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HRMIS Wave 2 Overview and Education for Members
(EM.2.01 / TR.01)
This briefing pack will not cover specific process changes. These will be covered in more detail by other resources. The HR Toolkit is your primary source of support and information.
Agenda
1. CDF’s Intent
2. HRMIS Wave 2 Key Changes
3. The Link to the Defence Performance Development Framework (DPDF)
4. Performance Management Changes
5. Career Development Changes
6. Civilian Annual Remuneration Review Changes
7. Roles and Responsibilities
8. Education, Training, and Support
9. Wrap Up
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CDF’s Intent
(video)
3
CDF’s Intent • Last year, we introduced Wave 1 of the HRMIS project
– This online system allows members to submit leave, update personal details, check pay, and conduct other transactions
• Now, we are introducing Wave 2: a new Talent Management System
– We are looking forward and growing and developing our people for the future
– We are moving away from paper-based reporting to online processes for career development, performance management, and civilian annual remuneration reviews
• This is a common set of tools with one set of learning and one set of processes across all ranks and grades for both military and civilians
– Performance and Development Report
– Career Development Plan
– Talent Profile
• The new system is being rolled out over the next 15 months, staggered by rank and employment groups
– Education and training will be phased
– Everyone needs to understand how it works
– Everyone needs to complete the online training.
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The success of the new Talent Management System depends on YOU!
HRMIS Wave 2 Game-Changers 5
• No longer focussed on reporting on the past
• Growing our people for the future • Developing our people, capturing
their aspirations, and actively managing their talent
• Helping our people believe that the part they play can result in a positive outcome.
• Common tool across ranks / grades, for military and civilians
• One set of learning and one set of processes
• A chance to be an expert coach and mentor.
• Provides for increased engagement • Performance and Development
Report • Career Development Plan • Talent Profile
• Enables extended, electronic outreach • Part Appraisers (Spec O, Div O,
mentors) • 2 Up / 3 Up person pickers • Right people in the chain.
• Online • Retains history in one place • Accessible via multiple means (DIXS,
RAS/DIXS, IESS-enhanced).
Our people record and manage their aspirations, skills, and knowledge in the Talent Profile.
Talent Management Specialists align short- and long-term development with the Career Development Plan.
Commanders/Managers ensure progress against goals in the Performance and Development Report.
The SAP HCM solution brings these tools together to help grow the people we need and enable strong leadership.
HRMIS Wave 2 Key Changes
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Key Changes – Performance Management
• NZDF will use a common tool available on SAP HCM to manage performance
• The Performance and Development Report (PDR) will:
– Be automatically generated
– Apply a new rating scale (1 to 5)
– Be used for all NZDF Ranks/Grades up to BRIG (E)
– Replace existing Performance Management tools
• Members will have more input into their career development by focussing on short-term goals that support long-term career plans
• Members and Commanders/Managers will be encouraged to have regular engagement about performance.
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Key Changes – Career Development
• Members will provide input into their own career development through the use of the new ‘Talent Profile’ in ESS
• All members, Commanders/Managers, Career Managers, and HRAs will have more relevant and timely information
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What is not changing:
Commanders/Managers and Career Managers will still have career development discussions with military members.
Civilian performance management practices and timelines fundamentally remain the same.
• Military members will:
– Have the ability to view their Career Development Plans and interview notes in ESS
– Receive system-generated notifications of board outcomes instead of letters
– Accept Extension of Service offers online, via ESS
• Career Managers and HRAs will have additional functionality to enable career planning and facilitate career development boards and succession planning.
Key Changes – Civilian Annual Remuneration Review Process
• The civilian Annual Remuneration Review process will be online
• In the majority of cases, ARRs will be automatically generated after completion of the PDR*
• Civilian members will receive formal, system-generated notifications about their Annual Remuneration Review outcomes instead of letters
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What is not changing:
The ARR process and timeline fundamentally remains the same.
* Starting in 2016 (in 2015, ARRs will be generated outside of the normal, automatic process).
Associated Policies and Business Rules
• NZDF HR policies are being updated to reflect the new one-tool, one-process approach to Talent Management – Relevant policies will be available on the HR Toolkit as they are completed
• The HRMIS project is dependent on a number of other activities including DFOs and DPE Minutes – Example: DPE Minute No.78/2014 on Position Descriptions, which enables
effective Performance Management using SAP HCM
• Business rule changes are being communicated to the affected personnel – Specialist stakeholder groups (e.g. Career Managers and HRAs) will receive
additional information about these changes
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The Link to the Defence Professional Development Framework (DPDF)
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What is the DPDF?
• The Defence Professional Development Framework centres on developing and assessing the three domains of: – Leadership
– Professional expertise
– Ethos and values
• It recognises six ways that members of the NZDF can develop through: – Education
– Training
– Coaching and mentoring
– Self development
– Experience
– Assessment
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In readiness for the PDR, Positions Descriptions must be updated. They contain the key areas of work and deliverables / outcomes for use in the PDR.
What does the Framework provide?
