The latest version of Continuous Performance Management (CPM) was restricted in the H1 2020 release and now will be generally available. The H2 2020 release builds on the redesign of the user interface for CPM that began this year.
There are four new admin opt-ins, two universal updates and one admin opt-in update available when using the latest version of CPM. We will start by reviewing what’s new.
New Admin Opt-ins
Latest Version of Continuous Performance Management using Upgrade Center
The upgrade to the latest version of CPM must be done as an admin opt-in using Upgrade Center. There are some features are automatically applied when upgrading:
Activities View- which uses a Kanban board for activity management.
Meeting View – to manage conversations.
Achievements View – with a new layout that shows activities linked to achievements.
Ability to link activities to development goals as well performance goals.
Activities must be used to create achievements.
When upgrading to the latest version, all current CPM users are impacted. It is worth noting if you are contemplating the move to the latest version of CPM, once the latest version is enabled, you can’t go back.
Once the upgrade to the latest version of CPM is completed, there are some additional admin opt-in features that may be enabled.
“Discussion Topics” replaces “Other Topics“. Any existing content within “Other Topics” gets converted to “Discussion Topics“.
There is also a new feature called “Meeting Notes“.
Multiple roles is a new permission based feature which allows users to have 1:1 meetings with anyone in their organization.
“Enable Activity-Feedback Linking ” to link activities and activities tagged as achievements to feedback.
Use of the latest version of Continuous Feedback.
“Disable Deleting Feedback” is a carryover from the prior version that is now available in the latest release which prevents a user from deleting any existing feedback.
Several features are no longer available with the latest version of CPM:
Achievement Linking to Goals
Achievement Linking to Development Goals
Link Activities to Development Goals in Continuous Performance Management
Another new admin opt-in available for CPM is the ability to link an activity to a development goal. In the H1 2020 release of the latest version of CPM, only performance goals could be linked to activities. An example of creating an activity and linking to a development goal is shown below.
Some additional functionality is available as well:
In addition to viewing activities by status and by goal, the Activities view will now have a tab for development goals.
When viewing an activity in the Activity Details view, the development goal linked to the activity will display.
Linked development goals will display in the Meeting view and in the Meeting History page.
Linked development goals in the Activities Kanban board may have name and details edited.
Goal linkage may be changed in the Activities Details page.
Integration with the Career Development Plan and the Development Goals section of a Performance Management form when an activity is tagged as an achievement to a development goal.
If you are using the latest version of Goal Management, Development will no appear in the navigation menu. Instead, performance goals and development goals are housed together within Goals with a tab for each. An example is shown below.
The integration between Goals and CPM allows users to create and view activities within Goal Management. As it already functions for goals, it will now be possible to create and view activities in the Development Goal view.
Multiple Role Support for Continuous Performance Management
The final new admin opt-in feature allows roles beyond the manager/employee hierarchical relationship to use CPM. Currently CPM is limited to the view between a manager and their direct reports. The new Multiple Roles feature allows a user to invite someone else to share a CPM view which contains access to the Achievement, Activity, and Discussion Topic views.
This feature involves a concept called “Channels”. A user invites another user to a channel which contains the CPM Activity view and a Meeting view. An example is shown below.
This feature enables users to have ongoing conversations with those they work with but are outside the traditional employee/manager roles. Users can view achievements and drilldown into individual activities. The Multiple Roles option needs to be enabled in CPM configuration view to use this.
Admin Opt-in Updates
Latest Version of Continuous Feedback for Continuous Performance Management
There is an improved process to request and provide feedback when using the latest version of CPM. Continuous Feedback is not housed within CPM but instead is found in the navigation menu. An example is shown below.
There are tabs for feedback received, feedback given, and feedback requests sent. There are also buttons to ask for feedback and to give feedback.
New is the use of a topic and questions when requesting and giving feedback. Feedback is more targeted and based on questions asked of the feedback provider. Users could select from standard provided questions, admin created questions or allows users to write their own questions.
An example is requesting feedback is shown below.
This flexibility enables users to get constructive feedback on specific topics rather than receiving generic feedback.
Feedback details may also be viewed. An example is shown below.
Filtering of feedback has also been enhanced. Feedback may be filtered by linked activities, shared feedback or feedback by date range. An example is seen below.
There is two universal updates for latest version of CPM that relates to feedback.
CPM Feedback Data in Goal Plans
Feedback from CPM is now available to display in the performance and development goals plans. The CPM achievements column for a goal currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column, clicking on the count will now display the feedback topic title along the topic title and three sets of questions/answers from the Achievements tab.
CPM Feedback Data in Performance Management Forms
The CPM achievements column in the performance and development goal sections of a PM form currently shows the count of achievements tied to a goal. With the latest version of CPM, achievement related feedback will also display. In the CPM achievements column for a goal, clicking on the count will now display the feedback topic title along with the three related feedback question/answers.
We have now seen what new features you can look forward to utilizing with the latest version of CPM.
As we learned in the blog, “Configuring SAP SuccessFactors Calibration Part I – Provisioning“, there are several steps to perform before we are ready to run a calibration session:
Enable Calibration in Provisioning
Configure Succession Data Model
Set role-based permission for Calibration access
Configure a data source template and route map
Enable calibration related e-mail notifications
Configure a calibration template
Configure calibration settings
Assign users to Executive Review role
Configure Calibration History Portlet in People Profile
In the previous blog, we talked about the settings to enable Calibration in Provisioning along with updates to make to the Succession Data Model. We will continue here with the role-based permissions to set up, the features to enable and the calibration configuration to be done in the instance.
