Starting in 2020, SAP SuccessFactors has changed its release schedule from every quarter to biannually. With this change, the releases will be larger with an additional preview week. Here we will focus on what’s new and what has changed in Calibration.
There is one new feature for Calibration along with four enhancements. Let’s start with what’s new!
Customized Weighted Ratings now used in Calibration
Applicable for customers using Employee Central, there is a new universal feature that allows ratings from the Customized Weighted Rating section of performance management forms to be used in Calibration. Prior releases of Calibration could only use ratings from the Overall Performance, Overall Potential, Overall Objective and Overall Competency sections of a PM form as data sources. This is a EC specific feature because business rules must be created to trigger the weighted rating calculation.
This option is helpful if you wish to calibrate the overall form rating based on the ratings given by different roles in different steps instead of using the final overall rating from one role. The customized weighted rating is calculated based on the ratings and weights from the steps and roles that were defined in a business rule. Another rule defines the trigger step used to calculate the overall weighted rating.
The Customized Weighted Rating section of a PM template is displayed below.
When using ratings from the Customized Weighted Rating section, make sure the calibration step is after the step where the calculation of the weighted rating is triggered in the PM form. Just remember, when the manual rating is enabled in this template section, the calculated rating would not be available in the Bin view of a calibration session.
The Customized Weighted Rating section of a PM form is shown below.
In the example below, you can see the customized weighted rating appearing in a calibration session. It appears in the “Overall Form Rating” column because a manual rating overrides the calculated rating.
Continuing with this example, the rating is updated from “Meets Expectation” to “Extraordinary” in the calibration session as shown below.
After the calibration session has been finalized, the updated rating appears in the performance form as seen below.
In the Customized Weighted Rating section of the form, the overall rating reflects the updated rating of “Extraordinary” from the calibration session. The overall score pod at the top of the form reflects this updated rating as well.
Now let’s see what existing functionality has been improved in the latest release.
There are four universal enhancements for Calibration.
Subjects List Page Enhancement
In prior releases, when drilling down into one of the standard charts in Executive Review, printing the Subjects List page was not supported. In addition, any list display modifications were not saved. Now it is possible to print out the list of subjects and retain any adjustments made to the page display after refreshing the page. More details are shown below.
Now when a data point is drilled into a chart, the print option is now available as seen below.
Within this list, the Executive Reviewer may customize the display. Columns may be reordered by dragging and dropping, column widths may be adjusted, the sort mode may be set for columns and display options may be changed. The printed list will reflect the display changes. Notice there is no “save” button, the adjustments are saved automatically. The changes are preserved after the Subjects List page is refreshed as well.
When the Executive Reviewer drills down into another cell in the chart, the updated display has been retained. This enhancement prevents the user from having the update the display each time the Subjects List page is viewed.
Enhanced Comment Details
This next enhancement is applicable when comments are required when a rating is changed in a calibration session. When viewing comments made on a subject, the name of the calibration participant who entered the comment is listed along with the date the comment was made. An example is shown below.
When the rater is required to enter the user name associated with a rating change, your calibration template will have “Authorized By” enabled as shown below.
Now when viewing a comment with “authorized by” enabled, the comment detail will include the authorizer as well as the comment creator and date as seen in the example below.
Next we will see an update for matrix views within a calibration session.
Full Screen Mode Matrix View
During a calibration session, any matrix views will now have the toolbar available in full screen mode. Previously the toolbar was not visible in this mode. From the standard view, the user clicks on the “Open Full Screen” icon as seen below.
When switching to the full screen view, the toolbar is available and enables users to take the same actions in the full screen mode as they would in the normal mode.
New Reporting Columns
The final Calibration enhancement involves ad hoc and SAC reporting. There are new fields available to report on when generating a report for a finalized session. The session approval date along with the name of the last user to modify the session are now available. Most likely the last user to modify the session was the approver. The last modified user fields include “Modified By User Name”, “Last Modified by First Name”, and “Last Modified by Last Name”.
The new fields are available when reporting for all three calibration domains. A sample report is shown below.
We have now explored what’s new and what features have been enhanced in Calibration. While the updates are minimal, hopefully these features will make your calibration sessions more user friendly. Check out my other blogs on what’s new in Succession and Career Development.
Want to know what’s changed from the first Half (1H) 2020 SAP SuccessFactors release for Career Development? Let’s take a look!
There are two new universal features within Career Development and three universal enhancements in Mentoring. We will wrap up by seeing the new Career Explorer tool that is only available in an Early Adopter Care (EAC) program at this time.
We will begin with the new universal feature in Career Worksheet.
Creating a Deep Link to “My Current Roles” in Career Worksheet
It is now possible for an employee to use a deep link to go directly to the “My Current Roles” tab in Career Worksheet.
So what exactly is a deep link? For our purposes, it is a hyperlink that links to a specific page in the SAP SuccessFactors application. For example, a custom tile on the home page may contain a deep link. This acts as a shortcut to reduce the number of clicks to move to another page in SuccessFactors.
In prior releases, it would take several clicks for an employee to get to their current role on Career Worksheet. From the home page the path would be Development>Career Worksheet>My Current Roles tab.
With the latest release, an employee can open a deep link to go directly the Career Worksheet “My Current Roles” tab by using the new URL “sf/careerworksheet?currentrole=true“.
In order to take advantage of this new feature, a little set up is needed. For our example, we will add a link to the “Quick Links” tile on the Home page.
First let’s set up the URL so it will be ready when we need to reference it. To use the deep link, add it to the base URL of your SuccessFactors instance. To find your base URL, look at the URL for your login page. An example is shown below.
Now we can set up our deep link. Go to “Manage Home Page” and find the “Quick Links” tile as seen below.
Click on “Manage Links” in order to add the URL. Click the plus sign seen in the top right corner of the page. You will then be able to add a new entry. Provide a name for the link label, turn the link on by default, enter the newly created URL and save. An example is seen below.
