THE FUTURE OF NZDF TALENT MANAGEMENTtrain.myplace.mil.nz/hrmis/Booklet/NZDF-SAPHCM-Booklet.pdf ·...

THE FUTURE OF NZDF TALENT MANAGEMENTUNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES MARCH 2015

THE FUTURE OF NZDF TALENT MANAGEMENT

This system is designed for you. It’s a way for you to participate in your career development. We’ll all use the same online tool – all ranks and grades, military and civilians. It’s not just about reporting on the past – we’re looking forward to how we can develop in the future.

We are introducing a new Talent Management System that is:

• One tool, one way: a common set of tools across services.

• Online, everywhere: easily accessible and more transparent than our old processes.

• People-centric: you’ll have more effective discussions with your Commander/Manager about

your career path.

• Forward looking: we’ll be planning the future not reporting on the past.

You’ll get out of the system what you put into it

• You need to complete your education and training.

• You need to keep your information up to date and actively participate in the Performance and

Development Report (PDR) cycle.

• Commanders/Managers need to make sure that their teams have done their education and

training and understand how to use the new system.

What should I do now?

If you’re a member:

• Get informed! Reading this booklet is a great start, but there are many more resources

available on the HR Toolkit and the HRMIS Intranet page

• Talk to your Commander/Manager about when you can expect to receive education

and training

If you’re a Commander/Manager:

1. Make sure you’ve reviewed your education material

2. Make sure you’ve completed your initial online training:

• D64034: Maintain Talent Profile

• D64027: PDR Planning - Members

• D64035: Career Development - COMD/Managers

• D64030: PDR Planning - COMD/Managers

3. Share education with your team and focus on the people who will complete

PDRs first:

• SSGT – CAPT (Air & Army) & WO – LT (Navy)

• MAJ – BRIG (Tri)

• NZDF Reserves LTCOL – BRIG (Army) & MAJ – BRIG (Air & Navy)

• AB - CPO (on subrank Actual Date of Promotion) (Navy)

4. Direct your team to complete their online training

5. Ensure your team knows how to get the help they need

If you’re a Career Manager or Human Resources Advisor:

You probably already know what to do. If you have questions, check the HRMIS Intranet page

or talk to the Implementation Network.

WHAT THIS MEANS FOR YOU

UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

FOREWORD FROM CDF


Everyone in our Defence Force – Regular Force, Reserve Force or members of our Civilian Force

– has an important role contributing to our collective purpose: being A Force for New Zealand.

Despite being bound together by this common purpose, we know that you’re all unique, with

your own personal goals and aspirations for your careers. That’s where we, your leaders, believe

we can do more to assist you. Our new Talent Management System is about looking forward

and helping you grow and develop for the future. With it, we will capture your career aspirations

and help you to actively manage your talent.

The new system is enabled by the Defence Professional Development Framework, which

provides guidelines for setting short-term goals that lead to long-term success. Within the

Talent Management System, the Performance and Development Report (PDR) is the place

where you’ll now track your short-term goals and your progress against them. The Career

Development Plan is where you’ll track your long-term career aspirations, which will be used

to set your PDR goals. You’ll use your Talent Profile to store information about your knowledge,

skills, and experience.

Together, we’re moving away from paper-based reporting to online processes for our

performance management, career development, and civilian annual remuneration. The Talent

Management System is a common tool across all of our ranks and grades for both military

and civilians. It will be a vast improvement because we’ll be using common process across

our whole Defence Force – that’s one tool, one way!

To get the most out of these tools, you’ll need to actively participate in your own Talent

Management. This means learning about the system and how it works; engaging with your

Commander/Manager; and keeping your information up to date. Reading this booklet about the

system is a good first step, but you also need to complete the education and training.

The system is being rolled out over the next 15 months (staggered by rank and employment

group), and so education and training will be phased accordingly.

We’re relying on leaders at all levels to cascade information about Talent Management down and

to lead by example. We’re also relying on you to embrace the tools offered by the new system to

help you plan, review, and achieve your career aspirations and future goals.

Lieutenant General Tim Keating Chief of Defence Force


We’ve made this booklet to give you as much information as possible about the Talent

Management System including:

• How these decisions may affect you

• What’s going to happen and when

• Where to get any further information you may need

Self help and escalating

The Talent Management System is designed to help you help yourself, so if you need more support:

• Check out the HR Toolkit on the NZDF Intranet Launch Pad (ILP).

• Check the ILP under ‘Projects’ or the HRMIS project intranet site for advisory notices.

• Refer to the education (available from your leadership and on the HRMIS project

intranet site).