Role-based Permissions for Calibration
Role-based permissions will need to be set for Calibration The types of permission needed include:
Administrative – to configure and administer Calibration
End user – to access calibration sessions and the Calibration History Portlet
Reporting – to report on calibration related data
Role-based permissions (RBP) control who a user can see (target population), what features they have access to and what actions they may perform. We will need to set role-based permissions for the admin to configure and manage Calibration, set up e-mail notifications, configure the Calibration History Portlet on People Profile, create Calibration Alerts and create and run calibration activity reports.
You will need to decide which roles will perform calibration related administrative functions. The permissions could be divided between roles such as a system admin and an HR or Calibration admin. A system admin could set up the role-based permissions and configure the calibration settings. An HR/Calibration role could create and manage calibration sessions.
To set up the role-based permissions, choose the admin role that will be used to administer calibration. Within the Administrator Permissions section of the role permissions, find Manage Calibration. The table shown below contains the description of each of the calibration administrative features. Review these features if you think you would like to split the calibration administrative tasks across multiple permission roles.
Manage Calibration Sessions
Used to create and manage calibration sessions.
Manage Calibration Settings
To configure what the roles within a calibration session may do and to identify fields that will appear within an employee search when creating a calibration session. Also may choose which calibration template a manager may launch from Team Overview in Performance, and to set global settings for all calibration sessions.
Manage Calibration Templates
To create templates used for calibration sessions, to identify data source for ratings and define the views of the data and ratings during the sessions.
Mass Create Calibration Sessions
To create multiple calibration sessions via spreadsheet import.
Manage Permissions for Executive Review
To identify the users that may access the Executive Review page for a calibration template.
OData API Calibration Export
To access the Odata API calibration export.
Settings within Manage Calibration
Ad Hoc Reporting Permissions
The admin and HR manager roles could be granted permission to create and run calibration reports. Instead you may decide to create reports as the admin and then share the reports with HR managers to run for the groups that they support. In that case, grant Create Report access to the admin and Run Reports access to the HR manager. The Reports permissions are found within the User Permissions section of the role permissions. The three calibration domains should be selected: Calibration, Calibration Activity and Calibration Org Chart Coverage.
End User Permission for Calibration Tab
You may grant the admin, HR manager and manager roles access to Calibration. After selecting the role to update, within the permission role details in the User Permissions section you will see Calibration. To allow a role access to a calibration session, the Detailed Calibration Permissions and View Calibration Tab permissions should be set. The Detailed Calibration Permissions require a target population and identifies which users may be viewed in session. The View Calibration Tab grants access to the Calibration tab found in the Home menu. The permissions are found below.
There is a caveat to the calibration permissions that we will review when discussing calibration settings. If a user is not assigned to a role with access to the Calibration tab, but is identified as a facilitator, owner or participant of a calibration session, they will have access to the session. This gives the selected users access to the session through the Calibration tab in the Home menu listing without role-based permission. Users identified as facilitators of a session will be able to run the session but not create additional sessions. For any users that need to create sessions, the users should be assigned to a permission group that is tied to a permission role that has permission for “Manage Calibration Sessions”.
Make sure you have a role for all employees that contains General User Permission > Company Info Access and User Search. Without this permission, a user would not be able to open a calibration session and search for users.
Role-based Permissions for Configuring the Calibration History Portlet on People Profile
If you are using the Calibration History Portlet in People Profile, make sure the admin role can manage employee files in order to configure the portlet. The role-based permission can be found within the role permissions under Administrator Permissions>Manage System Properties.
Role-based Permissions for Viewing Calibration History Portlet on People Profile
The admin, manager and HR manager roles may be granted access to the Calibration History Portlet on People Profile. To do this, open these roles to grant access to the Calibration History Portlet background element found under User Permissions>Employee Data as seen below.
Access to view this portlet is not given to the employee role.
Before we dig in, it may be helpful to understand some calibration concepts. Calibration can be thought of in terms of templates, views, roles and sessions. Let’s introduce and define them and then we will go into greater detail.
Calibration Template – defines the data source for the ratings, the settings, the views, and defines the executive review graphs. A calibration template is referenced by a calibration session which inherits all of the template settings.
Calibration Views – identified in the calibration template and defines the various ways the subjects and their ratings data will display in a calibration session.
Calibration Sessions – defines who is being calibrated (subjects) and by whom (participants). Defines the session owners and facilitators, session date and the calibration template used.
Calibration Roles – set in “Manage Calibration Settings” to define what each role can do during a session.
There are a few other features to enabled before we can begin the calibration set up. We will start with the data source for the ratings being calibrated. The data that may be used in calibration session is based on the data source defined in the calibration template. In the calibration template, the data sources may come from four sources: Performance Management, Employee Profile, Succession and Compensation. We will focus on the calibration of performance form ratings.