Now go to your home page. The new deep link will now be available in the “Quick Links” tile as seen in the example below.
Clicking on this tile, the user will see all of the quick links available to them. In the example seen below, the user has added this link to their favorites.
Clinking the link will take the user to the “My Current Role” tab on Career Worksheet as seen below.
That wraps up what is new for Career Worksheet. Next we will move on to the Development Plan.
The final “what’s new” for Career Development Planning is the availability of the Buddhist calendar in Development Plans. This enhancement is specific to customers in Thailand. The Buddhist calendar will now display in:
Development Plan – add and edit learning activity
Development Plan – add and edit goals
Learning Activity within Development Plan – create and edit new learning activity
Learning Activity Group within Development Plan – group definition, edit assigned learning activities for groups
We have now seen the new features for Career Worksheet and Development Plan. Now let’s see the enhancements for Mentoring.
There are no new features in Mentoring but there are a few universal updates to existing functionality:
Enhanced Matching Rules
Reduced number of recommended mentors
Email notifications for changes in mentor availability
We will look at each one.
Enhanced Matching Rules
When an admin creates a mentoring program, the program signup form is configured. The admin creates a series of questions that mentors and mentees must answer when joining a mentoring program. Now matching rules are defined for each question. The system determines the best match for a mentor and mentee based on the responses and the matching rules for each question.
When creating the signup form in prior releases, there were only four columns to complete as seen below.
The fields to complete were: “Answer Type“, “Selection Values“, “Questions to Mentor” and “Questions to Mentee“.
The admin would create questions for the mentors and mentees. Each question would need to have the answer type defined: free text or a picklist. If the answer would come from a picklist, the picklist would be identified in the “Selection Values” column.
The latest version of Mentoring has a much more robust method for matching program participants.
The new signup form is displayed below.
Like the previous releases, a matching rule is created for each question that appears on the signup sheet. Now there are additional criteria defined in order to find the best match:
Matching Based On
The “Answer Type” and “Selection Values” columns from previous releases have been combined into the “Question Category”. An example of the selections for this field is shown below.
If the question may be answered by a picklist, the picklist is identified in this field otherwise the question category value would be “Free Text”.
In order for mentors to be matched to mentees, all of the questions cannot be free text.
Just a few things to keep in mind about picklists.
The picklists that may be used for each question are: competency, department, division, location, gender, job family, job role, job code, job level, job title and skill. You may also use custom picklists. The picklists need to be defined in the data model and permissions must be granted.
The same picklist (standard and custom) may be used in multiple questions.
Custom picklists may only be used when matching is based on preference, not with mentee or mentor preference or profiles.
New is the “Matching Based On” column. For each question, matching may be based on:
Preferences. Mentors and mentees are matched based on their answer to the question.
Mentee’s Preference. Using this match type, there is only a question for the mentee. The mentor will not get the question on their signup form. Matching is based on the mentee’s answers and the mentor’s employee profile.
Mentor’s Preference. Using this match type, the question is only for the mentor. The mentee will not get the question on their signup form. Matching is based on the mentor’s answers and the mentee’s employee profile.
Profiles. This match type does not use a question. Matching is done based on the picklist value for the question on the mentor and mentee employee profiles.
Also new is “Key Question”. When a question is identified as “key”, and the mentee and mentor don’t satisfy the matching criteria for the question, they won’t match. Key questions cannot be weighted.
Matching type. Options are “Matched” or “Not Matched“. Matching depends on the answers or the profile to determine if they are a match on each question. If the answer is defined as “Not Matched”, the answer to the question by the mentor and mentee cannot be the same in order to match on the question.
Weight. If used, the sum of the weights must equal 100. If this column is left blank, equal weight will be given to each question. If you wish to omit a question from matching, you may leave its weight blank but have the weight for the remaining questions to add up to 100. Responses to key questions and free text questions cannot be weighted.
The table shown below identifies which fields are available for each “question category”/”matching based on” combinations. The fields that the admin will be able to enter for each question on the signup form will differ based on the matching options.
Matching Based On
Question to Mentor
Question to Mentee
Field Availability Based on Question Category/Matching Based On
For example, if you are using employee profile as the matching type, there will be no questions for the mentee or mentor because matching is based on the picklist value on the mentor and mentee employee profiles. For all cases where a question is identified as “key”, the weight field will not be active.
The matching between mentors and mentees is based on the rules set up for the signup form questions. Matching rules determine the recommended matches. The system compares data from the mentee to the mentor.
The matching program looks at the key questions first. If the matching rule is not satisfied for any of the questions, the mentor/mentee are not considered a match. If there is a match based on the rule of a key question, the system keeps matching based on additional question matching rules. For non-key questions, preferences or employee profiles are compared to calculate the mentor’s match score.
Skill and competency questions calculate a match score based (0 to 100) on the number of picklist values matched for a question. The number of mentor’s competencies/skills that match with the mentee is divided by the total number of competencies/skills that the mentee selected in their signup form. This number is then multiplied by 100 to arrive at the match score for this question. So the more competencies/skills that match, the higher the matching score. The match score for any other standard or custom picklist will be 0 or 100. If a question does not have at least one picklist value in common between mentor and mentor, the match score is zero.
After the system calculates the mentor’s match score for each question, the scores are summed. Weights used on a question are also used in the calculation of the final match score. Based on the results, the top ten matches become the recommended mentors for a mentee.
Matching Program for Supervised Mentoring Programs
Supervised mentoring programs use a backend matching program to calculate match scores. This program uses a star system with four matching levels.
