PERSONAL DEVELOPMENT REVIEW and e-ppp POLICY

Transcription

1 PERSONAL DEVELOPMENT REVIEW and e-ppp POLICY Policy Reference No. P01:2007 V 1.1 Portfolio Holder Learning and Development Unit Policy Owner Head of the Learning & Development Unit Owning Department Learning & Development Unit Approved at HR Executive Board Approval Date June 2007 Approved by Director of Human Resources Implementation Date 1 st June 2007 Next Review of Purpose June 2009 Next Review of Impact June 2009 Suitable for Publication Yes Protective Marking Not Protectively Marked Version Date Reason for Change Amended by Initial Document Ian Etheridge Consultation/Review Ian Etheridge Andre La Bouchardiere

2 1. POLICY AIM To provide clear guidance to all members of the Dorset Police in the use of personal development reviews, in particular the Personal and Professional Portfolio system and the roles of the users in the implementation of the intranet based e-ppp. This policy is produced to achieve the following objectives: To ensure the Force values of Integrity, Professionalism, Fairness and Respect are integral to all staff appraisals. To enable the organisation to achieve its business objectives by maximising the utilisation of human resources. To provide a performance review system that is both robust and transparent to meet operational needs. To ensure that staff have the opportunity for personal and career development. To create a system of performance review and appeal relying solely on clearly evidenced criteria that is fair, transparent and robust; thereby enjoying the confidence of all stakeholders. Dorset Police is committed to the duty to promote race equality and integrate race equality into policymaking, implementation and service delivery. This has been considered in the compilation of this policy. Dorset Police is committed to: The promotion of its Values Preventing and eliminating unlawful racial discrimination The promotion of equality of opportunity, and The promotion of good race relations between people of different racial groups Therefore, this policy will take into consideration these four principles when any decision is made regarding a member of staff. Each policy or procedure belonging to the Learning and Development database has a nominated officer to carry out the review and monitoring process. 2. RATIONALE/LEGAL BASIS In accordance with Home Office Circular 14/2003, forces are required to incorporate an effective Performance and Development Review (PDR) system which is based on the National Competency Framework. The PDR includes an assessment of performance in relation to respect for race and diversity and identification of development needs. The appraisal system should have within it a mechanism for monitoring and evaluation. This is a specific duty on public authorities, imposed by the Home Secretary under powers given by the Race Relations (Amendment) Act Personal Development Review and e-ppp Policy 1 P01:2007 V 1.1

3 3. LEGISLATIVE AND RISK CONSIDERATIONS This policy has been assessed to establish its impact in relation to the requirements imposed by a range of legislation (listed below) that might be affected by its implementation. A complete record of the impact assessment related to this policy is retained within the Quality & Development Department. A summary of this assessment is published on the Dorset Police website. Human Rights Act 1998 Race Relations Amendment Act Disability Discrimination Act Diversity Policy Freedom of Information Act The whole of this policy document is suitable for release to the public. Health and Safety Anti Corruption Unnecessary Bureaucracy Police (Amendment) (Promotion) Regulations 2003 Police Regulations 4. POLICY CONTENT 4.1 OVERVIEW 4.2 The Annual Performance Review will take place between April and June each year. The responsibility lies with individuals and their line management for ensuring that it takes place. The term line management refers to an individual s immediate supervisor and higher levels of supervision. Every effort is taken to ensure that line management records maintained by the Human Resources Department are accurate but in the event that there is incorrect line manager information or sickness absence causes temporary changes there is a facility to make this alteration on the e-ppp at submission. 4.3 The use of an electronic PPP system provides protection to those involved in the process in that the records can only be seen by the appraisee, first and second line managers. The integrity of the process relies on the registration of individuals and the subsequent password protected log in to the force intranet. The document can be printed by the appraisee, line manager or system administrator in Human Resources should it be necessary. Personal Development Review and e-ppp Policy 2 P01:2007 V1.1

