Skills Management

Skills management allows you to manage job and role descriptions and the assignment of required qualifications. Acquired qualifications and role descriptions can be assigned to personnel files. Via the organizational structure personnel files are linked to positions. Job descriptions are assigned to positions.

The lack of qualifications can be determined from the qualifications required and the qualifications acquired. In addition position reviews can be performed.

Dashboard

For skills manager, the skills management dashboard is available, which is divided into the following areas:

• Job Descriptions
  Shows the job descriptions for the organization.
• Role Descriptions
  Shows the role descriptions for the organization.
• Qualifications
  Shows the qualifications that can be assigned as required qualifications to job and role descriptions as well as positions. The qualifications can also be assigned to personnel files as acquired qualifications.
• Position Reviews
  Shows review procedures of job descriptions, tasks, powers and qualifications for the positions by supervisors.
• Organizational Structure
  Shows the organizational structure for the organization.
• Personnel File Shelves
  Shows the personnel file shelves that are used to manage the personnel files.

Importing Data

If you are in the Skills Management dashboard, you can use the “Import Data” action to import or update descriptions and qualifications using a CSV file. The "Download CSV Template" button gives you a template that describes the required data structure.

The CSV columns are generally free-text fields of the character string type. You can use the import ID to update objects. The following CSV columns are available:

To populate fields that can consist of several rows (e.g. Required Qualifications), it is possible to specify several rows in the CSV file with the same Id.

Managing Qualifications

Navigate as a skills manager in the skills management dashboard in the qualifications widget.

Edit Rating Scales

Rating scales are used to quantify qualifications (for example, failed/passed). You can use the “Edit Rating Scales” action to change, add or delete the predefined rating scales.

The values ​​of a rating scale consist of a name and a percentage of fulfillment (e.g. Failed 0 %, Passed 100 %).

Define Qualification Categories

A qualification category defines individual qualifications within an area of competence. You can use this function as demonstrated in the following examples:

• Add qualifications such as “English”, “German”, and “Italian” to the qualification category “Language Skills” to combine the languages that are relevant to your company.
• Add qualifications such as “Java”, “MySQL” and “English” to the qualification category “Junior Developer” to combine the skills that are relevant for this specific position.

When selecting qualifications for job descriptions, role descriptions, and organizational structures, the qualification categories can be selected from a tree view. In the tree view, qualifications without a category are available via the tree item “Uncategorized Qualifications”.

Create Qualifications

You can use the “Create Qualification” action to define qualifications that can be assigned to job and role descriptions and positions.

The following fields are available:

• Name
  The name of the qualification.
• Description
  A more detailed description of the qualification.
• Rating Scale
  Defines the appropriate rating scale for the qualification.
• Import ID
  If qualifications are managed externally, a unique ID for the import identification can be defined.

Managing Job Descriptions

A job description is used to determine the tasks and powers of an employee. In addition, the qualifications required for the position are defined.

As a skills manager navigate in the skills management dashboard in the job descriptions widget.

Create Job Description

You can use the “Create Job Description” action to define a job description.

The following fields are available:

• Name
  The name of the job description.
• Description
  A more detailed description of the job description.
• Tasks and Powers
  Defines the tasks and powers of an employee with this position.
• Required Qualifications
  Defines the necessary qualifications for the position. For the qualifications it can be determined which degree of fulfillment is at least necessary.
• Import ID
  If job descriptions are managed externally, a unique ID for the import identification can be defined.

Managing Role Descriptions

A roles description is used to determine the tasks and powers an employee has independent of the position (e.g. first responder). In addition, the qualifications required for the role are defined.

As a skills manager navigate in the skills management dashboard in the role descriptions widget.

Create Role Description

You can use the “Create Role Description” action to define a role description.

The following fields are available:

• Name
  The name of the role description.
• Description
  A more detailed description of the role description.
• Tasks and Powers
  Defines the tasks and powers of an employee with this role.
• Required Qualifications
  Defines the necessary qualifications for the role. For the qualifications it can be determined which degree of fulfillment is at least necessary.
• Import ID
  If role descriptions are managed externally, a unique ID for the import identification can be defined.

Managing the Organizational Structure

The organizational structure (organizational units and positions) can be managed by organization administrators or by organizational members who have been authorized by the “Manage Organizational Structure” policy. This concerns, for example, the assignment of users to positions. More information can be found in the “Administration Help Fabasoft Cloud” in the “Manage the Organizational Structure” chapter.

Note: Personnel file-specific properties of an organizational position, such as the personnel file, can only be managed in the personnel file, but not in the organization's member administration.

Access

The access for employees or supervisors can be taken over from the organizational structure. This can be defined in the Permanent Access for Employees or Permanent Access for Supervisors fields. The corresponding fields in the personnel file are displayed read-only.

