SAP has announced the latest updates and changes for SuccessFactors for the first half of 2022.
Preview release was on April 15 and production will be released May 20. You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog.
For your convenience, we’ve summarized the highlights of what’s new in the 1H 2022 Platform release below.
SAP continues to invest in numerous updates into the platform, topping most of the other modules for the past few releases. Due to the large number of updates (89 in this release!), we’ve highlighted only some of the most significant changes below. We’ve categorized the updates based on who the affected audience for each change: User Experience Updates, Admin Updates, and System Updates.
SAP continues to remind customers that the Universal release of the Latest Homepage will be in June 3rd for preview and June 24th for production environments. If you haven’t reviewed the changes and opted-in, you should do so now and plan your communication strategy so your users aren’t caught wondering why their homepage changed!
SAP also continues to add more quick actions to the latest homepage, thus increase its usefulness as a quick way to access needed areas of the system without having to click through navigation. The actions added include “Candidate Talent Pools”, “Learning Administration”, “Mobile Activation”, “View Company Documents”, and “View Tile Reports”. The homepage also now allows for grouping of custom cards within the Organizational Updates section as seen in the screenshot below:
You can also see an example of the new half sized custom cards in the screenshot above.
If you are a security or compliance admin, you’ll be happy to know you can now perform read and change audit reports on multiple users for up to 30 days now. The storage limit has also been increased from 1GB to 10GB.
The still evolving transport system in SuccessFactors also got an enhancement in the form of Bundle Management in Configuration Center. You can now create bundles, edit them, and even share them with others! Checkout the screenshot below:
There’s also now a handy import history report available for download in the Configuration Center as well!
The RBP admin screen also got a new facelift! You have the option to turn this one on by selecting the option on the old screen. Check it out below!
Access to APIs based on HTTP Basic Authentication will no longer be supported on November 17 2023. This gives customers about a year and a half to adapt any existing interfaces that log on to the APIs directly to OAuth 2.0.
The APIs will now also start to be throttled. Probably a smart move on the part of SAP to keep system stability, but but news if you have interfaces that make lots of calls. Don’t worry – the limit is now 40 requests per second so you’d have to be doing A LOT of calls to be affected.
The APIs have also been enhanced with more linking between a variety of entities. Check the main What’s New Viewer page for specifics.
We have now covered the Platform update highlights for 1H 2022! SAP continues to invest greatly in the platform to expand the overall capabilities of the system, concentrating on consistent and enhanced user experience while giving admins more helpful tools.
I’ve implemented and supported many SAP SuccessFactors systems across my 15+ year career. One repeated issue I’ve come across throughout these years is how to catalog skills, competencies, and the like in a systematic way that allows employers to record, categorize, evaluate and search through employees who have specific skills at specific skill levels. Imagine starting a new project or opening a new plant and being able to see who out in your existing talent pool has the skills you need to success instead of hiring new full time talent or contractors. Up until recently, the only way SAP SuccessFactors customers have had to do this out of the box has been the employee profile which lacks the rigid structure needed to really properly catalog skills.
As the SAP SuccessFactors product as continued to expand, SAP has set out to solve this problem. SAP’s answer to the problem of how to record, categorize, evaluate and search through employee skills, competencies, and the like in a systematic way is the Center of Capabilities.
The Center of Capabilities provides a framework where the skills, competencies, and other similar employee attributes that matter to your organization can be cataloged and assigned to employees. The framework consists of two main components: the Capabilities Library and the Capabilities Portfolio. As you might expect, the library contains the listing of all capabilities (skills, competencies, etc.) that are important to your organization. The portfolio shows which particular skills, competencies, etc. are assigned to individuals or job roles (for more information on job roles, check out our blog Introduction to the Job Profile Builder or our book that covers this and more talent management topics). Let’s take a closer look at these two components of the Center of Capabilities.
