SAP SuccessFactors H1 2021 Release Updates for Succession

Photo by Sigmund on Unsplash

It’s finally here! As of April 9, 2021, SAP has released the documentation for the H1 2021 release.  The preview release will be April 16 and the move to production will be May 21st.  You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  New to the release process? For tips on how to manage a release, check out our blog here

In this release, we saw a wide range of enhancements across the Talent modules – some specific to Succession and others that lay across the modules but help out succession planners. Let’s take a look at what’s new in the Succession module below!

Succession Management Specific Changes

Let’s start with what’s new just for Succession Management before we take a look at some general talent improvements that are relevant to Succession.

Nomination History

The main new feature exclusive to Succession Management is the ability to view nomination history in the talent card and in the people profile. Users will with Succession Planning permission can click a history icon on these screens to see a list of positions for which the employee has been nominated and information about the nomination history for each including the date, nominator, readiness level, status, change type, and notes. The information includes deleted nominations as well.

Nomination History View

Hide Pending Nominations for Talent Pools

Succession configurators have had the ability to hide pending nominations from succession planners for some time now, but the ability was only extended to position nominations. Now, this feature works for talent pool nominations as well. This configuration setting remains in the same in Admin Center -> Nomination Setup.

Form-Based Nomination Deleted

Another update specific to succession with this release is that form-based succession nomination will be completely deleted as of May 21,2021. This was a legacy method of approving nominations – if you never used it, then don’t worry because no action is required. If you are still using forms to approve nominations, you have little time left to switch to the newer permission-based method!

General Talent Management Updates Relevant to Succession

There are also numerous updates across the talent modules in general that affect not only Succession, but also Performance, Goals, Development, and/or Calibration. Let’s take a look at these briefly below.

Editing Talent Info Directly on a Talent Card

It seems like every customer for whom I’ve implemented Succession has asked why they need to switch between the employee profile view and other views to edit talent information. Why can’t customers just change the information right on the talent card that shows up across the different views that contain the talent card? This way data like impact of loss or risk of loss can be updated when the user has the contextual information they need to make the decision. Well now, customers can!

Users can now click the icon shown below to open a popup that allows these fields to be changed.

Editing Information on a Talent Card

My Jobs Downloads

Previously Succession (and other talent reports) could be downloaded from the Scheduled Reports page in Classic View. Reports may now be downloaded from My Jobs page within Report Center. This eliminates the need to switch to Classic View prior to downloading.

A report with multiple files can be downloaded in a compressed .zip file or downloaded individually.

Numerous Calibration Session Improvements

There are a variety of calibration session feature that have been added/updated as well. For example specifying default facilitators or allowing managers to more easily create calibration sessions for their teams. For more information on these improvements, check out our blog on What’s in in H1 2021 SAP SuccessFactors Calibration Release.

That’s a Wrap!

That’s all of the updates for H1 2021! We hope you found this blog informative!

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

What’s New in the 1H 2021 SAP SuccessFactors Performance Management Release

As of April 9, 2021, SAP has released their documentation for the H1 2021 release. 

Preview release will be April 16 and production will be released May 21st.  You can view the full set of documentation in the What’s New Viewer here. For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here

For tips on how to manage a release, check out our blog here

For your convenience, we’ve summarized the highlights of what’s new for 2021 Performance Management below.

The updates for Performance Management are primarily targeted for 360 Reviews so we will start with those. The PM form updates will be discussed after these features have been reviewed. Calibration updates can be found in our separate blog here.

What’s New for 360 Forms – Fiori Version

Here are the 10 universal updates made for the Fiori version of 360 forms to provide the same features that are available 360 Reviews v11.

Add Approvers in 360 Reviews

Approvers may now be added in the Modify stage.

Development Goal Section Available in 360 Reviews

A development goal section may be added to a 360 Review form template. These enables employees the opportunity to add and edit development goals.

Display a Data Table for a Chart

Within a 360 Executive Review and Detailed 360 Report, a user may select the table icon on a chart to see a data table. This provides text equivalents for non-text content.

Display External Users in Search Results When Adding Participants

It is now possible to add external users as participants without having to disable the system setting Hide External Users from search results.

