Planning, Development & Review (PDR)

Planning, Development and Review provides a framework for staff to set performance objectives which are meaningful in their current role, contribute to career goals, and align to the University's strategic direction. PDR should also encompass development planning that will assist in achieving these objectives, and allow for a review of performance outcomes between staff and people leaders.

All staff members on continuing or fixed term contracts are expected to participate in PDR. There should be three PDR meetings each year which are documented after each meeting. The focus of PDR is on engagement in honest and open conversations.

PDR-cycle-infographic

Please click image to enlarge

  • PDR cycle

    PDR Stages Conversation Outline Staff Services Online (SSO) Confirmation Deadline
    For academic staff, the Individual Academic Profile (IAP) is used to support PDR conversations and is available in February and July
    Final Review for 2023
    • Review achievement of work and development objectives against measures
    • Two-way feedback
    • Complete PDR Conversation Record

    22 December 2023 
    (Fri 23 Feb 2024 if combined with objective setting)

    Objective Setting 2024
    • Establish and agree SMART work objectives
    • Agree development objectives
    • Two-way feedback
    • Complete PDR Conversation Record

    28 March 2024

    Mid Term Review 2024
    • Review progress against work and development objectives
    • Identify any blockages/issues
    • Two-way feedback
    • Supervisor provides coaching and guidance
    • Complete PDR Conversation Record

    3 June 2024 to
    26 July 2024

    Final Review for 2024
    • Review achievement of work and development objectives against measures
    • Two-way feedback
    • Complete PDR Conversation Record

    4 November 2024 to
    20 December 2024

    Parts of the University undertake operational and business planning at different times of the year. If it is necessary for individual PDR planning to take place at an alternative time, please consult with your Executive Dean/Director.
    It is an option to use the Final Review meeting to also set objectives for the next year, however it must be recorded in Staff Services Online (SSO) as two separate meetings, an Objective Setting meeting and a Final Review meeting.

  • Recording PDR

    PDR Form

    Use the relevant PDR Conversation Record to document your PDR conversations:

    • PDR Conversation Record – Academic Staff
      • Academic Staff form (Word) printable
      • Academic Staff fillable form (PDF)
    • PDR Conversation Record – Professional Staff
      • Professional Staff form (Word) printable
      • Professional Staff fillable form (PDF)

    Using SSO to record your participation in PDR

    Confirm your completion of PDR through Staff Services Online as per the timeline above.

  • Support resources

     Objective Setting Resources
    Mid-Year and Final Review Resources 

    For Staff

    For People Leaders

    These support resources have been designed and developed by Veronica Lee of HRM Matters and Human Capital International (as indicated). Numerous sources were utilised in the research and development. The intellectual property of authors has been respected by fully researching and referencing the original source where it has been available. There materials are provided solely for the use of employees while employed by the University of Adelaide and have been provided with the permission of HRM Matters and HCI.

     

    Academic Staff

    Both the Adelaide Academic Role Statements and Individual Academic Profiles (IAPs) are used as inputs to PDR. View the pdf document which shows how they fit with PDR (view the pdf).

     

  • Training

    Learning and Development offers online PDR training modules for staff and supervisors throughout the year that covers: 

    • Three online modules that cover the benefits of PDR, PDR in Practice and Preparing for Objective Setting.

    For further information about access to the online modules please visit: PDR Learning Program

     

  • Policy and Procedure

    PDR Forms, Templates, Information Sheets, Policies and Procedures can be found in the Staff Planning, Development & Review (PDR) Handbook Chapter.

Frequently asked questions

Below you will find all frequently asked questions relating to development, performance and promotions procedures. 

 

The need for PDR

  • Why PDR?

    Success in the University means creating an environment where people can perform at their best to enable the school, branch and individual to achieve their objectives.

    It is the role of all people managers to guide and manage the performance of staff, both as individuals and as a team. They must ensure a clear line of sight linking everyone’s work to the University’s strategy; they must also convey what contribution is expected, set performance objectives, provide feedback, appraise performance, guide development and ensure staff are recognised for good performance.

    The PDR process is a key focus for the University of Adelaide, and there are clear expectations around the importance and need for PDR conversations to take place for every staff member.

    The Planning Development and Review process has the following objectives:

    • Enables you and your supervisor to align individual short and longer-term work and development objectives with those of the University and your unit;
    • Ensure role clarity and reach agreement on annual objectives of the position;
    • Provide an opportunity for two-way feedback between you and your supervisor on a regular basis; and
    • Determine appropriate learning and development in relation to the position and for career development purposes.
  • What can I do to prepare for my PDR discussion?

    For Staff

    Ensure you have a meeting scheduled for your Planning, Development and Review discussion.

    Your preparation prior to the Planning, Development and Review discussion involves:

    Downloading

    Reviewing

    • Professional Staff: Your Position Description
    • Academic staff: Classification Standards: Academic and Research Only Staff (Schedule 6 of the University of Adelaide Enterprise Agreement), relevant Adelaide Academic: Role Statement and Individual Academic Profile.
    • Your Work Plan Objectives set in the previous review period against what was achieved.