• The Competency Framework defines the generic competencies and behaviours that are expected at each level in the organisation: these competencies are aligned with rank/grade.
• The PDR will replace the existing performance reporting tools as part of HRMIS Wave 2.
• The Development Directory will provide members with links between rank/grade competencies and key information, ideas, tools and activities to support development.
Ref: DPDF website hosted on the HR Toolkit.
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More information about the DPDF on the HR Toolkit 14
Performance Management Changes
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Performance Management – What’s Happening?
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At the top of the PDR there is a toolbar that offers the user functions like attaching documents, saving, printing, among others.
The user can complete or save and exit their PDR by selecting the appropriate option at the top left corner of the screen.
The user can easily navigate and edit the PDR sections by clicking on the appropriate tab (e.g., Performance, Career, etc…).
Performance Management – Changes for members of NZDF
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Forward looking*
For military members, Performance Management is now
forward looking: goals for the year will be set at the start of the PDR cycle.
Interim Review*
For military members, there is now an Interim Review where
members can receive feedback on their progress and update goals or
career aspirations.
Attaching Supporting Information
The PDR allows members to attach any supplementary performance related
documents, such as End of Tour/ Course reports.
Part-Appraisers and Further Participants
Performance Ratings
The performance rating scale is changing: 1 (Not met) to 5 (Exceeded All).
Visibility and transparency
throughout the PDR
All performance feedback is provided and final PDR appraisals are visible the
member. Members must close the PDR at the completion of the PDR cycle.
The PDR allows other individuals (Part Appraisers) that members report to
during the PDR cycle to provide feedback on members’ performance. The 2 Up and 3 Up Commander/Manager (referred to
as ‘Further Participants’) can also provide feedback.
*For civilian members, these business processes already exist and are not changing. However, they will now be undertaken with the PDR.
PDR Transition Timeline 18
PDR Cycle Overview 19
The system will automatically generate emails reminding Commanders/Managers and general personnel about their required actions as they
become due. There are different PDR cycle start dates depending on rank / employment group.
Performance Management Critical Dependency: Establishment
• The PDR will automatically workflow to a member’s 1 Up Commander/Manager
• As in Wave 1, Wave 2 will depend on a correct organisation structure and establishment information
– Leaders must ensure that their organisation structures are up-to-date in SAP HCM
– Members should take the initiative to ensure that their 1 Up Commander/Manager is correct
• If there is a systemic organisation structure issue, escalate via command to the Establishment Team at Workforce Planning (DPE).
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Career Development Changes
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Career Development – What’s Happening?
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Career Development – Changes for members of NZDF
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Talent Profile • There is a new link (Talent Profile) for maintaining
information in ESS, to inform Career Development processes.
Career Board (Military
members only)
• The system will send an automatic notification of the Promotion and Career Development Board outcomes to members and their Commanding Officers: this replaces formal letters.
• All members considered at an Extension of Service Board will receive an automatic notification of the outcome.
• Members offered an Extension of Service can accept or reject Extension of Service offers via the Task List in ESS.
Career Development
Plan
• Career Development Plans (CDPs) will be automatically generated for all eligible members (i.e. full-time, permanent members) and managed by Commanders/Managers.
• Eligible members can view, but not edit, their CDPs in ESS. This could include, for example, interview notes from their Commanders/Managers.
Both military and civilian members will have access to the Talent Profile, however, other changes to the career development process will not affect civilians at this time.
The Link Between Performance Management and Career Development
• The CDP records a member’s medium-to-long term career goals and provides the basis for the PDR (short term). The PDR contains the goals, expectations, and assessments for members’ performance throughout the PDR cycle.
• PDRs need to be completed and closed, and Talent Profiles need to be updated, before the Career Boards take place. These tools inform Board decisions.
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Civilian Annual Remuneration Review Process Changes
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Civilian Annual Remuneration Review – What’s happening?
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At the top of the ARR, there is a toolbar that offers the functions such as saving, and printing.
Users can view and edit the ARR sections. All sections are contained in a single page.
Users can complete or save and exit their ARR by selecting the appropriate option at the top left corner of the screen.
The Link Between Performance Management and Remuneration for Civilians
• Once the PDR is closed, the system will automatically create the ARR form and notify the 1 Up Commander/ Manager.
• The completed PDR must provide sufficient, robust supporting performance information to justify the ARR assessed level.
• The ARR methodology remains the same, with the PDR informing the ARR in the same way the Performance Development Plan (PDP) currently does.
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Civilian Annual Remuneration Review Process – Changes for eligible civilian members of NZDF
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Automated Annual
Remuneration Review
outcome notification
Once the civilian Annual Remuneration Review is approved and completed, the system will formally notify the civilian member about the outcome of
the review via email (instead of the member receiving a formal letter).
Roles and Responsibilities
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Roles and Responsibilities – As members of the NZDF
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Responsibility Why is it important?
Keep Talent Profiles up-to-date in ESS Talent information is used to inform Career Development Plans (CDPs), succession plans, and career development boards (e.g. Promotion, EoS, and CFR Boards).
Review CDPs in ESS CDPs provide the basis for long term career planning and supporting short term activities.