Preferred (four stars) match based on preferred mentor selected during sign up
Excellent match (three stars) based on 75% or higher match score
Good match (two stars) based on 50 – 74.99% match score
Average match (one star) based on 49.99% or lower match score
Recommended Mentors Cap
Another enhancement involves reducing the number of recommended mentors. In prior releases, when a mentee completed the questions on their signup form and then saw the recommended mentors, up to 100 recommended matches would display. Now the mentee will only see ten recommended mentors. This limits the mentee’s time scrolling though all matched mentors to make a selection and instead can focus on the ten with the best fit.
We will now look at the final enhancement for Mentoring.
Email Notifications for Unavailable Mentors
The final enhancement involves email notifications for mentor availability status changes.
When the availability status of a mentor changes, their mentees and their pending mentees will receive an email notification. This is very helpful information for mentees to be made aware of so they may select another mentor. In prior releases, only the mentor received notification when their availability status changed.
Going forward, the mentor will only receive a notification if the admin changed their availability. In other words, if the mentor changed his own availability status, he would not be notified. In either case, the mentee will receive the availiabilty change notification.
Let’s look at what happens when the admin goes into a mentoring program and makes a mentor unavailable as seen in the example below.
The mentor will not be available until July 24, 2020 so both the mentor and the mentee will receive an email notification.
The mentor notification is seen below. The email contains the date the mentor will be available again. It also explains that the mentor cannot be selected by a mentee when in this unavailable status.
When the mentor is no longer available, the mentee receives an email notification as well. Any mentee that has a pending mentor request with this person will also get the email. A sample email is shown below.
In the email, the mentor’s availability date is supplied. The mentee also is prompted to select a new mentor.
Now we will see what happens when mentor makes himself unavailable as seen below. The mentor changed his availability and entered the date when their availability date.
In this case, only the mentee will receive the availability notification.
Next, if the admin goes into the program and makes the mentor available again, both the mentee and mentor will be notified.
Here is a sample email notification received by the mentor.
The mentor is made aware that they are available again so the mentor may expect to see some mentoring requests coming his way again. The email also explains that they may go into the program to change the availability or status.
The mentee is notified of the mentor’s availability as well. Shown below is a sample notification.
If mentor makes himself available again, only the mentee receives notification.
We have now seen what’s new and enhanced for Career Development. Now we will take a brief look at the limited release for a new feature.
A new component of Career Development is Career Explorer. It uses a machine learning algorithm to make recommendations for future job roles based on users “like me”. Career Explorer recommends career opportunities based on the career paths of people who are similar to the user in the organization. An employee can see the career path taken by others that used to have the same job role or who have similar skills, previous roles or education. This give the employee some additional future job roles to consider that may not be within their regular career path. This tool provides personalized guidance over the predefined career paths to determine the possible next role.
Career Explorer helps an employee find possible future roles outside of traditional career paths or even discover an unexpected fit for a role. These roles may be set as targets for career development. Based on the recommended roles, the user can also see a future career path in a lineage chart.
A sample view of Career Explorer is shown below.
Competencies, skills and other job profile details may be viewed for each role. The employee may see how well they meet the job role requirements. If the role is added to their Career Worksheet, the employee may identify competency deficiencies and then create development goals and learning activities to help fill those gaps.
Career Explorer is currently available only to those in the Early Adapters Care program (EAC). In order to apply, you must be have a minimum of 1000 employees all associated with job roles. Additional requirement include using:
Job Profile Builder using job code, job classifications and competencies
Career Development Planning, preferably with Career Worksheet enabled
Registration ends November 1, 2020.
We have now seen what’s new and improved within the Career Development module. And we have seen what is coming with the new Career Explorer. Check out my blog on what’s new for SAP SuccessFactors Succession for 1H 2020 as well.
With the SAP SuccessFactors First Half 2020 release there are six updates in Succession. There are four new features and two enhancements. Let’s start with Talent Pools.
There are two new features and some minor enhancements for Talent Pools.
The two new features are:
View Nomination History for Talent Pools
View Talent Pool Nominations in People Profile and Talent Cards without Talent Pool Object Level Permission
The Talent Pool enhancements involve filter fields and the Nomination Table.
Now let’s look closer at each starting with what’s new for Talent Pools.
View Nomination History for Talent Pools
This new universal feature permits those with Talent Pool permission to see nomination changes for nominees within a Talent Pool.
In prior releases, there was no nomination history available to view within a talent pool. Now users with Talent Pool role-based permissions with assigned target populations may see the nomination history for employees in a talent pool.
Within a talent pool, there is new icon used to view nomination history for each nominee. The example shown below identifies the icon which displays on the top right side of the talent pool table.
Talent pool nominees that have nomination change history for this pool will display in the “Nominees” section that displays on the left side of the page. Click on any nominee name from this column and their nomination change history for this talent pool will display.
An example is displayed below.
The name of the user that made the change will display along with the change date. The readiness, status, nomination source and notes for each change are displayed as well.
Approved and Removed nominees will display their nomination history. You must click the checkbox for “Show Removed” in the nominees section to see any employees removed from the talent pool. Both Approved and Removed nominees will display as seen below. The default view is approved nominees.
To see the nominee’s talent pool history for another date range, click the “Date Range” calendar icon that is available on this screen. An example is shown below.
The default date range is one year from the current date. The date range may be modified and then the nomination history will display for the new date range
We will now look at the other new feature for Talent Pools.
View Talent Pool Nominations in People Profile and Talent Cards without Talent Pool Object Level Permission
It is now possible to enable users without Talent Pool object level permission to view Talent Pool nominations of employees in People Profile and Talent Card.
This new feature may be used to enable managers to see this information for their direct reports in People Profile and Talent Card.
This is a provisioning opt-in. The setting to enable is “View Talent Pool nominations in People Profile and Talent Card without having the Talent Pool object level permission“.
When enabled, users without Talent Pool object level permission may view Talent Pool nominations for employees within:
Nomination Block in People Profile
Nominations section of Talent Card
In addition to these two new features, there is also an enhancement for Talent Pools that we will look at next.