• Refer to the training materials on the Learning Management System (LMS) - you can access

them under ‘Training & Education’ on the ILP.

If you don’t have DIXS, you can access the training through http://train.myplace.mil.nz.

And if you have an issue that you can’t solve yourself, talk to your Commander/Manager or reach

out to the Implementation Network.

The Implementation Network members are representatives of their camps and bases and are

a link between the HRMIS Project and members of the NZDF. They are informed about HRMIS

Wave 2 process and change details. Tier 1 members support users at the formation/base/

regional level and focus on communications sideways and down to unit level. Tier 2 members

support users at the unit level and at branch headquarters and focus on communications at the

unit level and down to sub-unit/sub-branch level.

A full list of the unit representatives is available on the HRMIS intranet site on the ILP.

If you’ve tried these options and still need help, you can call the Human Resources Service

Centre (HRSC) on 4777, option 3 or email [email protected].

More information

There are a number of resources available if you need more additional information. You can:

• View the ‘go live’ announcement on the ILP homepage.

• Check the HRMIS intranet page for additional education materials – more detail is available

in the materials presented to specialist user groups.

• Check the HRMIS intranet page for FAQs – these will be updated daily starting in

March 2015.

• Check the Air Force News, Army News, and Navy Today for features about the system and

stories about users.

SUPPORT FOR YOU


TABLE OF CONTENTS

08

10

11

12

14

15

16

18

Defence Professional Development Framework

Game changers

PDR transition timeline

Performance Management

Career Development

Annual Remuneration Review

Roles and responsibilities

Education and training


THE FUTURE OF NZDF TALENT MANAGEMENT8

DEFENCE PROFESSIONAL DEVELOPMENT FRAMEWORK

Talent Management is about working with your Commander/Manager to set a path for your career. It means setting

goals to help you get where you want to go.

The Defence Professional Development Framework (DPDF) will provide you with the tools you need to identify and

achieve those goals.

What does the DPDF include?

• A combined military and civilian Competency Framework

to replace and update the previous frameworks and

Success Factors. This new Competency Framework

incorporates general rank/grade competencies, trade/

branch/specialist requirements, and position requirements.

• An online Performance and Development Report

(PDR), which applies a consistent approach across all

ranks and Services. This will progressively replace all

existing NZDF assessment tools.

• An online Development Directory, which will help the

whole of the NZDF to more effectively and consistently

plan professional development.

Competency Framework

The NZDF Competency Framework defines the competencies that are expected at each level and how they

align with your rank or employment group. The competencies are a mix of behaviours and attributes that

provide common and consistent expectations for everyone. They define how you go about your work, not just

the tasks you complete.

Technical competencies describe the trade skills or professional knowledge that you need to do a job

at a particular level.

Behavioural competencies can be used to differentiate ‘superior’ from ‘satisfactory’ performance even when

members have similar technical skills and knowledge.

The Competency Framework outlines what is expected from you at your current level and what is required of

you to get to the next level of responsibility. As you develop and take on more responsibility, you’ll be expected

to master competencies at a higher level.

UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 9

Performance and Development Report (PDR)The PDR cycle will be a forward looking process where you set

performance and development expectations upfront, rather than

looking backwards at the end of reporting cycle:

• It starts with initiation and planning phases where your goals

and expectations are identified.

• Next is an interim review (usually during the 5-7 month stage).

• Last is the final appraisal process, which gives Commanders/

Managers and Part Appraisers (who are outside your chain of

command) the ability to provide input on your performance.

The PDR drives the whole performance management process in the Talent Management System.

So, the Defence Personnel Executive (DPE) is making sure everyone has an up to date Position

Description before they start using the new Talent Management System.

The PDR incorporates the DPDF general rank/grade competencies from the Competency

Framework, as well as assessment against:

• Trade/branch/specialist requirements.

• Position-specific requirements.

• Some default NZDF compliance expectations.

This is a significant change for military members, but this is essentially how the current

Performance Development Plan (PDP) process works for civilians.

Development Directory

The Development Directory will be based on the existing NZDF Learning Directory. It is designed

to provide you with options to support your behavioural competency development, including:

• Links between NZDF rank/grade competencies and specific topics and/or skills.

• Key information, ideas, tools and activities to support your development.

• Access to Learning and Development specialists.

• Access to quality, targeted training options.

You can find out more about the DPDF on the HR Toolkit.