Accept or decline any Extension of Service offers in the ESS Task List
This process has migrated from a paper-based process to an online process.
Attach any performance related documents such as End of Tour / Course Reports during the PDR Cycle
Performance related documents are used to support and justify performance ratings.
Close the PDR once the appraisal is complete Closing the PDR signifies that members have seen the final review: this step will trigger other processes, such as ARRs.
Complete self-appraisals in the PDR cycle Providing input at the interim and final review allows members to provide their view on how they have performed through the PDR cycle and also allows them to provide information to justify a good performance rating.
Education, Training, and Support
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Education and Training – Commanders/Managers first 32
Command teams will be responsible for “rolling down” information about changes to Performance Management, Career Development and civilian Annual Remuneration Review changes at HQ, camps, and bases.
• Education and training will be delivered in a staggered approach based on the transition timeline and PDR cycles.
• Full take up of the new system does not occur until mid-2016.
– Senior military – from March 2015 (first ‘PDR’ at boards early 2016)
– Civilians – June 2015
– Most junior ranks – February 2016 (Navy progressively adopts from March 2015).
• Lessons learned from Wave 1 were applied to Wave 2, which includes more online modules and greater depth of scenarios. Training is modular, designed to be accessed just-in-time at each stage of the PDR cycle, and repeatable if necessary.
Education and Training for Members
• Face-to-Face Education
– HRMIS Wave 2 Overview and Education for Members (this briefing)
• Online Training
– D64034: Maintain Talent Profile
– D64027: PDR Planning – Members
– D64028: PDR Interim Review – Members
– D64029: PDR Final Review – Members.
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Online courses should be completed just-in-time at the specific points of the PDR cycle.
Online training will be available via LMS at
http://lms/nzdf/Default.aspx.
Education resources will be available via the HRMIS project intranet site at
http://org/nzdf/LP/COO-SP-HRMIS.aspx
Education and Training for Members – Just-In-Time Delivery
HRMIS Wave 2 Overview &
Education for Members
D64034: Maintain Talent Profile
D64028: PDR Interim
Review - Members
D64029: PDR Final Review - Members
This education and training will provide members with
the knowledge and skills needed to undertake Talent
Management activities.
System go live 23 March ARR July2015 KEY Education modules
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D64027: PDR Planning – Members
Accessing Training Online via LMS
Users will access online training resources through the Learning Management System (LMS).
To access this, open Internet Explorer and type http://lms/nzdf into the address bar or select Learning Management System from the Training & Education drop down on the Defence Force Intranet homepage.
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Accessing Training Online via LMS 36
Select ‘Search Catalogue’ to find required courses
Search for relevant course title here. E.g.
D64034: Maintain Talent Profile.
(Full list in slide 34)
Accessing Training Outside of DIXS
• Those with internet access (but not DIXS) should visit http://train.myplace.mil.nz
– This system does not track training completion like the LMS
• For deployed personnel
– HRMIS is working with Commanders/Managers to ensure access to education and training materials
– Materials will be accessible from a deployed network or via CD.
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Available Support – Self Help and Escalating
• Refer to the HRMIS booklet, “The Future of NZDF Talent Management”
• Check out the HR Toolkit on the NZDF ILP
• Check the HRMIS Project intranet site or ILP for advisory notices
• Refer to the education and/or training materials (on the HRMIS project intranet site and LMS)
• Contact your 1 Up Commander/Manager or Implementation Network unit representative
• When the above options are exhausted, call HRSC on 4777, option 3 or email [email protected]
• Early Life Support and longer term Implementation Support will be available after go live.
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Implementation Network Support
• The Implementation Network members are representatives of their locations and are a link between the HRMIS Project and members of NZDF.
– They are informed about HRMIS Wave 2 process and change details.
– They do not replace the Commanders/Managers leading the implementation.
• Tier 1 members support Commanders/Managers at the formation/base/regional level. They focus on communications sideways and down to unit level.
• Tier 2 members support Commanders/Managers at the unit level and at branches of various headquarters. They focus on communications at unit level and down to sub-unit/sub-branch level.
• A full list of the unit representatives is available on the HRMIS intranet site at http://org/nzdf/LP/COO-SP-HRMIS.aspx.
If you have any questions, please ask your unit representatives.
They are there to help!
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Wrap Up
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CDF’s Intent
• HRMIS Wave 2 is introducing a new Talent Management System – One tool, one way: a common set of tools across services
– Online, everywhere: easily accessible and more transparent than our old processes
– People centric: built to enable you
– Forward looking: moves the focus to planning.
• You will get out of the system what you put into it – Commanders/Managers need to make sure their teams have done their
education and training and understand how to use the new system
– Everyone needs to complete their education and training
– Everyone needs to keep their information up-to-date and actively participate in the PDR cycle.
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The success of the new Talent Management System depends on YOU!
Your next steps as a Member
1. Complete your first set of online training – D64034: Maintain Talent Profile
– D64027: PDR Planning – Members
2. Read your copy of the HRMIS booklet, “The Future of NZDF Talent Management”
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