is at this stage that records of reviews completed are updated and any learning and development requests are sent to the relevant internal learning and development providers for action.

• In relation to job specific training, this should be organised at HOS/U level depending on resources.

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Follow Up• An email will be sent by the provider to the reviewee who

requested the learning and development action (where no contact details were provided, contact will be made with the reviewer) acknowledging that their request has been received.

Retention of PMDS Forms 2 & 3 and failure to submit learning and development requests for action, in a timely manner, can have a significant impact on a staff member’s access to learning and development opportunities provided by the university

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Points to note• Reviewees should be familiar with the on-line learning and

development directory before they complete their review

http://www.ucd.ie/pmds/ebook/

• They should also be aware of how job specific training will be dealt with in their sch/unit

• Realistic about their requests

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UCD PMDS Confidentiality

•PMDS is a confidential discussion between the reviewee and the reviewer.

•The reviewer is responsible for filing a copy of the agreed review form within their confidential filing system.

•With the explicit consent of the reviewee, individualised training, development and support actions will be brought to the attention of the Head of School/Unit.

6. A development conversation and Feedback

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Two-Way

Partnership

Mu

t ual

Tru

st

Dynamic

Sup

por

tive

Open and honest

UnderstandLinkValue

PersonalAspirations

Development Actions

Adult to Adult

Development Conversations An Ongoing Process

University Aspirations

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UCD PMDS Feedback

Feedback is an important aspect of effective two-

way discussions.

The reviewer will only provide feedback when it is:

1. Requested by the reviewee.

2. The reviewer has first hand experience of the reviewee’s performance.

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My Agenda

Your Agenda

Push PullPush and Pull

Aggressive Assertive Passive

Three Types of Behaviour

7. Practice: Review Conversation

Watch your communication skills and Body Language

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8. Next Steps

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Next Steps• Find out who your reviewer is - ask your Line Manger/Head of

School.

• When you have been given a date for your review prepare

• Look at learning and development directory

• Read Form 1, complete in draft and send to your reviewer at least 1 week in advance of meeting (voluntary)

• Be specific with training requests

• Think about what you want from the review and how often you would benefit from meeting with the reviewer

• Attend the review(s)

• Informally meet with reviewer on a regular basis

• Ensure you complete any training/development you requested – ownership of this is with the reviewee

9. Contacts and Support

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Contacts, Support and Further Information

• PMDS Co-ordinatorExt: 4913 pmds@ucd.ie

http://www.ucd.ie/pmds