This guide is to help system administrators with Provisioning access to understand and configure the Career Worksheet template.

Enabling the Career Worksheet In Provisioning

To get started, let’s handle the settings needed in Provisioning. You should already have enabled Goal Management Suite (Total Goal Management) and Development Plan V12. In order for the Career Worksheet to be used in the Career Development module, My Goals Tab and Career Worksheet V12 must be enabled in Company Settings.

To use these features, Version 12 UI framework (Revolution), Enable Generic Manager and Enable the Attachment Manager should be enabled as well.

Configuring the Career Worksheet

The Career Worksheet is based on a template found in Provisioning. The Career Worksheet template is found under the Managing Plan Template section and may be seen by clicking on the Import/Update/Export Career Worksheet Templates link.

If the Career Worksheet Template is not found, you may download the Career Worksheet XML from a sales demo and then import into your company.

Once you see the Career Worksheet template, export it to tailor the features to your organization’s needs. The Career Worksheet XML may be updated to change field labels, define the rating scale, choose which features to switch on and set permissions.

Career Worksheet Template Elements

Let’s explore the Career Worksheet XML to get an understanding of the elements and their purpose.

Look for the first field-definition tag. It will follow tags for text replacement, behaviors, and self-assessment.

The standard field-definition ids are:

• Competency name
• Last rated form
• Last rated date
• Last rating
• Development goals
• Readiness Meter

The field definitions within the Career Worksheet XML are highlighted below:

No custom fields are allowed in the Career Worksheet XML.

All of the field elements are required with the exception of the readiness meter. It is recommended to use the readiness meter, without it, the target roles will not display the percentage of how ready an employee is for a role.

Field definitions and the Career Worksheet

The fields defined in the Career Worksheet XML are related to the competencies for a role.

The first field definition id: competency_name. The name of the competency required for the targeted role.

Each competency that is required for the targeted role is displayed on the Career Worksheet.

Field definition id: last_rated_form. The name of the form where the competency rating was pulled from.

• 

The name of the form where the rating comes from is displayed beneath the competency gap graph.

Field definition id: last_rated_date.  The date on which the competency was last rated.

• 

Used in conjunction with last_rating_form, it displays the date that the form was completed.

Field definition id: gap_graph.  Image that shows the gap between the expected rating for a competency compared to the employee’s actual competency rating.

• 

Field definition id: last_rating. The user’s latest competency rating.

• 

The system uses the latest rating information in the system as the default. You can also specify a specific form or a couple of forms as the source of the existing ratings. We are concentrating of the use of the role readiness form as the source.

Be sure to reference the same rating scale that is used in the Role Readiness template. Otherwise the Career Worksheet will not have the readiness meter populate after an evaluation is completed.

The rating is pulled from the form that is identified in the Role Readiness Assessment Template as the source.

The competency rating is represented in the gap graph for each competency.

When hovering over the graph, the actual employee numeric competency rating will display along with the expected competency rating. The graph is based on the competency rating scale used in the form.

Field definition id: development_goals. This field is used to show the number of existing development goals for each competency along with a button to create a new development goal.  Use of this field requires that a development plan template with competencies is loaded.  The worksheet will use the default development plan.

• 

In order to use this, there must be an active development plan template with a competency field defined.

On the Career Worksheet, you may expand a competency to see any development goals the employee has already associated with the competency. If configured in the development plan, the employee may edit or delete the competency.

Field definition id: readiness_meter.   The percentage rate of readiness for the target roles based on calculation of actual competency rating and expected competency rating.

• 

Until a role readiness assessment form is completed,  the target roles’ meters will show that the role is not ready.

Once the initial role assessment is completed, all of the targeted roles will have the readiness meter show the percentage of how ready the employee is for the role based on the competencies needed for the role.

Career Worksheet Permissions

The ability to view the content of the Career Worksheet and the actions that a role may perform are set in the Career Worksheet template.

Now that the Career Worksheet fields have been reviewed, let’s move on the permissions for these fields.

Career Worksheet Field Permissions

The visibility of the fields on the Career Worksheet are influenced by the Read permissions in the template.

Write permissions for any fields on the template are ignored because the template does not support write permissions for the fields.

The competency_name permission allows the user to see the name of the role’s competencies. If read access is not granted to competency_name but is granted for the last_rated_date and last_rated_form fields, the competency name will show on worksheet as “undefined”.

Example of no read permission for competency_name field:

• 

View of worksheet without read permission for competency_name field.

Competencies required for a role are shown as undefined rather than by the name of the competencies.

The development_goals permission allows user to see the development goals associated with each competency.  The read and write permissions for development goals come from the development plan template.

The last_rating read permission is needed to view the gap graph for each competency.

The last_rated_date permission displays date of the most recent rating for each competency.

The last_rated_form permission displays form name for the most recent rating for each competency.

A role must have permission for both last_rated_date and last_rated_form in order to see the source and date of the rating.

Without read permission for both fields, date and form name do not display.

