Frequently Asked Questions
Q - What is the mini cycle and when is it happening?
A - The mini cycle is an opportunity to try out the process in 2008 and provide your feedback in preparation of a full Performance, Development and Rewards (PDR) cycle in 2009. All corporate areas (S&CS, I&D and Chancellery including SPQ and Finance) are expected to participate.
It commences in June/July with setting objectives or if you already have objectives, reviewing your existing ones and putting them into the on-line PDR tool. In Oct/Nov there is the option to conduct a mid cycle review with your manager and then in Feb/Mar 2008 the end cycle review will be conducted followed by the moderation process in Mar.
Q - How many people will get a reward?
A - Approximately 30% of eligible employees are estimated to receive a reward. The payment of rewards is funded centrally and is not dependent on the university hitting its overall targets. It is completely separate from your agreed salary package and any agreed increases and will be taxed at the normal rate.
Q - Will the names of people who receive a reward get published?
A - No, individual outcomes received will remain confidential but it is important that the process is transparent and that it is clear that staff at all levels are able to receive a reward.
Q - Is there a dispute resolution process?
A - If you and your Manager cannot reach agreement when setting performance objectives and measures, or you disagree with your Manager's assessment of your performance, you are able to request your second level Manager to intervene and mediate. This Resolution process will be outlined in detail in the PDR guidelines that will be distributed to staff during PDR training.
Q - What about areas where team objectives are common?
A - There is an option for team based objectives and measures as part of the PDR process but individuals will still be rated against all their objectives based on their individual performance.
Q - What kind of support is available?
A - All managers are invited to a full day training course during late May and June and all staff will receive a detailed guidelines document as well as a quick reference card during this time. Additionally, support will be provided via a go to network as well as via the PDR website, email and the HR team.
Q - How can I find out more?
A - Attend information sessions in your area, check out the pdr website, email pdr@swin.edu.au, or talk to your manager or your HR representative.
Q - Timing – why was March/Apr picked?
A - Due to the Moderation process, a common cycle is required so that everyone completes their reviews by a certain point. A variety of timings were reviewed during the consultation sessions and there is no one perfect time for everyone so Mar/April was the least difficult time for the majority of areas. Note that the timings that have been agreed are completion dates, there is flexibility around when activities can be started, it is the completion date that needs to be adhered to.
Q - Will the system allow for you to start a new year while the current year is underway e.g. enter the Performance Plan for 09 in Dec 08?
A - This is dependent on the system administrator preparing the plans which can be done at any stage of the year, but generally won’t be done until Dec/Jan.
Q - With Direct Reports who work between two managers, who will be the owning manager?
A - Whichever manager is allocated in the HR system will be the “owning” manager but both managers will be expected to provide input into the individual’s review.
Q - Will the previous years’ plans be available in the system to cut and paste from?
A - Click the “print” icon/button  and choose PDF format instead of HTML, then use the Select Tool in Adobe to select text and you can copy this to the clipboard and then paste into your new plan.
Alternatively, you can contact Yana Zhang (ext 8751) who can run an excel report of people's objectives.
Q - When there is a change in roles e.g. a Direct Report receives a promotion what happens to their current plan?
A - This depends on the time of year the change in role occurs, it will be managed on a case by case basis. The plan will stay with the individual and in some cases the objectives will need to be updated, in others they will not. Regardless it is important that all managers provide input into the individual’s review.
Q - Is the Behaviours Performance Objective in the Library of Measures and can we edit / enhance (add to it) it if necessary?
A - Not yet. We are still working through how best to manage the Behaviours objective. It is editable because the weighting needs to be able to be changed to be between 10% and 20%, but you are not encouraged to edit the objective itself.
Q - When will we know who is part of the moderation process?
A - The Moderation process occurs in a couple of different stages. The first stage will be with all the managers in one area and their manager, then that manager will meet with their peers and their manager and so on up the hierarchy to Executive level.
Q - Do we have to attach the evidence for the Moderation process or will it be called on if necessary?
A - It is the manager’s responsibility to support the ratings based on evidence which will be referred to/captured in the online tool.
Q - What, if any, feedback will I get back from the Moderation process?
A - Each individual’s rating will be finalised at moderation so your manager will communicate your final rating to you after Moderation. This may include additional feedback.
Q - What if staff don’t want to be involved in this process – what happens?
A - It is expected that all staff in the corporate areas will participate in the PDR process and that it is an element of how employees are managed at Swinburne. Participation in the PDR process is not an unreasonable request to place upon an employee and therefore we expect the staff member to comply. If the staff member continues to refuse to follow directions and this cannot be resolved, it may result in disciplinary action but this would be a last resort.
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