The Capabilities Library
A Capabilities Library stores a collection of related skills / competencies / attributes. For smaller organizations you may have only one library divided into a few major categories. For larger organizations you may have multiple libraries each containing a single relevant functional area further divided into smaller categories and even groups beneath those. In addition, behaviors can also be added to competencies. Two examples are below, the first a snippet of a simple single company-wide library, and the second a snippet of a larger company collection of libraries with competencies that also contain behaviors (note that as of writing this blog, only competencies are supported in the library, but the long term plan appears to be to include more types of capabilities):
Library: ACME Company Library
Competency: Analytical Approach
Competency: Financial Responsibility
Library: Information Technology
Category: IT Project Management
Group: Project Planning
Competency: Achieving Deadlines
Behavior: Clearly lists key/critical dates
Behavior: Provides consistent status reports
Competency: Being Adaptable to Changes in Plan
Behavior: Takes in New Requirements following change control procedures
Behavior: Adjusts project plan using proven estimation techniques
Group: Meeting Facilitation
Competency: Listening to Others
Behavior: Implements active listening techniques
Behavior: Records key group member discussion points into meeting notes
Competency: Guiding Others to Desired Outcomes
Behavior: Understands and interjects when meeting is becoming derailed
Behavior: Facilitates agreement between meeting participants
Category: Systems Administration
Group: Configuring Systems
Competency: Following Change Control Procedures
Behavior: Reviews change control procedure documentation
Behavior: Listens to and implements architectural review board feedback
The screenshot below shows a sample of what a competency with behaviors assigned looks like within the Library. You can access the library via the “Manage Center of Capabilities” screen (make sure you assign this permission first as well as end user permissions – you can find more details in the admin guide at help.sap.com).
The Capabilities Portfolio
The capabilities portfolio is what ties an individual to a set of capabilities from the library via their job role. Capabilities can be assessed via a performance form. Each capability has a proficiency rating scale assigned to them that determines what their scores can be. Before you can use the portfolio, you’ll have to use the setup wizard pictured below in the “Manage Center of Capabilities” screen to setup the rating scale / proficiency levels. You will also need to associate which performance forms will show the proficiency history.
Once your setup is complete, you can select “Capabilities Portfolio” from the main navigation to look at your capabilities. As capabilities are rated via performce forms, they are updated here. You can look at the capabilities of another by searching for their name and selecting “Go to -> Capabilities Portfolio” from the action menu.
As of right now, the “Center of Capabilities” is mostly a rebrand of the existing competency library. However, taking a look at the SAP release roadmap, we can see that subsequent releases should prove to have more functionality that will expand the functionality beyond the initial limits of the legacy competency library. Speaking with contacts at SAP, the vision is to have the Center of Capabilities serve as the location where HR resources can find out all kinds of information about what individuals within the organization can do for it and conversely empower individuals to seek other opportunities in the organization that need their unique capabilities.
For your convenience, we’ve summarized the highlights of what’s new for 2021 Performance Management below.
The updates for Performance Management are primarily targeted for 360 Reviews so we will start with those. The PM form updates will be discussed after these features have been reviewed. Calibration updates can be found in our separate blog here.
What’s New for 360 Forms – Fiori Version
Here are the 10 universal updates made for the Fiori version of 360 forms to provide the same features that are available 360 Reviews v11.
Add Approvers in 360 Reviews
Approvers may now be added in the Modify stage.
Development Goal Section Available in 360 Reviews
A development goal section may be added to a 360 Review form template. These enables employees the opportunity to add and edit development goals.
Display a Data Table for a Chart
Within a 360 Executive Review and Detailed 360 Report, a user may select the table icon on a chart to see a data table. This provides text equivalents for non-text content.
Display External Users in Search Results When Adding Participants
It is now possible to add external users as participants without having to disable the system setting Hide External Users from search results.
EZ Rater Available in 360 Reviews
When enabled, the EZ Rater option provides a more condensed list view for rating goal and competencies.
Form History Available in 360 Reviews
Prior performance and 360 forms are now available within a 360 Review. The History button will display options to view either form type if available.
More Form Actions Available in 360 Reviews
Additional action options are now available for 360 forms. Information about the form may be viewed and the form may be deleted.
Print Preview Available in 360 Reviews
When the user clicks the Print button, a popup displays a preview of the form. This provides the user the opportunity to select the entire form or selected sections to print.
Stack Ranker Available in 360 Reviews
Stack Ranker can be enabled which allows side by side ranking of employee competencies. Ratings may be modified and comments added.