EZ Rater Available in 360 Reviews

When enabled, the EZ Rater option provides a more condensed list view for rating goal and competencies.

Form History Available in 360 Reviews

Prior performance and 360 forms are now available within a 360 Review. The History button will display options to view either form type if available.

More Form Actions Available in 360 Reviews

Additional action options are now available for 360 forms. Information about the form may be viewed and the form may be deleted.

Print Preview Available in 360 Reviews

When the user clicks the Print button, a popup displays a preview of the form. This provides the user the opportunity to select the entire form or selected sections to print.

Stack Ranker Available in 360 Reviews

Stack Ranker can be enabled which allows side by side ranking of employee competencies. Ratings may be modified and comments added.

Section Descriptions Fully Displayed by Default

Now section descriptions are fully displayed by default and can be collapsed. Clicking Show Less to hide content. Previously sections were collapsed and the user had to click Show More to see the content.

What’s New for PM Forms

There are 5 universal updates for PM forms.

Customized Weighted Rating Supported in Import Overall Scores

Previously it was only possible to import overall scores into the Objective Competency Summary, and Performance Potential Summary, and Summary sections. The new release enables you to update overall scores for the Customized Weighted Rating section.

On the import file, use <PERFORMANCE> rating in the CSV file. The rating field is also used to update the Summary and Performance Potential section overall rating. If there is more than one PERFORMANCE rating, there is a priority for updating. The section order for uploading from high to low is:

  • Customized Weighted Rating
  • Performance Potential Summary
  • Summary

Deep Link to Performance Management Forms

There is now a deeplink available to access a performance form: /sf/openFormByDocId

New OData V2 API Entity FormCustomizedWeightedRatingSection

There is a new OData V2 API Entity: FormCustomizedWeightedRatingSection. It can be used to get the Customized Weighted Rating section details of a performance form in order to update the manual ratings section of the performance form.

Target Population in Role-Based Permissions for Import Overall Scores

This update pertains to the Customized Weighting Rating import that we just covered. Role based permissions may now be used to restrict users to importing scores for only their target population.

Select a role in Manage Permission Roles. Go to Permission>Administrator Permissions>Manage Document and select “Import Overall Scores Only for Target Population” and “Include All Employees” which allows granted users to update manual overall scores for all employees.

Live Profile Section Deleted

A Live Profile section can no longer be added to PM forms. Information in the existing section is no longer available. A link to People Profile can be used on the form instead.

What’s New in Continuous Performance Management (CPM)

There are some new early adapter features for the latest version of Continuous Performance Management (CPM). They are admin opt-in or opt-out features. We won’t cover these here since the latest version is not widely enabled. When the latest version of CPM is enabled, these email reminder notifications will become obsolete: Conduct 1:1 Meeting, Update Status, along with Activity and Achievement reminder notifications.

The latest version will handle notifications differently since multiple roles can be used and meeting channels can be created. Requests and meeting notifications can be created for anyone in the user’s meeting channel.

We have now covered the highlights of the PM related updates for H1 2021. See our blog for Calibration release features.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

What’s New in the 1H 2021 SAP SuccessFactors Career Development Release

Want to learn what is coming soon in SAP SuccessFactors Career Development? The latest updates for H1 2021 have been announced.

As of April 9, 2021, SAP has released their documentation for the H1 2021 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be April 16 and production will be released May 21st.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out our blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2021 Career Development below.

There are five universal updates related to Mentoring and one for Development Goals. Let’s take a look!

Mentoring

The mentoring features are related to the mentor program sign up process and are designed to improve the user experience.

Key Questions Indicated

In the sign up sheet, required entries are noted by a red asterisk. This ensures the mentees complete these fields prior to looking at the recommended mentors. Answering the key questions will improve the recommended mentors match.

Answers to questions will be saved but preferred mentors are not saved.

Save Sign Up Program to Complete Later

There may be times when an employee starts to enroll in a mentoring program but is not ready to commit. Maybe they need to consider their mentoring preferences further or need to check in with their manager first. The employee may start to fill out the sign up form, save it and come back to it later to make any updates prior to signing up.

