performance and talent (pat) - ehealth nsw · 2020. 11. 8. · pat enables nsw health staff to...

Talent Management

PAT User Manual

April 2021

Version 1.2

Performance and Talent

(PAT) NSW Health

Talent Management - User Manual

eHealth NSW - 1 - PAT User Manual

Table of Contents

Table of Contents ............................................................................................................................................ 1

Foreword .......................................................................................................................................................... 3

How to use this User Guide ............................................................................................................................ 4

Save as an electronic document .................................................................................................................. 4

Use Table of Contents .................................................................................................................................. 4

Help and Support .......................................................................................................................................... 4

1 Introduction ................................................................................................................................................... 5

2 Getting Started .............................................................................................................................................. 5

Login ....................................................................................................................................................... 5

Home Page ............................................................................................................................................. 6

Navigation ............................................................................................................................................... 6

2.3.1 Tabs ................................................................................................................................................ 6

2.3.2 Home Page Tiles ............................................................................................................................ 7

2.3.3 Quick Actions ................................................................................................................................. 8

2.3.4 Navigator ........................................................................................................................................ 8

2.3.5 Home Button .................................................................................................................................. 8

2.3.6 Notifications Icon ............................................................................................................................ 8

2.3.7 Sign Out .......................................................................................................................................... 8

3 Succession Planning ................................................................................................................................... 9

Navigation ............................................................................................................................................... 9

3.1.1 Creating a Succession Plan ........................................................................................................... 9

3.1.2 Editing the Succession Plan ......................................................................................................... 14

4 Talent Pools ................................................................................................................................................ 15

Navigation ............................................................................................................................................. 15

4.1.1 Creating a Talent Pool .................................................................................................................. 15

4.1.2 Editing or updating the Pool ......................................................................................................... 17



5 Talent Review .............................................................................................................................................. 19

Navigation ............................................................................................................................................. 19

5.1.1 Creating a Talent Review Meeting ............................................................................................... 19

Talent Review Lifecycle ........................................................................................................................ 24

Navigation ............................................................................................................................................. 25

5.3.1 Participant (Line Manager) - Review Content by Selecting Rating Values .................................. 25

5.3.2 Participant (Line Manager) - View Dashboard ............................................................................. 28

5.3.3 Participant (Line Manager) – Grant Access to Reviewers ........................................................... 29

5.3.4 Participant (Line Manager) – View Notes ..................................................................................... 30

5.3.5 Participant (Line Manager) – View Tasks .................................................................................... 31

Talent Review Meeting - Facilitator to Conduct Meeting ...................................................................... 32

5.4.1 Conduct Meeting Detail ................................................................................................................ 32

Navigation ............................................................................................................................................. 33

Talent Review Meeting - Status Completion ........................................................................................ 39

END OF GUIDE ............................................................................................................................................... 40



Foreword

This User Guide includes information regarding the user procedures for Succession Planning and Talent

Review.

The information and processes detailed in this document are focusing on two user types based on the PAT

System roles:

1- Human Resource Business Partner (HRBP)

2- People Manager

Please note: Images in this guide may vary from your live system, as visibility and functionality depend on your user permissions.



How to use this User Guide

Save as an electronic document

We recommend saving this User Guide as an electronic document resource for quick reference, rather than

printing. We also recommend viewing this guide from the Intranet to ensure that you are viewing the latest

version of this document.

Use Table of Contents

Having saved the file to your desktop or other easily accessed location:

1. Scroll to the Table of Contents.

2. Click the item you wish to view.

This opens the item clicked within the body of the User Guide giving you immediate access to the

information you require.

To return to the table of contents to select another item from the table, hold down the Alt key and hit the

left arrow key. If you have scrolled through a few pages within the guide, continue to hold down the Alt Key

and keep hitting the left arrow key until the table of content displays.

Help and Support

For more information please contact your local HR Workforce Team.

If you experience technical issues accessing PAT or for Password Resets, please contact State Wide

Service Desk on 1300 28 55 33



1 Introduction

The Performance and Talent (PAT) system is a new way for NSW Health staff to record performance and

career development goals and capture performance reviews. It is also designed to support performance and

development conversations and provide staff with improved ways to document their goals and capture

performance reviews.

PAT enables NSW Health staff to record and store performance information online. It allows the sharing of

goals making it easier to ensure everyone is working towards NSW Health's strategic and organisational

outcomes. PAT is integrated with StaffLink, so key personal and employment information is pre-populated,

and the workflows between managers and their direct reports are automated.

In addition to recording performance goals, development goals and performance reviews, the PAT system

also has the ability to create talent pools and succession plans for key personnel, and conduct talent review

meetings as a means to evaluate workers who are part of the review population, assess their strengths, and

address areas of risk for the organization.