• 

The readiness_meter read permission allows the “Readiness” percentage to display for each of the targeted job roles.

Example of read permission for all fields for employee, manager hierarchy and HR roles.

• 

All roles should be able to read the readiness meter.  Without the read permission for role set to “*”, the readiness meter will not populate after the role assessment is completed.

Switches

There is a section within the XML to add switches that will control some of the features. The switches tag should be inserted prior to the text-replacement tag.

• 

Switch for Job Profile Builder Profile

When Job Profile Builder is used and job profiles are defined, turn on the sync switch in Career Worksheet template xml. 

This is done by setting the disable-jpb-profile-in-csw switch to “off”.

When the sync is on (value on switch is set to “off”), the future role details in the career worksheet come from Job Profile Builder Job Profile shows for future role when you hover mouse on i icon, as below:

Switch for Position Count per Role

For each targeted role, it is possible to see the number of openings using the “hide-position-count” switch set to “off”.

The default value is “off”, however, this position count only works for Legacy Position Nomination Method for Succession so the switch should be set to “on” to hide the count.

Switch for Development Goals

When competencies are included in the worksheet, a switch may be set to allow the competency descriptions to display.

• 

Switch for Competency Rating Calculation

To use the role readiness meter, you need to define how role readiness is calculated. There are two calculation types: averaging competency readiness or summing up the number of ready competencies.

Either calculation type requires the employee’s current competency ratings which can come from the latest rating from the performance review, average rating from 360 form or role readiness form. The default rating is the latest rating in the system

The default rating calculation switch is “off” which calculates role readiness using a score of either 1, for those competencies where a user met the expected rating, or 0, for those competencies where a user did not meet the expected rating.

For a proportional calculation for role readiness, add the switch for new_role_readiness_calculation with value “on”. 

When the switch is set to “on”, each competency rating is weighted as a percentage of the expected rating. The average of each of the competencies rating those percentages determines role readiness.

The system calculates readiness for each required competency for a role, and then calculates an average of the competency readiness.

If no switch is included, the default calculation is summing up the number of ready competencies.

Switch to launch form for current role

The Career Worksheet XML can be configured to allow employees to launch the Role Readiness Assessment form for their current role. This is accomplished with the following switch added to the Career Worksheet XML.

<switch for=”show-self-assessment-in-current-role-tab”  value=”on” />

Will also need to identify the form to use when creating a current-self-assessment tag.

Once the Career Worksheet XML is imported in Provisioning with these updates, the Current Roles tab will contain a link to evaluate readiness.

Click the link to open the form for the current role.

Identify source of ratings

The default rating is the latest rating in the system. It is possible to identify a specific form or forms as the existing ratings source. First find the form ids in Provisioning>Form Template Administration.

Next add <assessment-filters> tag to the Career Worksheet XML to identify the form to be used as the rating source.

Action Permissions in the Template

The action permissions for create, delete and private access need to be defined.

The ability to view the content of the Career Worksheet and the actions that a role may perform are set in the Career Worksheet template.

Create permission allows users to add Job Roles to the Job Roles I’m Considering section of the Career Worksheet.   This permission is also necessary for the Suggested Roles tab to be visible.

At the minimum, the employee role should be able to add targeted roles to the Career Worksheet. Based on your organization, you may decide that the manager or HR may add roles to the worksheet.

Delete permission allows a user to remove a targeted role from the job roles that they are considering.

• 

At the very least, the employee role should be able to delete targeted roles from their Career Worksheet.

Private-access permission allows users to see the content in the “Job Roles I’m Considering” section of the Career Worksheet.

• 

In addition, the Career Worksheet template will need to have the Share permission enabled. At the least, the employee role should be permissioned to allow sharing of a role in their plan.

Additional Settings

For each targeted role and current role, there is an count of the number of employees for each targeted role and current role.

When this feature is on, and the Employee Directory to be enabled in Provisioning, there will be a link to see the list of employees in this role.

If the directory is not enabled, you will see the number of employees but there will be no link to the list.

If you don’t wish to see the employee count for the number of employees in a targeted role, the Career Worksheet XML will need to be updated to change cws-people-role from “true” to “false”.

Additional Configuration in Career Worksheet XML for Role Readiness Form

A link to the role readiness form within the Career Worksheet enables an employee to launch the form and rate the needed competencies for a future role.  To enable linking to the correct form, the role readiness form id must be identified within the Career Worksheet XML. 

The Role Readiness Assessment form id may be found in Provisioning within the Form Template Administration section.

Go into Form Template Administration to see all of the form templates. Find the form id associated with the form that will be used to identify readiness for a role.

• 

Using the form id associated with the Role Readiness Assessment template, add the self-assessment tag which includes the role assessment form id to the Career Worksheet XML.

The tag which includes the form id is inserted before the first field definition tag. 

If the form is used for multiple languages, include an entry for each locale with the Role Readiness Assessment form ID. You may have multiple entries using the same form id ut only but only one self-assessment form may be specified.  