Configuring the Performance Review Template and Route Map
We have to make sure that the performance form template used for calibration has the necessary components. First, a manual rating must be configured in the form template for any of the ratings that you wish to calibrate (overall performance, overall potential, overall objective, or overall competency). Manual ratings are updated in the calibration session and also allow the drag and drop functionality which is an easy method for the facilitator to update ratings. If your performance form template has both calculated and manual ratings, manual ratings take precedent over calculated ratings.
The route map associated with the performance form template will need to have a dedicated step where calibration will occur. However, this step cannot be an iterative or signature step. Ideally the step will immediately follow the step where the manager enters the rating in the summary section. If you are using an existing performance form template with a step that goes to HR for review after the manager does the rating, this can be used for the calibration step and no route map changes will be needed. An example of the route map with a calibration step is shown below.
If your performance form template contains a Customized Weighted Rating summary section, make sure the calibration step occurs after the step where the calculation of the weighted rating is triggered.
If you have to add a new step to the route map, the performance form template will also need to be updated to create permissions for the new step. Unless you want the role designated for the calibration step (HR manager) to be able to update the form while the forms are in the session, you can make all of the fields and sections “read only” for the HR role in the calibration step. The HR manager would not be able to edit the form from their Performance inbox in this step. Rating updates would be done solely in the calibration session and when finalized would update the performance form.
If you would like the performance form accessed and editable while in a calibration session, the HR role for the step would need “write” permissions for the rating fields. Without this permission, the performance form may still accessed during the calibration session but it will be read only.
If your existing performance form template contains an HR step after the manager assessment step, this can be used as the calibration step, provided it is not an iterative or signature step. Make sure the performance form template has the HR role with the read or write permissions that you wish to allow when accessing the form within Performance.
There are calibration specific e-mails within the “E-Mail Notification Templates Settings” tool that may enabled. Notifications may be sent at various points in the calibration process so you will need to decide which to turn on. Four of the Calibration e-mail notifications that may be enabled via Email Notification Templates as shown in the table below.
Notify Calibration Participants to Submit Ratings
Notify manager of upcoming calibration session and remind them to submit ratings so that forms can move to the calibration step.
Notify Calibration Participants of Session Finalization
Notify owners and participants the calibration session has been finalized. This is a signal that the forms have final ratings and are available.
Notify Calibration Participants of Auto-Routed Forms
Notify manager that a form was auto routed by admin or facilitator to get the forms to the calibration step.
Notify Calibration Participants of Session Activation
Notification to participants of upcoming calibration session.
Calibration E-mail Notifications
The additional notification, Notify Calibration Rating Changes during Session Finalization, is enabled within the Advanced tab of “Manage Calibration Templates”.
After Calibration has been enabled in Provisioning and the role-based permissions are granted, the admin will now see the calibration tools in Admin Center as shown below.
We will explain more about these tools starting with Manage Calibration Templates.
Manage Calibration Templates
The Calibration Template defines the review period, data sources, and data views for any calibration sessions that are linked to it. The template is used to identify the data to calibrate and how data is presented.
One calibration template may be used for multiple calibration sessions, providing the data source is the same. Later when creating a calibration session, it has to be associated with a calibration template and will inherit all of settings from the template.
If you are going to be creating additional calibration sessions but need to calibrate ratings from a different performance form template from another data source, a new calibration template would need to be created.
A sample of the Manage Calibration Templates Overview page is shown below:
Calibration templates are created, edited and deleted here. We will create a calibration template and review the settings that can be made.
Some columns of note:
Data Source for Calibration History Portlet – for each template, the checkmark will display in this column if the Calibration History Portlet is enabled on the Advanced tab.
Used in Sessions -a count of the number of calibration sessions using the calibration template. Clicking the number will display the names of the calibration session associated the template.
Used in Talent Profile – displays a green checkmark if the template is a data source for the Talent Profile. Clicking on the green checkmark to disable.
Click on the “Create New” button to set up a new calibration template. We will walk through the tabs that are used to build the template.
Basic Info Tab
The first tab, Basic Info, is used to name the template and define its review period. Both entries are required. A sample of the tab is shown below.
You will be unable to move to the next if these entries are not made.
The Data tab is used to identify the data sources to calibrate. Ratings to be calibrated may come from many sources: Performance, Compensation, and Employee Profile. Additionally talent flags may be calibrated. Although we are focusing on performance review ratings as our source, let’s look briefly at all the options. An example of the tab is shown below.
Once a data source selected, its section will expand in order to make additional selections.
Here the performance form template that will be the source of the ratings to calibrate should be selected. The associated route map will populate and the route map step where calibration should take place needs to be identified. Based on the performance form template selected, the rating types to calibrate will differ. Select which rating(s) should be calibrated.
Calculated and manual override ratings may be calibrated. If manual ratings are used in the performance form template, these ratings populate the calibration session. If the form template contains calculated ratings, the ratings need to be mapped to values from the rating scale.
In the example shown, performance was selected as the data source. The performance form template has an overall form rating and an overall potential rating. You may select either or both.
Guidelines may be used to enforce alignment to the recommended ratings distribution. Based on the performance template rating scale, a percentage is set for each score. Guidelines can be optional or enforced.
Compensation may be calibrated for an employee’s compensation ratios. Any of the standard planning fields can be selected as can either the final range penetration or final compa-ratio benchmark.
Select the compensation template and the route map step where data can be used. Like the performance form template, the Compensation template must have a single user or collaborative modify step. The template’s planning components and range groups display. An example is shown below.
