Job Profile Builder: An Introduction

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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
  • Career Development: Competencies pulled into Career Worksheet and Career Paths showing job progression
  • 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.

Example Job Profile Integration with Recruiting

How does Job Profile Builder work?

There are 3 major components and corresponding configuration screens of the Job Profile builder:

Job Profile Templates: define what types of content go on a profile and where and how they are presented.  E.g. you might have physical requirements for some types of roles but not for others. It is basically the layout of what the profile will look like. An example is shown below.  For more info see the link here: https://help.sap.com/viewer/70097a1a469d47a0ae08809e4a240f98/2005/en-US/0ac7427e15cc467eb9a50178c06b53ed.html

Editing a Job Profile Template

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

Managing Job Profile Content

Job Roles: Roles are what you build the profile around.  They represent a specific set of skills, competencies, description, etc.  Roles can be associated with job codes which in turn associate to positions. Job roles can also be grouped into similar categories called Job Families.  You setup the Job roles within the Job Profile Content screen. See the example below. For more info, see the link here: https://help.sap.com/viewer/70097a1a469d47a0ae08809e4a240f98/2005/en-US/aa2d3d5b1027403bbcffa8b29f70196d.html

Setting up Job Roles

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.

The Manage Job Profile Screen: Editing the Content on Your Specific Job Profile

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:

Example screenshot showing organization of Job Families to Roles and Positions when creating a Job Profile

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.

Screenshot of Job Profile Builder Edits Triggering Workflow

Conclusion

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.

Do you need help with integrating or setting up the Job Profile Builder? Contact us at: info@worklogix.com

Configuring SAP SuccessFactors Calibration Part I -Provisioning

What is Calibration?

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.

Enable Calibration

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.

Use Role-based permission model

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
  • Calibration Org Chart Coverage
  • Calibration Activity

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:

  1. Rating elements
  2. Display options
  3. Filter options
  4. Calibration History Portlet

We will look at each of these.

Rating Elements

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:

  • sysOverallObjective
  • sysOverallCompetency
  • sysOverallPerformance
  • sysOverallPotential
  • sysOverallCustom01
  • sysOverallCustom02

A code segment seen below displays an example of the overall performance rating background element.    

sysOverallPerformance 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.

  1. riskOfLoss
  2. impactOfLoss
  3. reasonForLeaving

A code sample of the flags is shown below:

Talent Flags in Data Model

Display Options

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:

  • First Name
  • Last Name
  • Count
  • 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

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:

  • Manager
  • Division
  • Department
  • Location
  • Jobcode

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.

Adding the custom fields as default filters

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:

<filter-module-id=”calibration”>

Include the custom elements that you wish to use as calibration filters. This should be placed after the default filter as shown below:

Calibration Filters

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.

Adding Calibration History Portlet to Scorecard

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: info@worklogix.com

What’s New in the 1H 2020 SAP SuccessFactors Career Development Release

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.

https://performancemanager4.successfactors.com/login#/companyEntry

Remove “login#/companyEntry” and add “/sf/careerworksheet?currentrole=true”  as seen in the example below.

https://performancemanager4.successfactors.com/sf/careerworksheet?currentrole=true

Now we can set up our deep link. Go to “Manage Home Page” and find the “Quick Links” tile as seen below.

Manage Links

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.

Create Deep Link

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.

Quick Links Tile

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.

Link to Current Role

Clinking the link will take the user to the “My Current Role” tab on Career Worksheet as seen below.

My Current Role Tab of Career Worksheet

That wraps up what is new for Career Worksheet. Next we will move on to the Development Plan.

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.

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.  

Prior Version of Signup Form

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.

New Signup Form

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:

  • Question Category
  • Matching Based On
  • Key Question
  • Matching Type
  • Weight

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.

Question Category

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.

