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.
For skills manager, the skills management dashboard is available, which is divided into the following areas:
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:
String (object class; Qualification, JobDescription, RoleDescription)
String (import ID of the rating scale; only for qualifications)
Tasks and Powers
String (only for job and role descriptions)
Qualification (Required Qualifications)
String (import ID of the qualification; only for job and role descriptions)
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.
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:
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”.
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:
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:
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:
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.
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.
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.
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.
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”.
If a rework is necessary, navigate in the appropriate position review:
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.