2 Getting Started

Login

Access the login page using the PAT URL (pat.citc.health.nsw.gov.au) or from your local intranet and

internet page. Log in using your NSW Health Employee Number as your username and your password.

Note: The user does not have to be on NSW network to access PAT URL.



Home Page

Once logged in you will be directed to the home page.

Navigation

At the homepage you have multiple ways to navigate to the area where you want to work.

2.3.1 Tabs

The different tabs allow you to access different home page tiles.

2.3.4 Navigator

2.3.3 Quick

Actions

2.3.1 Tabs

2.3.2 Home Page

Tiles

2.3.6 Notifications

Button

2.3.5 Home Button



• The Me tab gives you access to tiles such as Personal Information, Career and Performance, and

PAT Guides and Videos. This information is about you.

• The My Team tab gives you access to tiles such as My Team, Goals, Performance Overview, Career

Development. This information is about your team. You will only see this page if you have people

reporting to you as their manager.

2.3.2 Home Page Tiles

The following table details some of the available options (tiles):

Option (Tile) Tab Details

Me The personal information tile allows the employee access to:

• Personal details: View information including your name and date of birth.

• Employment information: View information including your assignment,

legal employer and employment history.

Me The Career and Performance tile allows the employee access to:

• Performance Goals: Create, view or update performance goals.

• Development Goals: Create, view or update development goals.

• Performance: Create, view or update performance documents.

Me The PAT Guides and Videos tile opens a new tab that leads to a PAT intranet page. This intranet page contains quick reference guides and training videos.

My Team The My Team tile allows the manager to:

• View a list of all your direct reports and their direct reports.

My Team The Performance Overview tile allows the manager to:

• View a list of their team and their current goals

• Add a new performance goal on behalf of an employee

• View goal progress and status.

• View performance documents of an employee

• Generate a performance document on behalf of an employee.

My Team The Career Development app allows the manager to:

• View development goals and their progress

• Add development goals on behalf of an employee.



2.3.3 Quick Actions

For each tab, there are quick actions attached. These quick actions allow the user to jump quickly to a

screen.

2.3.4 Navigator

The navigator allows the user to jump to other areas of the application. Most of this functionality also appears

on the home page as icons - but it is just another way of navigating the system.

2.3.5 Home Button

The home button allows the user to go back to the home page quickly.

2.3.6 Notifications Icon

The notifications icon in the global header is used to open your notifications list. Notifications alert you that

something requires your attention or action. The bell icon displays the number of pending notifications you

have, i.e. approving a performance goal or notification of a report completing their performance review.

2.3.7 Sign Out

To sign out of the application, click the icon with initials on the top right side of the screen and sign out.



3 Succession Planning

Succession planning is the process of planning for the future by identifying people capable of filling a

key position, job or an individual in the organization. HRBP access is required to access this feature.

Navigation

Access the succession planning area from the home page under the My Client Group tab. Click on the

Succession Plans tile.

3.1.1 Creating a Succession Plan

From the Succession Overview home page, select the Add button to create a plan.

Tip

Use the View Organization Chart to open the reporting hierarchy of workers within

the system.



Plan Details

Enter the plan details.

Plan Name: Name to be determined by owner, however, thought needs to be given to naming convention. In

this case I have use a concatenation of position name and department e.g. Ministry of Health Senior

Executive: Associate Director

Status: Active

Private: Mark as private if you only want this to be seen by the owners. If you leave this unchecked, then

other HR users can see the plan and managers and employees can see the plans that they are attached to.

Description: Enter a description if required.

Plan Type: Job, Incumbent or Position.

Depending on what plan type you use, will determine the fields shown below.

Business Unit: eHealth NSW (select your business unit)

Position/Job/Worker: Choose your position, job or person.

Department: This will default in when you have chosen your position.



Incumbents: a list of incumbents will appear if the Plan Type selected is Position / Job, to assist you with

locating who may be applicable to the succession plan

Tip

Click the Refresh button to see the currently selected list form

Candidates: Select the Add button for the Internal Candidates option to appear.

Internal Candidates: Select Internal Candidates

Name: Search for the name of the candidate to add to the succession plan

Status: Select Active or Inactive

Readiness: Select the candidates Readiness to move to the role

• Ready Now < 12 months

• Ready in 1 - 2 years

• Ready in 2+ years

• No readiness available

Ranking: Select the ranking, with the lowest number being the most desired candidate

Interim Successor: Indicate if the candidate is the Interim Successor



Add to Talent Pool: Once the candidate has been added, opt to add the candidate to a Talent Pool, by

clicking on the box to the left of the worker name, then selecting Add to Talent Pool.