Question CategoryMatching Based OnQuestion to MentorQuestion to MenteeKey questionMatching TypeWeight
Free textN/AXXN/AN/AN/A
PicklistPreferencesXXXXN/A
Picklist PreferencesXXXX
PicklistProfilesN/AN/AXXN/A
PicklistProfilesN/AN/AXX
PicklistMentee’s PreferenceN/AXXXN/A
PicklistMentee’s PreferenceN/AX XX
PicklistMentor’s PreferenceXN/AXXN/A
PicklistMentor’s PreferenceXN/AXX
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.

Matching Rules

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.

  1. Preferred (four stars) match based on preferred mentor selected during sign up
  2. Excellent match (three stars) based on 75% or higher match score
  3. Good match (two stars) based on 50 – 74.99% match score
  4. 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.

Recommended Successors

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.

Admin Makes Mentor Unavailable

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.

Unavailable Notification to Mentor

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.

Unavailable Mentor Notification to Mentee

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.

Mentor Makes Himself Unavailable

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.

Mentor Notification of Availability

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.

Mentee Receives Mentor Available 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.

Career Explorer

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.

Career Explorer

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.

Prerequisites

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:

  • Employee Central
  • Job Profile Builder using job code, job classifications and competencies
  • Succession Management
  • Career Development Planning, preferably with Career Worksheet enabled

Registration ends November 1, 2020.

Wrap Up

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.

Do you need help with integrating or setting up your SuccessFactors Development Implementation? Contact us at: info@worklogix.com

Highlights of the 1H 2020 SAP SuccessFactors Release for Succession

What’s New in Succession?

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.

Talent Pools

There are two new features and some minor enhancements for Talent Pools.

The two new features are:

  1. View Nomination History for Talent Pools
  2. 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.

View Nomination History Icon

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.

Talent Pool Nominees with Nomination Changes

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.

Approved and Removed Nominees with Nomination Change History

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.

Modify Date Range for Nomination History

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“.

Provisioning Opt-In

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.

Updated Nomination Table for a Talent Pool

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.

Define Column Properties Icon

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. 

Define Talent Pool Column Properties

Clicking “OK” and the nominations in the Talent Pool will now reflect the changed column order as seen in the figure below.

Nomination Table with Updated Notes Column Placement

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“.

Select Fields to Appear on Filter Bar

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.

Talent Pool Before Nominee Deletion

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.

Nomination Set Up Feature to Enable

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:

  • approveSuccessors
  • rejectSuccessors

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:

  • Change Pending
  • Pending
  • Approval Pending

Parameters for approval and rejection are nomineeIds (mandatory) and comment (optional).

NomineeIds use semicolon between multiple ids.

example: https://<API-Server>odata/v2/approveSuccessors?nomineeIds=’101;102;103’&comment=’testapproval&#8217;

Rejecting Nominees in Pending Status

Pending status for rejecting successors are: 

  • Change Pending
  • Pending
  • Deletion Pending

example: https:///odata/v2/rejectSuccessors?nomineeIds=’100;101;102’&comment=’test&#8217;

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.

Talent Pool Filter with Values

These fields also remember the picklist labels that were chosen the last time.

Wrap Up

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.

Do you need help with your SAP SuccessFactors Succession Implementation? Contact us at: info@worklogix.com

Implementing the SuccessFactors Career Worksheet

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

Career Worksheet

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.

Company Settings to enable to use Career Worksheet and Career Paths

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.

Templates within Managing Plan Template

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.

Company without Career Worksheet XML

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

Career Worksheet Template Elements

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

Career Worksheet XML

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

Field Definition Ids follow self-assessment tag

The standard field-definition ids are:

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

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

Field definitions within the Career Worksheet

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.

View of competency_name field definition id

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

Required competencies for the targeted role

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.

Name of form where competency rating comes from

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.

Date of form completion where competency rating comes from

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.

Gap graph for each competency on Career Worksheet

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.

Rating scale should match scale used in Role Readiness template

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

Rating scale referenced in Role Readiness Template XML

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

Gap graph shows actual rating and expected rating rating 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.

Hover to see the last rating and the expected rating for each competency

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.

Existing development goals count display with ability to add new development goal

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

Competency used on development plan

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.

Development goal associated with a 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.