Talent Pool Enhancements
There are a few enhancements to talent pools. Let’s open a talent pool to see what’s changed.
Talent Pool Nomination Table View
First, there are more lines available in a talent pool nomination table view as seen below. This update also includes making the line width consistent with tables in other modules.
Notes Column Placement
There is an additional display field option as well. Users may modify the position of the Notes column. Let’s see how it’s done.
Within the talent pool, click on the “Define Column Properties” icon as noted below.
A pop up displays the available fields that may be included in the talent pool view. When the cursor is place on “Notes“, the upward and downward arrows may be used to change placement of this field.
Clicking “OK” and the nominations in the Talent Pool will now reflect the changed column order as seen in the figure below.
The final enhancement to Talent Pools involves selected filters.
Talent Pool Filters
First, the selected filters can now be automatically cleared after all nominees are deleted from a Talent Pool. Looking at the example below, the filters were defined by clicking “Adapt Filters“.
Here is where the filters are defined. The fields to use as filters are selected and will appear on the filter bar within a talent pool.
In the example shown below, there is a filter to display nominees with a readiness of 1 to 2 years.
After the final nominee is deleted from the talent pool, the readiness filter is cleared as seen below.
We have now seen all of the updates for Talent Pools. Let’s see what else is new in Succession.
Exclude Nominees from Seeing Themselves within a Succession Plan
This is an admin opt-in setting that when enabled, prevents users nominated as successors to see themselves in a succession plan. This will also prevent them from nominating themselves. This means that users with permission to do Succession Planning for certain positions won’t see themselves within the succession plans of those positions.
Let’s see how to enable this feature. Go to “Nominations Set Up”. Scroll to the very bottom of the screen and enable “Exclude nominees from seeing themselves within a succession plan”. The “Nomination Set Up” page is shown below.
This exclusion prevents nominees from nominating themselves. Additionally, the nominees would not see themselves in Succession Org Chart, Position Tiles, Lineage Chart, Talent card, People Profile, Presentation and Nomination History from position card. A Talent Search would not display them or a list that they are a part of.
There is one additional feature that we will now explore.
New OData API Function Imports for Succession
There are two new OData API Function Imports for Succession:
These function imports may be used to approve or reject nominees that are in a pending status.
In prior releases, third-party applications could only read the Succession nominations in Pending Approval status.
The two new function imports allows third-party applications to write the approval steps of the nomination workflow.
The role-based permissions needed for both function imports is: Succession Planners>Succession Approval Permission.
Approve Nominees in Pending Status
Pending status for approvals are:
Parameters for approval and rejection are nomineeIds (mandatory) and comment (optional).
Now we have seen what’s new in Succession, let’s see the final enhancement.
Picklist Label Enhancements for Matrix Grid Report and Talent Pools Overview Page
In previous releases, picklists used for filter fields in the Matrix Grid Reports and Talent Pool Nominations overview page showed option IDs rather than labels.
Matrix grid reports support custom filters and these filters may be associated with a picklist. If this is the case, the picklist labels will be displayed in the customizable fields. Picklists that are used for filter fields of the Matrix Grid Reports and Talent Pools nominations overview page will now show labels instead of option IDs. A custom picklist with values for a talent pool filter is shown below.
These fields also remember the picklist labels that were chosen the last time.
We have now seen the new features and functionality for the Succession module. Check out my blogs on Highlight of 1H 2020 Release Updates for Calibration and Career Development too.
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:
Last rated form
Last rated date
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_namepermission 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.
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.
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.
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
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.
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.
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.
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.
You have enabled SuccessFactors Job Profile Builder (JPB) and would like to utilize the attributes stored on the job profiles across the SuccessFactors suite. Your job profiles contain competencies that you would like to be used in performance forms and to tie to development goals. You would also like to use Writing Assistant and Give Advice for competencies within a performance form and Coaching Advisor for development objectives but you have heard that JPB does not support their set up. With Job Profile Builder enabled, it is not possible to create writing assistant content outside of Provisioning. Rather than throw in the towel and disable Job Profile Builder, you may update the competency library to use these features.
Job Profile Builder Limitations
When Job Profile Builder is enabled, you no longer have access to “Manage Competencies” in the UI where you would create the teasers and tunings used with Writing Assistant. Also with JPB, the Competency Library Import feature within the instance is not available. Since you cannot manage the competencies within the UI, you must make updates directly in the competency library in Provisioning.
What are Teasers and Tunings?
Before you can understand the competency library file, it helps to familiarize yourself with the Writing Assistant components.
Writing Assistant can be used as a guide for employees and managers when they are writing comments while evaluating competencies on the PM form. Writing Assistant provides suggested sentences which are specific to each competency. Writing Assistant adds the exact sentence in the comments section for a competency and the user may modify the suggested text or leave as-is. When the competency section of a PM form has item comments configured and Writing Assistant enabled, the Writing Assistant button would display near each comment text area.
When Writing Assistant is selected, the competency details display. You will see the competency name, description and suggested phrases to use to describe the employee’s behavior.
Each competency has Teasers. Teasers are short statements that describe actions, attitudes, or skills that demonstrate proficiency in the competency. Teasers break down the definition of the competency into tangible performance levels such as Improve, Meets, or Exceeds. You will also see tabs for Describe Behavior and Give Advice.
The suggested phrases associated with a teaser are called Tunings. Tunings are complete sentences that describe the teaser in terms that are more or less positive, or more or less personal. The tunings make up the Writing Assistant content and allow users to choose the tone they want to use to provide feedback during an evaluation.
The suggested sentences that would be placed in the comments section for a competency on a PM form. Clicking on one of the topics would cause the statement to display in the quote area.
Tunings can be in the first, second or third person narrative. The narrative options displayed are dependent who is accessing the form.
