2013_02_20 performance and developement review d-botha

NAME: Dion Botha REVIEW PERIOD: (PAST) from 30/08/12 to 22/02/13

TITLE: Graduate Engineer PLANNING PERIOD: (FUTURE) Dion is Returning to University

JOB FAMILY: Engineering REVIEWER’S NAME: Daryl Adams

BUSINESS & LOCATION: Australian Paper REVIEWER’S TITLE: SESO/HV Specialist Engineer

DATE OF DISCUSSION: 19th February 2013

As a guide, the time devoted to a Review meeting should be distributed broadly as:

PAST PERFORMANCE (45%):

1. Discussion on demonstrated performance and achievements over the review period;

2. Identification and discussion with manager on barriers to better performance, possibly including attention to processes, work styles and resources;

FUTURE ACHIEVEMENT & CAPABILITY DEVELOPMENT: (55%)

3. Goal/performance standard setting for the next period (typically 12 months);

4. Planning and discussion on future development – including training, secondment, job rotation and individual mobility/career interests.

You should not overly rely on the percentages listed above; they are intended to provide a rough guide for priorities in preparing and conducting a Performance &

Development Review meeting and to illustrate the broad 45/55 split in past vs future orientation.

Supporting documentation on PDR can be obtained from Human Resources.

PERFORMANCE & DEVELOPMENT REVIEW (PDR) MEETING TEMPLATE/FORM

1. REVIEW AND DISCUSSION ON PAST PERFORMANCE – DEMONSTRATION OF CORE AND JOB SPECIFIC COMPETENCIES

AUSTRALIAN PAPER CORE COMPETENCIES:Consider broadly the comments required against the Core Competencies relevant to the individual’s responsibilities. Must include 3 of the remaining 6 after safety.

PAST PERFORMANCE FUTURE CAPABILITY

COMMENTS ON PREVIOUS PERFORMANCE Provide examples. Note: no rating is necessary, however comments are critical to ensure understanding

DEVELOPMENT Identify development activities

CUSTOMER SERVICEProvision of consistent, superior service to internal and external customers.Consider the demonstration of Customer Service through professional conduct, awareness of customers’ needs, “internal” service delivery, meeting/exceeding customer expectations, reliability and consistency

Has met targets, and has improved communication of results back to the “customer”.

Continue development.

CONTINUOUS IMPROVEMENTOngoing improvement of business & individual performance and capabilities.Consider demonstration of Continuous Improvement through improved business performance, openness to new possibilities, increased personal capability, encouragement of others to develop themselves, seeking feedback to improve.

Has openly learned new systems to tackle the tasks allocated. Provided support for new graduates via providing information document to help them find their way around the mill in the first few weeks.


CREATIVITY & INNOVATIONAlternative approaches to existing practices, problems, products and services.Consider demonstration of Creativity & Innovation through encouragement of others to develop solutions, delivery of solutions to complex problems and the ability to move beyond previously held ideas (“think outside the box”).

Demonstrated creativity to identify problems with cameras at M2, and come up with a solution to use lower speed cameras that are suitable for the task.


EMBRACING CHANGEAdaptation to changes in relationships, structures and environment. Promotes change as critical to maintaining competitive advantage.Consider demonstration of Embracing Change through anticipating and adapting to changes in the work environment, accepting/acting on constructive feedback and changing approach to best fit the situation

Demonstrated a willingness to tackle different work on unfamiliar systems and machines.


ETHICS & ACCOUNTABILITYConsistent promotion of professional standards of conduct in all business dealings and taking responsibility for own performance/actions.Consider demonstration of Ethics & Accountability through treating others with respect, keeping commitments, inspiring the trust of others, contributing to Company growth, supporting the Company’s guiding principles.

Demonstrated professional conduct and an ability to be trusted working unsupervised in a complex heavy industrial environment.