Note

To add a worker to a Talent Pool, the Talent Pool needs to have already been created.

You cannot create a Talent Pool from the Succession Plan.

Owners: Select who can have access to the plan and can administer the plan. You can select an owner to

be an administrator or a viewer of the plan.

Select Save and Close.



Note

The user creating the succession plan, will automatically be populated as an

Administrator. By using the pencil to the right, the user may change the Owner

Type to Candidate Manager, or Viewer.

However, if another Administrator hasn’t been added, this will cease any opportunity

to edit or add or the succession plan.



3.1.2 Editing the Succession Plan

At any time you can edit the Plan Info, add or remove Candidates, or manage the Owners.

Navigate to your succession plan and click on the Edit button. Alternatively add/remove candidates and or

Owners by using the Add button, or pencil icon to correct or remove.

Select Save and Close.

Edit

Add

Add

Pencil Icon: Update or Delete

Pencil Icon: Update or Delete



4 Talent Pools

Talent Pools are another way of grouping employees together. They may be used as a way of identifying top

talent or other kinds of talent that are not part of a succession plan.

Navigation

Access the talent pool area from the home page from the My Client Group tab. Click the Talent Pools

option.

4.1.1 Creating a Talent Pool

From the Talent Pools home page. Select the Add button to create a Talent Pool.

Start to enter the Pool Info

Pool Name: Name to be determined by owner.

Status: Active

Description: Enter a description if required.



Add the Pool Members by selecting Add. Additionally, Add the Owners of the Talent Pool.

Development Goals: Use the drop down arrow to add development goals that apply to the Talent Pool, that

are available from the Development Goal Library.

Select Save and Close

Note

If you assign a development goal the employee will be notified, and the goal will be

added to their development goals. Development Goals can only be assigned to



employees that are live on the Goals and Performance module.

4.1.1 Editing or updating the Pool

Select Show Filters.

Use filters to find your Talent Pool and click on the Talent Pool Name to edit.

Alternatively, select the three dots to the right of the Talent Pool to Delete or Set as Inactive.

At any time you can edit the Pool Info, add or remove Members, manage Owners and add or remove

Development Goals.



5 Talent Review

The talent review process involves one or more talent review meetings. Its purpose is to evaluate workers

who are part of the review population, assess their strengths, and address areas of risk for the organization.

Navigation

Access the Talent Review area from the home page under the My Client Group icon. Click on the icon

Talent Review.

5.1.1 Creating a Talent Review Meeting

From the Talent Review Meeting home page, select the Add button to create a Talent Review Meeting.

https://docs.oracle.com/en/cloud/saas/talent-management/20a/fautr/glossary.html#talent-review



Start to enter the Meeting Info

Talent Review Meeting: The name to be determined by owner.

Template Name: Use the down facing arrow to find the template name. Use the pilot template

‘eHealth/HealthShare Talent Review Template’ unless a dedicated template has been configured for your

LHD.

Business Leader: Enter the business leader associated with talent review meeting

Organization: The organization will default from the business leader

Meeting Purpose: Enter the purpose of the meeting

Meeting Date: Enter the date the meeting is to commence

Date Submission Deadline: Enter the date, if known for the deadline.

Meeting Status: Will default to ‘Not Started’ until the first meeting has been conducted when the status will

automatically be updated to ‘In Progress’.

Facilitators: Enter the necessary facilitators who will be responsible for managing the meeting. The system

will prompt the user to add more than one facilitator, should only the user creating the meeting be entered.

Select Continue



Select Ratings for Review: Select the ratings applicable to the reviewers Prior Ratings Start Date: Only enter a date if there are historical meetings that prior ratings can be drawn

from.

Prior Rating End Date: Only enter a date if there are historical meetings that prior ratings can be drawn

from.

Data Validity Guideline: Depending on how many meetings have been held, use the down facing arrow to

specify the applicable duration of data to be used during the meeting.

Succession Plans: Add succession plans associated with the meeting

Talent Pools: Add any Talent Pools associated with the meeting

Select Continue



Search for people: Find the Review Participants that will be participating in the meeting. The people can either be ‘Reviewers’ or ‘Participants’, depending on their role for the meeting.

Meeting Instructions: Enter directions to participants where necessary.

Select Continue

Employees to Include: Find the employees by using Find by criteria. Analysis and Talent Pool options are not available.

Use the filters to find the review population, by selecting Show Filters

When results appear, individually select then click on the Add to Review Population button.

Alternatively select the box to the left of the Add to Review Population button to select all employees.



Note

When employees have been added to the view population, the system will acknowledge

the action by displaying a message. If you don’t see the message and continue, the plan

will not have a population to review.