View of readiness meters for targeted roles prior to initial role assessment completed

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.

Role Readiness Meters for targeted roles
Career Worksheet Permissions

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

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

Career Worksheet Field Permissions

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

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

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

Example of no read permission for competency_name field:

View of worksheet without read permission for competency_name field.

Names of competencies will be undefined without competency_name field read permission

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.

Example of read permission without last_rate_date

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.

Readiness percentage displays because of readiness_meter read permission

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.

Read permission for Readiness Meter
Switches

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

Switch for Proportional Calculation
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”.

Switch to sync future role details with job profile from JPB

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:

Job role details
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”.

Count of number of openings for target role

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 to hide position count
Switch for Development Goals

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

Information icon for competency
Competency description
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.

Switch for proportional calculation

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

Switch to launch form for current role

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

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

Switch for allow form to launch for current role

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

Tag to identify form to open

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

Current roles tab with evaluate readiness

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

Current role Role Readiness Assessment form
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.

Form ids for rating sources

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

Tag to identify form as the source of ratings
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.

“X” allows employee to remove a target role from 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.

Share permission for employee role
Additional Settings

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

Count of employees in a role
To see employee count

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.

Indicator that shows number and listing of employees in a 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.

Form Template Administration section in Provisioning

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. 

Self-assessment tag follows text replacement and behavior tags

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.  

Multiple locales for Role Readiness Assessment form in Career Worksheet XML

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.

Read permission limited to employee, manager hierarchy 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. 

View of Career Worksheet with “Make public in Live Profile” option

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.

Target role displaying on profile

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

Indicator for each target role to appear on the 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.

Preferred Next Move background element

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.

Preferred Next Move Background Element with Optional Fields

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

Additional fields in Preferred Next Move block on Profile

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 block to Profile

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

Employee role permission to edit Future Career Interests
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.

Permission for Employee role to access the Career Worksheet

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

Target population for a role

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: info@worklogix.com

Configuring the SuccessFactors Career Path

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.

View Career Path from 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.

Career Path for Target Role

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

Career Paths displayed via Suggested Roles

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.

Career Path V2 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.

Career Path permissions needed for admin role

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.

Career Path field level permissions

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.

Specify target population

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.

Identify target population for Career Path
Restrictions available for Career Path

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.

CDP Permissions for Employee Role

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.

Career Worksheet with and without link to Career Path

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.

Career Path tab for roles to manage paths

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.

Icons on career path node
  • Number of competencies for job role
  • Number of skills need for the job role
  • Number of people holding this role
Hover to see what each icon means

In addition, the node may contain:

  • Number of talent pools that the role appears in
  • Role’s job family
  • Role’s job code
View of the additional details that may be included for a career path node

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.

Create New Career 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.

Fields that may be used for Career Path

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

Creation of a Career Path

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.

Select a role to build path

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

List view of Roles

Job roles may also be viewed by family hierarchy.

Another way to find a role is via search.

Role name 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.

First node of path created

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

Career Node Actions

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

The following actions may be performed:

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

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

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

Add Lead-to Role

This action adds a new node after the current role.

This would create the next node in the path.

Adding a role after current role
Add Peer Role

This action adds a lateral role above the current role.

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

Replace Node

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

Upon selection of new role, replaces the node.

Node replaced
Cascade Delete Roles

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

After selecting this action, confirm the deletion.

Deletion confirmation screen

All subsequent node are deleted including peer roles.

Path after deletion
Delete Role

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

After selecting “Delete Role”, confirm deletion.

Confirm deletion of role screen

After deletion, node is removed.

After saving, the path is updated.

Updated path after node deletion
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.

Collapsed view of Career Path
Edit Career Path

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

Career Paths tab

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.

Edit Career Path Basic Information
Pop up to edit basic information
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.

Search paths by key word
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.

Edit Basic Information

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

Any values may be updated
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.

Path deletion confirmation screen
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.

Selecting path for role in multiple paths

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.

Search Job Roles

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.

All paths that contain role searching by
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.