Without the  self-assessment tag in the Career Worksheet XML, the “Evaluate your Readiness” link will not appear in Career Worksheet.

• 

Career Worksheet access also allows a user to the “User Search” permission and to make the details of the Career Worksheet publicly available. The content will be restricted based on the Career Worksheet template permissions, so do not give all roles (*) read access to all Career Worksheet fields as shown below.

• 

To prevent users from seeing the details of any other user’s Career Worksheet, the permissions should be restricted in the Career Worksheet template. Limit the read permission for these fields to just the employee, manager and HR roles.

Once the updates have been made to the Career Worksheet XML, import the template in order for the updates to be reflected in the Career Worksheet.

Succession Data Model Updates

There is an indicator on the Career Worksheet which enables the employee to display any future role on their profile as a potential career move. On the Job Roles I’m Considering sub-tab, there would be a checkbox to make the future role public in their profile.   This may be selected for each of the roles under consideration. 

When the indicator is set for any of the target roles, the role will be visible on the employee’s profile is the background element is set up in the Succession Data Model, configured in People Profile and role based permissions granted.

Any or all of the future roles can be set to display on their profile.

Select each targeted role and set the indicator in order for the role to appear on the profile.

In order to enable this feature, the Succession Data Model must be exported from Provisioning in order to have the “preferredNextMove” background element added. The future job role on the Career Worksheet is used in the title field on the background element and is what will display in the profile.

The background element’s Title field is required.  Any additional fields that you wish to  include on the background element should not be required.   These additional fields are not displayed on the Career Worksheet.  When the targeted role is selected on the Career Worksheet, it will then appear on the employee’s profile in the Preferred Next Move block.   But any additional fields would be blank until the employee enters information.  However these fields would not be seen on the Career Worksheet. It is probably best then to use only the Title field on the background element for Career Worksheet purposes and use another background element for Career Goals fields.

You may also relabel the background element; Future Roles, Career Goals, or any other name that is meaningful to your organization.

Here is an example of the background element that contains additional fields that are not required.

Any additional fields would appear on the block in the profile where they could be updated but would not reflect in the Career Worksheet.

Once the data element is added and the data model re-imported, the profile within the instance needs to include this element. Go to Configure People Profile to include this block.

Add background element permission to any role that may edit or view this block on the profile.

Role Based Permissions for Employee

In addition to the field permission granted to users within the template, the user will also need access to the Career Worksheet and access to the content of the Career Worksheet in the Development module.

• Career Development Plan Access Permission allows access to Development.
• Career Worksheet Access Permission allows access to the Career Worksheet.
• Career Worksheet Suggested Roles Access Permission allows access to the Career Worksheet Suggested Roles tab.

Grant the required role-based permission so that the permitted roles can access Career Worksheet under Development.

The employee role will need access to Career Development. Under the Career Development Planning User Permission, enable Career Development Plan Access Permission, Career Worksheet Access Permission, and Career Worksheet Suggested Roles Access Permission.

The employee role will need access to Career Development. Under the Career Development Planning User Permission section, enable Career Development Plan Access Permission, Career Worksheet Access Permission, and Career Worksheet Suggested Roles Access Permission.

• 

In addition to the Career Development Plan permissions, the employee will need access to the Career Worksheet. When the employee opens the Career Worksheet tab, they are not authorized to view the career worksheet plan without it. Under Goals, select the Goal Plan Permissions for the Career Worksheet.

The target population of the “Goal Plan Permissions” is ignored when viewing the Career Worksheet.

Career Worksheet access also allows a user to the “User Search” permission but the content will be restricted based on the Career Worksheet template permissions. To prevent users from seeing the details of any other user’s Career Worksheet, the permissions should be restricted in the Career Worksheet template.

Performance Management Access permission is needed as well. Without it, “Evaluate your readiness” link will not appear on Career Worksheet when targeted roles exist.

• 

Now that the Career Worksheet is configured and permissioned, you are ready to create a Role Readiness Assessment form to be used within the worksheet. Check out the guide to set up the Role Readiness Assessment for more details.

The SuccessFactors Career Worksheet, part of the Development module, may be configured to use Career Paths. Career Paths provide an employee with a graphical route of what their current or other roles may lead to. Career Paths aid an employee in planning how to develop their skills and competencies to advance into roles that interest them. Career Paths show a progression of roles that an employee may grow into.

How to Access Career Path

On the Career Worksheet, an employee may view the career path of any targeted roles on the My Job Roles tab, Job Roles I’m Considering sub-tab.

An employee may also see the career path for their current role on the My Current Roles sub-tab on the My Job Roles tab of the Career Worksheet.

If an employee clicks the link, the career path for the role will display.

An employee may access Career Paths from the Suggested Roles tab as well.

Based on configuration, the administrator may restrict employee access to Career Paths based on criteria such as role, department, or division.

Configuration in Provisioning

Career Paths can be tailored to an organization’s specific needs. Set up includes which roles can edit and also view the Career Paths. Before an a system or HR administrator can configure the paths in the instance, there are some settings to be enabled in Provisioning.  