Section Descriptions Fully Displayed by Default
Now section descriptions are fully displayed by default and can be collapsed. Clicking Show Less to hide content. Previously sections were collapsed and the user had to click Show More to see the content.
What’s New for PM Forms
There are 5 universal updates for PM forms.
Customized Weighted Rating Supported in Import Overall Scores
Previously it was only possible to import overall scores into the Objective Competency Summary, and Performance Potential Summary, and Summary sections. The new release enables you to update overall scores for the Customized Weighted Rating section.
On the import file, use <PERFORMANCE> rating in the CSV file. The rating field is also used to update the Summary and Performance Potential section overall rating. If there is more than one PERFORMANCE rating, there is a priority for updating. The section order for uploading from high to low is:
Customized Weighted Rating
Performance Potential Summary
Deep Link to Performance Management Forms
There is now a deeplink available to access a performance form: /sf/openFormByDocId
New OData V2 API Entity FormCustomizedWeightedRatingSection
There is a new OData V2 API Entity: FormCustomizedWeightedRatingSection. It can be used to get the Customized Weighted Rating section details of a performance form in order to update the manual ratings section of the performance form.
Target Population in Role-Based Permissions for Import Overall Scores
This update pertains to the Customized Weighting Rating import that we just covered. Role based permissions may now be used to restrict users to importing scores for only their target population.
Select a role in Manage Permission Roles. Go to Permission>Administrator Permissions>Manage Document and select “Import Overall Scores Only for Target Population” and “Include All Employees” which allows granted users to update manual overall scores for all employees.
Live Profile Section Deleted
A Live Profile section can no longer be added to PM forms. Information in the existing section is no longer available. A link to People Profile can be used on the form instead.
What’s New in Continuous Performance Management (CPM)
There are some new early adapter features for the latest version of Continuous Performance Management (CPM). They are admin opt-in or opt-out features. We won’t cover these here since the latest version is not widely enabled. When the latest version of CPM is enabled, these email reminder notifications will become obsolete: Conduct 1:1 Meeting, Update Status, along with Activity and Achievement reminder notifications.
The latest version will handle notifications differently since multiple roles can be used and meeting channels can be created. Requests and meeting notifications can be created for anyone in the user’s meeting channel.
We have now covered the highlights of the PM related updates for H1 2021. See our blog for Calibration release features.
In this release, we saw a wide range of enhancements across the Talent modules – some specific to Succession and others that lay across the modules but help out succession planners. Let’s take a look at what’s new in the Succession module below!
Succession Management Specific Changes
Let’s start with what’s new just for Succession Management before we take a look at some general talent improvements that are relevant to Succession.
The main new feature exclusive to Succession Management is the ability to view nomination history in the talent card and in the people profile. Users will with Succession Planning permission can click a history icon on these screens to see a list of positions for which the employee has been nominated and information about the nomination history for each including the date, nominator, readiness level, status, change type, and notes. The information includes deleted nominations as well.
Hide Pending Nominations for Talent Pools
Succession configurators have had the ability to hide pending nominations from succession planners for some time now, but the ability was only extended to position nominations. Now, this feature works for talent pool nominations as well. This configuration setting remains in the same in Admin Center -> Nomination Setup.
Form-Based Nomination Deleted
Another update specific to succession with this release is that form-based succession nomination will be completely deleted as of May 21,2021. This was a legacy method of approving nominations – if you never used it, then don’t worry because no action is required. If you are still using forms to approve nominations, you have little time left to switch to the newer permission-based method!
General Talent Management Updates Relevant to Succession
There are also numerous updates across the talent modules in general that affect not only Succession, but also Performance, Goals, Development, and/or Calibration. Let’s take a look at these briefly below.
Editing Talent Info Directly on a Talent Card
It seems like every customer for whom I’ve implemented Succession has asked why they need to switch between the employee profile view and other views to edit talent information. Why can’t customers just change the information right on the talent card that shows up across the different views that contain the talent card? This way data like impact of loss or risk of loss can be updated when the user has the contextual information they need to make the decision. Well now, customers can!
Users can now click the icon shown below to open a popup that allows these fields to be changed.
My Jobs Downloads
Previously Succession (and other talent reports) could be downloaded from the Scheduled Reports page in Classic View. Reports may now be downloaded from My Jobs page within Report Center. This eliminates the need to switch to Classic View prior to downloading.
