4. Setting up data before the new reviews are opened

4.1 Ensuring Staff are set to Staff Member Types

Staff Member Types are used to link Performance Management Objectives, Standards and Observation Forms to members of staff given their job role within the organisation.

Practical Task:

1. Select Settings from the left-hand contents menu
2. Select Staff
3. Select Roles

Notice:

• The padlock icon indicates which Staff Member Types are in use and therefore cannot be deleted
• The count on the right-hand side to indicate how many staff of that type there are allocated to that Staff Member Type
• Clicking on the Staff Member Type allows you to edit the description

Practical Task:

1. Select + from top right of the table
2. Enter a description for a new Staff Member Type
3. Select Add to add it to the existing list

It is important that all staff are set against one or more Staff Member Types and that Standard Objectives, Standards and Standard Monitoring Forms are also set to the appropriate Staff Member Types. When new reviews are started, Standard Objectives, Standards and Standard Monitoring Forms which match the Staff Member Type of the user will be automatically pulled into the review if the appropriate setting is turned on.

We shall now see how to set a Staff Member Type against a member of staff.

Practical Task:

1. Select the Users and Groups item from the left-hand contents menu
2. Select Staff Members
3. Click the pencil icon to edit the selected staff member
4. Select the Roles tab
5. Tick one or more of the Staff Member Types listed (a staff member can be allocated more than one Role depending on the data assigned to them)
6. From the options in the top right of the header select Save

4.2 Making bulk changes using the staff management page

The staff management page allows you to make bulk changes by 'dragging and dropping' User rights, departments, staff member types and settings, for example observer and CPD co-ordinator. Using this function saves you individually entering a staff member's details and amending.

4.3 Adding, Editing and Removing Staff Objectives

Usually the line manager will discuss and agree personalised targets (Staff Performance Objectives) at the start of a new review period. However it is also possible to pre-populate new reviews with Standard Objectives that have been set for the whole organisation/department/group of staff. The advantage of this is it provides guidance for the line manager and provides a consistent approach. These standard objectives need to be set in the Staff Performance Settings area of the iP system.

Practical Task:

1. Select the Settings item from the left-hand contents menu
2. Select Performance Management
3. Select General
4. Select the Standard Objectives tab

Your screen should resemble this one:

Now we will look at how to edit an existing Standard Objective in readiness for the new review period (this will not affect existing Standard Objectives in existing reviews)

Practical Task:

1. If Standard Objectives exist from a previous review ad you wish to use similar for this year, select the pencil icon to edit
2. Note you can edit the text of the Objective, Performance Criteria, the list of suggested Evidence, small step Actions and select/de-select Staff Member Types
3. Click Save to save any updates you have made

Now we shall look at how to add new Standard Objectives for the new review period:

Practical Task:

1. If Standard Objectives exist from a previous review ad you wish to use similar for this year, select the pencil icon to edit.
2. Note you can edit the text of the Objective, Performance Criteria, the list of suggested Evidence, small step Actions and select/de-select Staff Member Types
3. Click Save to save any updates you have made

Now we shall look at how to add new Standard Objectives for the new review period:

Practical Task:

1. Click the + icon to add an additional standard objective and enter appropriate details
2. The new standard objective will appear in the list

Now we shall look at how to delete unwanted Standard Objectives:

Practical Task:

1. Click the bin icon to remove the standard objective you have just added

4.4 Adding, Editing and Removing Standards

A central aspect of performance management involves staff aiming to achieve a set of Standards which are appropriate to their present or aspiring job role. Adding and assigning Standards is similar to adding and assigning Standard Objectives and Standard monitoring Forms.

Firstly we look at importing sets of pre-set Standards (publicly available and produced by various national bodies):

Practical Task:

1. Select the Settings item from the left-hand contents menu
2. Select Review
3. Select Standards
4. Select the Standards tab
5. Select Import Standards
6. From the Available Standards imports list select a category like Support Staff then click Next
7. Set an appropriate End Date for your Standards - usually the same date as end of the Review Cycle e.g. 31st August
8. Tick an appropriate Role from the list or add one if there is no appropriate one
9. Click Next to move to the final screen
10. Check the summary information and click Import if the information is correct
11. Check your imported Standards are displayed on the Standards Settings page. When the new reviews are opened, these Standards will automatically be allocated to the Staff Member Type selected.

