2018 June Release

Skills ManagementPermanent link for this heading

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.

DashboardPermanent link for this heading

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 DataPermanent link for this heading

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:

CSV Column

Field

Possible Value

Id

Import ID

String

Class

-

String (object class; Qualification, JobDescription, RoleDescription)

Name

Name

String

Description

Description

String

RatingScale

Rating Scale

String (import ID of the rating scale; only for qualifications)

TasksPermissions

Tasks and Powers

String (only for job and role descriptions)

ReqQualification

Qualification (Required Qualifications)

String (import ID of the qualification; only for job and role descriptions)

ReqQualificationLevel

Level (Required Qualifications)

String (import ID of the rating scale value of the qualification; only for job and role descriptions)

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 QualificationsPermanent link for this heading

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 %).

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 DescriptionsPermanent link for this heading

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 DescriptionsPermanent link for this heading

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 StructurePermanent link for this heading

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.

Information About Changes

If you are in the organizational structure, you can use the “Settings” action to define the users who are to be informed of changes in the organizational structure by workflow. This enables, for example, skills managers to assign job descriptions and additional qualifications from deleted positions to other positions.

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 personal files. Via the “Review Access for Employee” and “Review Access for Supervisors” activities the changes can be accepted.

Defining AssignmentsPermanent link for this heading

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 QualificationsPermanent link for this heading

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 ReviewsPermanent link for this heading

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. 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 receive corresponding activities in the worklist.

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.

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.