PMDS (Performance Management & Development System) DIT Explanatory Handbook

Transcription

1 1. Introduction PMDS (Performance Management & Development System) DIT Explanatory Handbook Following a review of PMDS during 2011, the PMDS Joint Implementation & Monitoring Group developed proposals for a refined and inclusive PMDS system for the purpose of enhancing engagement and ownership by all staff. These proposals were derived from issues identified in a series of Focus Groups carried out with management and staff in April The updated processes have been approved by the Human Resources Committee. In DIT, Staff Training & Development resources are, in the norm, prioritised to meet the training and development needs that arise from PMDS and through the Induction & Probation processes. 2. Objectives of PMDS The objectives of the PMDS system are to ensure alignment of the performance and development of all staff with organisational goals and strategies, by means of the following three processes: Institutional Planning whereby there is communication and engagement of colleagues in the development of and action-planning for DIT s objectives, particularly through Team Development Plans. Performance Management - At least once every two years, the setting of individual targets in agreement with the immediate supervisor for improved service delivery together with the review of the outcome of previous targets Staff Development The identification of development needs and agreement on a programme of development, to help improve current job performance in the context of DIT s strategic goals and enhance potential career prospects and review the impact of agreed development measures. 3. Responsibilities in relation to PMDS are as follows: (i) (ii) (iii) President responsible for ensuring that all aspects of the PMDS process including the development of the Strategic Plan are carried out in a regular and proper manner in each of the Institute s Directorates. Directors responsible for the proper, regular, and timely implementation of TDP s and PDP s for all staff in their College or Directorate in line with the cycle for Institute Planning and PMDS, and through the Strategic Services Development Team, for keeping the Human Resources Committee (HRC) informed of Team Development Plan (TDP) activities. Line Managers To ensure that regular TDP s and PDP s take place in relation to all staff in their area and that all PDP s are recorded on the PMDS Online Tool. Individual staff to engage with annual Team Development Plan and Personal Development Plan activities; to work towards the achievement of objectives agreed in TDP s and PDP s; to engage in training and developmental activities recommended through the PMDS process.

2 4. Stages in the Planning and PMDS Processes PMDS in DIT continues to be a cascading process whereby all staff members have the opportunity to contribute to the development of specific initiatives and action plans for their College/School or Functional area in line with key objectives set out in DIT s Strategic Plan. The current DIT 3-year rolling Strategic Plan may be viewed on this link to the DIT web site: pdf The process of identifying annual priorities has now been integrated with the DIT 3 Year Strategic Plan Cycle. There are 4 main stages in the process as set out below: (i) Strategic Plan (incorporating High Level Risk Assessment) (February to mid July) Year1 - Development of Strategic Plan identifying high level Institute objectives Year 2 Review and update of Strategic Plan identifying high level Institute objectives Year 3 Review and update of Strategic Plan identifying high level Institute objectives (ii) College/Schools and Support Functions Supporting Operational/Action Plans (mid June to end December) Year 1 - Development of operational/action plans by Colleges, Schools and Support Functions. These plans should identify specific actions to support the Institute Strategic Plan and associated measures, responsibility and timescales within Colleges, Schools and Support functions. Members of College Executives, School Management Teams and Support Function Management Teams will be involved in this process. Year 2 Review and update of operational/actions plans Year 3 Review and update of operational/action plans (iii) Team Development Plans (September to early January) The engagement of all staff in the planning processes for DIT will be through the holding of Annual Team Development Plans (TDPs). The organisational units within each College, School and Support Function will develop their Team Development Plan (TDP) which will be published on the local staff intranet. (In some cases, it may be agreed that there is no requirement for a specific Team Development Plan in addition to the relevant operational/action plan. For example in Schools which do not operate a departmental structure, the School operational action plan may serve as the Team Development plan for all staff within that school.) (iv) Personal Development Plans (September to May) Cascading process of developing Personal Development Plans for each staff member aligning with the relevant College/School and supporting function operational/action plan and Team Development Plan for their operational unit. ( Each staff member must have a PDP meeting at least once every two years (for staff in receipt of fee support the timescale is once every year). The timelines associated with each of the 4 stages is set out below. It will be noted that there is an overlap in the timelines for each of the stages. This overlap reflects the need to ensure that the planning process operates in a cascading fashion and to ensure that the process can be completed in a reasonable timeframe.

