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

Transcription

1 THE FUTURE OF NZDF TALENT MANAGEMENT UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES MARCH 2015

2 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. THE FUTURE OF NZDF TALENT MANAGEMENT

3 WHAT THIS MEANS FOR YOU 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. UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

4 FOREWORD FROM CDF THE FUTURE OF NZDF TALENT MANAGEMENT

5 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 UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

6 SUPPORT FOR YOU 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 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 HRSCADMIN@nzdf.mil.nz. 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 Check the Air Force News, Army News, and Navy Today for features about the system and stories about users. THE FUTURE OF NZDF TALENT MANAGEMENT

7 TABLE OF CONTENTS Defence Professional Development Framework Game changers PDR transition timeline Performance Management Career Development Annual Remuneration Review Roles and responsibilities Education and training UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES

8 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. 8 THE FUTURE OF NZDF TALENT MANAGEMENT

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: INITIATION 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). FINAL PLANNING 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. INTERIM 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. 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 UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 9

10 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. ONLINE EVERYWHERE ONE TOOL, ONE WAY YOU TALENT MANAGEMENT SPECIALISTS COMMANDERS/ MANAGERS FORWARD-LOOKING PEOPLE CENTRIC 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). 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 THE FUTURE OF NZDF TALENT MANAGEMENT

11 PDR TRANSITION TIMELINE This timeline shows how all of the PDR cycles line up across the NZDF. It demonstrates how each Service initiates PDR planning, interim review and final review activities according to their own schedules. The Air Force and Army use specific dates for each rank and the lower ranks of Navy use individual service members Actual Date of Promotion. 11

12 PERFORMANCE MANAGEMENT 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). 12 THE FUTURE OF NZDF TALENT MANAGEMENT

13 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. PROCESS & DEADLINES 1 Month before PDR cycle starts INITIATING Start of PDR cycle PLANNING Months 5-7 of the PDR cycle INTERIM 4 weeks before PDR cycle ends 3 weeks before PDR cycle ends 2 weeks PDR cycle before PDR ends cycle ends FINAL 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 STATUS System generates PDRs 1 Up Commander/ Manager sets goals for members Members review goals 1 Up Commander/ Manager approves goals 1 Up Commander/ Manager and members complete interim performance review Members complete self-appraisal Other reviewers provide Part-Appraiser feedback 1 Up Commander/ Manager completes appraisal 1 Up Commander/ Manager and member hold final performance discussion Further Participants (2 Up and 3 Up Commander/ Manager) complete review Members close the PDR SUPPORT PROCESS 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) 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. UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 13

14 CAREER DEVELOPMENT 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. 14 THE FUTURE OF NZDF TALENT MANAGEMENT

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. ANNUAL REMUNERATION REVIEW 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. 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. UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 15

16 ROLES AND RESPONSIBILITIES 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 16 THE FUTURE OF NZDF TALENT MANAGEMENT

17 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. UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 17

18 EDUCATION AND TRAINING 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. 18 THE FUTURE OF NZDF TALENT MANAGEMENT

19 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. Initiate/review PDR Interim Review Final Review HRMIS WAVE 2 OVERVIEW AND EDUCATION FOR MEMBERS D64027: PDR PLANNING - MEMBERS & D64034: MAINTAIN TALENT PROFILE D64028: PDR INTERIM REVIEW - MEMBERS D64029: PDR FINAL REVIEW- MEMBERS GO LIVE 23 MARCH 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: 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. 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. On the next screen, select the bottom-left button, which is labelled Search Catalogue. If you don t have DIXS, visit 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. UNDERSTANDING SAP HCM TALENT MANAGEMENT CAPABILITIES 19

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