The available planning components and range groups available for selection will vary based on the template but can include salary, bonus and stock elements. Once the elements are selected, the number of range groups (two to five) are set along with the percentages or amounts used for employee placement. Variable pay cannot be calibrated.
Ratings in Employee Profile are based on elements that are configured in your data model. Possible ratings include overall objective rating, overall competency rating, overall potential rating, overall form rating, and two custom ratings. The calibration session will use ratings stored in Employee Profile that are effective during the review period defined on the Basic Info tab. An example is shown below.
Once the rating type is selected, rating guidelines may be set. Although decimal ratings are supported, they must be mapped to whole numbers. Rating changes made during the calibration session won’t display in Employee Profile until the calibration session is finalized unless the template is configured to display in-progress ratings.
If the standard talent flags, Risk of Loss, Impact of Loss and Reason for Leaving are defined in the data model, they may be included in a calibration session. Often these flags are used to plot on a 9-box. An example is shown below.
Selection of a flag allows distribution guidelines to be set.
The final option on the Data tab is “Others”. Additional informational sources can be selected as reference within a calibration session. Options include to a subject’s development plan, learning activities, quick card, succession matrix report icons and CPM achievements. An example is shown below. These cannot be calibrated.
Based on the data sources and rating elements selected on the Data tab, multiple views of the calibration data may be created which allows different ways of looking at the employees during the calibration session. Multiple views of the data may be configured and each offers some different features. The view types are Dashboard, List View, Bin View, Matrix Grid, and Executive Review
The Dashboard view provides summarized data in a chart format. An example is shown below.
When enabled, the Dashboard view is the first view that is seen when opening a calibration session. Any view, except for the list view, may be summarized into a chart.
The calibration data displays in a table-like format. There is a row for each subject being calibrated. You may update ratings, see ratings from other views, add comments, have access to employee data, compare subjects and mark subjects as discussed.
There are checkboxes to enable in the List View:
Enable List View. When enabled, the calibration session will display the List View. It is recommended to enable this option.
Show Rating of Data Element in List View. When enabled, the rating elements selected to calibrate on the Data tab will display as columns in the List View. For example, on the Data tab, if the selected performance form template has an overall rating, an overall competency rating and an overall goal rating to be calibrated, you will see a column for each rating type in the list view. It is recommended to enable this option.
Show Grid Cell Label in List View. When enabled, all of the matrix view ratings will display as columns on the list view tab. For example, if you create a matrix view for “Overall Goal Rating vs Overall Competency Rating”, you will see a column on the list view that shows where in the matrix the subject’s rating lies.
Select any additional fields to displays as columns in the List view. These are the standard user fields configured in the data model including the 15 custom fields .An example is shown below.
The Bin view groups employees in buckets based on one rating element that is being calibrated. Select the rating element to be used as the “X” axis. The rating elements to choose from are based on the data source(s) selected on the Data tab. Click on the “Add View” tab to create another calibration view. Additional Bin views may be created for any other single rating element. An example is shown below.
After providing a name for the view and identifying the calibration rating element to be used, there are some additional settings that may be enabled:
Show calculated rating in addition to manual rating (only applicable to Bin view). When enabled, the view shows the calculated rating in addition to the manual rating.
Enable Drag and Drop. This option is available for manual performance form template ratings and Employee Profile ratings. You cannot drag and drop a calculated form rating. If there are only calculated ratings selected, the drag and drop option is disabled. Drag and drop is not available for compensation elements either.
Enforce comments on rating change. Whenever a rating is changed in this view, a popup will display and a comment will need to be written to justify the change.
Show an extra column for bin view. An additional rating column may be selected to display for a bin view.
If you choose an element for the “Y” axis as well, this is no longer a Bin view, it becomes a grid (matrix) view instead.
A matrix view plots two different rating sources against one another for a matrix placement of subjects. This is sometimes referred to as a “9-box”. Like the bin view, drag and drop may be enabled as well as enforcing comments when a rating is changed. You may create multiple views varying the rating sources.
As soon as you select ratings for the “X” and “Y” axes, the screen expands and there are additional selections to make. An example is shown below.
Define the matrix grid cell labels and choose the pre-set colors. You may choose the pre-set colors based on the default colors set in your Succession settings. There is an option to add notes for each cell. These “inline” notes can be used to provide information for the calibration participants to get a better understanding of what each cell represents. The intent is to help avoid unintentional bias. An example of a matrix grid with colors, labels and inline notes is shown below.
If you are going to use the same color codes as the matrix grid report in Succession, currently the background color of the placements in Matrix Grid view on Calibration sessions will show paler tones.
The Advanced tab is used to enable some features that will apply to all calibration sessions associated with the calibration template. There are four sections in this tab where you will make selections to enable for your template. An example is shown below.
General Options define some of the functionality within a calibration session. See the table below for the options that may be enabled.
There are two additional general options. Rules and thresholds. The Rules option will not appear unless business rules have been created to trigger calibration alerts. Here any calibration related business rules may be applied to the template. Business rules define scenarios that may cause bias.
A threshold may be set to identify the number of subjects’ forms that will cause a background process when force routing and auto routing during finalization occurs. It is recommended to specify a number no larger than 50. A threshold may also be set for the number of subjects that appear per page of a session. Filters must be used to view subjects above the maximum set.
