Wednesday, 15 January 2014

IPaD and PAS reminders to staff

HRS would like to remind all staff of the requirement to complete the 2013 year-end Performance Reviews. These reviews provide an opportunity for staff and supervisors to review 2013 achievements against the objectives set, recognize successes, consider challenges and constraints experienced, discuss development plans, and jointly set goals for 2014. Please note that the year-end discussion requires a performance rating. The assessment period is the calendar year from 01 January 2013 to 31 December 2013. As we have now fully transitioned to the new assessment period of January to December of each calendar year, there is no backdating of adjustments. Merit adjustments are effective in April of each year.

This covers the following topics:

1.     Updates on the IPaD process and impact of the new NRS Career paths
2.     IPaD process and timelines
3.     PAS process and timelines

IPaD Process:

All staff on NRS open-ended and fixed-term contracts are requested to use the IPaD form. Usually, supervisors and staff only discuss performance against the objectives previously set for the year. During these, and future IPaD discussions, you are now asked to also discuss:

  • The standard Key Performance Indicators for the position and job level
  • The Core Competencies which describe how the persons is supposed to behave at that job level

These two additional discussion points will promote greater consistency between individuals in same position and will provide guidance in terms of opportunities for staff development. Key Performance Indicators and Core Competencies for each position are already documented in the standard job profiles, and are already in use across the Institute.

If staff have not yet transitioned to the new standard job profiles, supervisors can go to myHR.irri.org to search for the appropriate profile in the IRRI Job Dictionary.

The new NRS Career Paths will become effective 1 February 2014. Opportunities for NRS promotion and transfers are linked to the IPaD period. The Guidelines on the Appointment, Promotion and Transfer of Nationally Recruited Staff will be launched this week. Information sessions on the new IPaD discussion topics, and the new NRS Career Paths, will be held in the coming weeks. More information on the dates and locations of the information sessions will follow soon.

OU Heads should submit completed IPaD Reviews to HRS on or before 7 March 2014. For the purposes of continuity, please submit IPaD forms which contain records of both the 2013 Mid-year and Year-end discussions. Please also submit staff standard job profiles along with completed IPaDs

Please refer to the IPaD Overview for clarification.

IPaD Timelines:


Date # Activity Responsibility
28 January - 25 February 1 Supervisor reviews the previously submitted IPaD form, inserts comments and recommends rating. Supervisor reviews staff’s current job profile Supervisors

2 IPaD year-end meeting held between staff and supervisor to discuss performance achievements, development needs, and recommended rating.Staff and Supervisor also discuss current job profile and if not already completed, identifies the most appropriate standard job profile, and updates as necessary NRS and Supervisors
26 - 28 February 3 Revised IPaD form, and standard job profile, is submitted as necessary to supervisor with agreed comments, development plan and performance rating. NRS
3 - 5 March 4 Completed IPaD form, and standard job profile, submitted to OU Heads with agreed comments, development plan and final rating. Supervisors
3 - 7 March 5 OU Head reviews IPaD form, and standard job profile, and meets with supervisor for discussion/clarification. If no concerns are identified, then the IPaD and standard job profile are signed and forwarded to HRS. OU Heads (and NRS and Supervisors if necessary)

6 If concerns are identified, then meetings take place between NRS, Supervisor and OU Head as necessary. OU Heads (and NRS and Supervisors if necessary)

7
Revised IPaD form is submitted to OU Head.
Supervisors
7 March 8 A summary of the results is created and sent to the relevant Director and HRS. The completed IPaD forms and job profiles are sent to HRS. OU Heads


PAS Process:

All staff on PDF, Liaison Scientist and IRS contracts are requested to use the PAS form. OU Heads should submit completed PAS Reviews to HRS on or before 7 March 2014. Where PDF and IRS staff have already held detailed performance-related discussions in Q3 and Q4 of 2013 for contract renewal purposes, it is suggested that the process focus upon clarifying goal-setting for 2014.


PAS Timelines:

Date # Activity Responsibility
28 January – 25 February 1 OU Heads, Program Leaders (PLs) and Supervisors review previously submitted PAS form and discuss, insert comments, recommends development plan and performance rating. OU Heads/PLs/
Supervisor

2 PAS year-end meeting held between staff and OU Heads/PLs/Supervisors to discuss performance achievements, development needs, and recommended rating. IRS/LS/PDF, and OU Heads/PLs/
Supervisor
25 February - 4 March 3 Revised PAS form (if necessary) submitted to OU Heads with agreed comments, development plan and draft rating. IRS/LS/PDF
4 March 4 Completed and signed PAS forms are submitted to Directors with agreed comments, development plan and final rating. OU Heads
4 - 7 March 5 Director reviews PAS form, and meets with OU Head for discussion / clarification. If no concerns are identified, then the PAS is signed and forwarded to HRS. Directors (and IRS/LS/PDF, and OU Heads if necessary)

6 If concerns are identified, then meetings take place between staff member, OU Head and Director as necessary. Directors (and IRS/LS/PDF, and OU Heads if necessary)

7 Revised PAS form is submitted to Director. OU Heads
7 March 8 Send completed PAS forms to HRS. Directors

We thank you in advance for your timely completion of reviews and submission of required forms.

For inquiries on IPaD and PAS, please contact HRS People Development Services at x2824 or send email to irrihrs-opds@irri.org. For Standard job profiles and the NRS Career paths, please contact Sara van Gaalen at x2824 or send email to s.vangaalen@irri.org. Workplace Communications Article No. 2014-005



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