    Collecting

    • Evidence of performance.

    Documenting

    • Achievements for the period under review.
    • Performance against objectives set in previous review period.
    • Objectives that were not achieved, the reasons and the impacts.
    • Suggestions for improvement.
    • Learning and development activities undertaken.

    Identifying

    • Any problems encountered. Be specific and offer possible solutions.
    • Any specific learning and development needs

    Developing/Drafting

    • Suggestions for new Work Plan objectives and how to measure the objectives. You may wish to consider objectives that specifically align to the Staff Values and Behaviour Framework.
    • Ideas for possible learning and development activities to assist you in achieving your Work Plan objectives and improving your performance.
    • Career planning and possible activities to assist you in achieving your career goals (optional).

    For Supervisors

    The supervisor’s preparation prior to the Planning, Development and Review meeting involves:

    • Reviewing the goals and targets outlined in the: (1) University’s Strategic Plan; (2) Faculty/Division Plans; and (3) School/Branch Plans, and identifying how they flow into the local work area and the work of the individual members of staff.
    • Familiarising yourself with the work/role of the individual staff member.
    • Familiarising yourself with the leave balances, current workload of the individual as well as knowledge of any declared Conflicts of Interest (if applicable) prior to the PDR meeting
    • Identifying how the individual staff member contributes to achieving these goals.
    • Consider possible work objectives for the staff member. You may wish to consider objectives that specifically align to the Staff Values and Behaviour Framework for your team.
    • Reviewing and identifying appropriate workload allocation.
    • Developing a position description or reviewing and identifying any changes required in the current position description (Professional Staff only).
    • Collecting/collating evidence on the performance during the period under review.
    • Identifying areas for further development and/or improvement that need to be addressed in the discussion.

    In addition, identify any specific workplace issues that may need:

  • Should my position description be reviewed as a part of the PDR process?

    If you have a current position description/role statement, this can be used to help develop your work objectives for the year, and will be a useful document to review as part of the process. It may also be an opportunity for you and your supervisor to consider any updates that may be necessary to your position description/role statement if there have been changes to your job since your last PDR conversation.

 

The University cycle

  • How often should I have a progress review?

    You should have progress reviews regularly. You can provide feedback informally throughout the year, and there are 3 formal PDR conversations – Objective Setting, the Mid Term Review, and the Final Review.

  • Should PDR be conducted on an annual cycle or on my anniversary date?

    PDR is conducted on an annual cycle, using the calendar year as a guide. See the breakdown of PDR stages.

  • Timing - why was the calendar year picked for PDR?

    A common cycle for PDR is required so that everyone completes their reviews by a certain point. There is no one perfect time for all as business and financial planning uses a calendar year approach, so to does PDR.

  • Is PDR a one off process or should there be regular conversations?

    The formal PDR process should include an Objective setting meeting, mid term review and final review, however regular informal discussions and reviews are encouraged to monitor progress and keep plans on track throughout the year.

    It is also good practice to have a discussion if supervisors or roles change - this helps ensure you get timely feedback and know what is expected of you as well as aligning goals and development needs.

    PDR is not a one off process, it is an cyclical process and should compliment ongoing conversations throughout the year.

  • Do I have to have 3 PDR conversations?

    While you may have a number of informal conversations during the year about work objectives, it is important that the formal discussions take place to ensure both staff and supervisors have the opportunity to discuss work objectives, development, performance, development and can also identify any blockages or issues that are posing challenges.

    Whilst it is important that each of these conversations takes place (i.e. objective setting, mid term review and final review), it is possible for the final review and objective setting for the following year to be completed at the same meeting.

 

Roles and responsibilities

  • Who will participate in the PDR process?

    All staff other than casuals will participate in the PDR process. This includes both academic and professional staff and staff on fixed term contracts till the end of December 2023.

  • Who is responsible for conducting my PDR?

    For professional staff your supervisor is the person you report to.

    For academic staff your supervisor may be your Head of School or Executive Dean. In large departments you may be assigned a supervisor who should have insight into the work you do. If you do not know who your supervisor is you should check with your Head of School.

  • Do I have a PDR plan if I am on probation?

    Yes. Even if you are on probation you should still take part in the Planning, Development and Review process. Your supervisor may note your probationary status on the your PDR plan as well as the probation end date. Please not that probation time frames will vary depending on whether you are a professional or academic staff member.

  • Do I need to participate in PDR if I'm a casual or job share staff?

    Casual staff members are encouraged to also discuss their performance and development issues with their supervisor but do not need to complete a formal plan.

    If you work in a job share capacity you may have the same performance objectives as your counterpart, depending on your level and job responsibilities, however PDR conversations should be conducted individually.

  • What happens if my supervisor changes during the PDR cycle?

    This will happen from time to time. It may be appropriate for your current supervisor to discuss your performance with your previous supervisor. However, your previous supervisor does not need to be involved in setting goals and development plans for the future.
     
