SuccessFactors Learning: Competency Management

Transcription

1 SuccessFactors Learning: Competency Management Classroom Guide v 6.4

2 For SuccessFactors Learning v 6.4 Last Modified 09/02/ SuccessFactors, Inc. All rights reserved. Execution is the Difference All brand and product names are trademarks or registered trademarks of their respective holders. Printed in the USA SuccessFactors, Inc Wilson Boulevard, Suite 400 Arlington, VA USA Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors, Inc. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, Inc.

3 Table of Contents Course Introduction... 1 Course Objectives... 1 Target Audience... 1 Assumptions... 2 Browser Pop-up Window... 2 Administrator Role and Workflows... 2 Required Fields... 3 Using this Guide... 3 Additional Resources... 4 Lesson 1: Competency Management Model... 5 Objectives... 5 Competency Management Model... 5 Terms and Definitions... 7 Implementing the Competency Management Model... 7 Conclusion... 8 Lesson Check... 9 Lesson 2: Rating Scales Objectives Rating Scales Rating Criteria Lab 1. Creating a Rating Scale Conclusion Lesson Check Lesson 3: Competencies Objectives Competency Characteristics of Competencies SuccessFactors Learning - i SuccessFactors, Inc.

4 Rating Scales and Rating Criteria Lab 2. Creating a Competency Competency Versions Conclusion Lesson Check Lesson 4: Competency Profiles Objectives Competency Profiles Lab 3. Creating a Competency Profile Hierarchical Structure of Competency Profiles Conclusion Lesson Check Lesson 5: Merging the Models Objectives Merging the Models Competency or Item Based? Auto Competency Lab 4. Associating a Competency with an Item Conclusion Lesson Check Lesson 6: Assigning Competencies to Users Objectives Assigning a Competency Profile Job Code Lab 5. Aligning Competency Profile to Job Code Assigning a Competency Profile Using the Competency Profiles Tab Assigning Competencies Using the Competencies Tab User Needs Management Tool Lab 6. Assigning within the User Record Lab 7. Using the User Needs Management Tool Lab 8. Assigning by Assignment Profile SuccessFactors, Inc. - ii - SuccessFactors Learning

5 Conclusion Lesson Check Lesson 7: Rating Users Objectives Rating Users Overview Admin Assessments Admin View of User Competency Assessment History Lab 9. Recording a Competency Assessment Lab 10. Viewing User Assessment History (Administrator) Editing Competency Assessment Lab 11. Editing a Competency Assessment Conclusion Lesson Check Course Summary Competency Management Extras Copying Competencies Topic Lab: Copying a Competency (Optional) Topic Lab: Revising a Competency (Optional) SuccessFactors Learning - iii SuccessFactors, Inc.

6 Job Aids Reference List Job Aid: Create Competency and Competency Profile Job Aid: Create Competency and Competency Profile Job Aid: Align Competency with Item Job Aid: Assign Competency and Competency Profile Job Aid: Assign Competency and Competency Profile Job Aid: Assign Competency and Competency Profile SuccessFactors, Inc. - iv - SuccessFactors Learning

7 Course Introduction Through discussion, workshop activities, and hands-on computer lab work, this course teaches you how to manage competencies in SuccessFactors Learning. You are introduced to the theory and concepts of the Competency Management Model. Additionally, you gain hands-on practice by using the system to create and manage competencies and competency profiles. COURSE OBJECTIVES Upon completion of this course, you will be able to: Describe the Competency Management Model Create and manage rating scales, competencies, and competency profiles in SuccessFactors Learning Describe the merging of the Learning Management and Competency Management models Associate competencies with items Assign competencies to users TARGET AUDIENCE This training is intended for SuccessFactors administrators (admins) responsible for creating and managing competencies and competency profiles in SuccessFactors Learning. SuccessFactors Learning SuccessFactors, Inc.

8 ASSUMPTIONS The SuccessFactors Learning system is highly configurable. During this training, you will be working in a representative environment. To properly progress through the training and when navigating the system, you must understand some assumptions. Browser Pop-up Window Do not block pop-up windows in your browser. Please unblock pop-up windows so that the application may function as designed. When you first log in to SuccessFactors Learning, the following message banner may display at the top of your browser window: Pop-up blocked. To see this pop-up or additional options, click here. If this banner displays, perform the following steps: 1. Click the pop-up blocked message. A box displays with a few options. 2. Select the Always allow pop-ups from this site option. 3. Click Yes. 4. Once the setting is selected, you will not see the pop-up blocked warning again. Administrator Role and Workflows This training assumes that your SuccessFactors Learning administrator role is associated with all available workflows in the system. If your role does not include certain workflows, those tabs and pages will be grayed out and/or inaccessible SuccessFactors, Inc SuccessFactors Learning