INITIATION

FIN

AL

INTERIM

PLA

NN

ING

Performance and Development Reporting (PDR) Supplementary Soft Skills Course

Course Number: BD61003 (accessible via the Learning Management System)

The NZDC will offer a course that will teach Commanders/Managers to optimise PDRs based on the NZDF Competency Framework and ‘SMART’ Goalsetting. This will include instruction on how to:

• Outline the Defence Professional Development Framework

• Set Performance Goals

• Establish Development Plans

• Use Effective Questioning to Set Performance Expectations

• Measure Achievement against Performance Objective Setting

• Give Feedback

• Track Performance against Objectives

• Identify Performance Issues

10

• You will record and manage your aspirations, skills and knowledge in your Talent Profile.

• Commanders/Managers will make sure you progress against your goals in the PDR.

• Career Managers and Human Resource Advisors (HRAs) will make sure your short-term

goals will help you achieve your long-term goals in your Career Development Plan (CDP).

GAME CHANGERS

This system is going to impact almost every aspect of Talent Management:

• It provides one common tool across ranks and grades for military and civilians. This means

one set of processes for everyone.

• Your talent management is no longer about reporting on the past. It’s about setting a path

for your future.

• It’s about making sure you have the right people involved in your talent management.

• It’s all online - you can access it from anywhere. All your information will be in one place.

Civilian members

Our civilian performance management processes and timelines will largely remain the same;

they will just be completed online. You’ll get formal, system-generated notifications about your

Annual Remuneration Review outcomes. No more hard-copy letters.

Military members

The biggest change for you is that your Talent Management will now be forward looking. This will

require you to put some thought into where you want to go in your career and the steps you can

take to get there. Your Commander/Manager can help you define this path.

The higher rank groups will be the first members to complete their PDRs but everyone will be

using the new system by mid 2016.


TALENT MANAGEMENT SPECIALISTS

YOU

COMMANDERS/MANAGERS

ON

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ARD-LOOKING

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12

Now we’re looking forward

• You’ll work with your Commander/Manager to set goals at the start of the PDR cycle.

• We’re replacing the current performance appraisal systems.

The PDR process will be more transparent and collaborative

• You’ll have more regular engagement with your Commander/Manager throughout

the process.

• You’ll be able to attach your own performance-related documents, such as End of Tour/

Course reports, to help demonstrate how you have met your performance goals.

• You’ll be able to see the performance feedback you’ve received and your final

PDR appraisals.

• Other individuals (Part Appraisers) that you have reported to during the PDR cycle will

provide feedback on your performance.

• There’s an Interim Review where you’ll receive feedback on your progress and update goals

or career aspirations.

There’s a new PDR online tool

• PDRs are automatically generated by rank and employment group and use the DPDF to

assign behavioural competencies.

• The performance rating scale is changing: 1 (Not met) to 5 (Exceeded all).

This is a significant change for military members of the NZDF, but it’s similar to the current PDP

process for civilian members.

Performance management: changes for Commanders/Managers

• The system will automatically create your members’ PDRs and you’ll be notified to start the

PDR process (but you’ll need to manually initiate a PDR for out-of-cycle exceptions).

• A new calibration tool lets you compare your members’ appraisal ratings and decide if

ratings have been applied fairly and consistently across members (within your own org

structure only).

• You’ll need to choose Part Appraisers and Further Participants to give feedback on your

members’ performance.

• Career Managers and HRAs can perform actions on behalf of 1 Up Commanders/Managers

(by exception only).

PERFORMANCE MANAGEMENT


13

1 Month before PDR

cycle starts

Start of PDR cycle Months

5 - 7 of the

PDR cycle

PDR cycle

ends

Up to 2 weeks

after PDR cycle

ends

Members have

one week to

close the PDR

IN PREPARATION IN PLANNING IN REVIEW IN PROCESS

System generates

PDRs

1 Up

Commander/

Manager

approves

goals

1 Up

Commander/

Manager and

members

complete

interim

performance

review

Members

complete

self-appraisal

PR

OC

ES

S &

DE

AD

LIN

ES

SY

STE

M S

TATU

SS

UP

PO

RT

PR

OC

ES

S

Attaching Performance Supporting Documents (member or 1 Up Commander/Manager)

Reporting (Career Managers/HRAs only)

PDR Administration (Career Managers/HRAs only)

PDR Template and Libraries Maintenance (CIS only)

Calibration tool (1 Up and 2 Up Commander/Manager)

FINALINTERIMPLANNINGINITIATING

1 Up

Commander/

Manager sets

goals for

members

Members

review goals

1 Up

Commander/

Manager and

member hold

final

performance

discussion

Other

reviewers

provide

Part-Appraiser

feedback

1 Up

Commander/

Manager

completes

appraisal

Members

close the PDR

Further

Participants (2

Up and 3 Up

Commander/

Manager)

complete

review

4 weeks

before PDR

cycle ends

3 weeks

before PDR

cycle ends

2 weeks

before PDR

cycle ends


PDR Cycle and Stages

Your PDR cycle includes four stages (initiating, planning, interim, and final) and usually lasts for one year.

