Performance and Talent (PAT) - eHealth NSW · 2020. 11. 8. · PAT enables NSW Health staff to...
Transcript of Performance and Talent (PAT) - eHealth NSW · 2020. 11. 8. · PAT enables NSW Health staff to...
Talent Management
PAT User Manual
April 2021
Version 1.2
Performance and Talent
(PAT) NSW Health
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Table of Contents
Table of Contents ............................................................................................................................................ 1
Foreword .......................................................................................................................................................... 3
How to use this User Guide ............................................................................................................................ 4
Save as an electronic document .................................................................................................................. 4
Use Table of Contents .................................................................................................................................. 4
Help and Support .......................................................................................................................................... 4
1 Introduction ................................................................................................................................................... 5
2 Getting Started .............................................................................................................................................. 5
Login ....................................................................................................................................................... 5
Home Page ............................................................................................................................................. 6
Navigation ............................................................................................................................................... 6
2.3.1 Tabs ................................................................................................................................................ 6
2.3.2 Home Page Tiles ............................................................................................................................ 7
2.3.3 Quick Actions ................................................................................................................................. 8
2.3.4 Navigator ........................................................................................................................................ 8
2.3.5 Home Button .................................................................................................................................. 8
2.3.6 Notifications Icon ............................................................................................................................ 8
2.3.7 Sign Out .......................................................................................................................................... 8
3 Succession Planning ................................................................................................................................... 9
Navigation ............................................................................................................................................... 9
3.1.1 Creating a Succession Plan ........................................................................................................... 9
3.1.2 Editing the Succession Plan ......................................................................................................... 14
4 Talent Pools ................................................................................................................................................ 15
Navigation ............................................................................................................................................. 15
4.1.1 Creating a Talent Pool .................................................................................................................. 15
4.1.2 Editing or updating the Pool ......................................................................................................... 17
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5 Talent Review .............................................................................................................................................. 19
Navigation ............................................................................................................................................. 19
5.1.1 Creating a Talent Review Meeting ............................................................................................... 19
Talent Review Lifecycle ........................................................................................................................ 24
Navigation ............................................................................................................................................. 25
5.3.1 Participant (Line Manager) - Review Content by Selecting Rating Values .................................. 25
5.3.2 Participant (Line Manager) - View Dashboard ............................................................................. 28
5.3.3 Participant (Line Manager) – Grant Access to Reviewers ........................................................... 29
5.3.4 Participant (Line Manager) – View Notes ..................................................................................... 30
5.3.5 Participant (Line Manager) – View Tasks .................................................................................... 31
Talent Review Meeting - Facilitator to Conduct Meeting ...................................................................... 32
5.4.1 Conduct Meeting Detail ................................................................................................................ 32
Navigation ............................................................................................................................................. 33
Talent Review Meeting - Status Completion ........................................................................................ 39
END OF GUIDE ............................................................................................................................................... 40
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Foreword
This User Guide includes information regarding the user procedures for Succession Planning and Talent
Review.
The information and processes detailed in this document are focusing on two user types based on the PAT
System roles:
1- Human Resource Business Partner (HRBP)
2- People Manager
Please note: Images in this guide may vary from your live system, as visibility and functionality depend on your user permissions.
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How to use this User Guide
Save as an electronic document
We recommend saving this User Guide as an electronic document resource for quick reference, rather than
printing. We also recommend viewing this guide from the Intranet to ensure that you are viewing the latest
version of this document.
Use Table of Contents
Having saved the file to your desktop or other easily accessed location:
1. Scroll to the Table of Contents.
2. Click the item you wish to view.
This opens the item clicked within the body of the User Guide giving you immediate access to the
information you require.
To return to the table of contents to select another item from the table, hold down the Alt key and hit the
left arrow key. If you have scrolled through a few pages within the guide, continue to hold down the Alt Key
and keep hitting the left arrow key until the table of content displays.
Help and Support
For more information please contact your local HR Workforce Team.
If you experience technical issues accessing PAT or for Password Resets, please contact State Wide
Service Desk on 1300 28 55 33
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1 Introduction
The Performance and Talent (PAT) system is a new way for NSW Health staff to record performance and
career development goals and capture performance reviews. It is also designed to support performance and
development conversations and provide staff with improved ways to document their goals and capture
performance reviews.
PAT enables NSW Health staff to record and store performance information online. It allows the sharing of
goals making it easier to ensure everyone is working towards NSW Health's strategic and organisational
outcomes. PAT is integrated with StaffLink, so key personal and employment information is pre-populated,
and the workflows between managers and their direct reports are automated.
