RPD Briefing Session

Appraisers and Managers 2013

Session Outline • Welcome and Introductions • Some Background to the Appraisal Review Project • The Overall Solution Design • The New Scheme Principles • The Detail • Follow Up / On-going Discussion • A Reminder of Good Practice • On-going Support

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The Project Background • The Objectives of the Project:

– As part of the implementation of the original HR Strategy in 2009, the University committed to :

• “Overhaul the current appraisal process” • “Implement personal development planning as part of

the appraisal process, to support the development of all our staff in line with the objectives of the Institution”

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The Project Background • A wide number of inputs to the review:

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Appraisal Review HEI and Sector

Wide Research (2010 / 2011)

Internal Stakeholder

Feedback (2010 / 2011 /

2012)

Performance Management

Audit (2011)

“Performance For All”

Pilot On-Line Project for HE (2011 / 2012)

HR Pilot

(2011)

AUA Competency Framework

Pilot (2011 / 2012)

New HR / Payroll System Tender Process (2011 / 2012)

The Project Background • What did this all tell us?

– Appraisal should....

• Be about the quality of the conversation • Have the option to set and review objectives • Give flexibility and choice • Be supported by good quality management training • Encourage more regular review meetings • Enable the option to link to competency and / or behavioural frameworks • Support recognition and praise • Enable the option to link to organisational and departmental strategy and objectives • Continue to be a supportive process • Continue to focus on Career Development • Enable the option to link to performance ratings and reward • Be relevant to the role and the needs of individuals • Administratively simple and easy to use • Not simply be about filling in the forms

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The Solution

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REFLECT PLAN DEVELOP

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“Talk about the last 12 months”

“Talk about the 12 months ahead”

“Talk about personal development”

•Simple and easy to use •Focuses on the conversation •Provides a consistent framework of discussion for all roles •Enables complete flexibility •Will link to other existing University procedures

The Solution • An analogy to help explain:

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How do we use the new scheme? • All of the documentation and supporting

resources will be held on-line:

– RPD Website – Three key stages to having and RPD review:

1. Preparation 2. The Conversation itself 3. Follow up

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How do we use the new scheme? • The University has some expectations:

– Everybody should have at least one RPD discussion per year

– Everybody should be clear about their objectives or required outcomes for the year ahead

– Everybody should understand how they ‘fit in’ to the University's direction and ambitions

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How do we use the new scheme? • RPD Principles:

– Confidentiality – Conversation format – Conversation content – Who conducts the conversation – Training – Linking to other processes – On-going conversations

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How do we use the new scheme? • RPD Timelines (Academic):

– Enabling the cascade of University level priorities (process starts in December)

– Pre RPD meetings between Heads of Schools and the reviewers (March) – RPD discussions with Readers and Professors (by end of April) – RPD discussions with all other academic staff (by end of June) – Common themes and non-confidential outcomes shared with Head of

School (late June, early July) – Invitation to apply for promotion sent out (October) – Promotion application deadline (December)

– RPD Academic Timeline

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How do we use the new scheme? • RPD Timelines (Professional Services):

– Enabling the cascade of University level priorities (yearly planning process starts in February)

– Budget bids agreed (April) – Pre RPD meetings between Heads of Departments or Senior Managers

and the reviewers (late April, early May) – Invitation to apply for re-grades sent out (April) – RPD discussions commence (April/May/June) – Re-grade application deadline (June) – Common themes and non-confidential outcomes shared with Head of

Departments (July)

– RPD Professional Services Timeline

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How do we use the new scheme? • Confidentiality:

– RPD forms will be held locally in your School or Department. – Accessible by staff member, reviewer, Head of School / Department

only. – Agreement to be made between reviewer and reviewee about any

elements of the conversation that need to be shared / recorded or remain strictly confidential

– Some information from the discussions will be collated by the Head of School / Department to inform other planning activities (i.e. Development needs).

– RPD Scheme Principles

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How do we use the new scheme ? • Preparation:

– Agree the date, time (based on the University timeline) and location – Ask reviewees to consider what they would like to discuss – Ask reviewees’ to look at the R,P,D guidance on the website and

consider any elements that they want to ‘add to the basket’ – Reviewers need to do the same – “what needs to be in the basket” – Share the discussion topics

– Scheme Guidance - Preparation

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Reflect

• Looking back over the past 12 months (Reflecting):

– Successes / Challenges – University / Department / Team Individual Objectives – Using Data or Statistics – 360 Feedback – Stakeholder / Customer Feedback – Psychometric Tools – Individual Research Plans – Peer Reviews – Teaching Reviews

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Plan • Looking to the year ahead (Planning):

– Considering the priorities – What challenges may lie ahead ? – Setting and agreeing personal objectives or desired

outcomes – Planning for promotion or re-grading – Linking to the University plans and ambitions – Planning for performance improvement

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Develop • Identifying learning and develop needs and priorities

(Developing):

– Career plans (3-5 Years) – Developing new and necessary skills – Work based learning (i.e. Secondments) – Informal learning (i.e. Mentoring) – Network Development – Formal Learning (Training Courses / Qualifications) – Professional Frameworks (AUA Competencies)

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The Detail • Documentation:

– Remember – this is the secondary focus – The reviewer captures the key points of the discussion – Include any agreed actions – Agree a final version

– Simple template (RPD Form)

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The Detail • The follow up:

– Agreeing interim reviews of the RPD discussion (termly / monthly) – Committing to follow up on agreed actions – RPD is not the only time of year for reflection and revising the plans

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RPD Briefing Session

Good Practice Reminders

Good Practice Reminders • Preparation:

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Good Practice Reminders • Listening:

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Types of Information Received What to Consider

Background Noise

Anxiety Lack of Preparation Distractions

Factual Make Notes Summarise

Interpretive Themes Repetition – Common Occurring Messages Things Unsaid

Empathetic Stand in their shoes See through their eyes

Good Practice Reminders • Questioning:

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Questioning Types Purpose

Open

Explores; encourages descriptions and explanations “tell me about”

Probing Delves into the detail; “give me an example” “what exactly…”

Summarising Confirm, reinforce understanding “from what you have told me…..”

Trawling Closed questions, but check for omissions; “You didn’t mention” “can you confirm” “are you aware of …..”

Signposting Signal closure, point to new directions, help mesh conversations; “given what you have said, have you looked at….”

Good Practice Reminders • Setting Objectives:

– Need to relate to University and Departmental objectives / plans / priorities

– Include improvements, key success criteria, overall outcomes, personal development

– Team or Individual (or a combination of both) – Discussed and agreed at the RPD meeting

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Good Practice Reminders • Setting Objectives:

– SPECIFIC – MEASUREABLE – AGREED – REALISTIC – TIMEBOUND

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Support for You • After today:

– The website and connected tool kits – Your line manager / Head of School or Department – Each other – peer group – Learning and Development – Human Resources – RPD Formal Training (Reviewers and Reviewees)

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Over to you……

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Finally….

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