ENVIRONMENT, SAFETY & HEALTH (ES&H)Ensures healthy and safe workplace performance/behaviour and minimises the impact of our operations on the environment.Consider demonstration of ES&H through safety and environmental management performance (personally and site), active support of “Mutual Care” philosophy; working together to deliver sustainable safety and active participation in all ES&H processes.

Has demonstrated continued commitment to using required PPE and following site access procedures. Able to work in complex machine shut environment with little supervision.


WORKING RELATIONSHIPSEffective teamwork and working relations with others. Consistent team contribution and support to manager. Consider demonstration and achievement of Working Relationships through respect for different views, values, and styles, establishing and maintaining effective relations, working cooperatively in group situations and working actively to resolve conflicts.

Dion fitted in with the group of current and past graduates, and has used them to help find his way around to achieve tasks allocated. Recent work has allowed Dion to demonstrate cooperation with field maintenance personnel to achieve the tasks set. Dion has also assisted recently hired graduates find their feet on site.


JOB-SPECIFIC COMPETENCIES: (defined on the position description)

PAST PERFORMANCE FUTURE CAPABILITY

COMMENTS ON PREVIOUS PERFORMANCE Provide examples. Note: no rating is necessary, however comments are critical to ensure understanding

DEVELOPMENT Set required development activities

ANALYSIS & PROBLEM SOLVINGClose and logical examination of complex information to make an accurate judgment and reach a decision or support an assertion, followed by clear recommendation/action to remove barriers to more effective performance.Consider demonstration and achievement of the identification of key factors in complex situations, the accuracy of analysis, the clarity and relevance of recommended action and the timeliness of analysis and recommendations provided.

While working on the M2 Transformer temperatures Dion identified that existing instruments were not working, and found alternative temperature transmitters. Followed this through to get the field wiring and DCS software done so that transformer temperature information and alarms are now available on the DCS.


COMMUNICATION Transfers written and verbal messages, ideas and concepts effectively to differing audiences by adapting the appropriate approach and using listening and comprehension skills.Consider demonstration and achievement of effectively expressing ideas and thoughts verbally and in writing, the use of good listening and comprehension, conducting effective presentations, keeping others adequately informed and selecting and using appropriate communication methods.

Dion is a still little too quiet, but has demonstrated ability to communicate with field personnel to enable completion of tasks.

Communication skills will improve as gets more familiar with heavy industrial engineering environments, and gains more confidence.

INITIATIVESeeks out and acts on appropriate opportunities and calculated risks by demonstrating a willingness to take on increased responsibilities and by displaying the ability to act independently with minimal yet appropriate reference back to manager/supervisor.Consider demonstration and achievement in readily undertaking self-development activities, seeking increased responsibilities, taking independent action and appropriate risk, looking for and taking advantage of opportunities and asking for help when needed.

Demonstrated willingness to take on increased responsibilities to complete tasks, such as working with electricians to get wiring installed for M2 Cameras and Transformer Alarms.


TECHNICAL/PROFESSIONAL JOB KNOWLEDGEThe application of specialist, technical and generalist skills and knowledge, including professional accreditations, to provide customers with the highest levels of support.Consider demonstration and achievement in displaying competence in required job skills and knowledge, exhibiting ability to learn and apply new skills, keeping abreast of current developments in area of knowledge, displaying understanding of how job relates to others.

Has demonstrated the electrical technical knowledge expected of a student engineer, and a willingness to learn new skills to achieve the tasks set.

Will continue to learn more while completing his studies and becoming familiar with industrial equipment.

PRODUCTIVITY, EFFICIENCY & ACCURACYCompletes routine and assigned tasks efficiently and on time to support internal and external client demands and the implementation of major projects.

Consider demonstration and achievement in efficiently organising and managing work flow, effectively managing files, completing assigned tasks within deadline, anticipating administrative needs and managing competing demands.

Completing allocated tasks as per schedule.Continue development.