9 Required Fields Your system administrator configured specific fields throughout the system as required based on your organization s business rules and processes. These required fields are indicated with a red asterisk (*). You must input data in these fields before you are allowed to progress. If you are using SuccessFactors Learning for training, the fields displayed and marked as required may not reflect the settings you will encounter when accessing your organization s system. Your system administrator can provide you with a list of the required fields for your organization. USING THIS GUIDE This classroom guide is designed to be used in conjunction with an instructor. The guide provides general information that will be elaborated upon by the instructor. For additional information, refer to the online help. Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this guide uses icons to indicate different types of comments, activities, labs, etc. that support the text. Icon Definition Activity: Indicates an activity for you to complete that helps reinforce the information you just learned. Note: Indicates additional information that is related to the information presented. Tip: Indicates helpful hints and tips or other guidance that further explains the information it accompanies. SuccessFactors Learning SuccessFactors, Inc.

10 Icon Definition Lab: Indicates a hands-on computer lab. Follow the step-by-step process outlined to perform specific tasks in the system. Job Aid: Indicates there is a job aid available for the task. Job aids provide detailed instructions and screen captures to help you complete a task. Warning: Warns against particular actions, or that a particular condition might indicate a problem. Workflow: Indicates you must have the proper security workflow assigned to you in order to have access to this feature or action. ADDITIONAL RESOURCES There are a number of additional resources that can provide you more information about the SuccessFactors Learning system. These resources include: SuccessFactors, Inc. website: Online system help Task-specific job aids SuccessFactors monthly newsletter For more information about other courses and registration, contact SuccessFactors University at training@successfactors.com SuccessFactors, Inc SuccessFactors Learning

11 Lesson 1: Competency Management Model The goal of this lesson is to establish a general understanding of the Competency Management Model. OBJECTIVES Upon completion of this lesson, you will be able to: Describe the Competency Management Model Define a competency Define a competency profile List the steps used to implement the Competency Management Model COMPETENCY MANAGEMENT MODEL The Competency Management Model in SuccessFactors Learning allows an organization to track the levels at which a task or job are performed. In addition, this model captures the proficiency level which an individual has achieved or must obtain to perform a task or job adequately. The Competency Management Model outlines the basic workflows surrounding the grouping, assignment, and assessment of competencies for users (Figure 1). SuccessFactors Learning SuccessFactors, Inc.

12 Figure 1. Competency Management Model 2011 SuccessFactors, Inc SuccessFactors Learning

13 TERMS AND DEFINITIONS Table 1 lists the terms and definitions associated with the Competency Management Model. Table 1. Competency Management Model Terms and Definitions Term Assessment Auto Assessment Competency Competency Profile Gap Required Rating Rating Criteria Rating Scale Definition A level applied to a user by a rater or recorded automatically upon completion of an item. Assessment is recorded automatically when the associated learning event is recorded. A measurable capability that is required or recommended for effective performance; acquired through training or experience. A group of competencies; makes it easy to manage the assignment and review of competencies to large groups of users. A numerical difference between the required rating and the assessment rating. A level necessary to be considered adequately competent. Defines the meaning of rating scale labels per competency that uses that scale. Entity that defines the levels of proficiency for competencies. Rating scales may be used by multiple competencies. IMPLEMENTING THE COMPETENCY MANAGEMENT MODEL The following steps should be followed to successfully implement the Competency Management Model: 1. Identify competencies and competency profiles. 2. Create rating scales. 3. Create competencies and assign rating scales. 4. Create competency profiles. 5. Assign competency profiles to users. 6. Record assessment ratings. SuccessFactors Learning SuccessFactors, Inc.

14 CONCLUSION In this lesson, you were introduced to the Competency Management Model. General concepts and terminology were defined along with the steps to implement the model. You should now be able to: Describe the Competency Management Model Define a competency Define a competency profile List the steps used to implement the Competency Management Model In subsequent lessons, the concepts and terms are covered in more detail, and you will learn how to implement them within SuccessFactors Learning SuccessFactors, Inc SuccessFactors Learning

15 LESSON CHECK Use what you learned in this lesson to answer the following questions. 1. Match the following terms to their definitions: A. Competency A numerical difference between the required rating and the assessed rating. B. Competency Profile Measurable capabilities that are required or recommended for effective performance. C. Required Rating Method for rating users on competency proficiency levels. D. Gap Score necessary for competency profile completion. E. Assessment A group of competencies. 2. Put the steps for implementing the Competency Management Model in the correct order: Record assessments. Create competency profiles. Create rating scales. Assign competency profiles. Identify competencies and competency profiles. Create competencies. SuccessFactors Learning SuccessFactors, Inc.