Provisioning Settings for Career Path

Career Path V2 needs to be enabled in Provisioning.

In addition to enabling the Development Plan V12 and the Career Worksheet V12v in Provisioning, enable Career Path V2. Be sure that Version 12 UI Framework, Enable Generic Objects and Enable the Attachment Manager are set as well.

Role Based Permissions for Managing Career Paths

Once the Provisioning set up is complete, there are some role based permissions within the instance that are required.

In order for the Career Path feature to work for the Career Worksheet, access to Manage Career Path is needed for any roles that can create or view the career path set up screen. Access to configure what shows up in the career path node is required as well.

Under Manage Career Development, grant access to Manage Career Path. This allows the admin role access to define and manage the Career Path. In addition, Configure Career Path Node enables access to define the Career Path node details. This allows the admin to configure the Career Path and to identify which elements to display or hide on role nodes in the career path.

If Manage Career Path is not seen in the Manage Career Development permission, the Career Worksheet has not been enabled in Provisioning and/or Attachment Manager or Generic Objects has not enabled.

There are additional permissions needed for the admin to view and edit the Career Path. Under User Permissions>Miscellaneous Permissions, the admin will need Visibility and Actions permissions for Career Path.

• 

View permission should be granted along with edit and import/export action permissions.

It is also possible to set field level overrides.  The Field Level Overrides option grants the right to specify which information to display or hide for a career path. This can be used to identify fields on the career path definition that can only be viewed by a role or to be hidden.

Restricting access to specific career paths is done based on code, business unit, department, division or a custom view.

• 

The permission for the selected field limits if the field is hidden (No Access) or visible but not editable (Read Only).

By default, roles with View and Edit access have access to all career paths in the system. However, administrators can restrict their access to specific career paths based on code, business unit, division, department, or a custom view.

To restrict access, scroll down to the Grant this role to… section and click Edit Granting.

• 

Go to Specify the target population for the other objects and scroll down to find Career Path.

To limit the access to specific career paths, the role may have a target population specified. You may restrict the target population for Career Path by specifying the restrictions in the drop down menu.

After Career Path administration access has been granted, the admin would see an additional tab within the Development module. It is here where the Career Paths are configured for the instance.

• 

To recap, to create and manage career paths, the Career Path v2 feature must be enabled in Provisioning and the admin role should be granted Edit access for Career Paths.

Employee Permissions for Career Path Access

Now that the admin role has access to configure Career Paths, the employee role permissions should be set up. Under the User Permissions, the Career Development Planning section, the employee role should already have Career Development Plan (CDP) Access Permission and Career Worksheet Access Permission. In addition, this role will need Career Worksheet Suggested Roles Access Permission.

To grant access to View Career Path for a future role or current role on the Career Worksheet, the employee role needs Miscellaneous Permission>Career Path>Visibility>View.

• 

Without this permission, the employee will not be able to view any career paths on the Career Worksheet.

Viewing, Editing and Creating Career Paths

Now that the permissions are set up for the admin and employee roles, here are just things to keep in mind about career paths.

If a role does not have a career path, there will not be a View Career Path link for a future role or the current role on the Career Worksheet.

Multiple career paths may be created and it is possible to associate them with a specific role and also limit employee’s access to the career paths based on pre-determined criteria.

Career Path Set Up

Once permisssioned, the admin would see an additional tab within Development called Career Path. It is here where the paths are managed.

There are two tabs within the Career Path page: Career Paths and Job Roles.

• 

The Career Paths and Job Roles tabs are not permissionable.  A role with permission to access the Career Path page has access to both tabs and cannot hide one or the other.

Career Paths Tab

The functions on the Career Paths tab include the following:

• Configure a career path node
• Create a career path
• Edit an existing career path
• Search for a career path
• Edit career path basic info
• Delete a career path

Next we will look at each of the career path functions in detail.

Configure Career Path Node

A career path node is a role within a career path. There are six components that may be displayed for career path node. The Node Preview image shows the components that may be included on a node. Deselect any elements to omit from the career path node.

• 

Career Path Node Icons

Let’s look at the icons within the node that can be displayed. The icons provide the admin with useful information about the role.

• Number of competencies for job role
• Number of skills need for the job role
• Number of people holding this role

In addition, the node may contain:

• Number of talent pools that the role appears in
• Role’s job family
• Role’s job code

Click anywhere within the node to see the job role details. This is actually a view of the job profile.

• 

Create a Career Path

Once the admin determines what details should be included for the nodes within a Career Path, the Career Path creation may begin.

On the Career Paths tab, click Create New Career Path to provide basic information about the path.

When creating a career path, a code and path name are required. Business unit, division and department can be selected to restrict access to the career path to the employees within those areas.

In other words, the admin may limit which career paths will be visible to an employee.

Save the path once it is defined.

• 

After saving the path’s basic information, an edit page will display with a box to select a role. It is here where you will begin to create the career path.