The Give Advice tab provides sentences of developmental suggestions and concepts that address a defined problem area or encourage an employee strength. These are used by the manager to provide some guidance and direction for a competency.
Using the SuccessFactors 2.1 Competency Library
Now that you are familiar with the terminology, let’s look at the competency library in Provisioning. Start by downloading the standard SuccessFactors 2.1 Competency library. This is the most current library and contains 86 competencies with their associated behavior and advice suggestions that are used for Writing Assistant and Coaching Advice.
You may tweak the library to add or hide competencies, add teasers for a competency, change the tunings for a competency’s teaser or add some additional behavioral suggestions. You may also copy the library to use as a template to create your own custom competency library. Each can be done in Provisioning manually or via a competency library import.
the Competency Library File
To understand the contents of the Competency
Library file, it is helpful to know which fields correspond to the Writing
Assistant and Coaching Advice components of a competency.
There are two methods to extract the file.
via Managing Competencies and Skills>Competency Libraries
Schedule Background Job
A one-time job may be created to run the standard Competency Library Export. Go to Manage Job Scheduler>Create New Job.
Set up the export using job type Competency Library Export.
Export Competency Library File
The competency library file may also be exported via Managing Competencies and Skills>Competency Libraries.
Before downloading, be sure to select all competencies and use Unicode (UTF-8) for the character encoding using CSV format and include Export GUID.
Opening the CSV file
To retain the correct formatting of the file, open a new Excel workbook. Next go to the Data tab and select From Text.
Select the file to open.
After selecting the file, the Get Data button is active.
Walk through the text import wizard to get data in formatted columns. Be sure to select Delimited as your Data Type.
Include comma as a delimiter.
Complete the wizard.
When prompted, import the data into the spreadsheet.
The downloaded competency library file contains each a row for each competency followed by teaser records which contain the tunings and behavioral suggestions used with Writing Assistant.
Competency File Layout
The file contains no header records. The first competency in the library starts the file followed by its teaser records. There will be multiple teaser records for each competency and each teaser record will contain the associated tunings.
Competency Record Fields
The first column of the competency records contains COMPETENCY followed by the competency library name in the next column. The only other fields on the competency record are competency name, GUID and default language.
Column A contains COMPETENCY. This identifies the row as a competency record.
Column B identifies the name of competency library.
It corresponds to the name of the competency library that was exported.
Column C contains the competency name.
It corresponds to the competency name shown in Provisioning in the Competency Library.
And matches the name of the competency on the PM form.
Column D contains the competency’s description.
Column E contains the competency GUID.
This corresponds to the GUID for the competency as seen on the Competency Library screen.
Column F contains the default language.
All of the associated teaser records will follow the competency record.
There is a separate record for each competency’s teasers. The teaser records will immediately follow the competency that it is related to. Each teaser record will contain the columns for teaser, category, tunings and behavioral/development suggestions (coaching advice).
Column A contains TEASER. This identifies the row as a teaser record.
Columns B and C contain the same competency library and competency name as the found on the competency record.
Column B identifies the competency library.
Column C contains the competency name.
Column D contains the teaser for the competency.
Column E for the teaser record will contain the category or level of the competency. The standard categories are Improve, Meets, and Exceeds. There will be multiple teaser record in each category.
Column F contains TONE0. If there are multiple tunings for a teaser, the next tuning is TONE1, followed by TONE2, TONE3, etc.
Column G contains the tuning for the teaser. The cell contents include the first person, second person and third person phrases to be used for the tuning.
The first-person tuning phrase starts with [-FIRST-] and ends with [-FIRST-].
The second-person tuning phrase starts with [-SECOND] and ends with [-SECOND-].
The third-person tuning phrase starts with [-THIRD-] and ends with [-THIRD-].
It is possible to have multiple tunings for teaser. This allows for a positivity meter when giving advice by the manager.
To use, create a new column containing TONE1 after the last tuning description followed by the new tuning statements.
A third level would have TONE2 column followed by the associated tuning statements. There are no blank columns between the tunings.
When there is more than one tuning for a teaser, the positivity meter will be available for the manager to use when giving advice.
The column following the last tuning description is blank. If using Coaching Advice, Column I contains the phrase Behavioral and Development Suggestions and Resource.
Column J contains the actual suggestion/resources for the tuning.
You can create multiple suggestions/resources for the teaser, just be sure to leave a blank column between each.
Now that you are familiar with the competency library and the file layout, you may make additions, subtractions and updates to its content.
To make any updates, keep the columns intact and simply change the data within a record. You may add teaser records for existing competencies or add new competencies.
You may also use the standard library as a template to build competencies specific to your client’s needs. Once all the changes are made, you are ready to upload the competency library.
Import Competency Library
Within Managing Competencies and Skills you will find Import New Competency Libraries which is used to import a new competency library or to update the existing standard library.
If you add competencies or update any component of a competency on the file, you will need to re-import the entire library.
If you wish to remove a teaser from a
competency, omit the teaser from the file when you import and do not check any
of the override options.
Be sure to have Unicode (UTF-8) as the character encoding option.
Manual Updates to the Competency Library
If you only need a few minor updates such as adding a teaser or modifying a competency description, Provisioning is the place that these updates need to be done as well. Go into the competency library and select the competency to update.
Just go into the library, select the competency to update. The competency and its description may be renamed and updates to the teasers and associated tunings can be made as well.
Within a competency you may update teasers and behaviors.
To make changes to a competency’s teasers–you can add levels or rename levels, move, add or delete teasers
Within a teaser, the associated tunings may be modified.
Coaching advisor suggestions may be updated as well. Suggestions may be moved, edited, added or deleted.
Once you understand the record layout, updating the file is easy and allows you to make mass changes without having to manually update competencies. Using the import tool in Provisioning enables you to take advantage of the benefits of Job Profile Builder without losing the ability to use Writing Assistant. Until Job Profile Builder can maintain the teasers and tunings associated with Writing Assistant, this is a viable method for updates.
