The Personal Performance and Development (PPD) process is a continuous performance management or appraisal process, structured around the agreement of targets, the review of achievements and competency areas, and a clear focus on the development of all staff. This process provides the opportunity to discuss and identify training and development that employees need to achieve their targets and continuously improve; resulting in the right people with the right skills and competencies in the right jobs.
This procedure should be followed by all managers and employees in the Council and in conjunction with the Personal Performance and Development Preparation form, the Personal Performance and Development Plan and the performance appraisal flowchart.
2. Procedure / Guidelines
2.1 Setting the date of the meeting
The manager should set the date and time of the appraisal meeting allowing sufficient time for managers and employees to prepare for the meeting and signposting the PPD paperwork on the intranet. The earliest time the meeting should be held is March and the latest should be May in order to link objectives to the Service / Team Plan.
2.2 Preparation prior to the meeting
Both the manager and the employee should use the Personal Performance and Development Preparation form to prepare individually for the meeting. Both parties should consider:
- What has gone well and what could have been done better?
- Progress against targets and objectives – what has been achieved?
- Reasons for non achievement of targets / objectives?
- How were behaviours / competencies used and how can behaviours / competencies be developed?
- Have previously identified learning and development needs been carried out?
- What targets / objectives should be set for the future?
2.3 The Personal Performance and Development Review meeting
The meeting should be an open two way discussion to recognise contribution and provide an assessment based on performance. The meeting should begin with a review (looking back) over the last 6/12 months, and should consider the employee’s performance against agreed targets, the organisation’s values and to what extend the employee meets the effective behaviours of the competency framework.
The next part of the meeting is to discuss and agree personal targets and competencies for the next 6/12 months (looking forward) and how the targets will be measured over a given period of time. The targets / objectives and development requirements should be linked to the Service / Team Plan and be specific, measurable, achievable, realistic and time bound (SMART).
The meeting outcomes should be agreed between the manager and the employee and recorded on the Personal Performance and Development Plan.
2.4 Follow up actions
Immediately after the meeting the manager should:
- Use Oracle to record the date of the appraisal (this is a mandatory minimum requirement of the Council);
- Use Oracle to record the agreed targets / objectives and forward this information to the employee for them to accept and give feedback;
- Alternatively, retain the PPD Plan as a record of the agreed targets / objectives and authorise by signing and dating;
- However if paper records are kept, employee feedback on the appraisal process still has to be entered into Oracle as a mandatory requirement to meet the Council’s duty under the Race Relations Amendments Act.
The employee should:
- Accept the Oracle objectives when forwarded and give feedback using Oracle;
- Or agree the PPD Plan and authorise by signing, and give feedback on the process using the PPD plan (for input to Oracle).
2.5 Review meeting
The manager and employee should meet regularly through normal one to one meetings to discuss progress against objectives. A more formal review against objectives / targets should be held at 6 months.
3. Monitoring and Review
Hull City Council has designated PPD’s as mandatory, therefore Heads of Service must ensure that all employees are seen annually between March and May, and reviewed six months after; and that records exist of the meeting including date of review and feedback on the appraisal process (to be recorded on Oracle). Ideally objectives should also be recorded on Oracle.
4. Other Procedures
The PPD process should not be used as a substitute for any other policy. Where managers are concerned about the conduct or performance of their employees the appropriate policy should be used; for example for matters of conduct, the Disciplinary policy, and for matters of performance, the Improving Employee Performance policy. The HR Advisors are able to offer guidance on these areas.
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