    If a PDR has been submitted for approval to a supervisor who has since left the role, the PDR will not transfer to your new supervisor. The PDR will need to be reset by the HR Service Centre and you will then need to change the supervisor ID and resubmit. 

  • What should I do with PDR if the duties of my role have changed during the year?

    You will need to discuss this with your supervisor and agree on a sensible approach. Each situation will be different, however if your role changed during the last 12 months your PDR objectives should have been updated to match your current responsibilities. If this did not happen and your documented objectives are no longer relevant you should discuss this in your meeting or speak to your supervisor before your PDR discussion.

  • When should I conduct PDR with my staff members if I have staff commencing out of line with the PDR cycle?

    No matter what period we are in with the PDR cycle, it is recommended that you meet as soon as practical to discuss expectations of the role, clarify duties and set work and development objectives. This can also be done in conjunction with the first probation meeting. From there you can work towards transitioning to the PDR cycle. For example, if a staff member commencing in the middle of the year may have an Objective Setting meeting and a final review meeting and omit the Mid Term Review. A staff member commencing towards the end of the year may set some short term goals and discuss short term development but commence their formal PDR in the following year.

  • What should I do with PDR if I have changed roles within the University or I have a staff member who has transferred from another area in the University?

    If the role is quite different, you will discuss and set new objectives with the staff member/new supervisor.

    To update PDR record in SSO, contact the HR Service Centre to request for the PDR reset. This will allow you to upload a new PDR document and confirm PDR with your new supervisor.

    If the staff member is in a similar role, it may be worthwhile considering the objectives that have already been set and include a few additional comments to highlight the change in team. 

    In situations where transfers happen later in the year, end of year review could be done jointly with the previous supervisor, or the previous supervisor’s feedback incorporated into your review discussion.

 

Accountability and monitoring

 

Setting SMART objectives

 

Deliverables and expectations

  • What are the timeframes for PDR stages?

    The PDR stages, and associated timeframes are consistent each year. The Objective Setting stage allows for clear and meaningful work objectives to be set for the year and must be recorded in SSO between January and the end of March. It is expected that this planning conversation would include, workload allocations, teaching targets, research expectations, and leave planning. The Objective Setting stage is also an opportunity to discuss development and set development objectives and plans for the year. 

    Mid Term Review from the start of June to the end of July each year. This stage provides an opportunity to acknowledge and document progress made towards achieving the agreed objectives; to provide coaching or guidance on objectives yet to be achieved; to discuss new opportunities and/or changes in direction; and to discuss progress on individual development goals.

    Final Review from the start of November to the end of December (prior to University shutdown). This stage is to review actual performance outcomes against agreed objectives and to discuss progress made towards development goals and career plans and the impact that this has made. 

    Should you wish to use your final review meeting to also set objectives for the next year, you are welcome to do this however this should be recorded in the PDR tracker as two meetings (one review meeting and one objective setting meeting).

  • We are in the proess of major change in my portfolio/unit - do the same PDR deliverables and expectations apply?

    Planning Development and Reviews (PDR) are a basic requirement of our employment at the University. PDR discussions are important because they help all staff to be clear about the University’s and their unit’s goals. They help convey what contribution is expected from you, how you are performing, and what development you might undertake for your current role and for your career. Open and honest conversations are particularly important during periods of change however where necessary, objectives, timeframes and deliverables may need to be adjusted in line with the timeframes for, or outcomes of, major change processes.

  • How are the Academic Role Statements used in PDR?

    The minimum performance expectations defined in the Role Statements are one of the inputs to inform the objectives set in the PDR process. Where minimum standards are achieved, staff and supervisors should plan objectives that support high performance, rather than being confined to minimum performance.

  • How are the Individual Academic Profiles (IAPs) used in PDR?

    The Individual Academic Profile (IAP) is a record of existing information from University systems that specifically relates to a staff member's academic achievement in a range of areas including teaching activity, HDR supervision and completion, in addition to publications and research grants.

    The IAP is used to support PDR conversations by providing a collation of evidence of academic achievements to assist in more efficiently assessing progress of a staff member's individual objectives. There will be other evidence that a staff member will bring to the conversation, but the IAP provides a core of information that is consistent across the University. Any anomalies with the data in the IAP can be discussed at the PDR meeting and subsequently updated with the relevant data source.

  • How and when will I gain access to my IAP?

    Planning and Analytics will send to each academic staff member by email their IAP in February and July. Heads of School will access all reports through a network shared folder.

  • What kind of support is available for PDR?

    There are a number of online resources available in the Support Resources section of this webpage to help supervisors and staff achieve meaningful outcomes from the PDR process. Online resources are being updated all the time, and include policies and procedures, FAQs, forms and templates, and links to useful information and resources. 

  • Do I have to use a form for PDR?

    The PDR conversation record is a template to help ensure you cover all the relevant components of an effective Planning, Development and Review discussion. It can be edited where needed to suit the needs of the staff member and supervisor.