1. Performance Development Online (PDO) Quick Reference Guide Browsers, PC and Mac Academic performance development process How to logon and off PDO Key system tabs Icons and buttons Six things to note Key actions and content for Steps 1 – 9 More information and contact details

2. Browsers, PC and Mac Performance Development Online is supported for use on PCs and Macs. PC users can use either Internet Explorer or Firefox. Mac users must use Firefox. ItemDetails Web browserMS Internet Explorer 7.0 Mozilla Firefox 3.0 Web browser pluginsAdobe Flash Player 8.0 or higher (must also have Flash Player plug-in) Sun Java Runtime Environment 1.5.0 or higher Firefox PDO Plugin for Mac OSX may be required Operating systemMicrosoft Windows XP SP2, or Windows Vista Mac OS 10.4 or 10.5 Acrobat ReaderAny Acrobat Reader v5.0 – 9.0 Internet Explorer 8.0 is not officially supported by the software vendor. PC settings need to be adjusted to run in ‘Compatibility View’ otherwise PDO will not function correctly.

3. Step 1 Step 2 Step 3Step 4Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Staff member prepares performance development plan Supervisor reviews performance development plan Staff member completes mid-cycle self review Supervisor provides mid-cycle feedback Staff member completes end of year self review Supervisor reviews annual performance Unit head adds comments Supervisor views final plan Staff member acknowledges review completion Prepare plan Arrange meeting with supervisor Submit plan Review plan Meet with staff member Confirm plan in discussion with staff member Submit plan Review progress against agreed goals Provide comments Arrange meeting with supervisor to discuss progress Mandatory step for probationary staff Submit plan Meet with staff member to provide feedback on progress against agreed goals Document comments Mandatory step for probationary staff Submit plan Add comments against individual goals and in the summary tab Prepare for review discussion with supervisor Arrange meeting with supervisor to discuss and agree the year’s performance Submit plan Add comments against individual goals and in the summary tab Prepare for review discussion with staff member Meet with staff member Submit plan Review plan and staff and supervisor comments Add comments in summary tab Submit plan View unit head’s comments Submit plan for staff member’s acknowledgement Acknowledge plan Submit plan Cycle is complete To Do Academic online performance development process Online process is underpinned by regular informal feedback.

4. Signing in and out of Performance Development Online (PDO) Log in to PDO Step 1: Log into the my.monash portal using your authcate username and password. Step 2: Click on the Academic Performance Development Online link in the Online systems section on the portal home page. The PDO Privacy Collection Statement will appear on screen. Step 3: Scroll to the end of the Privacy Collection Statement and click on the Enter Performance Development Online button. Step 4: PDO will open on the Home Dashboard, where you will see you’re ‘My To Do List’ – your action list. Log out of PDO Step 1: Click the Signout button at the top right hand side of the screen. Step 2: You’ll return to the sign out screen, where you’ll receive a system confirmation message that you have been successfully logged out. Click on the button ‘Return to Login Page’ to return to the my.monash portal. Step 3: You are now logged out of PDO.

5. PDO System Tabs Tab name Description Performance Development Online (PDO) home page Access to Performance Development Online reports Initial navigation page for accessing plans and reportlets Access to own and team’s current and previous performance development plans Graphic showing which step in the process the plan is at, demographic information (eg name, level, faculty etc) from SAP, area where workload allocation and performance development portfolio documents can be attached and viewed Career aspirations for the next 3 years are recorded and viewed on this tab 3 year goals are recorded and viewed on this tab Leadership goals are recorded and viewed on this tab by staff in formal leadership roles Workload allocation details or reference to attached workload allocation documents are recorded and viewed on this tab Summary mid-cycle and end of year review comments are recorded and viewed on this tab At the final step in the process, the staff member acknowledges they have read and understood their review and comments Records send back and request input comments and history. Displays the request/instruction from the sender when the ‘Send Back’ option is used to send the plan back to the previous step owner Displays the request/instruction from the sender when the ‘Request Input’ option is used to send the plan to a secondary supervisor

6. Icons and action buttons Name Purpose Submits plan to next step and step owner Sends plan back to previous step and step owner Sends the plan to a nominated secondary supervisor for feedback Saves the plan as a draft View notes created in notebook Spell checks the current plan Create notes that can only be viewed by the creator Help utility that links to Monash specific resources Log out of PDO Name Purpose Stops the current action Creates a new item – eg: note Refreshes the view you are currently in – eg: ‘My To Do List’ Goes back to previous screen Enables the user to view a plan in a non-editable format Opens a print friendly view of the plan Prints the plan Searches within PDO Adds a goal to the plan Removes a goal from the plan