Restrict Calibration Role Access by Target Population
Calibration sessions allow facilitators, owners, participants, and executive reviewers access to view information for all subjects being calibrated. Access for any selected calibration role may be limited to only subjects in their target population.
Comment on Change of Ratings
This option is used to identify the field required to enter when changing a rating. During a calibration session, a popup with display and the user will be required to enter any of these options:
Authorized By – the name of the user who approved the rating change.
Reason Code – a dropdown list of reasons for the rating change. A reason code picklist must be identified to use this option.
Comment – when a rating is changed within a calibration session, a comment must be entered. The character limit for the comment field is 4000 characters.
When “authorized by” or “reason code” is selected, either would be required entries with a comment optional.
Calibration History Portlet
If you have added the Calibration History Portlet background element to the data mode and granted permission to view this portlet, here you will select the rating types to display along with any matrix views. The options that you see listed are based on the performance form template that is the data source for the ratings.
Now that we have seen the Advanced Settings tab, let’s look at the Executive Review tab.
Executive Review Tab
This tab will only be visible if Executive Review was enabled. It can be enabled in Provisioning to make it available when creating the calibration template. It may also be enabled in “Manage Calibration Settings”.
Executive Review provides aggregated graphs and session details for the template. This view provides a roll-up of calibration activity across all calibration sessions associated with the template. Executive Review provides aggregated graphs and session details across all calibration sessions associated with the template. An example of the tab is shown below.
The Executive Review tab identifies the graphs and data that will appear on the Executive Review page for a calibration session. All of the graphs or charts created from views of the calibration template can be aggregated. There is also the option to add “sensitive” data points to plot against ratings that have views created:
Risk of Loss
Impact of Loss
Reason for Leaving
If you make any calibration template changes once calibration sessions are created, the changes will take effect the sessions using the template. Now that the calibration template options have been reviewed. Let’s move on to some additional set up that is needed.
Manage Calibration Settings
The settings that will apply to all calibration sessions are identified within Manage Calibration Settings regardless of the calibration template used. The settings are used by the admin to perform several functions:
Select action permissions for calibration session reviewers.
Select the calibration template for managers to launch from Team Overview.
Select the fields to display after a search while creating a session.
Select the tools available for Calibration.
The tool is comprised of four tabs:
Manager Template (optional)
Search Results Fields
The Permissions tab identifies the actions (Read, Write, Finalize, Export, and Delete) that the various calibration roles may perform for both active and approved sessions. The calibration roles need to be assigned actions for In Progress and Approved calibration sessions. The users selected when a calibration session is created will have access to the session through the Home menu and will see the Calibration tab even if they do not have role-based permission to calibration.
Active sessions are those currently in progress while approved sessions have been finalized. The permissions granted for these roles are only applicable to Calibration. An example of this tab is shown below:
The calibration roles that are used within a session are:
The Facilitator is usually someone from HR that can be impartial. The facilitator conducts the calibration session and leads the discussion. The facilitator typically does the updating of the ratings and finalizes the session. The facilitator may also create sessions if the RBP role for an HR manager has Manage Calibration Sessions permissions.
A Co-facilitator acts a backup to the facilitator. This role will have the same permissions that the facilitator role has been assigned. Any permissions added or removed for the facilitator role will automatically be updated for the co-facilitator role. The role is optional, you do not need to identify a co-facilitator.
A Calibration Subject is an employee that is being calibrated in the session.
A Session Participant is involved in the calibration session to make the rating decisions. The role is usually assigned to managers of those being calibrated.
A Session Owner is a high-level manager who direct reports are participants in the calibration session. The participants’ direct reports are being calibrated.
An Executive Reviewer is a business or HR executive who needs summarized data across sessions. Users who are assigned this role get direct access to the sessions as well as the Executive Review summary page.
The individuals who will be in these roles will be identified when creating the sessions. These roles are not related to role-based permissions. These roles are specific to Calibration. The Executive Reviewers are chosen in a separate function.
Read, Write, Finalize, Export and Delete actions need to be set for each calibration role. The permissions can differ for active sessions and finalized sessions and you must explicitly assign the actions to the roles. The absence of a permission prevents the role from performing the action.
Anyone assigned to a calibration role with Read permission will have access to the calibration session. This means that a user without role-based permission for access to Calibration within the Home menu will be able to access the calibration session.
Read permission allows the role to see the calibration session but not make any updates to the ratings.
Write permission allows ratings to be updated within the session. Write permission is also needed for a role to create comments on an employee in a calibration session.
Export permission allows a role to download the session from any of the session views. The session will download as an Excel file containing a separate tab for each view.
Delete permission allows a role to delete a calibration session. Only the facilitator and co-facilitator roles have the option to delete sessions.
Manager Template Tab
The Manager Template tab is used to identify which calibration template should launch for a manager in Team Overview in Performance. An example of the tab is shown below.
This tab will not be visible if “Launch Calibration From PMv12 Team Overview” was not enabled in Company Settings in Provisioning. You can also enable the setting on the Global Settings tab that we will review shortly. In order for it take effect, save the settings, go back to the Home page.When you go back into Manage Calibration Settings, the Manager Template tab will be visible.