16 Notes 2011 SuccessFactors, Inc SuccessFactors Learning

17 Lesson 2: Rating Scales The goal of this lesson is to provide detailed information about rating scales and how they are used within the LMS. OBJECTIVES Upon completion of this lesson, you will be able to: Identify the characteristics of rating scales Create a rating scale Define rating scale labels RATING SCALES Any organization implementing a Competency Management Model uses rating scales to allow users and admins to assess competency ratings. These rating scales must be created in SuccessFactors Learning before they can be referenced in the competency building process. Rating scales contain numeric levels that always start at 1. Rating Criteria Rating scales are reusable and can be referenced by any number of competencies. A rating label such as Exceeds Expectations has a different meaning for each competency that uses the scale. To resolve this issue, admins create rating criteria to describe each rating label for every competency that uses the rating scale. Note: Rating criteria are covered in the next lesson. SuccessFactors Learning SuccessFactors, Inc.

18 Lab 1. Creating a Rating Scale Step 1. Navigate to References > System Admin > Rating Scales. 2. Click Add New. 3. Enter a rating scale ID. 4. Enter a description for the rating scale. 5. Enter a maximum rating (numeric value). 6. Click Apply. 7. Enter a rating label for each rating level. 8. Enter the number of reporting groups to include in the rating scale. 9. Click Apply. 10. Enter a rating group label for each reporting group range. 11. Click Add. 12. Close the add new rating scale window SuccessFactors, Inc SuccessFactors Learning

19 CONCLUSION In this lesson, you were introduced to rating scales. Using step-bystep instructions, you created a new rating scale and defined its rating labels. You should now be able to: Identify the characteristics of rating scales Create a rating scale Define rating scale labels In the next lesson, you will learn about competencies and how to use them effectively. SuccessFactors Learning SuccessFactors, Inc.

20 LESSON CHECK Use what you learned in this lesson to answer the following question. 1. Which of the following statements are true? Rating scales can only be used for one competency. Users assess competency levels using rating scales. Rating scales always numerically start at 0. Competencies may have more than one rating scale SuccessFactors, Inc SuccessFactors Learning

21 Lesson 3: Competencies The goal of this lesson is to provide detailed information about competencies and how to work with them in SuccessFactors Learning. OBJECTIVES Upon completion of this lesson, you will be able to: Identify the characteristics of competencies List the records that can be associated with competencies Create a competency COMPETENCY A competency is an aspect of job knowledge and proficiency as defined by an organization and represents a skill, knowledge, attitude, or ability that is required of a user as it relates to his/her job or area of responsibility. It may represent a specific goal and desired outcome of training. Characteristics of Competencies A competency can be categorized and identified by type (two required methods for qualifying competencies). The source of the competency can be used to identify the origin (i.e., SkillSoft or HR). Competencies can also be aligned with subject areas. SuccessFactors Learning SuccessFactors, Inc.

22 RATING SCALES AND RATING CRITERIA A competency must have one rating scale applied, which defines the levels of proficiency that can be assessed for a user. Because the rating scale is reusable and rather general in some cases, rating criteria are used to define each rating label for a given competency (Figure 2). Figure 2. Rating Criteria 2011 SuccessFactors, Inc SuccessFactors Learning

23 Lab 2. Creating a Competency Add a Competency Step 1. Navigate to Performance > Competencies. 2. Click Add New. 3. Enter a competency ID. 4. Enter a description for the competency. 5. Select a competency category. 6. Select a competency type. 7. Select a rating scale. 8. Select a competency source. 9. Select a domain. 10. Click Add. Edit the Rating Criteria Step 1. Select the Rating Criteria tab. 2. Edit the text in any of the criteria fields listed on the Rating Criteria tab. 3. Click Apply Changes. Job Aid: Create Competency and Competency Profile SuccessFactors Learning SuccessFactors, Inc.

24 COMPETENCY VERSIONS When the rating scale is changed for a competency, there is an immediate impact on all of the users who have been assigned the competency. For users who have not yet been assessed, the rating scale is updated for future assessments. Changing the rating scale on a competency that has already been assessed causes those assessments to no longer display in the user s assessment history. For these reasons, the system warns you that updating the competency results in a new version of the competency. The admin has the option to continue with the update or return to the original rating scale. If the competency was found in one or more profiles and user(s) have already been assessed with the current rating scale, the admin receives a warning message (Figure 3). Figure 3. Changing the Rating Scale on a Competency Warning If the admin continues, the competency is replaced with the new rating scale and given a new version number SuccessFactors, Inc SuccessFactors Learning

25 CONCLUSION This lesson provides additional detailed information about competencies and how to work with them in SuccessFactors Learning. You should now be able to: Identify the characteristics of competencies List the records that can be associated with competencies Create a competency In the next lesson, you will learn about competency profiles and how to use them effectively. SuccessFactors Learning SuccessFactors, Inc.