There will be a “Save for Later” button that will display within the program sign up page.

Once saved, the program will appear on either the Invitations or Open Enrollment tab, whichever is applicable.

The program visible on the tab and can be easily be identified with an icon and “Saved for later” text.

Identify Mentor Requests

While filling out the sign up form, mentors that are selected from the recommended list will display a green check mark on the mentor cards.

Confirm Sign up

A mentee will see a confirmation popup when they are completing a program sign up. This gives the mentee the opportunity to confirm signing up for a mentor program. By clicking the “Complete Signup” button, the mentee is enrolled and mentor requests are submitted.

Your Mentor Requests

The Mentoring Page will contain a new section that tracks any mentor requests that a mentee has made. The “Your Mentor Requests” section allows a mentee to see the status of their mentor requests. Pending requests will appear as well as any declined requests and reasons. This feature is only applicable to open enrollment and unsupervised programs. Supervised programs rely on a matching program instead.

Mentees may also cancel any pending mentor requests.

Admin Opt-Ins for Mentoring

There is one admin opt-in available to for Mentoring.

Qualtrics Surveys for End of Mentoring Relationships

Qualtrics Surveys may now be used with Mentoring. The survey can be used when a mentor program participant opts to end the mentoring relationship. Based on how the program was configured, either the mentor or the mentee may cancel the mentoring relationship. A survey will pop up after a participant ends the mentoring relationship.

An email survey is sent to the other participant in the mentor relationship.

The feedback provided in the survey results are seen by the program owner and may be helpful when designing new mentoring programs.

In order to take advantage of this feature, Manage Qualtrics Integrations from the SAP SuccessFactors Admin Center needs to be set up.

Development Goals

Learning OData V4 Service

There is a new Learning OData V4 service. When using transcript or legacy learning activities, learning activities may be created and updated in mass to be associated with development goals and competencies.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

SAP SuccessFactors Job Profile Builder Talent Management Integration

SAP SuccessFactors Job Profile Builder (JPB) is a tool used to create and maintain job profiles associated to job roles. Job profile content can be used when creating job requisitions but it can be used for much more. JPB is integrated with many HCM modules and the key that ties all of these modules to Job Profile Builder is job roles.

The job profile components can be used in many modules. These components are useful in many areas of SuccessFactors including:

  • Performance Management
  • Career Development
  • Succession
  • Employee Profile

First, let’s look at a job profile. Job Profiles are tied to job roles within a job family. The profile can include education, skills and competencies to associate with a job role. This information can get pulled into a req and the position associated with a job will inherit its properties.

An example of a job profile is shown below.

Job Profile

Competencies are a very critical component of a job role. The competencies are selected from a competency library, most notably the SuccessFactors 2.1 Competency Library. Once the job roles are created, competencies are selected to map to roles. Positions associated with a job will then have these competences that can included as requirements on a job req or a way for an employee to track progress on goals.

As you see below, for a role, a competency library is selected and then competencies can be added.

Mapping Competencies to a Job Role

Job codes, skills, competencies and talent pools can be mapped to a job role. Job codes associated with the roles will inherit the skills and competencies. An example is shown below.

The job role below has a job code, 8 competencies, 4 skills and a talent pool mapped to it.

Job Role with Mappings

This means that all positions associated with a job code will then have the associate skills and competencies.

Performance Management
Any job related competencies can be included on performance form template. This allows an employee to be rated on their job specific competencies.

When a form is generated, all competencies associated with the employee’s role will be pulled in when a performance form is generated.

Role Competencies on PM Form

Development Goal Plans

Development goals can have have competencies added. This is especially useful when using Career Worksheet which we will look at next,

Competencies on Development Goal

Career Worksheet
The Career Worksheet is a component of Career Development and is used by an employee to discover development opportunities based on roles that may wish to grow in to. The Career Worksheet is also dependent on job roles and their job role definitions, mapped competencies and expected competency proficiency ratings.

Job profiles will appear throughout the career worksheet, when browsing roles, viewing suggested roles, viewing career paths to name a few.