Basic career path information

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

Sample file to load Career Paths

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

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.

Import Career Path

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.

File with GUIDs
Suggested Roles

The Career Worksheet also contains a Suggested Roles tab.

Suggested Roles Tab

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

Permission needed to view Suggested Roles

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.

Configure Suggested Roles

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.

Filtering Suggested Roles
Results of filter

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: info@worklogix.com

Implementing the SuccessFactors Role Readiness Assessment Form

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.

Goal permissions

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.

CDP settings to enable

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.

JDM V.2-0 enabled in Provisioning

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

Competency Library Management Suite not 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.

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.

Templates within Managing Plan Template in Company Settings

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

PM forms are found within 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.

Role Readiness Assessment template within Form Template Administration

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

Career Worksheet Template in Provisioning must be present
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.

CDP Permissions for Admin Role

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.

JPB Permissions

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

CDP permissions for the admin role

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

Goal Plan Permissions
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.

Link to the Role Readiness Assessment Form

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.

CDP Permissions

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.

Permission to view Career Path

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

Goals Permissions
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.

Mapping competencies to a role

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

Select competencies in library to map to role

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.

Role in Edit mode

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.

Mapped Competencies for 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.

Select icon to set rating

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

Enter lowest, highest and expected scores for a 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.

Compute becomes active once the scores are entered

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.

Click Apply button to confirm rating

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.

Expected rating set for a competency

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

Save Role to apply expected ratings for each competency

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.

Role with no competencies

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

Targeted role without competencies on Career Worksheet

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

Role Readiness Assessment form without mapped competencies

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.

Roles has mapped competencies but no ratings

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

Targeted role with competencies

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.

Role Readiness Assessment form with 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.

Readiness Meter does not show readiness %

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

No expected rating on gap graph

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.

To use job specific competencies in form

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

Selecting Job Specific Competencies to appear on the form
Ratings Calculation

Role readiness may be calculated in one of two ways:

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

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

The calculation would look like this:

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

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

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

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

Averaging

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

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

The system identifies readiness for each competency:

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

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

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

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

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

Display Targeted Role Name in Title of Role Readiness Assessment form

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

Form with targeted role name in title

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.

Setting for role name on form

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.

Setting to omit role name on form

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

Form without role name displayed in title
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).
Tag for Role Readiness Assessment template

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.

Readiness Scale referenced in Career Worksheet XML

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.

Readiness Scale referenced in Role Readiness Assessment XML
Launching Role Readiness Assessment for Current Role

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

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

Switch to allow form to launch for current role

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

Tag to identify form to open

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

Current Roles tab now has link to evaluate readiness

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

Role Readiness Assessment for Current Role

Some final reminders

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

Do you need help setting up the Role Readiness form or your SuccessFactors Career Development Implementation? Contact us at: info@worklogix.com

How Can SAP SuccessFactors Help Me with My Succession Planning Process?

I recently watched the The King on Netflix, a very well written (mostly borrowed from Shakespeare) movie which begins with the topic of Succession as a young King Henry V rises to the throne.  As my work day progressed the next morning, this got me thinking more about the topic of Succession (although a much less intense version of it).  I like to think of Succession Planning as the crowning achievement of a well-functioning Talent Management system.  In my mind, the ultimate goal of a Talent Management system is to help people grow.  This is really the core function of every component or module of Talent Management systems.  Talent Acquisition systems empower people to find a new opportunity within the company and get their foot in the door.  Goal Setting and Development plans give people a place to set the tangible targets they seek to obtain.  Performance management systems help coach people on obtaining those goals.  Learning systems give them the knowledge they need to get there.  And finally, a good Succession Planning system helps people at the top use all of the information gathered during all of these activities to see who is ready to move on up!

What’s Included?

A typical SAP SuccessFactors Succession Management module implementation covers the below processes:

  1. A Talent Review process including 9-box placement
  2. Talent Search
  3. A Succession Org Chart
  4. Presentations

There are even more features in the module, but for the sake of brevity I won’t cover them all this article.