This diagram shows how your PDR activities line up with related activities in the Talent Management System.

Jargon Buster

What do these new terms mean?

• Your 1 Up Commander/Manager is the person in your reporting chain who approves your leave. This is often your direct supervisor, but not always.

• Further Participants are people higher up in your command chain than your 1 Up Commander/Manager. This might include a 2 Up or 3 Up Commander Manager.

• Part Appraisers are people outside of your command chain that you reported to during the PDR cycle. This might include your manager if you were on a temporary assignment or project.

• Employee Self Service (ESS) is the place in the SAP HCM system (including the Talent Management System) where members who aren’t Commanders/Managers can access and edit information. Manager Self Service (MSS) provides similar and expanded functionalities for Commanders/Managers.

14

Career Development changes in detail

You’ll be taking a bigger role in your career development

• You’ll be able to record your talent information (education, NZDF and non-NZDF work

experience, accomplishments, and posting and location preference) in your Talent Profile (a

new link in ESS). Your Talent Profile is like an online CV.

• You can keep track of your long-term career goals and your Career Development Plan

(CDP) in ESS.

• You’ll be able to see your career development interview notes.

You’ll have easier access to the results from Promotion and Career Boards

• If you’re considered at an Extension of Service Board, you’ll get an automatic notification

of the outcome.

• You can accept or reject Extension of Service offers via the Task List in ESS if you’re offered one.

• You and your Commanding Officer will get an automatic notification of the Promotion

and Career Development Board outcomes. No more formal letters.

Civilian members - you’ll have access to the Talent Profile and CDP, but changes to the career

development process (e.g. Promotion and Career Boards) won’t affect you at this time.

The link between Performance Management and Career Development

• Your CDP keeps track of your medium- to long-term career goals and provides the basis for

your Performance and Development Report (PDR) in the short term.

• Your PDR holds your goals, expectations and assessments of your performance throughout

the PDR cycle.

• You need to complete and close your PDR before the Career Boards take place because

they inform Board decisions.

CAREER DEVELOPMENT


15

Career Development: changes for Commanders/Managers

• You can view your members’ Talent Profiles in MSS (and you can update them if the need arises).

• You can view and update your members’ CDPs and record their career development

interview notes in MSS.

• Your member and their Commanding Officer (if it’s not you) will get an automatic notification

of the Promotion and Career Development Board outcomes. No more formal letters.

• Career Managers and Human Resources Advisors (HRAs) will use a new tool to record and

manage succession plans.

The Annual Remuneration Review is only applicable to eligible civilian members of the NZDF.

Annual Remuneration Review changes in detail

• The Annual Remuneration Review (ARR) will now be completed online (via MSS), but the

process isn’t changing.

• You’ll get a system notification about the outcome of the review once your ARR is approved

and complete. No more hard-copy letters.

The link between Performance Management and Remuneration

If you are a civilian who is eligible for the ARR, the system will automatically create one for you

when you close your PDR.

• Your 1 Up Commander/Manager will look at the supporting performance information in your

PDR to justify your ARR assessment.

• Everyone needs to make sure that completed PDRs provide sufficient and robust supporting

performance information to justify ARR assessments.

• The ARR process will be very similar to how it was conducted previously, but everything will

be done online.

ANNUAL REMUNERATION REVIEW


Who is an eligible civilian?

Only permanent civilian members of the NZDF are eligible for the ARR. If you are a contractor or a casual or fixed-term (less than 12 months) civilian, you are not eligible for an ARR.

16

The success of the Talent Management System depends on you. You’ll get out of the system

what you put into it. It’s your responsibility to get informed now and stay engaged.

Responsibilities for members:

1. Make sure your Position Description is kept up to date

Your Position Description is the basis of your PDR and will guide your performance goals and

assessment. Your 1 Up Commander/Manager is responsible for your Position Description so

you’ll need to discuss this with them.

2. Understand the required competencies for your rank/grade

Discuss your goals and performance against the relevant NZDF competencies with your

Commander/Manager.

3. Be proactive about building your competencies

This will help you achieve your potential and contribute effectively to NZDF’s

organisational performance.

4. Keep your Talent Profiles up to date

This is used to inform your CDP, succession plans, and career development boards.

5. Review your CDP

Your CDP keeps track of your medium- to long-term career goals and provides the basis

for your PDR.