Remember the calibration template is linked the performance form template that you selected in the Data tab of “Manage Calibration Templates”. Therefore, when you launch the calibration session, the system will know which performance form template to access. If a calibration template is not selected, the Calibration button will not be enabled on Team Overview.
Search Results Fields Tab
The settings selected on the Search Results Fields tab are used on the People tab of Managing Calibration Sessions which will be discussed in a future blog. This tab is used to identify the fields to display after an employee search when creating a calibration session. Additional fields may added to the view after a search as well. An example of the tab is shown below.
The column on the far right, Make Default, is used to select fields that displays for each user in the search results when creating a session.
The “Include Field” column on the Search Results Field tab enables you to choose which additional fields you may add to the view after the search.
The selections made on the Global Settings tab apply to all calibration templates, sessions, and roles. This tab is used to make selections on how calibration will act for your instance. An example of the tab is shown below.
If some of these features are already enabled, that means that were already enabled in Provisioning. These settings will be applied to current and new calibration sessions, and calibration templates. The description of these settings is shown in the table below.
Configuring Calibration Talent Card
The admin may edit sections of the Calibration Talent Card. You may add standard sections or create custom sections. An example is shown below.
The Calibration Talent Card may be opened for a subject in a calibration session.
Manage Permissions for Executive Review
After creating a calibration session, you may determine which users should have access to the Executive Review page. Permission is applicable to all calibration sessions that use a specific calibration template. An example of the tab is shown below.
Any user selected will have access to data from all sessions tied to a calibration template. They will get access to all of the sessions in addition to seeing the Executive Review page. They will see aggregated data and detail done to the subject level. Use this screen to remove access for any existing Executive Reviewers as well.
Calibration History Portlet
Any user selected will have access to data from all sessions tied to a calibration template. They will get access to all of the sessions in addition to seeing the Executive Review page. They will see aggregated data and detail done to the subject level.
Adding Calibration History Portlet to People Profile
If the Calibration History Portlet background element was added to the data model and permission granted to this data for the admin, manager and HR manager roles, the portlet can be added to People Profile. Add the calibration history background element to People Profile using “Configure People Profile”. Typically this block is inserted in a talent portion section that managers have access to.
To select the ratings to appear in the portlet, go back to “Manage Calibration Templates” to find the template that you are going to reference in the portlet. Go to the Advanced tab to find the Calibration History Portlet section. The rating options that are listed are based on the rating types that were selected on the Data tab and any matrix view results from the Views tabs. Select the rating types that you wish to display in the portlet. You may include up to five rating types and three matrix views.
Calibration Home Page Tile
There are two standard Home page tiles for Calibration: Calibration (Manager) and Calibration (Specialist). The tiles share the same name (“Calibration”), act identically and provide a direct link to the Calibration sessions page. A user would never have both tiles. When enabled, managers will have access to the Calibration (Manager) tile and non-managers will have access to the Calibration (Specialist) tile.
A manager will see the calibration tile in the “My Team” section of their Home page. Non-managers will see the calibration tile in the “My Specialty” section of their Home page.
To see the tile, permission to the calibration tab and to the Homepage V3 Tile Group Permissions are granted through role-based permissions. For non-managers without access to the calibration tab, they would only be able to see the calibration tile if they are identified as a participant in a calibration session.
To verify that the tiles are enabled, go to “Manage Home Page”. If the “Calibration (Manager)” tile is on the “Repository” or “Not Used” tab, click the dropdown arrow in the “Move To” column, select “Default” and save the settings. An example is shown below. This will automatically put the tile in the “My Team” section of the Home page.
Moving the tile to the default tab will place it in the “My Team” section. Next, find the “Calibration (Specialist)” tile. If the tile is on the “Repository” or “Not Used” tab, click the dropdown arrow in the “Move To” column, select “Default” and save the settings. The tile will appear in the default tab in the “My Specialty” section. The tiles can also be moved to different sections of the Home page from any of the tabs by using the dropdown listing for “Select Section”. An example is shown below.
Calibration Team Summary Tile
There is a standard summary tile available for managers called “Calibration Team Summary”. To see this tile, the participant of the session must be the manager of the subjects. The Team Calibration Summary tile will only display if the data source of the session comes from a performance form. This tile may be hidden or displayed. Also found within “Manage Home Page”, go to “To-Do Settings”. The list of the standard tiles will display as seen below.
To hide this tile, move the toggle to “No” for the Team Calibration Summary tile and then save the settings.
If Employee Central, MetaData Framework and Intelligent Services are enabled, Calibration Alerts may be set up. The alerts can be used to point out situations where bias could impact the evaluation of some subjects. Calibration business rules may be created that trigger an alert in a calibration session when evaluating subjects. The alert would display when saving the session with a list of subjects that triggered the business rules. The label of the alert message can identify the problem and the alert message can further explain the problem and offer possible solutions.
Typical alerts are:
Subject had a leave of absence which may have impacted their performance rating since they did not have a full twelve months of work to evaluate.
Subject had a noticeable reduction in their current year performance rating compared to the prior year rating.
Subject received very favorable ratings for prior years and has not been promoted.
When creating the business rules, up to three years’ worth of performance ratings may be compared. This means three performance form templates can be identified when creating the business rules. The business rules must then be linked to a calibration template. Within “Manage Calibration Templates”, select the calibration template and on the Advanced tab, select the alert rules to apply.