4 4.4 The content of the document is a draft which the appraisee can review, add or alter over the period preceding submission. The line manager can view the content prior to submission at any time during the year but on submission the appraisee s content is locked. 4.5 The e-ppp system has no separate password protection deriving all necessary logging in information from the Force Active Directory consistent with existing practice. 4.6 Administrators have access to powerful reporting functions including development requests and progress of each individual e-ppp. 5. INITIAL ACTION 5.1 The appraisee should complete the Key Areas of Development in advance of the initial discussion. This section acts as a personal prompt of items to be covered during the annual review. Appraisee s should refer to any available Job Descriptions or Role Profile when completing this and the objectives. 5.2 Specific Objectives for the year will be agreed between the appraisee and the line manager as part of the annual review and listed at the top of the e-ppp. Wherever possible these objectives will be linked to the achievement of higher level targets set at Organisational, Divisional, Departmental or Unit level, to demonstrate how individual roles fit into the bigger picture. 5.3 Up-to-date copies of relevant documents setting out such targets should be added to the portfolio for information. Up to date versions of these documents will automatically be included. Action plans linked to the objectives will be agreed as part of this process and where relevant should highlight the standard of performance required. These can be added as new comments after each objective. The principles behind the process are to ensure that all staff have an understanding of how their work directly or indirectly links to the Policing Plan and the achievement of the Force priorities. 5.4 During the review meeting any development or training needs should be discussed. The relevant course request or career development section should be completed. Once authorised, this information is available to the Learning & Development Unit for action. 6. THE PROCESS 6.1 The process of gathering examples of performance will be continuous throughout the review period and will involve both the appraisee and line manager. Notable performance should be recorded on an electronic version of the e- PPP3 which is available from the home page of the intranet. 6.2 In the event of any difficulties associated with meeting an objective or carrying out a role, both the appraisee and line manager are encouraged to revisit the e-ppp at an early stage. Personal Development Review and e-ppp Policy 3 P01:2007 V1.1

5 6.3 In the annual review there will be a formal interview at which the line manager will review the appraisee s performance and all the evidence recorded against the competency areas. The Appraisee will be assessed against both the role profile applicable to the job and the personal objectives agreed at the beginning of the review process. To restart the cycle, a new development plan will be agreed. 7. PROCEDURE FOLLOWING A CHANGE OF ROLE OR POST 7.1 If a role profile or objectives have changed, the previous role profile and objectives, together with any relevant performance records, will be taken into consideration at the Annual Performance Review interview. Line managers should consult with each other prior to the completion of the Performance Review if they feel it is necessary or on request by the appraisee. 8. SUBMISSION TO COUNTERSIGNING MANAGER 8.1 On completion of the e-ppp by your line manager, the records are automatically sent to your countersigning manager via . Accurate records of first and second line managers should be maintained and any changes or errors must be notified to the Human Resources department. 9. APPEALS PROCEDURE 9.1 Any significant disagreement between the appraisee and line manager should be considered by the countersigning manager who will resolve the issue if at all possible through discussion with both parties. When the difference cannot be resolved at this level, it should be referred to the Divisional Commander/Department Head for arbitration. If the issue is still unresolved after reference to the Divisional Commander or Head of Department then the matter may be referred to the Head of the Learning and Development Unit. 10. OVERDUE REPORTS 10.1 Use of the e-ppp makes monitoring submission extremely straightforward. Managers are responsible for the timely submission of reports. Overdue reports will be rigorously chased up. Line managers are reminded that a development review discussion is a professional entitlement. Any member of staff who feels disadvantaged by the failure of their line manager to complete the process may wish to invoke the grievance procedure. In addition, the ability to manage and develop staff is one of the core skills on which all line managers will be assessed. 11. MONITORING 11.1 Whilst some monitoring of the system will be carried out, it is important that staff do not simply rely upon someone else identifying an issue/problem. If there is a difficulty, the matter should be addressed with line managers or if this is not practical, advice should be sought from the Learning & Development Unit, the Human Resources Department or Staff Association. Personal Development Review and e-ppp Policy 4 P01:2007 V1.1

6 11.2 The overall monitoring of the e-ppp processes will be monitored by the Human Resources Department to ensure the processes are working efficiently and for the benefit of all staff. 12. QUALITY ASSURANCE/AUTHORISATION/APPROVAL Version 1.1 Name Signature Date Prepared: Insp Andre La Bouchardiere Quality assured: Ian Etheridge Impact Assessment Questionnaire Completed: Insp Andre La Bouchardiere Authorised: Mr P Channon Approved: Director of Human Resources STAFF ASSOCIATIONS Police Federation Name Signature Date Paul Dashwood Superintendents Association Chief Supt Bob Boulton Unison Debi Potter / Des Ackerman Personal Development Review and e-ppp Policy 5 P01:2007 V1.1