INFLUENCING & NEGOTIATIONModifies others’ perceptions or opinions effectively to secure their agreement and commitment to an idea, product or course of action.Consider demonstration and achievement in overcoming others’ objections with persuasion and persistence, defining objectives and setting plans for important negotiations and following up with others to ensure delivery of agreed actions.

Recent tasks have required liaison with field maintenance personnel to meet targets. Dion has worked through any issues arising with minimal supervision and assistance.

As confidence builds use communication to better influence other people and work groups to achieve targets.

2. GOAL REVIEW & SETTING:GOAL REVIEW GOAL SETTINGReview the achievement of goals for the last period. Previously set goals were: In discussion, set goals and performance indicators for the future period.

GOAL SUMMARY (summarise goal’s title & any set KPIs) ACHIEVEMENT RATING

No goals set as Dion is returning to University to complete his engineering degree.

M2 Camera System: Get camera system in to service.

MHF: Complete labelling of MHF assets/

M2 Transformer Temperature Alarms: With assistance

from M2 E&I maintenance, install new transmitters and

commission transformer temperature alarms in DCS.

Recovery Temperature Probes: Formulate plan and

estimate to transfer temperature probes to new DCS inputs.

VSD Replacement: With assistance from Power/Recovery

E&I maintenance, install and commission Y183-01 VSD (or

similar alternative).

Personal Networking: Become involved in EAGG activities

Switchboard tree update: Complete update of existing

spread sheet to ensure information matches single line

diagram.

Achieved

Allocated

task achieved

Exceeded

Achieved for

both RB5 and

RB6.

Design

Achieved

Not achieved

Achieved

Goals are typically rated as: Reference information on setting goals can be printed from the HR Intranet site.Not Achieved Achieved Exceeded Goal/Objective changed

3. DEVELOPMENT PLANNING:

PLANNED DEVELOPMENT – Identify development activities that will increase individual capability and support Company objectives. Remember – your contribution to the planning & participation in these development goals is critical to achieving these development goals.

1. Identify Development activities for the rotation and identify areas of intended capability/competency development. Proposed development:

Complete engineering degree.

Expected benefit:

Further expand engineering knowledge

Progress review date:

December 2013.

4. COMMENTS:REVIEWER’S COMMENTS:

Dion has continued to undertake the allocated tasks with enthusiasm and efficiency. These tasks were designed to help Dion gain an appreciation of the mill

power distribution system’s equipment, drawing system, and control systems, and I believe that this has been achieved. With developing technical, personal, and

problem solving skills Dion is now able to independently tackle electrical engineering problems to provide and implement solutions.

I wish Dion well with his further studies and engineering career, and hope to see him back at Maryvale in the future..

Signature: Date:

GRADUATE’S COMMENTS

Acknowledgment signature: Date:

‘NEXT-UP’ MANAGER’S SIGNATURE: Observations of the ‘next-up’ manager have been sought in the planning phase of this Xchange discussion and represented as required in the feedback in this document.

Signature: Date:

ON COMPLETION A COPY OF THE FORM MUST BE SENT TO THE BUSINESS HR DEPARTMENT AND THE ORIGINAL TO THE STAFF MEMBER,

Performance Development ReviewRating Guidelines:

Rating Rating descriptor1 Insufficient

knowledge/time to accurately assess

More time is required to develop an accurate appreciation of the individual’s competencies and to allow time for these to be demonstrated. This arises from a new working relationship due to new manager, new staff member or new transfer.

Key observables:N/A

Useful descriptors:“More time required”

2 Does not meet requirements

Level of competence needs further development to achieve the requirements of the position; insufficient progress towards achieving the agreed goals and objectives. To be reviewed again within three months.