6. Accept or decline any Extension of Service offers in the ESS Task List

This all happens online now. No more hard copy letters.

7. Include any performance-related documents during your PDR Cycle

These documents, such as End of Tour Reports, will help demonstrate how you have met

your performance goals.

8. Close the PDR once your appraisal is complete

ROLES AND RESPONSIBILITIES


17UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

Additional responsibilities for Commanders/Managers:

1. Initiate PDRs and ARRs for your personnel when required

Sometimes you’ll need to manually initiate PDRs, for example: when a member gets promoted

half-way through the PDR cycle or when a new member starts.

You’ll also need to initiate ARRs (for eligible civilian members) when they aren’t automatically

created by the system.

2. Be forward-looking when setting goals and discussing career development and

performance management

Attach any supplementary performance-related documents during the PDR cycle.

3. Follow up with members, Part Appraisers and Further Participants about their

responsibilities and deadlines

You’ll need to make sure that the relevant sections of the PDR are completed on time.

4. Open the PDR in MSS at the end of the PDR cycle, review any comments by Further

Participants and members and follow up

Any additional comments must be addressed, which may mean having a conversation with

Further Participants or the member, or changing the appraisal based on comments from

Further Participants.

Career Managers and HRAs have additional roles and responsibilities within the system.

These are covered in detail in your specific education and training materials.

18

Help with understanding the changes

These changes mean that most of us will require new skills and knowledge to use the Talent

Management System. We’ve developed targeted education and training materials to make sure

that you have the information you need. Your education and training schedule is guided by the

NZDF PDR cycle on page 11, which is staggered across rank and employment groups.

Commanders/Managers – You need to have the knowledge and experience to work with your

teams on performance management and career development. So, we’re asking you to complete

all of the training that you need as a Commander/Manager, as well as the training that your

members will take.

What education and training will look like

• Education briefings and supporting notes

• Online learning

• Classroom training for Career Managers and HRAs

The HRMIS project team will provide education briefings to Key Leader across the NZDF, who

will share this information with you when it is relevant.

You’ll also get training in stages. It will be matched to your role and you’ll receive the training in

time for the planning, interim review, and final review stages of the PDR cycle. Because these

stages happen at different times for different rank and employment groups, not everyone will

receive training at the same time either. You’ll be notified when it’s time to take your training

(about one month before each stage in the PDR cycle begins).

To summarise, all members of the NZDF will receive an education briefing with an introduction to the

system and an overview of the changes. You’ll also receive online training via LMS.

EDUCATION AND TRAINING


19UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

GO LIVE 23 MARCH

HRMIS WAVE 2OVERVIEW AND

EDUCATION FORMEMBERS

D64027: PDR PLANNING -MEMBERS

&

D64034: MAINTAIN

TALENT PROFILE

D64028: PDR INTERIM REVIEW

- MEMBERS

Initiate/review

PDR

D64029: PDR FINAL REVIEW-

MEMBERS

Interim Review Final Review

Programme of Learning for Members

You’ll get a variety of learning resources to prepare you for the new Talent Management System and support you

at the start of your PDR cycle. You’ll receive ‘just-in-time’ training to gain the skills you need as you progress

through your performance management and career development cycle.

Commanders/Managers will receive the following additional online training via LMS:

• D64030: PDR Management - COMD/Managers

• D64031: PDR Interim Review - COMD/Managers

• D64032: PDR Final Review - COMD/Managers

• D64035: Career Development - COMD/Managers

• D64037: ARR - Commanders/Managers

Career Managers and HRAs will also receive additional education material, as well as specialised classroom

training. Other specialist user groups (like the HRSC and the Implementation Network) will also receive

additional education material.

How do I access my online training?

If you’ve got DIXS:

If you don’t have DIXS, visit http://train.myplace.mil.nz and follow the instructions. Note that you won’t be able to record your completion of training this way, so you’ll need to work with your Commander/Manager to keep track.

If you’re deployed, don’t worry. We are working with Commanders/Managers to make sure you have access to education and training no matter your circumstance. We will even make the materials available on a CD to ensure that everyone has the opportunity to learn.

• From the Intranet Launch Pad (ILP), click on “Training & Education” and navigate down the list to “Learning Management System.”

• When you get to the User Authentication screen, click “Next” to continue.

• On the next screen, select the bottom-left button, which is labelled “Search Catalogue.”

• When you get to the next screen, type the course number or title into the “Search Text” box and click “Search.”

• Your search results should include the course you are looking for. If you have trouble finding it, talk to your the NZ Defence College (NZDC) or your Training Officer.

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