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.
Role readiness may be calculated in one of two ways:
Summing up the number of competencies for the role
Averaging out the competency readiness
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.
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:
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.
Employees are empowered to manage their career through the use of the SuccessFactors Career Worksheet. The Career Worksheet is a component of the Career Development module which allows employees to view details about job roles that interest them, see the role’s associated competencies and select any as targeted or future roles.
When Job Profile Builder (JPB) is enabled and job profiles are defined, a switch may be set so that the Career Worksheet syncs with JPB. The sync enables role details from JPB to be used in the Career Worksheet.
How does the Career Worksheet work?
Employees may identify roles or career paths they may be interested in. They may the view details about job roles, including the associated competencies. This will enable the employee to gain an understanding of the development effort required to move into these roles.
After the employee selects a job role that they are interested in, there is link on the Career Worksheet to a form that evaluates their readiness for the role. The form measures the readiness by the rating the competencies associated with the target role, not the competencies of the employee’s current role.
The results of the role readiness form help employees plan their career development. By adding roles they are considering to Career Worksheet, they can track and measure their development to prepare themselves for the future roles and responsibilities.
The Career Worksheet also provides a competency gap analysis so the employee can see areas they need to work on in order to be ready to move into the role. This enables them to create development goals to help them attain the needed competencies to progress.
The Career Worksheet may also include a readiness meter based on a readiness calculation which computes a competency match score which compares the employee’s competency rating with the expected ratings for the role. This percentage shows how ready an employee is for a targeted role.
Components of the Career Worksheet
The Career Worksheet contains two tabs: My Job Roles and Suggested Roles.
My Job Roles tab
My Job Roles tab contains two sub-tabs: Job Roles I’m Considering and My Current Roles.
Each sub-tab label includes a job role count.
The Job Roles I’m Considering tab displays a job role count of zero until job roles are selected. This sub-tab will not contain any data or competencies until the employee selects any future targeted role(s).
The My Current Roles sub-tab displays the employee’s current role and the competencies and any development goals associated with each competency.
Job Roles I’m Considering sub-tab
The employee may browse all job roles or the system generated suggested roles.
Click on Browse job roles… to see roles organized by job family. The employee may select multiple roles as target roles.
To select targeted roles from the My Job Roles tab, click on View suggested roles…
The Suggested Roles tab will display.
If filtering is enabled, the employee may select the job family or specific competencies to find roles for.
This filter will cause the suggested roles to display only the roles that contain the selected competency.
The other method to see the suggested roles is to go directly to the Suggested Roles tab on the Career Worksheet. This tab will be discussed later in detail.
My Current Roles sub-tab
The My Current Roles sub-tab displays the employee’s current role and the competencies and any development goals associated with each competency.
The competencies mapped to roles are the only sources of competencies used on the Career Worksheet. This is where the job profile builder comes into play. The components of the job role from Job Profile Builder are pulled into the Career Worksheet. The roles seen on the worksheet are linked to a job code (job classification) where the competencies are mapped.
Any existing development goals linked to the competency are included along with the development goal count. There is also an option to add development goals to the role’s competency.
If the current role has a career path, it may be viewed on the My Current Roles tab. This is a graphical representation of the progressive roles an employee may hold as they grow within the organization.
Any role within the career path may be viewed to see the job profile which contains the role description and competencies for the role.
Suggested Roles tab
The suggested roles are based on configured criteria. The system utilizes an algorithm to produce the list of suggested roles and calculates a score for the role based on proximity in Career Path, Competency, Job Family, Open Positions and Popularity within team.
Add a Targeted Role
Employees may click on a suggested role and add it to their career worksheet as a future targeted role.
Within the Suggested Roles tab, clicking on the plus sign for a role to add it as a target role.
Once selected, a message displays that the role has successfully added as a target role.
A targeted or future role will be seen on the My Job Roles tab, Job Roles I’m Considering sub-tab. The competencies associated with the role are listed as well. If the employee’s current role contains any of the same competencies and they have a development goal linked to a competency the development count will also be listed.
It is also possible to view the career path for any roles under consideration. Within the career path, a role may be selected to add as targeted role.
The career path for the job role displays. The job role in the career path is highlighted and starred.
Any role within the path may be selected as a targeted role.
Once selected, the targeted role appears on the Career Worksheet as a Role I’m Considering sub-tab within the My Job Roles tab.
Targeted Roles Icons
Once a target role in selected, on the Job Roles I’m Considering sub-tab, an Information icon will be visible and will provide instruction on how to navigate through the selected roles and add or delete roles.
Each targeted role will have a Readiness meter along with up to 3 icons: Role Details, Make this the default target role and Add New Learning Activity.
Note: if LMS is not used or not linked to the development module, the learning activity icon will not be present.
Click the Role Details icon to see the job profile associated with the role. The contents of the job profile may include the role description, competencies, minimum requirements, education, certifications, and job responsibilities.
Clicking the star icon will make this the default target role.
After choosing any additional job roles, selected targeted roles will display on the Job Roles I’m Considering sub-tab. Until a role readiness form is completed, the readiness meter will show that the role is not ready.
An important component of the Career Worksheet is the Role Readiness Assessment form. The form creates metrics that help employees plan their career development. When the employee adds roles they are considering to the Career Worksheet, they can launch the form. The form enables employees to review the targeted role’s competencies and rate their proficiency to determine their readiness for the role. This allows them to identify the competency gaps for the target position or future role so that know what areas they need to work on. They can track and measure their development to prepare themselves for the future roles and responsibilities.
A few notes about the Role Readiness Assessment form
Only employees can launch the assessment form for their targeted role.
It is not possible to launch the form when proxied as another user.