The alert messages need to be created via Manage Data>Create New. An example is shown below.
External code, effective status localized header and localized description are required. The message should identify the issue and offer solutions (localized description).
Next, the business rules for the alerts must be configured and the triggers identified. Type and select “Configure Business Rules” in the search bar and click “Create New Rule”. As example is shown below. Up to three performance form templates can be referenced when creating a business rule.
Create an alert scenario using If/Then logic or True/False. Define how the system would respond if the “THEN” or “ELSE” option is met. The calibration alert message created in the prior step must be referenced here. An example is shown below.
Once the rules are created, they must be linked to a calibration template. Go to “Manage Calibration Templates”. Select the calibration template to add the rules to. On the Advanced tab, select the alert rules from the Rules dropdown list. An example is shown below.
All sessions linked the calibration template will use the alerts.
The calibration template identified the data source for the ratings to be calibrated, defined the data views used for the calibration sessions, and enabled some general features. Next we configured the calibration settings. The settings defined what each calibration participant role could do, determined search results fields and enabled global settings. If managers will be able to launch their own calibration sessions in Team Overview in Performance, we identified the calibration template to be used. The features and settings are applicable to each calibration template and each calibration session. We also looked at some additional features to configure for Calibration.
Watch for the next blog in the series. We will create a calibration session.
Calibration is a process used to appraise employee performance in a fair and consistent manner. Managers meet in calibration sessions to discuss employee performance and achieve agreement on performance ratings. At the onset of a calibration session, the definition of each performance rating can be agreed upon to enable a common language to use when discussing and evaluating performance. The intent is to help eliminate any potential manager bias when discussing employee performance and finalizing ratings.
SAP SuccessFactors Calibration provides a framework to objectively evaluate employee performance. This tool provides HR and senior managers the means to impartially review and adjust performance ratings across teams, departments and the organization. A calibration session provides a visual presentation of employee data from multiple sources in multiple views. Evaluating ratings in several formats with different filters may help to find areas of bias.
Calibration may be a standalone process or part of a performance review process, a talent review process, or a compensation review process.
Information used within Calibration may be sourced from Performance Management, People Profile, Compensation, or Succession data. Within Performance Management, overall performance, potential, competency, and goal ratings may be calibrated. The Succession related metrics that may be calibrated are Risk of Loss,Impact of Loss and Reason for Leaving. Compensation ratios may be evaluated using the salary, bonus, stock and variable pay components of a compensation template. Overall potential, performance, competency, objective and two custom ratings may be calibrated from the talent profile section of People Profile. Upon completion of a calibration session, ratings are updated in the original source.
We will focus on calibration based on ratings from a performance form template.
Basic Configuration of Calibration
There are several steps to perform before we are ready to run a calibration session:
Enable Calibration in Provisioning
Configure Succession Data Model
Set role-based permission for Calibration access
Configure data source template
Enable calibration related e-mail notifications
Configure Calibration Template
Configure Calibration Settings
Assign users to Executive Review role
Configure Calibration History Portlet in People Profile
In this blog we will cover the steps to configure Calibration in Provisioning. The steps to configure Calibration in your instance will be covered in the next blog, “Configuring SAP SuccessFactors Calibration Part II – Instance Set Up”.
Enable Calibration in Provisioning
First we must enable Calibration in Provisioning. Within Company Settings, search for “Calibration” to find the section called Enable Calibration. Once found, click the checkbox as seen below.
Additional settings under Enable Calibration may be enabled here. If you plan on using Executive Review, which summarizes calibration activity across sessions, enable this feature here. We will need this feature enabled when creating the calibration template.
If you are going to permit managers to create their own calibration session, click the checkbox for “Enable Manager Calibration Session”. We will need this feature when configuring the calibration settings.
The other features may be set in the instance directly via Manage Calibration Settings and will then reflect as enabled in Provisioning. We will be discussing these features in the next blog, so we can leave the rest unchecked here.
There is also a radio button within Enable Calibration used to identify the permission model used. The default permission model is legacy permissions but you should be using Role-Based Permissions (RBP). Make sure “Use role based permission model”is selected.
Save the settings in this section of Company Settings before moving on to the next set of features to enable.
Calibration Reporting Permission
There are no standard reports or dashboards for calibration. Any calibration reporting will need to be done using ad hoc reports. If you wish to make calibration data available for reporting, go to the Analytics and Dashboard Tabs & Misc Reporting section of Company Settings.
“Additional Adhoc Sub domain Schemas Configuration” and “Enable INCLUDE STARTING FROM USER in people pill” will need to have the following enabled:
Calibration Org Chart Coverage
After saving the settings, back out of Company Settings and we will continue with additional configuration set up.
Configuring Calibration in the Succession Data Model
There are elements in the Succession Data Model that can be used for calibration. We will need to update the data model to ensure these elements are configured. Export the data model in order to make updates.
Open the file using an XML editor. Here we will be updating the following:
Calibration History Portlet
We will look at each of these.
The ratings that can be calibrated are based on the available ratings configured in your system. While setting up Calibration in your instance, you identify the data source of the ratings. Earlier we had mentioned that ratings may come from performance form templates. You may calibrate ratings from an existing performance form template or you may decide to create a new performance form template in order to utilize additional rating types such as overall competency, overall goal and overall potential.