A report with multiple files can be downloaded in a compressed .zip file or downloaded individually.
Numerous Calibration Session Improvements
There are a variety of calibration session feature that have been added/updated as well. For example specifying default facilitators or allowing managers to more easily create calibration sessions for their teams. For more information on these improvements, check out our blog on What’s in in H1 2021 SAP SuccessFactors Calibration Release.
That’s a Wrap!
That’s all of the updates for H1 2021! We hope you found this blog informative!
There are five universal updates related to Mentoring and one for Development Goals. Let’s take a look!
The mentoring features are related to the mentor program sign up process and are designed to improve the user experience.
Key Questions Indicated
In the sign up sheet, required entries are noted by a red asterisk. This ensures the mentees complete these fields prior to looking at the recommended mentors. Answering the key questions will improve the recommended mentors match.
Answers to questions will be saved but preferred mentors are not saved.
Save Sign Up Program to Complete Later
There may be times when an employee starts to enroll in a mentoring program but is not ready to commit. Maybe they need to consider their mentoring preferences further or need to check in with their manager first. The employee may start to fill out the sign up form, save it and come back to it later to make any updates prior to signing up.
There will be a “Save for Later” button that will display within the program sign up page.
Once saved, the program will appear on either the Invitations or Open Enrollment tab, whichever is applicable.
The program visible on the tab and can be easily be identified with an icon and “Saved for later” text.
Identify Mentor Requests
While filling out the sign up form, mentors that are selected from the recommended list will display a green check mark on the mentor cards.
Confirm Sign up
A mentee will see a confirmation popup when they are completing a program sign up. This gives the mentee the opportunity to confirm signing up for a mentor program. By clicking the “Complete Signup” button, the mentee is enrolled and mentor requests are submitted.
Your Mentor Requests
The Mentoring Page will contain a new section that tracks any mentor requests that a mentee has made. The “Your Mentor Requests” section allows a mentee to see the status of their mentor requests. Pending requests will appear as well as any declined requests and reasons. This feature is only applicable to open enrollment and unsupervised programs. Supervised programs rely on a matching program instead.
Mentees may also cancel any pending mentor requests.
Admin Opt-Ins for Mentoring
There is one admin opt-in available to for Mentoring.
Qualtrics Surveys for End of Mentoring Relationships
Qualtrics Surveys may now be used with Mentoring. The survey can be used when a mentor program participant opts to end the mentoring relationship. Based on how the program was configured, either the mentor or the mentee may cancel the mentoring relationship. A survey will pop up after a participant ends the mentoring relationship.
An email survey is sent to the other participant in the mentor relationship.
The feedback provided in the survey results are seen by the program owner and may be helpful when designing new mentoring programs.
In order to take advantage of this feature, Manage Qualtrics Integrations from the SAP SuccessFactors Admin Center needs to be set up.
Learning OData V4 Service
There is a new Learning OData V4 service. When using transcript or legacy learning activities, learning activities may be created and updated in mass to be associated with development goals and competencies.
SAP SuccessFactors Job Profile Builder (JPB) is a tool used to create and maintain job profiles associated to job roles. Job profile content can be used when creating job requisitions but it can be used for much more. JPB is integrated with many HCM modules and the key that ties all of these modules to Job Profile Builder is job roles.
The job profile components can be used in many modules. These components are useful in many areas of SuccessFactors including:
First, let’s look at a job profile. Job Profiles are tied to job roles within a job family. The profile can include education, skills and competencies to associate with a job role. This information can get pulled into a req and the position associated with a job will inherit its properties.
An example of a job profile is shown below.
Competencies are a very critical component of a job role. The competencies are selected from a competency library, most notably the SuccessFactors 2.1 Competency Library. Once the job roles are created, competencies are selected to map to roles. Positions associated with a job will then have these competences that can included as requirements on a job req or a way for an employee to track progress on goals.
As you see below, for a role, a competency library is selected and then competencies can be added.
Job codes, skills, competencies and talent pools can be mapped to a job role. Job codes associated with the roles will inherit the skills and competencies. An example is shown below.
The job role below has a job code, 8 competencies, 4 skills and a talent pool mapped to it.