There is a link within the worksheet that opens the role readiness self-assessment form, bypassing the usual form creation steps.
The form will auto-populate all of the competencies for the role.
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.
Any other targeted roles that contain the same competencies will have the Readiness Meter updated after the form is completed.
Once the form is complete, the updated ratings are used in the Career Worksheet to show the role readiness.
The employee may relaunch the form as many times as they like and each time the readiness will be recalculated.
Launching the form
The form is launched when the employee selects a targeted role from the Job Roles I’m Considering sub-tab on the My Job Roles tab and then clicks on Evaluate your readiness.
The employee will rate themselves on the competencies needed for the future role. These are the competencies that are mapped to the targeted role.
Ratings for each competency will be required with optional comments for each. Upon completion, form goes to their manager for their assessment of the employee’s mastery of the needed competencies.
The Manager will get form in their inbox and will need to rate each competency, add optional comments for each competency and provide comments for areas to focus on. The ratings and comments from the employee will be visible.
After the manager step is complete, the form may go back to the employee to view and submit to completion. NOTE: this is based on the steps from the standard Role Readiness form template.
The completed form will appear in the employee and manager’s completed folder.
When the employee goes back into the Career Worksheet, the readiness meter for the role that the employee is considering will now contain a percentage. This percentage represents how ready they are for the role based on their competency ratings against the expected ratings for the role.
The Career Worksheet calculates employee readiness for a
role by evaluating the employee’s rated competencies for the future role.
The competencies for a role are configured to determine the expected rating. An employee’s readiness for the role depends on the form’s rating of the competencies against the expected ratings.
By default, the system uses the latest rating information in the system. The admin may also configure to specify a form or a couple of forms as the source of the existing ratings.
Role Competency Expected Ratings
Competency mappings to roles are the sole source of competencies listed on the career worksheet. And only ratings from completed forms are displayed in the career worksheet.
Gaps are calculated using the expected rating from Families and Roles. Since expected ratings can vary by role, the same competency might display different gap values for different roles. The admin may define default weights and/or the ratings expected based on the job role.
The form can be generated again whenever Evaluate your readiness displays on the Career Worksheet. It may be relaunched again and again for the same targeted or any other roles under consideration.
Any additional forms that are completed will then recalculate the readiness meter based on the new ratings. It is also possible to add more roles to consider and run the form for the new roles. There will be a date that shows when the role assessment form was last run so you know when the readiness was calculated. The meter always uses the most recent role readiness ratings.
If any of the roles being considered have mutual competencies, the readiness meter will populate for all of them.
On the Career Worksheet, the gap graph shows the rating for each competency based on the form ratings and what the expected rating is. There is a gap analysis for each competency, comparing the last rating of record specified for the employee with the expected rating for that role.
The blue line in the graph represents the form rating score and the green line represents the expected rating. If the form rating matches the expected rating, the competency is considered “met”.
For each of the role’s competencies, there will be a count of the roles that also have this competency linked to it. This can be expanded to see the other roles.
The targeted role competencies that do not meet the expected rating will display first. These are the competencies that that the employee needs to develop in order to be ready for the role. These will have the green line visible in the graph because the form rating is lower than the expected rating.
These are the competency the employee may wish to add development goal to in order to help them prepare for this role.
The targeted role competencies that the employee has met will be displayed after the competency that need work. There will be no gap for these competencies because the form rating matches the expected rating.
Additional Features of the Career Worksheet
The Career Worksheet has a count of the employees in the targeted role. The list of employees in the role may be displayed.
There is an indicator to set so the preferred next role appears on the profile under Preferred Next Move. Enable checkbox to make the targeted role visible in the employee’s profile. There is a link to go to People Profile. The targeted role will display as the preferred next move.
The Career Worksheet puts power into the hands of the employees so they can take charge of their careers and plan for the future. When Job Profile Builder is enabled, the employee has visibility to roles that will enhance their ability to drive their development and guide their career.
More to come…
Look for the next installment to discuss how to set up the Career Worksheet and Role Readiness Assessment form.
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You may wonder if these are just different terms for the same thing. But these features on the SuccessFactors Performance form serve different purposes and impact the form in different ways.
So what’s the difference?
“Get Feedback” is a feature allows the manager to send the performance form to someone that is not part of the performance process. This enables the manager to route the form to a specific user to get edits and/or comments directly on the form.
“Ask for Feedback” is a feature that enables the manager to send an email to solicit feedback. The performance form is not sent to the feedback provider, they will just reply to the email with their comments.
How do they work?
Both required permissions based on role and route step. A later blog post will detail the configuration needed for both.
Both require permissions based on role and route step.
How does the manager “Get Feedback”? There are two ways for the manager to “Get Feedback”:
Click on the “Get Feedback” button on the bottom of the performance form as shown below to initiate the request.
Click on Actions for the current step on the Route Map on the performance form to see the options. Select “Get Feedback” as shown below.
In either case, a popup like the one below will display and the manager may search for a user.
Once the designated feedback provider is selected, the manager may decide to request edits or comments. Additionally, the manager may opt to add comments to the email that is sent with the request as shown below.
How does the “Get Feedback” provider get notified? As long as the routing document email notification is enabled, the feedback provider will receive an email similar to the email shown below.
If the email notification is not enabled, the feedback provider will still see at To Do item in their performance tile on their Home page. Based on the configuration decisions made, once the form is in their inbox, the feedback provider may add ratings and comments to the goals, competency and overall performance sections of the form. Upon completion, the feedback provider submits the form and it goes back into the manager’s inbox to complete the step.
Can the form be recalled? Yes, it may. While the form is with the feedback provider, the manager may recall the form. On the Team Overview page, the manager may click on the Review button to recall the form.
A read-only version of the form will then display and at the bottom of the form, the manager will see just one button: Recall Feedback
After clicking the “Recall Feedback” button, the editable version of the form will display and the manager may send the form to someone else for feedback or complete the form and submit to the next step.