The employee selects future or targeted roles to view along with the job role’s associated competencies. The worksheet identifies competency gaps which highlight development areas that the employee needs to work on.   The worksheet also illustrates how ready an employee is for the targeted role based on their competency proficiency. The worksheet may also be used to view career paths and suggested future roles.

Competency mappings to roles are the sole source of competencies listed on the career worksheet. Only ratings from completed forms are displayed in the career worksheet.

A job role will require a number of competencies and each competency should have an expected proficiency level rating. An employee’s readiness for the role depends on whether the employee’s proficiency rating for the competencies meets the expected ratings.

The system uses the Career Worksheet readiness cal­culation to compute a competency match score which compares the em­ployee’s competency rating with the ex­pected rating for the role.

An employee can browse career paths and suggested roles from their Career Worksheet. Employees can proactively prepare for that next step. By discovering the competencies and skills needed to exceed in a job role, the employee can create development goals that align with a targeted role. This gives employees a sense of empowerment to develop skills, behaviors and competencies to prepare for future roles.

Suggested Roles

Suggested roles can be based on career paths or through an algorithm based on a set of criteria. The suggested roles can be a combination of competencies, targeted roles, career path and roles selected by peer. Clicking within any role will will display the job profile, Selecting a role will add it to the employee’s career worksheet in order gauge their readiness for the role.

Suggested Roles

Clicking the plus sign will add the role the employee’s career worksheet.

The employee can view job roles based on job family. Selecting any will add the role to career worksheet.

View

Career Path

Once a target role is selected, the career path for the role can be viewed. This gives the employee a chance to see the job role progression. Job profiles for the roles in the path may be viewed as well.

On the Career Worksheet, the job profile of a targeted role may be viewed.

Career Path for Target Role

All of the job roles that have been configured for a career path will display. The targeted role will be highlighted. Clicking on the information icon give the employee a view of the job profile which can be used to help them decide if that is a job they may like to grow into.

Job Profile

Role Readiness Form

The Role Readiness form is launched from the Career Worksheet by the employee and is used to rate how proficient they are in the competencies needed for any future roles that they selected.   The form is used to help employees plan their career development and identify areas of  development needed for the future roles. 

Role Readiness Form

Readiness Meter

Once the form has been completed, the readiness meter on the career worksheet will show how ready the employee is for the targeted role.

Readiness Meter

Gap Graphs

There is a gap graph for each competency comparing the last competency rating of record for the employee with the expected rating for that role. All job roles mapped to a competency will be included.  The graph shows the actual competency rating from the latest rating form against the expected rating for the competency.

For any large gaps for the competencies, the employee may decide to add a development goal to help them become more proficient. This will add the development goal to their development plan. The development goal will also show the linked competencies.

Succession

Job roles can be tied to talent pools. When a talent pool is mapped to a job role, all positions tied to the job code will then become members of the talent pool. Talent pools associated with a position display in the position card when accessed from the Succession Org Chart or Position Tile view.

An employee’s talent card will also show the talent pools their position is associated with as seen below.

Talent Pool on Talent Card

The Position card will also show talent pool successors.

Position and role information may be viewed as well. Within the Succession Org Chart, when viewing a position, the associated job role details may be viewed. Clicking ‘View Role Details’ will open the job profile associated with the role.

Role Details

Employee Profile

The skill profile is linked to JPB.

Employees can add skills whick can be used for employee development and succession planning,

Skill Profile

Conclusion

I hope you can see that Job Profile Builder can be used beyond Recruitment. The job profiles created can be extremely useful in developing the people within your organization and not just for finding new talent.

An Introduction to 360 Evaluations in SAP SuccessFactors

As year-end approaches, it is common for many companies to take a second look at their employee performance and goal setting processes. In the past few weeks, I’ve been helping multiple companies revamp their employee performance processes. While some are just tweaking current forms and processes, others are considering including a new and often enlightening process – 360 evaluations.

What is a 360 evaluation?

The idea behind a 360 evaluation is to get a picture of how others view your performance from all angles. This means that in addition to getting feedback from your manager (top down), you also get feedback from your own direct reports (bottom-up), peers (side), and even external sources (vendors, business partners, customers, etc.).