This means that all positions associated with a job code will then have the associate skills and competencies.
Performance Management Any job related competencies can be included on performance form template. This allows an employee to be rated on their job specific competencies.
When a form is generated, all competencies associated with the employee’s role will be pulled in when a performance form is generated.
Development Goal Plans
Development goals can have have competencies added. This is especially useful when using Career Worksheet which we will look at next,
Career Worksheet The Career Worksheet is a component of Career Development and is used by an employee to discover development opportunities based on roles that may wish to grow in to. The Career Worksheet is also dependent on job roles and their job role definitions, mapped competencies and expected competency proficiency ratings.
Job profiles will appear throughout the career worksheet, when browsing roles, viewing suggested roles, viewing career paths to name a few.
The employee selects future or targeted roles to view along with the job role’s associated competencies. The worksheet identifies competency gaps which highlight development areas that the employee needs to work on. The worksheet also illustrates how ready an employee is for the targeted role based on their competency proficiency. The worksheet may also be used to view career paths and suggested future roles.
Competency mappings to roles are the sole source of competencies listed on the career worksheet. Only ratings from completed forms are displayed in the career worksheet.
A job role will require a number of competencies and each competency should have an expected proficiency level rating. An employee’s readiness for the role depends on whether the employee’s proficiency rating for the competencies meets the expected ratings.
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.
An employee can browse career paths and suggested roles from their Career Worksheet. Employees can proactively prepare for that next step. By discovering the competencies and skills needed to exceed in a job role, the employee can create development goals that align with a targeted role. This gives employees a sense of empowerment to develop skills, behaviors and competencies to prepare for future roles.
Suggested roles can be based on career paths or through an algorithm based on a set of criteria. The suggested roles can be a combination of competencies, targeted roles, career path and roles selected by peer. Clicking within any role will will display the job profile, Selecting a role will add it to the employee’s career worksheet in order gauge their readiness for the role.
Clicking the plus sign will add the role the employee’s career worksheet.
The employee can view job roles based on job family. Selecting any will add the role to career worksheet.
Once a target role is selected, the career path for the role can be viewed. This gives the employee a chance to see the job role progression. Job profiles for the roles in the path may be viewed as well.
On the Career Worksheet, the job profile of a targeted role may be viewed.
All of the job roles that have been configured for a career path will display. The targeted role will be highlighted. Clicking on the information icon give the employee a view of the job profile which can be used to help them decide if that is a job they may like to grow into.
Role Readiness Form
The Role Readiness form is launched from the Career Worksheet by the employee and is used to rate how proficient they are in the competencies needed for any future roles that they selected. The form is used to help employees plan their career development and identify areas of development needed for the future roles.
Once the form has been completed, the readiness meter on the career worksheet will show how ready the employee is for the targeted role.
There is a gap graph for each competency comparing the last competency rating of record for the employee with the expected rating for that role. All job roles mapped to a competency will be included. The graph shows the actual competency rating from the latest rating form against the expected rating for the competency.
For any large gaps for the competencies, the employee may decide to add a development goal to help them become more proficient. This will add the development goal to their development plan. The development goal will also show the linked competencies.
Job roles can be tied to talent pools. When a talent pool is mapped to a job role, all positions tied to the job code will then become members of the talent pool. Talent pools associated with a position display in the position card when accessed from the Succession Org Chart or Position Tile view.
An employee’s talent card will also show the talent pools their position is associated with as seen below.
The Position card will also show talent pool successors.
Position and role information may be viewed as well. Within the Succession Org Chart, when viewing a position, the associated job role details may be viewed. Clicking ‘View Role Details’ will open the job profile associated with the role.
The skill profile is linked to JPB.
Employees can add skills whick can be used for employee development and succession planning,
I hope you can see that Job Profile Builder can be used beyond Recruitment. The job profiles created can be extremely useful in developing the people within your organization and not just for finding new talent.
As year-end approaches, it is common for many companies to take a second look at their employee performance and goal setting processes. In the past few weeks, I’ve been helping multiple companies revamp their employee performance processes. While some are just tweaking current forms and processes, others are considering including a new and often enlightening process – 360 evaluations.
What is a 360 evaluation?