3 Year 1 Year 2 Year 3 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Strategic Plan (incorporating High Level Risk Assessment) Development of Plan Review/Update of Plan Review/Update of Plan Colleges/Schools and Supporting Functions Supporting Operational/Action Plans PMDS Cycle Team Development Plans (directly based on supporting operational/ action plans) PMDS Cycle (Individual Development Plans aligning to pertinent operational/ action plan and team development plan)

4 (v) Completion of Personal Development Plans (PDPs) Each staff member will have an individual Personal Development Plan meeting with their Line Manager (Reviewing Manager) at least once every two years. Staff members who are in receipt of fee support for the pursuit of advanced qualifications must have their meeting once every year. It is a requirement of the Fee Support Scheme that progress is reviewed through PMDS on an annual basis. A new shorter PMDS Personal Development Plan (PDP) Form has been introduced. The form focuses on the three main elements of PMDS i.e. the review of achievements, the setting of goals and identification of training and development needs. While it is not obligatory to use the form it helps to prepare for the meeting and focus the discussion on what has been achieved, what needs to be done and what support will be required. Attached to the form are sets of guiding questions both for managers and staff members. These questions should focus attention and prompt reflection on the key areas and ensure a quality PMDS experience. There is also a PMDS checklist available on the web site that serves as a useful guide to the discussions on the training and development needs of individual staff members. Reviewing Managers should ensure that staff undertake mandatory training courses and any other training and development that is required for their current performance and for their career development. Academic Reviewing Managers should ensure that there is discussion at the PDP meetings of Assistant Lecturers around the requirements for Progression, as follows: Qualifications Activities the staff member should become involved in that would help meet the requirement for Demonstrated Performance, Ability & Experience. Areas of Research & Scholarly activity that the staff member could become involved in. The various supports available in DIT should be explored e.g. the Learning Teaching & Technology services and workshops, the Staff Training & Development programmes and courses, the Fee Support Policy, the Fee Waiver Scheme and supports available through the Directorate of Research & Enterprise. Reference should also be made to the Guidelines for Progression on the HR web site: In completing the form, the staff member will be required to give some thought to the strategic objectives and high level priorities for their area and to how they personally can contribute to the achievement of these. At the PDP meeting they will get an opportunity to discuss their contribution with their Line Manager. It is therefore important that the staff

5 member has participated in the Team Development Plan (TDP) in advance of the Personal Development Plan (PDP) meeting. The training and development needs agreed must be realistic and must take cognisance of the amount of resources available and the key priorities of the Institute. At the end of the Personal Development Plan (PDP) Meeting, the Reviewing Manager must complete the online survey for capturing the training and development outputs from PMDS. The results of this survey inform Staff Training & Development and the Learning Teaching & Technology Centre of the needs of staff and help the development of their Programmes of Courses & Workshops. The online survey must be completed even if there are no training and development needs that can be met by Staff Training & Development and the LTTC identified. (vi) Communications and Reporting The Joint Implementation and Monitoring Group will continue to encourage all areas of the Institute to engage with PMDS and ensure that they have published Team Development Plans that have been developed through the involvement of all staff members. Management will be encouraged to ensure that all staff have the opportunity to engage in the process, contribute to the future development of DIT, obtain feedback on their performance and receive the appropriate training, development and support. A Communications Strategy has been put in place whereby: All Team Development Plans will be published on the staff intranet The PMDS page of the web site will contain useful guides, supports and resources Particular highlights achieved through PMDS will be identified and publicised through the DIT Staff Development Committee, Local Staff Development Committees and other fora. As specified in 3 above, the President is responsible for ensuring that all aspects of the PMDS process are carried out in a regular and proper manner in each of the Institute s Directorates. A measure on the numbers of Personal Development Plan (PDP) meetings that have taken place will be taken through the completion of the online survey. PMDS Reviewing Managers will complete the online survey following each individual Personal Development Plan (PDP) Meeting. The provision of local Staff Training & Development budgets, including budgets for Conference Attendance, will be dependent on a satisfactory level of PMDS activity within each College and Directorate in the most recent two year cycle, as evaluated by the President. Also, individual staff members who have not participated in the PMDS processes will not be given approval for Conference attendance or attendance at any Staff Training & Development activity.

6 (vii) More Information More information about PMDS and the updated processes is available on the staff intranet at this link: Included are: Online survey for capturing training and development outputs from PMDS PMDS Personal Development Plan (PDP) Form Checklist for PMDS Personal Development Plan (PDP) Meetings Link to the DIT Strategic Plan and high level objectives Outline of the DIT Planning Processes Approved by DIT Human Resources Committee - May 2012