In addition to recording performance goals, development goals and performance reviews, the PAT system
also has the ability to create talent pools and succession plans for key personnel, and conduct talent review
meetings as a means to evaluate workers who are part of the review population, assess their strengths, and
address areas of risk for the organization.
2 Getting Started
Login
Access the login page using the PAT URL (pat.citc.health.nsw.gov.au) or from your local intranet and
internet page. Log in using your NSW Health Employee Number as your username and your password.
Note: The user does not have to be on NSW network to access PAT URL.
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Home Page
Once logged in you will be directed to the home page.
Navigation
At the homepage you have multiple ways to navigate to the area where you want to work.
2.3.1 Tabs
The different tabs allow you to access different home page tiles.
2.3.4 Navigator
2.3.3 Quick
Actions
2.3.1 Tabs
2.3.2 Home Page
Tiles
2.3.6 Notifications
Button
2.3.5 Home Button
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• The Me tab gives you access to tiles such as Personal Information, Career and Performance, and
PAT Guides and Videos. This information is about you.
• The My Team tab gives you access to tiles such as My Team, Goals, Performance Overview, Career
Development. This information is about your team. You will only see this page if you have people
reporting to you as their manager.
2.3.2 Home Page Tiles
The following table details some of the available options (tiles):
Option (Tile) Tab Details
Me The personal information tile allows the employee access to:
• Personal details: View information including your name and date of birth.
• Employment information: View information including your assignment,
legal employer and employment history.
Me The Career and Performance tile allows the employee access to:
• Performance Goals: Create, view or update performance goals.
• Development Goals: Create, view or update development goals.
• Performance: Create, view or update performance documents.
Me The PAT Guides and Videos tile opens a new tab that leads to a PAT intranet page. This intranet page contains quick reference guides and training videos.
My Team The My Team tile allows the manager to:
• View a list of all your direct reports and their direct reports.
My Team The Performance Overview tile allows the manager to:
• View a list of their team and their current goals
• Add a new performance goal on behalf of an employee
• View goal progress and status.
• View performance documents of an employee
• Generate a performance document on behalf of an employee.
My Team The Career Development app allows the manager to:
• View development goals and their progress
• Add development goals on behalf of an employee.
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2.3.3 Quick Actions
For each tab, there are quick actions attached. These quick actions allow the user to jump quickly to a
screen.
2.3.4 Navigator
The navigator allows the user to jump to other areas of the application. Most of this functionality also appears
on the home page as icons - but it is just another way of navigating the system.
2.3.5 Home Button
The home button allows the user to go back to the home page quickly.
2.3.6 Notifications Icon
The notifications icon in the global header is used to open your notifications list. Notifications alert you that
something requires your attention or action. The bell icon displays the number of pending notifications you
have, i.e. approving a performance goal or notification of a report completing their performance review.
2.3.7 Sign Out
To sign out of the application, click the icon with initials on the top right side of the screen and sign out.
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3 Succession Planning
Succession planning is the process of planning for the future by identifying people capable of filling a
key position, job or an individual in the organization. HRBP access is required to access this feature.
Navigation
Access the succession planning area from the home page under the My Client Group tab. Click on the
Succession Plans tile.
3.1.1 Creating a Succession Plan
From the Succession Overview home page, select the Add button to create a plan.
Tip
Use the View Organization Chart to open the reporting hierarchy of workers within
the system.
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Plan Details
Enter the plan details.
Plan Name: Name to be determined by owner, however, thought needs to be given to naming convention. In
this case I have use a concatenation of position name and department e.g. Ministry of Health Senior
Executive: Associate Director
Status: Active
Private: Mark as private if you only want this to be seen by the owners. If you leave this unchecked, then
other HR users can see the plan and managers and employees can see the plans that they are attached to.
Description: Enter a description if required.
Plan Type: Job, Incumbent or Position.
Depending on what plan type you use, will determine the fields shown below.
Business Unit: eHealth NSW (select your business unit)
Position/Job/Worker: Choose your position, job or person.
Department: This will default in when you have chosen your position.
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Incumbents: a list of incumbents will appear if the Plan Type selected is Position / Job, to assist you with
locating who may be applicable to the succession plan
Tip
Click the Refresh button to see the currently selected list form
Candidates: Select the Add button for the Internal Candidates option to appear.
Internal Candidates: Select Internal Candidates
Name: Search for the name of the candidate to add to the succession plan
Status: Select Active or Inactive
Readiness: Select the candidates Readiness to move to the role
• Ready Now < 12 months
• Ready in 1 - 2 years
• Ready in 2+ years
• No readiness available
Ranking: Select the ranking, with the lowest number being the most desired candidate
Interim Successor: Indicate if the candidate is the Interim Successor
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Add to Talent Pool: Once the candidate has been added, opt to add the candidate to a Talent Pool, by
clicking on the box to the left of the worker name, then selecting Add to Talent Pool.