Creating first node

Now you may build the career path by selecting a role. The role will be the first node of the path. Click Select a role in order for the role selection screen to display.

There are two views available to aid in finding a job role. List view is the default.

Job roles may also be viewed by family hierarchy.

• 

Another way to find a role is via search.

Select a role to use as the starting point of the career path. Once selected, the role is the first node of the career path.

You will see that the node contains all of the icons and details that were configured on the Configure Career Path Node page.

Career Node Actions

Now we can build the career path. Click on the down arrow to see the options available.

The following actions may be performed:

• Add a lead-from role
• Add a lead-to role
• Add a peer role
• Replace node with a new role
• Cascade delete roles
• Delete Role

Add Lead-from Role

This action adds a proceeding role to the current role. Creates a “Select a role” box and role list pop up.

• 

• 

Upon selection of a role, it will place the node before the current role.

• 

Add Lead-to Role

This action adds a new node after the current role.

• 

This would create the next node in the path.

Add Peer Role

This action adds a lateral role above the current role.

• 

• 

There is a maximum of 2 lateral roles for a node.

• 

Replace Node

This action moves the selected node and allows selection of a replacement node.

• 

• 

Upon selection of new role, replaces the node.

Cascade Delete Roles

This action removes the current role and any roles that follow in the path.

• 

After selecting this action, confirm the deletion.

All subsequent node are deleted including peer roles.

Delete Role

This action removes the selected role and connects lead-from role to the lead-to role.

• 

After selecting “Delete Role”, confirm deletion.

After deletion, node is removed.

• 

After saving, the path is updated.

Collapsing Node Details

When viewing the career path in edit mode, it is possible to collapse the path to omit the details.

Click on the Collapse icon to change the view.

• 

The collapsed view of the career path hides the career path node details and only displays the role names.

Edit Career Path

From the Career Paths tab it is possible to select any existing career path and make it editable.

Upon selecting a path, the path is ready for updates. From here any node can be added, moved, deleted or updated.

• 

The basic information about the path may be edited as well by clicking on Basic Edit Information found on the upper right corner of the page. After creating a career path you may decide to restrict access to it.

Search for a Career Path

On the Career Paths tab, there is also a search optionI. f your organization has a large number of career paths, you can avoid scrolling through pages by doing a search by path name.

• 

All paths that meet search criteria will display.

Edit career path basic info

Within any career path, it is possible to update the path’s basic information.To update the Career Path’s name or details, click Edit Basic Information.

The path details may be modified to change its name or any of the filters.

Delete a Career Path

From the Career Paths tab, any path may be deleted via the Action column.

Prior to the deletion of the path, a confirmation screen will display.

Job Roles Tab

Now that we have reviewed the Career Paths tab, let’s look at the Job Roles tab.

The Job Roles tab lists each role, its associated family and the number of career paths the role is part of.

• 

Select a role on the Job Roles tab and the career path opens. If the role is contained in multiple career paths, you may select which path to view when the selected Job Role page opens.

This view is used to see all the roles within a Career Path. Clicking on a node will display the role details.

• 

No edits can be made to the career path on this page. In order to edit the career path, click Edit Career Path.

Now the action arrows are available on each node so updates may be made. The option to update basic node information is enabled as well.

• 

Job Roles Search

Job role search may be done by name.

A job role search option is available. Enter a job role name to see all paths the roles is associated with.

Enter a role name. If the job role is contained in more than one career path, a dropdown menu appears that enables yoy to choose the career path to display.

Import and Export Career Path

Career Paths may be imported and existing Career Paths may be exported using the Import and Export Data function. The limitation is that only the basic career path details are contained on the file.

Download the Career Path template.

• 

Open the file to see its contents. The CSV file contains two rows of fields that make up the career path names.

• 

In order to create a new career path via a file, you would need to enter the same fields that you would using Career Paths tab.

The file would mimic the fields populated when you name the career path. Below is an example of the exported career paths file.

The values in Column C match the Career Path names found on the Career Paths tab.

When updating a career path or adding a new career path, the Import and Export Data screen is used for the import as well.

This does not build the Career Path, it simply sets up the path in order to build the nodes. You can download the template for the Career Path details but the values include system generated GUIDs. So it would be difficult to do an import with the nodes.

Suggested Roles

The Career Worksheet also contains a Suggested Roles tab.

This is visible as long as the employee role has the Suggested Role Access.

Suggested roles can be based on Career Paths created by the system admin or through an algorithm based on a set of criteria.   This is done via Configure Suggested Roles. The weightings that are set will determine how suggested roles appear on the career worksheet’s Suggested Roles page.

The list of suggested roles is determined based on the factors selected and their weighting.

The system calculates a score (0-1) for the role based on proximity in Career Path, Competency, Job Family, Open Positions and Popularity within team.