Before we look at adding bespoke Standards, you may wish to add your own new Standard Type e.g. 'Acacia Avenue School Standards', rather than add your bespoke Standards to an existing list e.g. Teacher Standards. You may wish to create a bespoke list to ensure it can be applied to all staff members.

Practical Task:

1. From the Standards Settings page select Standard Type
2. Click on the + icon and create a title
3. Click on Add to save

Now we will look at adding bespoke Standards:

Practical Task:

1. From the Standards Settings page select + icon
2. Complete the Title, Description and Due Date (usually the end review date)
3. Select the Standard Type dropdown to add an existing Standard list or find the one you have just created
4. Tick an appropriate Role from the list or add one if there is no appropriate one
5. Click Add to save

In a similar way to Standard Objectives and Standard Monitoring Forms, Standards are usually set up in a way to be automatically pulled into new reviews for staff with matching Staff Member Types to the Standards. Note the Staff Member Type settings for Standards and for Staff can have multiple ticks. For Example, Senior Leaders may be ticked to receive both Teaching Standards and Leadership Standards.

We shall now look at the Standards, previously imported and currently in your Settings area, and we shall then look how to edit them, remove them and add new ones.

Practical Task:

1. From the left-hand contents menu select Settings
2. From the Review dropdown select Standards
3. Select the Standards tab from the list of tabs on the left-hand side

The page will display the active Standards in the system. We shall examine the Teaching Standards as an example, so filter to just these by selecting 'Teaching Standards' in the Type dropdown.

Select the Settings item from the left-hand contents menu

Select Performance Management

Select General

Select the Standard Objectives tab, the Standards are hyperlinked so clicking on the title opens the Standard for editing

First, we will look at editing existing Standards:

Practical Task:

1. Select the title of one of the Standards to open the 'Edit Standard' screen
2. Note the Details tab contains the data displayed on the main page but additionally an optional description
3. Select the Staff Member Type tab and adjust the categories if necessary
4. Click the Save button to save your update

4.5 Adding, Editing and Removing Standard Monitoring Forms

We have seen how Standard Objectives and Standards can be set up to automatically pull into new reviews for appropriate staff. In a similar way we can set up Standard Monitoring Forms to automatically pull into new reviews. This is useful if your organisation has a schedule of quality assurance Monitoring Forms, staff survey forms, staff well-being forms, 360 feedback forms or indeed any other type of Monitoring Forms/survey/questionnaire.

First we will look at editing existing Standard Observation and Monitoring Forms form (if appropriate):

Practical Task:

1. From the left-hand contents menu select Settings
2. From the Review dropdown select Monitoring
3. Select Standard Monitoring from the menu on the left-hand side
4. Select the edit pencil to check any existing Standard Monitoring Forms are set up as you require
5. Update or  any Standard Monitoring Forms which need editing or removing for the new review cycle

Next we will look at adding new Standard Observation and Monitoring Forms for the new review:

Practical Task:

1. From the left-hand contents menu select Settings
2. From the Review dropdown select Monitoring
3. Select Standard Monitoring from the menu on the left-hand side
4. Click the + icon to add a new Standard Observation

Notice you can set the Standard Observation to be added without a date or to be performed within a date range or performed on a specific date. For example, if your establishment requires teaching staff to be observed three times a year, once each term, the from and to dates can be set to the term dates. The Standard Observation needs to be based on one of the active Observation Forms in your system, and these should be listed in the text box dropdown list,

Practical Task:

1. Enter a title such as 'Autumn Term Observation'
2. Set to run between two dates, such as the start and end dates of the Autumn Term
3. Select an appropriate observation form from the dropdown list
4. Click the Add button to add the Standard Observation

The use of standard Monitoring Forms will require greater management of the system as staff will need to understand that the time scales for Monitoring Forms involved and forms appearing needing completion. In a similar way to Standard Objectives and Standards, if you now start a review for a staff member with the same Staff Member Type as that of the Observation Form, the Standard Observation should display in the new review,