Note
To add a worker to a Talent Pool, the Talent Pool needs to have already been created.
You cannot create a Talent Pool from the Succession Plan.
Owners: Select who can have access to the plan and can administer the plan. You can select an owner to
be an administrator or a viewer of the plan.
Select Save and Close.
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Note
The user creating the succession plan, will automatically be populated as an
Administrator. By using the pencil to the right, the user may change the Owner
Type to Candidate Manager, or Viewer.
However, if another Administrator hasn’t been added, this will cease any opportunity
to edit or add or the succession plan.
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3.1.2 Editing the Succession Plan
At any time you can edit the Plan Info, add or remove Candidates, or manage the Owners.
Navigate to your succession plan and click on the Edit button. Alternatively add/remove candidates and or
Owners by using the Add button, or pencil icon to correct or remove.
Select Save and Close.
Edit
Add
Add
Pencil Icon: Update or Delete
Pencil Icon: Update or Delete
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4 Talent Pools
Talent Pools are another way of grouping employees together. They may be used as a way of identifying top
talent or other kinds of talent that are not part of a succession plan.
Navigation
Access the talent pool area from the home page from the My Client Group tab. Click the Talent Pools
option.
4.1.1 Creating a Talent Pool
From the Talent Pools home page. Select the Add button to create a Talent Pool.
Start to enter the Pool Info
Pool Name: Name to be determined by owner.
Status: Active
Description: Enter a description if required.
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Add the Pool Members by selecting Add. Additionally, Add the Owners of the Talent Pool.
Development Goals: Use the drop down arrow to add development goals that apply to the Talent Pool, that
are available from the Development Goal Library.
Select Save and Close
Note
If you assign a development goal the employee will be notified, and the goal will be
added to their development goals. Development Goals can only be assigned to
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employees that are live on the Goals and Performance module.
4.1.1 Editing or updating the Pool
Select Show Filters.
Use filters to find your Talent Pool and click on the Talent Pool Name to edit.
Alternatively, select the three dots to the right of the Talent Pool to Delete or Set as Inactive.
At any time you can edit the Pool Info, add or remove Members, manage Owners and add or remove
Development Goals.
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5 Talent Review
The talent review process involves one or more talent review meetings. Its purpose is to evaluate workers
who are part of the review population, assess their strengths, and address areas of risk for the organization.
Navigation
Access the Talent Review area from the home page under the My Client Group icon. Click on the icon
Talent Review.
5.1.1 Creating a Talent Review Meeting
From the Talent Review Meeting home page, select the Add button to create a Talent Review Meeting.
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Start to enter the Meeting Info
Talent Review Meeting: The name to be determined by owner.
Template Name: Use the down facing arrow to find the template name. Use the pilot template
‘eHealth/HealthShare Talent Review Template’ unless a dedicated template has been configured for your
LHD.
Business Leader: Enter the business leader associated with talent review meeting
Organization: The organization will default from the business leader
Meeting Purpose: Enter the purpose of the meeting
Meeting Date: Enter the date the meeting is to commence
Date Submission Deadline: Enter the date, if known for the deadline.
Meeting Status: Will default to ‘Not Started’ until the first meeting has been conducted when the status will
automatically be updated to ‘In Progress’.
Facilitators: Enter the necessary facilitators who will be responsible for managing the meeting. The system
will prompt the user to add more than one facilitator, should only the user creating the meeting be entered.
Select Continue
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Select Ratings for Review: Select the ratings applicable to the reviewers Prior Ratings Start Date: Only enter a date if there are historical meetings that prior ratings can be drawn
from.
Prior Rating End Date: Only enter a date if there are historical meetings that prior ratings can be drawn
from.
Data Validity Guideline: Depending on how many meetings have been held, use the down facing arrow to
specify the applicable duration of data to be used during the meeting.
Succession Plans: Add succession plans associated with the meeting
Talent Pools: Add any Talent Pools associated with the meeting
Select Continue
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Search for people: Find the Review Participants that will be participating in the meeting. The people can either be ‘Reviewers’ or ‘Participants’, depending on their role for the meeting.
Meeting Instructions: Enter directions to participants where necessary.
Select Continue
Employees to Include: Find the employees by using Find by criteria. Analysis and Talent Pool options are not available.
Use the filters to find the review population, by selecting Show Filters
When results appear, individually select then click on the Add to Review Population button.
Alternatively select the box to the left of the Add to Review Population button to select all employees.
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Note
When employees have been added to the view population, the system will acknowledge
the action by displaying a message. If you don’t see the message and continue, the plan
will not have a population to review.