• Proximity in Career Path: the further the role is on the ca­reer path from the employee’s current role, the lower its assigned score.
• Competency: the system uses the Career Worksheet readiness cal­culation to compute a competency match score which compares the em­ployee’s competency rating with the ex­pected rating for the role.
• Job Family: the score for Job Family is determined according to whether a role belongs to the same job family of the employee’s current role.
• Open positions within role: only used for Legacy positions in the Succession module.
• Popularity within Team: the score is based on how popular a role is for employees sharing the same manager. 

The factors are multiplied with set weights to calculate a final score for each of the considered roles. The roles are then ranked from highest score to lowest and displayed on the Suggested Roles tab.

Filters on Suggested Roles

Enabling the competencies, job families or relevant industries filters allow the user to see only roles that met that the filtered criteria.  However, filtering for relevant industries is only available when Job Profile Builder is used.

This filter will cause the suggested roles to display only the roles that contain the selected competency.

Career Paths are now set up and an employee may use this feature to help identify roles they may aspire to. Check out the Career Worksheet and the Role Readiness Assessment blogs to learn more.

An employee is empowered to manage their career through the use of the SuccessFactors Career Worksheet. The Career Worksheet, a component of the Career Development module, allows an employee to view details about job roles that interest them, see the role’s associated competencies and select a targeted or future role. Once selected, a role readiness assessment form can be initiated to measure how ready an employee is for the potential future role.

The Role Readiness Assessment form, accessed from the Career Worksheet will identify competency gaps for the target role and help an employee plan development steps to prepare for the role. The employee’s proficiency for each of the role’s competencies is rated and an overall role readiness rating is calculated based on the em­ployee’s actual competency ratings against the expected competency ratings for the role.

Before we look what is required to set up the Role Readiness Assessment form, let’s confirm that you are using development goals with competencies, Job Profile Builder (JPB), and the Career Worksheet. The remainder of this post is based on these assumptions.

Career Development Planning Settings in Provisioning

Before outlining the permissions needed for the Role Readiness Assessment form, let’s review the settings that are required for Career Development Planning.

To get started, you will need Provisioning access. Within Company Settings in the Goal Frameworks section, Goal Management Suite (Total Goal Management) and My Goals Tab should be enabled.

Under Career & Development Planning in the Goal Frameworks section, enable CDP Full (Development Plan) which also enables Development Plan V12. Enable Career Worksheet which also enables Career Worksheet V12. Enable Career Path V2 as well so that Career Paths may be created and used by employees with the Career Worksheet.

After enabling the Goal Frameworks settings, make sure Verions 12 UI framework (Revolution), Enable Generic Objects, and Enable the Attachment Manager are set as well.

Provisioning Settings for Job Profile Builder

The Role Readiness Assessment form relies on competencies linked to job roles. Competencies should be mapped to job roles using Job Profile Builder. There are some additional settings needed in Company Settings in order to use Job Profile Builder in the instance.

JDM v2.0 /Skills Management should be enabled.

In order to use Job Profile Builder, the Competency Library Management Suite should not be enabled.

A competency library which contains all of the competencies used for your organization is required. This is critical for the Role Readiness Assessment form to work. The form rates competencies linked to a role, therefore job roles must be linked to competencies in a competency library. Make sure there is a competency library in use. The SuccessFactors Competency Library 2.1 has the expanded list of competencies or you may create a custom competency library.

Career Development Templates in Provisioning

Three of the four templates used within the Career Development module may be found in Provisioning under Managing Plan Template: Development Plan, Learning Activities, and Career Worksheet.

The fourth template, used for the Role Readiness Assessment form is found under Form Template Administration.

Click on the link to see all of the existing templates. Scroll through the listing of form templates to find the standard Role Readiness Assessment template.

Career Worksheet V12 must be enabled and there should be a Career Worksheet template in order to see the standard Role Readiness Assessment template.

Role Based Permissions for the Admin Role

There are some role based permissions in the instance that must be set up for the system or HR administrator and employee roles. The admin role will need to manage and configure various features for Career Development Planning. In the instance, go to Manage Permission Roles. For the admin role, select Manage Career Development under the Administrator Permissions section.

To manage the Career Worksheet, Development Admin and Manage Career Path permissions are needed. Admin Career Development Plan Export Data permission is optional.

The admin role requires Job Profile Builder access in order to configure job profiles and map job roles and competencies to the profiles.

Access is also needed for components of Career Development Planning: development plan, Career Worksheet and suggested roles for the worksheet.

Under User Permissions>Goals, the admin role will also need access to the Career Development Plan and the Career Worksheet.

Role Based Permissions for the Employee Role

The employee role needs to have permissions set up to be able to access the Role Readiness Assessment form. A link within the Career Worksheet will open the role readiness assessment form, bypassing the usual form creation steps.

There are some role based permissions that need to be set up for the employee role for this link to work.

Grant “Permission to Create Forms” for the Role Readiness Assessment template

The employee role will need Performance Management Access under Performance User Permissions.

• 

The employee role will also need Permission to Create Forms which is found in the General User Permission section. Select the Others radio button and select the Role Readiness Assessment form.

• 

This permission is in addition to CDP permissions that should be set for access to development plans, the Career Worksheet and Career Paths.