The idea behind a 360 evaluation is to get a picture of how others view your performance from all angles. This means that in addition to getting feedback from your manager (top down), you also get feedback from your own direct reports (bottom-up), peers (side), and even external sources (vendors, business partners, customers, etc.).
Why do companies implement 360 evaluations?
Receiving feedback from a variety of sources helps create a more complete picture of how an employee is performing and/or perceived to be performing from different angles. 360 evaluations can help uncover trends and gaps in these different angles. For example, a manager may consider an employee a top performer, but when feedback is asked from peers or external sources on an anonymous basis, the employee might get different feedback (“He’s always on top of his own tasks, but sometimes at the expense of the team as a whole when we need his support”). Similarly, an employee may not be considered a top performer by a manager, but feedback from others could reveal a lot of solid performance feedback into which the manager never previously had sight (E.g. “She’s been so helpful in getting my career on the right path and helping me with work tasks at the expense of her own!”). Allowing this feedback to come to light can help employees and managers work to truly improve employee performance. We’ll take a look in a moment at how SAP SuccessFactors 360 evaluations aid in attaining this kind of feedback.
Walk-through of a 360 form in SAP SuccessFactors
360 forms are launched just like performance forms are. However, it is important to note that 360 forms use a separate screen for launching (don’t worry, this screen pretty much works the same as the other launch forms screen you are used to. After picking a target population, the admin can launch just like a normal performance form.
360 forms will also show up in the performance inbox like other performance forms, but with a different icon. It is important to recognize that 360 forms use a template type than regular performance forms and get treated slightly differently in these respects.
Once the first person in the route map gets the form (in this case the employee), they need to choose who will be involved in the evaluation. The system can be configured to default in people for categories like direct reports, manager, and peers.
Users also have the option to add external participants as shown below by simply providing a first name, last name, and email and then choosing in what category the person should be included.
Once the user is finished adding participants, there is usually an approval step prior to the evaluations being sent out. Evaluations can be designed using sections similar to those you are used to seeing in a standard performance review form. There are sections for objectives, competencies, as well as an introduction and a section for the subject’s information. Unlike regular performance forms that can be configured heavily on the online editor in “Manage Templates”, 360 forms can only be fully setup by partners or SAP (though much of the config is done in the online editor).
For internal participants, the evaluation is sent to the user’s performance inbox like the typical performance reviews where they can then open the form as shown below.
In the case of external participants, after approval of the evaluators, an email is sent with a link that allows external users to access the form. This can be a security consideration for some organizations since the link is only as secure as the receiving email system.
After all evaluations have been completed, the form is put in the completed status and the employee / manger / etc can view the results depending on permission settings. You can see an example completed performance form below.
One key advantage of the 360 form in SuccessFactors over the typical annual performance review is that the 360 feedback comments and ratings can be made anonymous. Obviously the user would know who their manager is, or they might be able to derive who the other evaluators are based on category if there are only one or two – so the forms allow you to configure minimum counts in each category as well as rollups to combine categories to help keep anonymity. The user can click on the link for each reviewer to see the details of each review and create an HTML or PDF printout of the details as shown below.
The form also has a nice detailed report showing the combined feedback comments and overall ratings by category. This can help the employee and manager understand where any gaps between self and manager evaluation ratings may exist along with other types of ratings from other categories. For examplem we can see below there is a large gap between the manager’s perception and the employee and other’s perception of “Prioritizing and Organizing Work”. Perhaps the manager is getting too much priority and the employee needs to focus on the work the team as a whole needs completed!
After this quick walkthrough, hopefully you can now see the advantage of 360 forms as an insightful tool to get employee performance feedback from a variety of sources and understand what a typical end-to-end 360 process looks like.
For more information about 360 forms and other talent management modules in SAP SuccessFactors, check out our book here!
Do you need help implementing or changing your 360 form or other performance and goals processes? Contact us at email@example.com.
Lately, in a variety of customer engagements for various SAP SuccessFactors modules, I’ve had to bring up the topic of the Job Profile Builder. As a relatively new feature that touches every module, it’s really no wonder! But there’s still a lot of customers who aren’t quite familiar with it. This blog should give you an understanding of what the Job Profile builder is, why you would want to use it, and an overview of what it takes to go about setting it up.