7. Six things to note Adding and amending text Free text boxes relevant to the process step are visible throughout the cycle Text can be added and edited when there are borders and/or scroll bars around the free text box Text can be copied and pasted into PDO from other sources Saving and submitting Your work will automatically be saved every 14 minutes while you’re working in PDO You can also use the ‘Save Draft’ button to save the plan until you are ready to submit to the next step When you ‘Submit’ the plan to the next step it is automatically saved Action items Items appear as ‘Do’ items in your ‘My To Do List’ when you own the step – when you submit to the next step, the plan appears as a ‘Do’ item for the person the plan has been submitted to Each process step has one owner ‘My Notes’ and ‘Notes’ Notes are created in ‘My Notes’ and are visible only to the creator Supervisors can create notes about a specific person by selecting the person from a list – the note will appear to the supervisor via the ‘Notes’ button when they view that person’s plan If no specific person is selected, the note is viewable only via ‘My Notes’ Request input May assist staff and supervisors to gain additional insight/information into their own or a team member’s plan Be aware that asking another person to provide feedback grants them temporary read and write access to the plan Only use this feature if you are comfortable with the other person being able to view and edit the plan as you would be able to Research achievements Research achievements content will build over the year as items are added and updated in the source systems

8. Step 1: Staff member prepares performance development plan Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Overview tab opens – check process step you’re at, confirm Staff Information is correct, scroll to end of screen to Portfolio Attachments Open Career Aspirations tab – add your career aspirations for the next three years and the contribution you’ll make towards the university and your faculty/school Open 3 Year Goals tab – add high level descriptions of the goals you’ll be aiming to achieve over the next three years, your strategies (such as development and support required) for achieving the goals) and the annual achievement indicators that will detail the specific annual progress towards 3 year goals Open the Leadership tab – only if you are in a formal leadership role and add goals, strategies and annual achievement indicators Open the Workload Allocation tab – add details of your workload allocation and/or refer to relevant attachments on the Overview tab Arrange a time to meet with your supervisor to discuss and agree your plan Submit plan to next step – supervisor reviews performance development plan Step 1Step 2 Step 3 Step 4Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Staff member prepares performance development plan To Do

9. Step 2: Supervisor reviews performance development plan Step 1Step 3Step 4Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Supervisor reviews performance development plan Step 2 Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List' to open a staff member’s plan for review Overview tab opens – check process step staff member is at, scroll to end of screen to Portfolio Attachments where you can review any attachments Open Career Aspirations tab – consider the career aspirations added by the staff member and the contribution they’ll make towards the university and your faculty/school Open 3 Year Goals tab – review the goals, strategies and achievement indicators added by the staff member. Are they consistent with University, faculty and unit business plans, standards for staff at that level, realistic and achievable? Is more support or development needed? Open the Leadership tab – review the goals, strategies and achievement indicators added by the staff member in a formal leadership role. Are these reflective of the role and level the staff member and consistent with University and faculty goals? Open the Workload Allocation tab – review Meet with your staff member to provide feedback and guidance and to reach agreement about the plan Submit to next step – staff member completes mid-cycle self review To Do

10. Step 3: Staff member completes mid-cycle self-review Step 1Step 4Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Step 2Step 3 Staff member completes mid-cycle self review Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Overview tab opens – check process step you’re at, scroll to end of screen to Portfolio Attachments where you can add/view any attachments Open 3 Year Goals tab – an additional free text box is now available under each goal for addition of mid-cycle review comments. Comments added to each goal should relate specifically to that goal. Consider such items as achievements to date, timelines, impediments to achievement, internal and external factors impacting on achievement of indicators. Open the Leadership tab – review your goals, strategies and achievement indicators as above. Add comments as applicable. Open the Workload Allocation tab – add comments to cater for changed circumstances and priorities if necessary. Open Comments tab – add a summary of progress to date, taking an overall perspective. Arrange a time to meet with your supervisor to discuss progress, confirm approach to meeting achievements for rest of cycle, address any issues that have arisen. Submit plan to next step – supervisor provides mid-cycle feedback To Do Step 3 is mandatory for staff on probation

11. Step 4: Supervisor provides mid-cycle feedback Step 1Step 3Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Step 2 Supervisor provides mid-cycle feedback Step 4 Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Overview tab opens – check process step staff member is at, scroll down to Portfolio Attachments where you can add/view attachments Open 3 Year Goals tab – an additional free text box is now available under each goal for addition of supervisor mid-cycle review comments. Comments added to each goal should relate specifically to that goal. Consider such items as achievements to date, timelines, impediments to achievement, internal and external factors impacting on achievement of indicators and staff member’s self-review commentary. Open the Leadership tab – review goals, strategies and achievement indicators as above. Add comments as applicable. Open the Workload Allocation tab – add comments to cater for changed circumstances and priorities if necessary. Consider staff member’s self- review commentary. Open Comments tab – add a summary of progress to date, taking an overall perspective. Meet with the staff member to discuss progress, confirm approach to meeting achievements for rest of cycle, address any issues. Submit plan to next step – staff member completes end of year self review To Do Step 4 is mandatory for staff on probation

