How to use the PAR SD

Summary Supervisors and managers use the PAR SD (Performance Agreement Review) to manage an employee's performance and communication. It has five main categories: Administration, Key Result Areas, GAP Analysis, Issues and Projects. The manager and the employee each complete their own sections, including monthly compliance tracking, quarterly performance ratings across five key areas, and identifying development gaps. The PAR supports a structured performance review every three months and makes sure the employee's deliverables align with the wider business strategy.

Steps

Introduction. This module shows how to use the PAR SD as a supervisor or manager. PAR is short for Performance Agreement Review. The PAR SD has two purposes: - It is the employment communication platform between the company and the employee for any employment-related matters, and a general catch-all for any work-related matters that don't fit neatly into another SD. - It is an agreement between the business and the employee: what the employee agrees to do in terms of deliverables, and what the company agrees to do in terms of providing support.

Step 1

Open the employee's PAR SD. Its five main categories are its section headers, from the top: Admin (Administration), KRA Performance Agreement and Review (Key Result Areas, or KRA), GAP Analysis, Issues and Projects.

Step 2

When a PAR SD is first spun up, PaT automatically generates three tasks for the manager to complete. They are under the Admin section header: task the new employee to post on the Bulletin Board (BB) to introduce themselves, set two review dates with the employee for PAR reviews, and complete and set defined standards and expectations for the new employee. Once all the tasks are finished, you can archive them using the close SD function, to keep the SD organised and clutter-free.

Step 3

Scroll down the Admin section to Profiling. There, your employee fills out information about you as their manager, such as how you best manage them and your primary management style. It reflects how they perceive your management style and how they prefer to be acknowledged.

Step 4

Further down, under Linked SDs, you or the employee can link other related SDs: Business Units (both the ones they are directly responsible for and the ones they have an indirect interest in), Direct Reports, the BFF, and Useful links to other SDs relevant to their role or responsibilities.

KRA Performance Agreement and Review

Step 5

In the KRA Performance Agreement and Review section, two tables track the employee's compliance, with a column for each month of the year: PaT LMS compliance and PaT Task Integrity Compliance. The manager reviews the employee's compliance ratings there. An Integrity score below 90% may lead to disciplinary action, so it's important that the manager updates these monthly and works with the employee, providing support and coaching.

Step 6

Below the compliance tables, under Key Result Areas, are the employee's KRAs. Key Result Areas are where critical tasks are captured, from simple actions to major projects, goals or targets. These tasks come from the Business Strategy of the Business Unit and cascade down to each employee, clearly showing how their work aligns with the wider goals of the business. At the outset, the manager explains each task and the employee agrees to it. Then, every quarter, the manager and the employee each assess, independently, how well the employee delivered. Where there is misalignment, the manager works with the employee to agree a plan to realign. The five KRAs are: \1. Customer Centricity \2. Operational Excellence (Systems) \3. People Capability \4. Pursue Growth \5. Maximising Profitability and Return on Capital

Step 7

Expand 1. Customer Centricity with the small arrow at the left end of its row. It has a table for the employee and one for the manager to fill in: Customer Centricity: Employee Response and Customer Centricity: Manager Response. Each puts an X in the column that best represents the performance, from Minimally Effective to Constantly Exceptional, and adds any comments in the chat thread.

Step 8

The employee should complete their sections before the PAR meeting with their manager. During the PAR review, the manager goes through each section with the employee while also filling out their own scores.

Step 9

The manager also fills out the sections under General Summary, below the five KRAs, and goes through them with the employee during the review.

Step 10

Under Career and Income Goals, below General Summary, the employee can fill out their career and income goals.

GAP Analysis, Issues and Projects

Step 11

The GAP Analysis section is for the manager to fill out, about the employee's gaps. It covers areas such as Interpersonal relationships, Communication, Leadership (if in a supervisory role), Outcome Management and Personal Development. Gaps are identified through capability surveys and issues arising through day-to-day work. Walk through the items listed and discuss whether there is a need to provide training and support.

Step 12

The GAP Analysis section is a series of questions, prompts and discussions designed to identify areas where the organisation can implement strategies to support staff and help the business level up. Record these strategies as tasks in the KRA section, so they can be reviewed and managed effectively.

Step 13

In the Communication section, for example, the manager fills out a table to outline the focus points, strengths, weaknesses, opportunities, threats and tasks related to it.

Step 14

Add any issues or projects under the Issues and Projects section headers, the last two in the SD.

Who does what

Step 15

The employee's responsibilities, as requested by their manager: \1. Profiling: fill out information about their manager, such as their management style, and how they prefer to be acknowledged. \2. KRA ratings: rate the five KRAs: Customer Centricity, Operational Excellence (Systems), People Capability, Pursue Growth, and Maximising Profitability and Return on Capital. \3. Career and Income Goals: fill out their career and income goals.

Step 16

The manager's responsibilities: \1. Admin: task the employee to post on the BB, set two review dates with the employee, and complete and set defined standards and expectations for a new employee. \2. KRA ratings: rate the employee's performance in the same five KRAs. \3. Review: review the PAR with the employee every 3 months, and lock a review cycle into your diary. \4. Compliance review: fill out the employee's LMS compliance and Task Integrity compliance monthly, and discuss any issues with the employee. \5. General Summary: fill out the overall performance summary and review it with the employee. \6. GAP Analysis: identify areas where the employee can improve, focusing on areas such as interpersonal relationships, communication, leadership, outcome management and personal development. \7. Issues or Projects: add any relevant issues or projects the employee is working on or needs to address.