The employee role will need access to view the Career Path. This permission will allow the user to browse career paths from the Career Worksheet.

Under User Permissions>Goals, the employee role will also need access to the Career Development Plan and the Career Worksheet.

Competency Expected Ratings Set Up

Now that the employee role permissions are set, we will look at the competencies for a job role and how they are rated on the form. The goal of the Role Readiness Assessment form is to rate the employee’s mastery of the competencies needed for the targeted role.

It is within Job Profile Content where roles should be linked to competencies from the competency library.

When mapping the competencies to a role, you will see the competency library to select from.

The system uses a cal­culation to compute a competency score which will demonstrate how ready an employee is for the targeted role. The role readiness calculation relies on an expected rating for each competency for a role. The readiness score is based on a comparison between the em­ployee’s actual competency rating with the ex­pected competency rating. Rating the roles’ competencies also identify areas of development that are needed in order to succeed in a future role.

The expected rating is configured within Job Profile Builder on the job role’s mapped competencies. The admin defines the expected competency ratings for each job role.

Assigning Expected Ratings to Role Competencies

In order to set the expected ratings for each competency on a job profile (a job role is attached to a profile), go to Manage Job Profile Content>Set Up Families and Roles.

A job role is associated with a job profile. Select a role to update by clicking on the role name. The content of the role will now be editable.

The screen will have tabs for mapped job codes, mapped skills, mapped competencies and mapped talent pools. Each tab will include a count for the mappings.

Go to the Mapped Competencies tab. Any competencies that are mapped to the job role will display. Competencies must be mapped to a role in order for the Role Readiness Assessment to work. If a role does not have competencies and it is selected as a target role, the Role Readiness Assessment form will not have any competencies to rate. So be sure to map competencies to each role.

The Rating column that is needs populated for each competency mapped to a role. The rating column is used to add the expected ratings and % weight for each competency. To create the expecting rating for a competency, click on the calculator icon in the Rating column.

Scores are entered on the pop up to determine the expected rating % for the competency.

Based on the rating scale used on the Role Readiness Assessment form, enter the lowest and highest scores in the rating range along with the expected proficiency rating.  In this example, the readiness scale has scores 1 to 5 with 1 being the lowest score and 5 being the highest score.

Assign an expected score. This would represent proficiency needed to succeed in this competency. The Compute button becomes active once the 3 scores are populated. Click on the Compute button and the calculated expected rating % is computed. Click the Apply button to finalize the calculation.

After computing, the calculated expected rating % is populated for the competency. In this example, using a rating scale of 1-5, the expected rating is 50% of the highest score.

After applying the calculation, back on the Edit: Role screen, the rating % is populated.

Continue to create the expected rating for each competency for the role. Once all of the ratings are populated, save the role.

You may also fill in the weight column to identify how much weight each competency holds. If left blank, the competencies are weighted equally in the overall readiness calculation.

You will need to identify the competencies mapped to every role and setting the expected rating for each.

Targeted Job Roles without Mapped Competencies

As mentioned earlier, Job profiles (with associated role) need to have mapped competencies in order for the Role Readiness Assessment form to work properly.

To better explain why this is critical, here are 2 examples.

Example #1: Role without competencies.

Within Manage Job Profile Content>Set Up Families and Roles, here is a job role that has no mapped competencies.

When this role is selected in the Career Worksheet, there are no competencies listed.

And when the employee selects the target role to evaluate their readiness, the form will have no competencies to rate.

If the role does not have competencies, it is impossible to evaluate an employee’s readiness for the role. The readiness meter will not calculate readiness for the role and there will be no gap graphs since there are no competencies.

Targeted Roles with Mapped Competencies but no Expected Ratings

Example #2: Job role has mapped competencies but no expected ratings

If a job role does have mapped competencies but the expected ratings are not set, there will be issues as well.

Here is a job role with mapped competencies. However, the role does not have any expected ratings set for the competencies; the rating column for each competency is blank.

If an employee selects this role to evaluate in the Career Worksheet, the three competencies are listed for the role.

So this part works correctly; the competencies display for the target role.

And the employee can go into the Role Readiness Assessment form and is able to rate on each of the competencies.

The issue occurs back on the Career Worksheet upon form completion. The Readiness Meter for the role has not calculated the readiness percentage. The calculation needs expected ratings and without them there is no readiness. So “Role is not ready” will display instead of a readiness percentage.

In addition, the gap graph for each competency only shows the actual rating and not the expected rating.

Without expected ratings for each competency, the gap graph will only display the actual competency rating.

Hopefully these examples point out the pitfalls of not having mapped competencies for roles as well as roles having mapped competencies but no expected competency ratings.

Other things to consider

If any of the roles being considered have mutual competencies, the readiness meter will populate for all of them after a role assessment is completed. In other words, if an employee has selected a few targeted roles that share a competency, when a role readiness assessment form is completed for one of the roles, the readiness meter will calculate readiness for any other targeted role that has the competency. Since expected ratings can vary by role, the same competency might display different gap values for different roles.