Why do companies implement 360 evaluations?

Receiving feedback from a variety of sources helps create a more complete picture of how an employee is performing and/or perceived to be performing from different angles. 360 evaluations can help uncover trends and gaps in these different angles. For example, a manager may consider an employee a top performer, but when feedback is asked from peers or external sources on an anonymous basis, the employee might get different feedback (“He’s always on top of his own tasks, but sometimes at the expense of the team as a whole when we need his support”). Similarly, an employee may not be considered a top performer by a manager, but feedback from others could reveal a lot of solid performance feedback into which the manager never previously had sight (E.g. “She’s been so helpful in getting my career on the right path and helping me with work tasks at the expense of her own!”). Allowing this feedback to come to light can help employees and managers work to truly improve employee performance. We’ll take a look in a moment at how SAP SuccessFactors 360 evaluations aid in attaining this kind of feedback.

Walk-through of a 360 form in SAP SuccessFactors

360 forms are launched just like performance forms are. However, it is important to note that 360 forms use a separate screen for launching (don’t worry, this screen pretty much works the same as the other launch forms screen you are used to. After picking a target population, the admin can launch just like a normal performance form.

Search bar showing separate launch screen for 360 forms

360 forms will also show up in the performance inbox like other performance forms, but with a different icon. It is important to recognize that 360 forms use a template type than regular performance forms and get treated slightly differently in these respects.

View of Performance Inbox with both 360 and regular performance reviews

Once the first person in the route map gets the form (in this case the employee), they need to choose who will be involved in the evaluation. The system can be configured to default in people for categories like direct reports, manager, and peers.

Employee nominates raters step of 360 review

Users also have the option to add external participants as shown below by simply providing a first name, last name, and email and then choosing in what category the person should be included.

Adding an external participant

Once the user is finished adding participants, there is usually an approval step prior to the evaluations being sent out. Evaluations can be designed using sections similar to those you are used to seeing in a standard performance review form. There are sections for objectives, competencies, as well as an introduction and a section for the subject’s information. Unlike regular performance forms that can be configured heavily on the online editor in “Manage Templates”, 360 forms can only be fully setup by partners or SAP (though much of the config is done in the online editor).

For internal participants, the evaluation is sent to the user’s performance inbox like the typical performance reviews where they can then open the form as shown below.

360 Review Form Sent to Evaluator

In the case of external participants, after approval of the evaluators, an email is sent with a link that allows external users to access the form. This can be a security consideration for some organizations since the link is only as secure as the receiving email system.

After all evaluations have been completed, the form is put in the completed status and the employee / manger / etc can view the results depending on permission settings. You can see an example completed performance form below.

Completed Review showing Anonymous ratings

One key advantage of the 360 form in SuccessFactors over the typical annual performance review is that the 360 feedback comments and ratings can be made anonymous. Obviously the user would know who their manager is, or they might be able to derive who the other evaluators are based on category if there are only one or two – so the forms allow you to configure minimum counts in each category as well as rollups to combine categories to help keep anonymity. The user can click on the link for each reviewer to see the details of each review and create an HTML or PDF printout of the details as shown below.

Printed Detail of Individual Review Feedback

The form also has a nice detailed report showing the combined feedback comments and overall ratings by category. This can help the employee and manager understand where any gaps between self and manager evaluation ratings may exist along with other types of ratings from other categories. For examplem we can see below there is a large gap between the manager’s perception and the employee and other’s perception of “Prioritizing and Organizing Work”. Perhaps the manager is getting too much priority and the employee needs to focus on the work the team as a whole needs completed!

Wrap Up

After this quick walkthrough, hopefully you can now see the advantage of 360 forms as an insightful tool to get employee performance feedback from a variety of sources and understand what a typical end-to-end 360 process looks like.

Do you need help implementing or changing your 360 form or other performance and goals processes? Contact us at info@worklogix.com.

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 implementing or supporting your SuccessFactors Development Implementation? Contact us at: info@worklogix.com or download our support services brochure.

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 supporting or implementing your SAP SuccessFactors Succession module? Contact us at: info@worklogix.com or download our support services brochure.

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