Select OK to the confirmation message, then Continue

Review Population: Review the population. To remove an employee, select the box to the left of the

employee name and click Remove.

Once finished, click Submit.

Use Save and Close if details are not final, to return at a later stage.

Talent Review Lifecycle

Once the Talent Review Meeting has been submitted, the meeting is ready to start.

The lifecycle of the Talent Review Meeting is as follows:

Faciliator

Creates a Talent Review Meeting

Participants Review Content

Faciliator Conducts and

Submits Meeting

Facililator

Manages the Meeting Notes and

Tasks



To progress, the Line Managers who have been added as participants to the Talent Review Meeting, are

tasked with updating the rating values against their direct reports.

Alternatively, the facilitators can add the values when conducting the meeting.

Navigation

5.3.1 Participant (Line Manager) - Review Content by Selecting Rating Values

Access the Talent Review area from the home page under from the main menu. Click on the three horizontal

bars to the top right, called the Navigator. Then select Talent Review.



From the Talent Review Meetings home page, find the meeting, then click on the three dots to the right to

access the action Prepare Review Content

From the Prepare Review Content page, select Edit to rate the most fitting values for the review population.



Once complete, click Save.

Once saved, click Submit. The Submit button will not appear until saved.



5.3.2 Participant (Line Manager) - View Dashboard

The Line Manager can view the Dashboard for further analysis and to monitor progress.

The Dashboard entails where the employees are located on the nine box.

Use the Show Filters for further analysis and change the dashboard view by selecting the down facing

arrow to the right to Risk vs Impact.



5.3.3 Participant (Line Manager) – Grant Access to Reviewers

From the Talent Review Meetings home page, select the meeting and use action Grant Access to grant

access to any Reviewers added to the meeting.

Select Save and Close



5.3.4 Participant (Line Manager) – View Notes

From the Talent Review Meetings home page, select the meeting and use action View Notes to see notes

made during the meeting.

You can add an overall note to all participants included in the meeting, by selecting Add from the top right of

the page.

Enter who should have access to your note, and description then Save.

Alternatively, enter notes against a specific employee.



5.3.5 Participant (Line Manager) – View Tasks

From the Talent Review Meetings home page, select the meeting and use action View Notes to see notes

made during the meeting.

Select Add to add tasks to participants included in the meeting.

Enter the details associated with the Task and Save



Note

There isn’t a workflow included for the Talent Review Meeting, therefore it is important

for all participants to keep up to date by reviewing the meeting content regularly.

Alternatively, reach out to the participant directly regarding any development until the

meeting is complete.

Talent Review Meeting - Facilitator to Conduct Meeting

5.4.1 Conduct Meeting Detail

The Talent Review Meeting Facilitator needs to have a HR role within the system, known as the

NSWH HR PAT Admin ViewAOR. Otherwise known as HRBP.



Navigation

Access the Talent Review area from the home page under the My Client Group icon. Click on the icon Talent

Review.

Select the meeting, and the three dots aligned to view the extended menu

The facilitator can carry out a variety of actions to performance analysis with the other participants included

in the meeting.



Show Filters – Will open several filters, to allow the facilitator to reduce the population by using any of the

categories available.

The dropdown option to the right of Show Filters, allows the facilitator to use the nine-box template to change. For example, from Talent Score to Risk vs Impact (Risk of Loss vs Impact of Loss)

The holding area icon opens a section to the right, with all the employees who have not yet been rated.

The Display button allows the facilitator to use data metrics to further highlight patterns occurring within the

organisation.



Colours apply to the employees based on the filter selected.

The four-box icon allows the facilitator to return to the nine-box



The List icon allows the facilitator to update or view the ratings for the meetings population

The Organization Chart icon allows the facilitator to reference the organization hierarchy.



The Succession Plan icon allows the facilitator to Add or Create Succession Plans as a reference

The Talent Pool icon allows the facilitator to Add or Create Talent Pools as a reference



The Actions button allows the facilitator to Add Tasks, Add Notes, Add Development & Performance

Goals, and Compare an employees data to a position, job or person. First select an employee to perform an

action.

The Compare function is limited to the data that is integrated from StaffLink. Arrows highlight differences

when comparing.



Talent Review Meeting - Status Completion

Once all the meeting activities have been finalised, the facilitator submits the meeting.

Until that point, the meeting should be saved and closed.

After submitting, the facilitator will be presented with a warning, to verify that no changes can be made.

The meeting status will change to Complete



Use the three dots to the right of the meeting to Reopen the meeting, Delete, Edit, Duplicate, view Data

Submission Report, View Notes and View Tasks.

-



END OF GUIDE

performance and talent (pat) - ehealth nsw · 2020. 11. 8. · pat enables nsw health staff to...

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