*Any rating at this level must be accompanied by specific examples to explain the reason for the observation and development planning should be undertaken to work at correcting the deficiency.Some common characteristics include:

Performance fails to meet minimum required standards Competencies are generally not sufficient to meet performance requirements Difficulty in meeting routine deadlines Requiring excessive support and guidance from others Inclination to off-load work on colleagues Displays poor attitude towards others Serious problems have arisen based on individual's actions or would have arisen if not for

the actions of others Fails to predict arising problems

Useful descriptors:“Of strong concern”“Requires prompt attention”‘Experiences considerable difficulty”

3 Generally meets requirements

Competent in most requirements; significant progress towards achieving agreed goals and objectives.

Some common characteristics include:

Meets some performance requirements Skills are usually sufficient to meet the demands of the task Meets most routine deadlines May experience difficulty in achieving tight deadlines or solving more complex problems or

tasks. Shows some initiative, though still requires guidance and direction at times Adequate people skills, has infrequent problems in relating to others.

Useful descriptors:“Inconsistent”“Needs development in..”

4 Constantly meets requirements

Competent in all requirements; constantly displays high quality work and achieves all agreed goals and objectives.

Some common characteristics include:

Meets most set performance requirements. Displays solid ability in performing tasks within the position Frequently acts toward preventing problems Achieves goals frequently Usually shows good initiative though may at times require minor direction. Skills and/or experience generally sufficient to meet performance requirements

Useful descriptors:“Meets requirements”“Consistent”“Build existing strength in ..”

5 Constantly exceeds requirements

Highly competent in all requirements, achieves all agreed goals and objectives and is consistently effective in making a major contribution to the business’ achievements.

Some common characteristics include: Meets all set performance requirements, often exceeding expectations and demands Shows ability to perform all tasks within position Acts strongly toward preventing problems arising. Consistently achieves goals and objective Shows strong initiative Generally interrelates well with others Generally makes an effort towards developing and strengthening working relationships Provides creative support to decision making. Regularly seeks additional tasks/responsibility. Displays depth in abilities and an understanding of the nature and environment of the

position and its impact on other roles within the company.

Useful descriptors:“Strong”“Superior”“High developed competence”

CODE OF ETHICSCODE OF ETHICS

1. Strive to be a safe, positive, preferred place to work where high standards are upheld.

2. Commit to improve our own individual and team performances and to build our organisational capability.

3. Uphold the highest level of integrity in meeting customer and shareholder needs and expectations.

4. Ensure fair and transparent decision making where our employees can be heard.

5. Accept that the best solutions may come from different levels of the organisation.

6. Commit to being a highly regarded corporate citizen, caring for the environment, and positively working with

our local communities and national stakeholders.

Basic Guidelines for Giving and Receiving FeedbackFeedback is an important part of our communication process. Without feedback individuals do not know when they have completed a task well or whether there was room for improvement. Generally people feel more comfortable when feedback is positive/constructive rather than negative. Both positive and constructive feedback is useful as it helps individuals to become aware of themselves, understand consequences of their actions and to change or modify behaviours.

Giving Feedback

Be descriptive not prescriptive when giving feedback. Try to describe as objectively as possible what you have observed or heard.

Be specific, avoid generalisations and ambiguous statements.

Direct the feedback at modifiable behaviours, not at something which the receiver has little or no control over.

Ensure that you own the feedback by using statements such as “I have noticed, I have observed, I have seen”.

Focus on specific behaviour, rather than on a person or their intentions.

Ensure that the feedback involves what or how something was done.

Receiving Feedback

Listen carefully to the feedback being provided and don’t interrupt

Make an effort not to be defensive. Evaluate what is being said with an open mind and try to understand it.

If not forthcoming, seek examples of the behaviour to help you understand.

Summarise in your own words what you understand has been provided in the feedback to ensure that you have not misunderstood.

Reflect on the feedback to determine how you will modify or change your behaviour. This may mean giving yourself some time to think about or sort out what you

heard.

Agree on actions/remedial actions going forward.

2013_02_20 performance and developement review d-botha

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