How does the manager “Ask for Feedback”? The manager asks for feedback via the Team Overview page within Performance. The manager will see all of the launched forms and may opt to ask for feedback for any or all of their team.
As shown below, the manager may request feedback for any launched forms by clicking “Ask for Feedback”.
A popup will display and the manager may select any internal or external feedback provider as long as they have a valid email address. The manager may also modify the default email text before submitting the request as shown below.
How does the “Ask for Feedback” provider respond? The feedback provider will receive an email like the sample shown and will just need to reply back with their comments.
Which email notification is used for “Ask for Feedback”? In order to ask for feedback, the Feedback Request Notification must be enabled as shown below.
Where do the “Ask for Feedback” comments go? The “Ask for Feedback” comments are available to view in two locations.
Stored within the Supporting Information pod on the performance form.
Clicking within the pod, the manager will be able to see feedback date, the author and the comments as shown below.
Team Overview. The manager may also track the status of the “Ask for Feedback” requests on the Team Overview page and view the responses as shown below.
So now what?
Now that you are familiar with the differences, which type of feedback is best for your organization?
When to use “Get Feedback”?
Use “Get Feedback” in cases where an employee transferred to a new manager but you would like the prior manager to provide input to the year-end evaluation.
When you would like someone outside of the roles on the route map to provide ratings and comments.
When you would like ratings and comments on objectives, competencies and the overall performance of an employee and not just general feedback.
Disadvantages of “Get Feedback”
When a form is sent for feedback, it is not available to the manager for edit. The manager would have to recall the form or wait for the feedback provider to complete the form.
Form can only be sent to one feedback provider at a time. Once it it out for feedback, it cannot be sent to another feedback provider until they complete the review or the manager recalls the form.
“Get Feedback” cannot be used in a collaborative step.
The feedback provider would get an email notification if the document routing notification is turned on, otherwise they would only see a To Do item on their Home page.
When the feedback provider submits the form, it goes back to the step where the request was made. The form cannot be routed on to a different step.
When to use “Ask for Feedback”
When you would like to have feedback from several individuals. Up to 30 requests are permitted.
When you would like the manager to be able to edit the form while the feedback responses are pending.
When you do not want the feedback providers to have any visibility to the performance form.
When you would like to have feedback on the employee that may not be specific to the goals and competencies found of the performance form.
When you would like to have the option for external feedback.
When you would like to allow feedback over a specific period of time which may span several steps of the review process.
Disadvantages of “Ask for Feedback”
Once the feedback email request is sent, it cannot be recalled.
Feedback provider has no visibility into what the employee is being evaluated on so the comments may not necessarily be relevant.
Once comments are provided, they cannot be deleted. The comments will appear in the Supporting Information pod as well as in Team Overview.
Can a form use both types of feedback?
Absolutely! You may decide that you like the benefits of each type of feedback and may configure the form to handle both. Either way, the manager is getting a more comprehensive view of the employee which will make the performance evaluation more meaningful.
Is “Ask for Feedback” right for your organization?
It is if you need a fast, flexible method for gathering performance feedback from those outside of the formal evaluation process. This feature enables a manager to get a more comprehensive view of their employees which adds greater perspective and objectivity into the assessments. With a click of a button, a manager may solicit feedback from anyone that has a valid email address, both within the organization and externally. As soon as the recipient replies, the feedback is available for the manager to use within the performance appraisal in the Supporting Information pod.
Things to consider before enabling “Ask for Feedback”
Does your route map have “Start of Review” enabled on the first step? This checkbox makes Team Overview available for managers and is where “Ask for Feedback” is initiated.
Team Overview is also where the manager tracks the feedback requests: the number of requests sent, the request recipients and the status of each request.
Do the majority of the organization’s employees have email addresses? Email is the vehicle used to request and provide feedback so only those with a valid email address may participate.
The feedback provider will not have access to the performance form. Without visibility to the objectives and competencies that an employee is being evaluated on, the feedback provider may be providing comments that are not relevant to the evaluation.
“Asking for Feedback” is not limited to the manager role. Any role contained in the route map with access to Team Overview may be request feedback. Matrix managers, HR managers, and next level managers that are part of the review process may request feedback from others as well.
“Asking for Feedback” does not slow down the review process. When configuring the form, the feedback period is set to determine the timeframe for sending and receiving feedback requests. This means feedback may be requested in steps before the form lands in the manager’s inbox. In addition, the manager may make multiple requests and the form does not get “stuck” in a step until the feedback is received.
Up to 30 internal and/or external feedback requests may be initiated. Each non-employee role from the route map may send out 30 requests. In addition, feedback may be requested from the same user multiple times as long as it occurs on separate days. This is helpful later in the year if the manager would like additional comments from someone that replied earlier in the process.
Once the feedback request is sent, if cannot be recalled. The email goes out instantly, so exercise caution when selecting feedback providers. If the email request is sent to someone in error, it can’t be retrieved.
It is not possible to delete any feedback that has been received. Upon submission, all comments are immediately available on the Team Overview page and within the Supporting Information pod within the performance form.
If feedback is not received, it will not stop the performance form from moving forward. There simply won’t be any feedback in the Supporting Info pod.
You may decide to allow employees to view the feedback. Based on your organization, transparency to the feedback may be encouraged. Typically if employees have access to the feedback, it is during the one-on-one meeting and signature steps.
Feedback is not anonymous. All feedback includes a date stamp and the feedback provider’s name. If you enable employees to view the feedback on their form, be aware that they will know who provided the comments.
As you can see, there are not a lot of downsides to configuring this option. “Ask for Feedback” provides a manager with an additional avenue to gather information in order to conduct a more thorough performance review without adding complexity to the process.
At a later date, I will illustrate how to configure this feature, so please check back.