12. Step 5: Staff member completes end of year review Step 1Step 3Step 4Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Step 2 Staff member completes end of year self review Step 5 Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Overview tab opens – check process step, scroll to Portfolio Attachments Open 3 Year Goals tab – an additional free text box is now available under each goal for addition of actual annual achievements and comments. Each goal should be addressed. Consider achievements and successes, internal and external factors impacting on achievement. Refer to ‘Research achievements’ where applicable. Open the Leadership tab – add actual annual achievements and comments as applicable. Open the Workload Allocation tab – add comments to cater for changed circumstances and priorities if necessary Open Comments tab – add a summary of progress and performance for the year in the staff member end of year review text box. Arrange to meet with your supervisor to discuss progress, successes, issues and directions for the next cycle. Submit plan to next step – supervisor reviews annual performance To Do

13. Step 6: Supervisor reviews annual performance Step 1Step 3Step 4Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Step 2Step 5Step 6 Supervisor reviews annual performance Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Open Overview tab – check process step staff member is at, scroll down to Portfolio Attachments where you can add/view attachments Open 3 Year Goals tab – an additional free text box is now available under each goal for addition of supervisor end of year review comments. Comments added to each goal should relate specifically to that goal. Consider such items as timeliness, quality of outputs, impediments to achievement, internal and external factors impacting on achievement of indicators and staff member’s self-review commentary. Open the Leadership tab – review actual annual achievements and staff member comments as above. Add comments as applicable. Open the Workload Allocation tab – add comments to cater for changed circumstances and priorities if necessary. Consider staff member’s self- review commentary. Open Comments tab – add a summary of progress to date, taking an overall perspective. Check incremental increase statement where applicable. Meet with the staff member to discuss their performance throughout the year, negotiate any issues and advise re the increment decision. Submit to next step - Unit head adds comments. To Do

14. Step 7: Unit head adds comments Step 1Step 3Step 4Step 5Step 6Step 8Step 9 PlanMid-cycle feedbackEnd of year review Step 2 Unit head adds comments Step 7 Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Overview tab opens – confirm whose plan is open by checking name and cycle year in plan masthead, scroll down to Portfolio Attachments to view attachments. Unit heads are sent plans at Step 7 only. Open 3 Year Goals tab – consider goals, strategies, actual annual achievements and comments provided by staff member and supervisor during the year. Open the Leadership tab – consider goals, strategies, actual annual achievements and review comments. Open the Workload Allocation tab – consider contents and review comments. Open Comments tab – consider comments provided by staff member and supervisor. Add comments in ‘Unit head’s end of year comments’ text box if desired. Discuss any issues with supervisor and/or staff member if necessary. It is not mandatory for unit heads to comment on every plan. An administration function enables batches of plans to be moved to the next step if required. Submit to next step – Supervisor views final plan. This step ensures the supervisor is aware of the Unit head’s comments. To Do

15. Step 8: Supervisor views final plan Step 1Step 2Step 3Step 4Step 5Step 6Step 7Step 9 PlanMid-cycle feedbackEnd of year review Supervisor views final plan Step 8 This step has been made available to view any comments made by the unit head Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to the plan Open Comments tab – check if unit head has added any comments. Check that the mid-cycle and end of year review meeting boxes have been ticked if applicable Contact the unit head if their comments generate any questions or require clarification. Submit to next step – Staff member acknowledges review completion. This step is the final step in the process. To Do

16. Step 9: Staff member acknowledges review completion Step 1Step 3Step 4Step 5Step 6Step 7Step 8 PlanMid-cycle feedbackEnd of year review Step 2 Staff member acknowledges review completion Step 9 Open PDO via link in email or logon via my.monash Click on ‘Do’ in ‘My To Do List’ to open your plan Open Comments tab – check if Unit head has added comments, consider other comments to ensure you have read and understood them. Open the Acknowledgement tab – sign the plan to complete the cycle. Submit to next step – complete the cycle. This plan is no longer able to be edited and is only accessible via the ‘Plans’ tab (next to the ‘Dashboard’ tab) in the toolbar. To Do

17. More information about the performance development process and PDO Performance development process: For information about the performance development process and to access a range of guides and tools to assist you to use PDO, visit Performance Development Process: Academic Staff: http://www.adm.monash.edu.au/human-resources/performance-development/ Or contact the Human Resources Division on +61 3 9902 0400 Performance Development Online system: For information or assistance with PDO contact the HR Enquiries Team: Phone: +61 3 9902 0400 (hours are 9am-5pm) Online: ask.monashask.monash