e-PDP Frequently Asked Questions


Q:  Where can I find my past PDPs?
A:  Prior to the current 2017/18 fiscal, all PDPs are kept within your personnel file in Human Resources. Next fiscal you will find your 2017/18 PDP within the PERFORMANCE tab under MY APPRAISALS and within your TOTAL TALENT PROFILE in the section called PAST APPRAISALS.
Q:  What is the rating scale and where can I find it?
A:  The rating scale and definitions can be found at the bottom of the APPRAISAL INFORMATION tab of your current e-PDP.
Q:  Where do I track professional development within the system? 
A:  Professional development opportunities can be an individual goal on their own, added as a journal entry to a specific related goal or competency, or can be a journal entry added under the GENERAL APPRAISAL NOTES section on your e-PDP APPRAISAL INFORMATION TAB.
Q:  Can I attach certificates to my e-PDP? 
A:  Yes, attachments (Word, PDF, Excel) can be added to any journal entry at any time of the year.
Q:  Why is my Original Date of Hire/Start Date/Hire Date wrong in the system?
A:  The dates in the e-PDP system were auto-populated when the system went online and may not accurately reflect your start date.  These dates may be corrected over time however; please note that the Avanti system and HR personnel files remain the official records for employment and position dates.


Q:  Privacy – who can see my e-PDP? 
A:  Your e-PDP is viewable by you, your hiring manager, your 2nd level manager, other linear managers up the reporting chain (if desired) and Human Resources.
Q:  Who can see journal entries? 
A:  When adding a journal entry, selecting ‘ALL’ will allow you, your hiring manager and your 2nd level manager to see your journal entry.  Please DO NOT choose ‘PRIVATE’ as only you will be able to see your entry and thus your manager won’t have the opportunity to review it. 
Q:  Who can see my goals? 
 A:  When adding a goal, only you, your hiring manager and your 2nd level manager can see them.  Goals default to private so as to not populate the general Goal Library (which is not in use at this time).
Q:  Where is my personal information/data stored?
A:  Your personal information such as your social insurance number, address and salary will remain within our Avanti/Payroll system and will not be a part of the e-PDP system.


Q:  Can a journal entry be deleted once submitted and by who?
A:  Yes, once a journal entry has been created and saved, it can be edited or deleted by the creator.  There are no notifications when an entry has been deleted so a face-to-face conversation also needs to take place.
Q:  Can you attach journal entries to specific goals or competencies? 
A:  Yes, journal entries can be added to specific goals, competencies, or added under the General Appraisal Notes section on your e-PDP Appraisal Information tab.   


Q:  What are RRU's organizational goals?

A:  RRU’s goals can be found on the Corporate Website and are as follows: 

  • Demand-driven growth in high-quality, effective education and research that contribute to economic prosperity, social advancement, and environmental sustainability.
  • The university of choice for relevant applied and professional education providing continuous opportunities to learn and transform lives and careers.
  • A financially sustainable, high-performance organization.
  • A workplace of choice supporting professional and personal success.
  • A university with strong partnerships, responsive to our alumni and the communities we serve.
  • A leader for sustainable stewardship of our historic lands.
Q:  How are SMART goals different to regular goals?

A:  SMART goals and regular goals ar the same but creating a SMART goal within the e-PDP system is a more thorough eight-step process where adding a regular goal only includes four steps.  

     SMART is an acronym for Specific/Measurable/Attainable/Relevant/Time-bound.

Q:  Do we choose one goal per competency? 
A:  Goals may or may not be associated with a specific competency, and there is no limit to how many goals you can have.
Q:  How do I edit a goal?
A:  A goal can only be edited after the hiring manager has approved it but it can be edited (by the person who created it) through the year if necessary.
Q:  Are there reminders within the goals?
A:  There are no notifications/reminders for goals but you can view and change your goal status if you add the Goal Completion Status and Mini-Calendar Widgets to your Main Dashboard (and depending on the level of information you’ve included in the goal).
Q:  What does Goal Score Type mean?
A:  Goal Score Type is how the goal will be assessed at the end of the year and is defaulted to Scale to follow our Rating Scale.
Q:  What happens when a manager rejects a goal?
A:  If a goal is rejected, it automatically deletes.  There are no system notifications for this action so a face-to-face conversations needs to take place.
Q:  How many goals do we pick? 
A:  There isn’t a prescribed number of goals for each position; the amount of goals is determined through the manager and employee's planning.


Q:  Where can I find more information on RRU's 14 Values-based Competencies? 
A:  RRU's Values-based Competencies can be found under PERFORMANCE & DEVELOPMENT PLANNING on the HR Website.
Q:  Who determines the competencies and how are they weighed? 
A:  The Manager decides on competencies for the position, enters them into the appraisal and weighs them accordingly.
Q:  Do the competencies come from the role profile?
A:  The competencies selected for the appraisal should be identified through the role profile and based on the needs of the department.
Q:  Can you make changes to competencies (adding, removing, reweighting) on an appraisal and what happens if they don't equal 100%?
A:  If you need to make changes to the competencies on an appraisal, please contact your HR Advisor.  If they do not equal 100%, the appraisal cannot move to the next phase.
Q:  Do we choose one competency per goal?
A:  There isn't a prescribed number of competencies for each position; the number of competencies is determined through the manager and employee's planning.


Q:  Where do we receive notifications from the e-PDP system?
A:  You will find notifications within the e-PDP system under your TOTAL TALENT PROFILE, as well as to your RRU email account.  The emails will be coming from: System Notification <RoyalRoadsDoNotReply@hrsmart.com>
 Q:  When do we receive notifications from the e-PDP system?
A:  You will only receive notifications when an action needs to be taken (eg. when a signature is required).  Notifications are not sent out for when goals, competencies or journal entries have been added, edited or deleted.