In either case, the data model must contain the rating elements that you wish to calibrate. Most likely these already are already in the data model but you will need to verify this. The rating elements are:
A code segment seen below displays an example of the overall performance rating background element.
Make sure all of the rating types that you wish to calibrate are included in your data model.
Additional Elements to Calibrate
There are three standard elements that may display in some of the views in a calibration session. If you are using SAP SuccessFactors Succession, these most likely are in used for Talent Flags and Matrix Grid reports.
A code sample of the flags is shown below:
Calibration sessions can display data in many views. In Part II of this series, you will learn how to create these views. There is a display option feature that is particularly useful for the List view tab. Here the data is displayed in a table with a row for each employee being calibrated. If there are several columns for this table, there could be a lot of back and forth scrolling. With the display option feature, some columns may be hidden. There is an icon for display options that enables users to add or remove certain columns from the view. Some are hardcoded and will always show up as display options in a calibration session:
Quickcard (if enabled in the calibration template)
The Quick Card display option may be enabled when configuring the Calibration template which we will discuss in Part II.
When clicking on the display options icon within the calibration session, any of these fields may be deselected and those columns will no longer display on the view.
There are some icons that may be added as a display option fields. Any display option fields defined for Succession in the Matrix Grid Classifier tool in Provisioning or the flags be set in Matrix Grid Report Icon Reconfiguration may also be used as display options in a calibration session. In the list view, any of these icons selected would appear in a new column called “Attributes”. Bin and matrix views the icons appear underneath an employee’s name. Having these icons readily visible for each employee may be useful when comparing employees.
Filter Options are used in a calibration session to narrow the list of the employees that display. If there are a large number of subjects, this is a way to view a smaller group that meet the filter criteria. It may be more manageable to view subsets of employees during the session.
Within a calibration session, the standard fields that are available as filter options are:
These will always appear as filter fields for a calibration session. If Risk of Loss, Impact of Loss and Reason for Leaving are also in your data model, these fields will also be filter fields. The 15 custom fields that may be defined in the data model may also be added as filter options. To set this up, the custom fields must be part of the default filter in the data model as shown below in the code segment sample.
These custom fields may also be used in as filters in calibration. Module specific filters are defined within <custom-filters>. Identify the calibration module filters by adding this tag:
Include the custom elements that you wish to use as calibration filters. This should be placed after the default filter as shown below:
There is one additional calibration specific element that may be added to the data model. We will look at this next.
Calibration History Portlet
Calibration data may appear in People Profile when the Calibration History Portlet is configured. This portlet provides a snapshot of calibration session data along with ratings. The background element for the portlet must be added to the data model. A code segment sample is shown below.
<background-element id="calibrationHistoryPortlet" type-id="138"> <label>Calibration History Portlet</label></background-element>
If you also wish to use the portlet in the Employee Scorecard, the portlet must be added under the view-template “employeeScorecard”. A code segment sample is shown below.
After making the data model updates, save and import the data model.
Congratulations! Calibration is now enabled and you are ready to set up Calibration in your instance. Coming soon will be my blog, Configuring SAP SuccessFactors Calibration Part II – Instance Set Up to learn how.
Do you need help setting up your Calibration implementation? Contact us at: firstname.lastname@example.org
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
There is a new universal feature that allows ratings from the Customized Weighted Rating summary section of performance form template 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 performance form templates as rating sources.
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 performance form 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, 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.
Do you need help with your career worksheet or SuccessFactors Development implementation? Contact us at: email@example.com
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.
Do you need help with setting up Career Paths or your SuccessFactors Development Implemetation? Contact us at: firstname.lastname@example.org
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 associated with a competency’s teaser can be in the first, second or third person narrative. The narrative options displayed are dependent who is accessing the form.
When an employee accessing their PM form and uses Writing Assistant on a competency, the 1st person (“I”) and 3rd person (employee name) are the two narrative options that will appear as seen in the image above.
Any other roles that are part of the PM form process that can write comments on a competency will see 2nd (“You”) and 3rd person (employee name) narrative options.
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-].
System Quirk to Look Out For
If there are not 1st, 2nd and 3rd place narrative tunings for a competency’s teaser, the narrative buttons will still display but will not place any quotes for a competency.
Let’s look at an example. For the “Accepting Direction” competency, one of the teasers (“dislikes being told what to do”) only has a 1st person tuning as seen in the image below.
The employee will still see the 1st and 3rd person narratives buttons as seen in the image below. However, when this tuning is selected, the name button and “Place Quote” button are clicked, no quote will display in the “Preview Quote Below” box. This is because there is no 3rd person tuning for this teaser.
When the manager goes into the employee’s PM form and clicks the “Writing Assistant” button for the competency, the 2nd (“You”) and 3rd person (employee name) narrative buttons will be available. However selecting the tuning, clicking either narrative button and the “Place Quote” button will not place any quote in the “Preview Quote Below” box. This is because this teaser does not have a 2nd or 3rd person tuning.
It is possible to have multiple tunings for teaser. This allows for a positivity meter when giving advice by the manager. This allows a less positive, neutral and more positive tone to advice for a tuning.
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.
As seen in the example below, adjusting the positivity by clicking one of the positivity button will modify the tone of the quote.
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.