In addition, a user or a team has to be defined, which should receive activities concerning relevant changes for the personnel file. This is necessary because the organization can be managed by users who do not have permissions in the personnel files. Via the “Review Access for Employee” and “Review Access for Supervisors” activities the changes can be accepted.

Import Organizational Structures

In addition to the basic properties of an organizational position, other properties of the personnel file can also be imported in the personnel file and in skills management. This is possible either via the ‘Import Organizational Structure’ menu in the personnel file or by importing via an inbox folder. There are the import definitions “Import Organizational Structure (Cloud Organization)”, “Import Organizational Structure (Cloud Organization, Personnel File)” and “Import Organizational Structure (Cloud Organization, Personnel File, Skills Management)” for the inbox folder.

Note: More information can be found in the “Administration Help Fabasoft Cloud” in the “Manage the Organizational Structure” chapter.

In addition to the CSV columns of the organizational structure from the Cloud Organization, there are also the following:

Defining Assignments

Once the qualifications, job descriptions, role descriptions and the organizational structure have been defined, the individual elements can be put in relationship to each other.

Assign a Personnel File to a Position

As a personnel file user, you are entitled to assign personnel files to positions. To do this, navigate to the organizational structure in your personnel file dashboard. In the properties of the desired position you can assign the appropriate personnel file in the Personnel File field. In addition, you can edit the fields Full-Time Equivalent of the Position (In Percent), Company and Location.

Assign Job Descriptions to a Position

As a skills manager, you are entitled to assign the job descriptions and the additionally required qualifications to positions. To do this, navigate to the organizational structure in your skills management dashboard or personnel file dashboard. In the properties of the position you can enter job descriptions and additional qualifications in the appropriate fields.

Assign Acquired Qualifications and Role Descriptions to a Personnel File

As skills manager you are entitled to enter the acquired qualifications in personnel files.

Navigate in your skills management dashboard in the organizational structure. Open the properties of the corresponding position. On the “Position” tab, in the Personnel File field, the personnel file is stored. Open the properties of the personnel file. On the “Qualifications” tab, you can define the qualifications acquired.

Showing Missing Qualifications

After the assignments have been carried out, the missing qualifications for the individual employees can be determined based on the difference between the actual qualifications (defined in the personnel files) and the target qualifications (defined in the positions).

To do this, navigate as a skills manager in your skills management dashboard and click the “Show Missing Qualifications” action. If you are in an organizational unit, only positions are considered that are directly or indirectly subordinate. An overview of the missing qualifications is displayed and it can be exported as a CSV file.

Position Reviews

Job descriptions must be regularly reviewed by the skills managers, in co-operation with the supervisor, with regard to the defined tasks, powers and qualifications.

Skills Manager: Start the Position Review

As a skills manager navigate in your skills management dashboard in the position reviews.

The “Start Position Review” action allows initiating the position review by the head of an organizational unit for subordinate positions. In the “Positions” field, you can view all the positions for which a review process will be initiated once you click “Start”. If you do not wish to start a review for all the listed positions, just put a tick on the left of only those positions that need to be reviewed and then click “Start”.

You have the option of defining a date for the completion and whether the subordinate organizational units should also be considered. The heads of the organizational units are by default the review process recipients, i.e. they receive the corresponding activities in their worklist. However, you are allowed to change the process recipient if you wish. Just expand the drop-down list and choose the desired user.

Head: “Review Job Description” Activity

The heads of the organizational units receive the “Review Job Description” activity for each assigned position. The “Review” working step allows you to view the current descriptions. In case that reworking is required, select in the Rework field the “Necessary” entry and enter remarks. With the “Done” working step, you end the review. In addition, the steps “Define Acquired Qualifications” and “Request Further Training” are available. When you request further training, a process is started and the person responsible for further trainings defined in personnel file configuration receives an activity.

Note: As skills manager, you can also request further training in the properties of a personnel file on the “Qualifications2 tab via the “Request Further Training” button.

Skills Manager: Position Reviews

In the skills management dashboard, the position reviews with status are listed under “Position Reviews”.

Status:

• In Progress
  Activity is being processed by the head.
• Rework Required
  The head has completed the review and wishes a rework.
• Done
  The head has completed the review and does not wish a rework.

If a rework is necessary, navigate in the appropriate position review:

• To change the position, execute the context menu command “Properties” on the position.
• To change a job description, execute the context menu command “Properties” on a job description.
• You can access the role descriptions by executing the context menu command "Properties" on the personnel file (“Job and Role Description” tab).

After the rework has been completed, you can use the “Close” action to complete the position review or you can trigger a further check with the “Send to Review” action.