The form should be configured to auto-populate all of the competencies for the role. The form template should show that the competencies are job specific.

This can be set in the template in the instance by selecting Job Specific.

Ratings Calculation

Role readiness may be calculated in one of two ways:

• Summing up the number of competencies for the role
• Averaging out the competency readiness

Summing

Role readiness can be calculated as the percentage ratio between employees’ ready competencies and the total of required competencies for the role. Each expected rating met is worth a full point and each rating not met is worth zero.

The calculation would look like this:

(number of competencies the employee is ready for)/(total number of required competencies) * 100%.

To be “ready” for a competency, the system checks the employee’s current rating and the expected rating. If the current rating is equal to or greater than the expected rating, the employee is considered ready for this competency. The competency is then assigned a value of 1.

The system will then count up all the “ready” competencies to use in the calculation.

Here is an example. The targeted role has 5 competencies, each with an expected rating of 4. The employee has competency ratings below the expected ratings for 3 of the 5 competencies. The equation would be: (2/5) * 100%. The readiness for the role would be 40%. This percentage would appear on the readiness meter for the role on the Career Worksheet once the form is completed.

Averaging

A new option introduced in 2018 is a proportional calculation in which each competency rating is weighted as a percentage of the expected rating. A readiness score calculated proportionally may be more accurate in showing how close an employee is to full role readiness.

In this method, the readiness for each competency is determined and then an average is calculated for the role readiness percentage.

The system identifies readiness for each competency:

• 100% for any current rating that meets or exceeds the expected rating.
• 0% for no current rating for competency
• 0 for no expected competency rating
• when current rating is less than the expected rating, readiness is determined by calculation: (current rating – lowest rating in scale)/(expected rating – lowest rating in scale) * 100%

Once a percent readiness is determined for the role, the percentages are tallied. The sum is then divided by the total of competencies for the role.

To use the average calculation method, the Career Worksheet XML must contain the following switch:

<switch for=”new-role-readiness-calculation” value=”on”/>

If no switch configuration is added, the default calculation for role readiness is summing.

Display Targeted Role Name in Title of Role Readiness Assessment form

The title of the self-assessment form contains the targeted role name.

This occurs when the Company System and Logo Settings have “All documents will display their form template name at the time the document was created.” enabled. This option does not support translations of the document name.

If “All documents will display their current form template name as configured in the Form Administration settings. This option supports translations of the document name.” is enabled, the form will not contain the target role name.

When form is run with this setting, the targeted title is omitted.

Troubleshooting: Evaluate your readiness link not appearing on Career Worksheet

After setting up the Role Readiness Assessment template the Evaluate your readiness link is not visible on the Career Worksheet. Here are some possible reasons for not seeing the link:

• The Role Readiness Assessment form has not been configured in the Career Worksheet template (it needs to be configured for each locale). In order for the link from the Career Worksheet to the Role Readiness Assessment to work, the readiness form template ID must be identified in the Career Worksheet XML.
• Employee role does not have the “Performance Management Access” permission in RBP and/or does not have “Permission to Create Forms” for the assessment template that was configured.
• Proxying as the employee and trying to launch the Role Readiness Assessment form. This is a self-assessment function and the action is not supported by proxy feature. So, the “Evaluate your Readiness” link will only appear to the logged-in user directly (it will not appear if you are proxying as the user).

When the form is used in multiple languages, there needs to be one entry for each.

Troubleshooting: Role Readiness Percentages Not Appearing on Career Worksheet

Once the Role Readiness Assessment is complete, the role readiness percentages should appear for each targeted role. If the percentages do not appear, make sure the same rating scale is used for the Role Readiness Assessment and the Career Worksheet.

Make sure the rating scale referenced in the career worksheet XML is the same as the role readiness template rating scale. Otherwise, once role readiness form is done, the percentages will not display.

Launching Role Readiness Assessment for Current Role

The Career Worksheet XML can be configured to allow employees to launch the Role Readiness Assessment form for their current role. This is accomplished with the following switch added to the Career Worksheet XML.

<switch for=”show-self-assessment-in-current-role-tab” value=”on”/>

Create a current-self-assessment tag making sure to identify the form to use.

After the updated Career Worksheet XML is imported in Provisioning, the Current Roles tab will contain a link to evaluate readiness.

Click the link to open the form for the current role.

Some final reminders

• Competency ratings are not differentiated by role; if current and targeted role share a competency, rating will apply to both.
• Do not calculate an overall performance rating with the form.
• If a competency is defined in a specific language but the employee signs into the system in a different language, that competency will not appear in the form.
• Competency ratings are not differentiated by role; if current and targeted role share a competency, rating will apply to both roles.
• When employees open the Career Worksheet, the role readiness shown in the worksheet is always calculated based on the latest ratings.
• Route the form to the manager for a final rating, do not have the employee enter the rating of record.
• Only ratings from completed forms are displayed in the Career Worksheet.