Talent Review Process

While a formal Talent Review process is not necessary for Succession, it can be a very helpful starting point.  To me, it marks the difference between an organization that takes Succession seriously as an open part of its culture vs. one that keeps the topic of Succession completely behind closed doors.   Formalizing the process forces managers to stop and take the time to think about their direct reports, identify who is ready for advancement, and how to cultivate them for the future.

To help with formalizing the Talent Review process, SAP SuccessFactors offer an out-of-box Talent Review form.  The form consists of a 9-box placement and comments section where managers can place each of their direct reports for which a form is launched.

Sample Talent Review Form

In addition to a talent review form, calibration sessions can also be utilized to gather the “big picture” of resources from different major areas of the company and decide on 9-box placement amongst larger groups of participants in the planning sessions.  Calibration sessions can also be used to determine key flags for resources as well such as “Risk of Loss” and “Impact of Loss”.

Calibration Session 9-Box

Talent Search

Another way to search across the company for people flagged as for Risk of Loss or Impact of loss—or any other talent field for that matter, is the Talent Search.  This is the one-stop-shop for all talent info on your employees!  Things like past performance ratings, skills and languages and degrees pulled from the talent profile are all here as well.  Talent pools can also be made with the search results to help you organize your talent!  There are all sorts of practical applications for Talent Search – for example in the search query I have made below, the results would show me all of my Good to Excellent performers for this year who are also willing to relocate—great information to have on hand when you have a critical position that is empty in a hard to fill location!

Talent Search Criteria
Talent Search Results

In addition to adding resources to talent pools, from here you can also nominate them for positions and also compare how well they stack up against one another in your search (is it just me or do Francois and John look related?)

Talent Search Comparison

Succession Org Chart

The Succession Org Chart is where it all comes together!  Here you can navigate by position or by resources along the reporting chain and nominate people for positions.  Clicking on a position shows you details about what Successors are in queue for the position.  Clicking on a resource shows their “Talent Card” which can be customized to show a variety of talent information stored in the system from the various modules.  You can even nominate successors from the candidate pool in recruiting!

Succession Org Chart – Detail of Talent Card

The linage chart can also help with scenario planning, showing how a potential move could affect the downstream positions.

Lineage Chart

Presentations

Phew!  I’ve had a full year from conducting all of those talent reviews, talent searches, talent pools, and succession nominations, how about you?  Oh no, now the big boss wants a presentation with all of this new data tomorrow morning!  Luckily with the presentations feature, I won’t have to dig through all that data, throw it into spreadsheets, and copy / paste it into a power point deck!  The feature comes with several pre-build slides where you simple choose some selection criteria and you can build things like 9-boxes and team views and pull up talent cards for employees using live data in interactive slides!

Creating Slides
Detail of 9-Box Slide with Talent Card

I love it!  When is the right time to deploy?

As you might imagine from the description given in the introduction, I typically see companies get the most benefit from their Succession Planning system after all or most other components of the system have been implemented.  This is because decision making is all about having the right up-to-date relevant information to keep you well informed – and in this case it is all of the data from all of those other modules that helps tell you who your high-potentials are and when they will be ready for a move.  For example, the talent search functionality works best when resources have filled out their talent profile with things like education and skills – and the talent profile is often easiest to maintain if it has already been pre-populated when the employee was hired from the recruiting system using their candidate profile.  Logically it is also best to establish a performance/potential matrix after you have evaluated everyone’s performance in the system. Further indicating the “right time” to deploy SAP Succession Management, there comes a point in a company’s growth when the Talent Director and/or Managers have had enough of their paper or excel-based Succession planning processes.  If a Director or Manager of Talent is growth themselves, they will need to focus on strategy and growth instead of spending all night re-arranging people on excel spreadsheets.  At a certain number of employees working within the company, the process simply becomes too burdensome to do manually.  If you are at that point now, I’m sure you are eager to get started with all of the features I’ve described here

Do you need help with your SuccessFactors Succession Implementation? Contact us at: info@worklogix.com

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