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Select OK to the confirmation message, then Continue
Review Population: Review the population. To remove an employee, select the box to the left of the
employee name and click Remove.
Once finished, click Submit.
Use Save and Close if details are not final, to return at a later stage.
Talent Review Lifecycle
Once the Talent Review Meeting has been submitted, the meeting is ready to start.
The lifecycle of the Talent Review Meeting is as follows:
Faciliator
Creates a Talent Review Meeting
Participants Review Content
Faciliator Conducts and
Submits Meeting
Facililator
Manages the Meeting Notes and
Tasks
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To progress, the Line Managers who have been added as participants to the Talent Review Meeting, are
tasked with updating the rating values against their direct reports.
Alternatively, the facilitators can add the values when conducting the meeting.
Navigation
5.3.1 Participant (Line Manager) - Review Content by Selecting Rating Values
Access the Talent Review area from the home page under from the main menu. Click on the three horizontal
bars to the top right, called the Navigator. Then select Talent Review.
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From the Talent Review Meetings home page, find the meeting, then click on the three dots to the right to
access the action Prepare Review Content
From the Prepare Review Content page, select Edit to rate the most fitting values for the review population.
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Once complete, click Save.
Once saved, click Submit. The Submit button will not appear until saved.
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5.3.2 Participant (Line Manager) - View Dashboard
The Line Manager can view the Dashboard for further analysis and to monitor progress.
The Dashboard entails where the employees are located on the nine box.
Use the Show Filters for further analysis and change the dashboard view by selecting the down facing
arrow to the right to Risk vs Impact.
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5.3.3 Participant (Line Manager) – Grant Access to Reviewers
From the Talent Review Meetings home page, select the meeting and use action Grant Access to grant
access to any Reviewers added to the meeting.
Select Save and Close
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5.3.4 Participant (Line Manager) – View Notes
From the Talent Review Meetings home page, select the meeting and use action View Notes to see notes
made during the meeting.
You can add an overall note to all participants included in the meeting, by selecting Add from the top right of
the page.
Enter who should have access to your note, and description then Save.
Alternatively, enter notes against a specific employee.
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5.3.5 Participant (Line Manager) – View Tasks
From the Talent Review Meetings home page, select the meeting and use action View Notes to see notes
made during the meeting.
Select Add to add tasks to participants included in the meeting.
Enter the details associated with the Task and Save
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Note
There isn’t a workflow included for the Talent Review Meeting, therefore it is important
for all participants to keep up to date by reviewing the meeting content regularly.
Alternatively, reach out to the participant directly regarding any development until the
meeting is complete.
Talent Review Meeting - Facilitator to Conduct Meeting
5.4.1 Conduct Meeting Detail
The Talent Review Meeting Facilitator needs to have a HR role within the system, known as the
NSWH HR PAT Admin ViewAOR. Otherwise known as HRBP.
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Navigation
Access the Talent Review area from the home page under the My Client Group icon. Click on the icon Talent
Review.
Select the meeting, and the three dots aligned to view the extended menu
The facilitator can carry out a variety of actions to performance analysis with the other participants included
in the meeting.
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Show Filters – Will open several filters, to allow the facilitator to reduce the population by using any of the
categories available.
The dropdown option to the right of Show Filters, allows the facilitator to use the nine-box template to change. For example, from Talent Score to Risk vs Impact (Risk of Loss vs Impact of Loss)
The holding area icon opens a section to the right, with all the employees who have not yet been rated.
The Display button allows the facilitator to use data metrics to further highlight patterns occurring within the
organisation.
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Colours apply to the employees based on the filter selected.
The four-box icon allows the facilitator to return to the nine-box
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The List icon allows the facilitator to update or view the ratings for the meetings population
The Organization Chart icon allows the facilitator to reference the organization hierarchy.
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The Succession Plan icon allows the facilitator to Add or Create Succession Plans as a reference
The Talent Pool icon allows the facilitator to Add or Create Talent Pools as a reference
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The Actions button allows the facilitator to Add Tasks, Add Notes, Add Development & Performance
Goals, and Compare an employees data to a position, job or person. First select an employee to perform an
action.
The Compare function is limited to the data that is integrated from StaffLink. Arrows highlight differences
when comparing.
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Talent Review Meeting - Status Completion
Once all the meeting activities have been finalised, the facilitator submits the meeting.
Until that point, the meeting should be saved and closed.
After submitting, the facilitator will be presented with a warning, to verify that no changes can be made.
The meeting status will change to Complete
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Use the three dots to the right of the meeting to Reopen the meeting, Delete, Edit, Duplicate, view Data
Submission Report, View Notes and View Tasks.
-
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END OF GUIDE