What is the Job Profile Builder?
The Job Profile Builder is an important SuccessFactors Platform feature that enables customers to build and organize a catalog of well-formed jobs. So what exactly is a “job”? If you are familiar with position management in HRIS systems, you’ll know to traditionally think of positions as a seat. One person sites in one seat (I know there’s some exceptions, but let’t not get complicated here). Jobs are an abstraction above positions. So where there might be a Maintenance Tech I position who services a building in San Francisco, there’s also a Maintenance Tech I position in Seattle that does the same thing but is a unique instantiation of a position from the San Francisco position. The job describes the common tasks, required skills, education, & competencies, etc. for these positions. If you’d like an idea of what kinds of information companies associate with a job regardless of the system they use, Mercer has a great article here.
What Benefit Does it Provide?
Quite a few benefits are to be had with a well maintained job catalog. From a business process perspective, it will help you categorize and regulate your positions. For example, standardizing pay bands, required competency levels, government classifications, etc. On the Successfactors side, the Job Profile Builder integrates across all modules and can greatly reduce redundant data entry while helping facilitate the business process benefits. The following integrations are available with the job profile builder:
Employee Central: Direct association with positions in Position Management
Performance Management: Automatic Assignment of Competencies
Succession Management: Successor suggestions based on competency assessments
Compensation: Derive compa-ratio based on link with job grade
Recruiting: Automatic population of job posting description from job profile
Workforce Analytics: Planning based on required job Competencies
LMS: Assigning learning content based on job
In the example screenshot below, we can see how the recruiting integration automatically pulls the job description from the job profile for internal and external requisition postings. This can save your recruiters a great amount of time having to re-type job descriptions for each posting.
How does Job Profile Builder work?
There are 3 major components and corresponding configuration screens of the Job Profile builder:
Job Profile Content: Define the options (e.g. drop-downs) that show on the profile. For example what skills or competencies or education types will exist in the system that can be placed on a profile. An example of configuring what degree types will exist for selection in creating a job profile in the system is shown below. There’s also a lot of helpful pre-built content from SAP available for download from the SuccessStore that pops up as you build your content. For more info, see the link here: https://help.sap.com/viewer/70097a1a469d47a0ae08809e4a240f98/2005/en-US/99856fa2c4944001ab5991e92c9454eb.html
This still doesn’t tell us what the Job profile is….well, when you create a Job Profile you are associating it to a specific Job Role and filling in a specific template with the specific content relevant for that role. So to answer the question of what is a Job Profile?–It is the marriage of these 3 components. You can see in the screenshot below where a specific template is being filled in with the content we have setup in the system to define a particular role.
How does the Job Profile Integrate with Employee Central Position Management?
You will notice when you start creating a Job Profile, there’s a screen asking you to associate the profile with a Job Role:
When you edit roles, the system will ask you to map Job Codes. Those Job codes sit between the job Role and the Positions. Thus while there’s a 1:1 relationship between the Profile and the Role, there can be many codes associated to a role. Since there’s many codes across many positions, thus there are many positions that can be associated to one job role and profile.
This provides us with many benefits! For example, whenever you create a requisition from a position with an associated Job Profile, the requisition will automatically pull in the Job Profile as well and activate this integration seamlessly!
Furthermore, the Job Profile builder can utilize Employee Central workflows as well! This can be beneficial as you manage you job catalog as a variety of resources all using the profiles across the modules may want to make edits. In the screenshot below we can see when one of these interested parties modifies the Job Profile it will trigger a workflow.
Hopefully you now have a good understanding of the Job Profile Builder and are excited to start using it! Setting up a job catalog can be a tremendous undertaking, but hopefully now that you understand how the tool works, it can make the task a little easier. If you have an existing job catalog you’d like to import, there are also import screens available for you. As I mentioned before, there’s also a lot of helpful pre-built content available from the SuccessStore.
For more information about the Job Profile Builder and other talent management modules in SAP SuccessFactors, check out our book here!
Do you need help with integrating or setting up the Job Profile Builder? Contact us at: firstname.lastname@example.org
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.
For more information about Calibration and other talent management modules in SAP SuccessFactors, check out our book here!
Do you need help setting up your Calibration implementation? Contact us at: email@example.com
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.