26 LESSON CHECK Use what you learned in this lesson to answer the following question. 1. Complete the following sentence: A competency is an aspect of job proficiency that may represent 2. To further describe rating scale labels as they pertain to a competency, admins input: a) Competency profiles b) Proficiency labels c) Required ratings d) Rating criteria 2011 SuccessFactors, Inc SuccessFactors Learning

27 Lesson 4: Competency Profiles The goal of this lesson is to provide detailed information about competency profiles and using them effectively in SuccessFactors Learning. OBJECTIVES Upon completion of this lesson, you will be able to: State the characteristics of a competency profile Create a competency profile Set competency required ratings COMPETENCY PROFILES A competency profile is a grouping of one or more competencies. Competencies can belong to multiple competency profiles. A competency profile is assigned to a user, and the completion status (complete or incomplete) is calculated based on the assessed rating of the associated competencies and their required ratings within the profile. More than one profile may be assigned to a user at a time. A competency can have different required ratings for each profile to which it belongs. Any modification to a competency profile (adding or removing a competency) has an immediate impact on all users with that profile assignment (Figure 4). SuccessFactors Learning SuccessFactors, Inc.

28 Figure 4. Competencies Tab: Competency Profile Record A competency profile displays in the user record with one of two statuses: Complete: All competencies in the profile have gaps of zero or positive numbers. Incomplete: One or more competencies has a gap with a negative number 2011 SuccessFactors, Inc SuccessFactors Learning

29 Lab 3. Creating a Competency Profile Add a Competency Profile Step 1. Navigate to Performance > Competency Profiles. 2. Click Add New. 3. Enter a competency profile ID and title. 4. Select a domain. 5. Enter a competency profile description. 6. Click Add. Add Competencies to the Competency Profile. Step 1. Select the Competencies tab. 2. Click the add one or more from list link. 3. Search for competencies (including the one you created in Lab 2). 4. Check the Add checkbox next to each competency you are adding to the competency profile and click the Add button. 5. Select the desired required rating for each competency in the competency profile. 6. Click Apply Changes. Job Aid: Create Competency and Competency Profile SuccessFactors Learning SuccessFactors, Inc.

30 HIERARCHICAL STRUCTURE OF COMPETENCY PROFILES The competency profile may contain one or more competency profiles within it. When the main competency profile is assigned to a user, all competencies in the main competency profile and any sub-competency profiles are added to the user record s Competency tab. In order for a competency profile to be designated Complete, the user must attain a mastery of all competencies contained within the competency profile, including the competencies from the sub-competency profile (Figure 5). Figure 5. Sub-Competency Profiles 2011 SuccessFactors, Inc SuccessFactors Learning

31 CONCLUSION This lesson introduced you to competency profiles. Using step-bystep instructions, you created a new competency profile and associated competencies with the profile. You should now be able to: State the characteristics of a competency profile Create a competency profile Set competency required ratings In the next lesson, you are introduced to how the Learning Needs Management Model and Competency Management Model can merge. SuccessFactors Learning SuccessFactors, Inc.

32 LESSON CHECK Use what you learned in this lesson to answer the following question. 1. True or false: A competency profile can have a different required rating for each individual competency within the profile. 2. A competency profile is considered complete when: a) Some competencies have gaps of negative numbers b) All competencies have gaps of zero c) No competencies have gaps of negative numbers 2011 SuccessFactors, Inc SuccessFactors Learning

33 Lesson 5: Merging the Models The goal of this lesson is to introduce how competencies can bridge Learning and Performance Management. This lesson requires knowledge of the Learning Needs Management Model (introduced in the Learning Needs Management course). OBJECTIVES Upon completion of this lesson, you will be able to: Define the two models used in SuccessFactors Learning Identify the difference between a competency and an item Create a relationship between a competency and an item Describe the purpose of the auto-competency feature MERGING THE MODELS The Learning Needs Management Model defines how items 1 and curricula 2 are assigned to users, and how credit is recorded through learning activities. The Competency Management Model identifies how well users have performed a task, attained knowledge, or displayed proficiency of a certain skill. 1 Items are assignable units whose assignment and completion can be tracked. It may be a learning or non-learning item. 2 A curriculum is a group of one or more items that can be assigned to users and have its completion status tracked as a group. SuccessFactors Learning SuccessFactors, Inc.

34 The Learning Needs Management Model and the Competency Management Model can be used together or independently within the same organization. Compliance related learning is developed and tracked via the Learning Needs Management Model (items and curricula). Management development and more skill-based requirements can be developed and tracked via the Competency Management Model. COMPETENCY OR ITEM BASED? When the two models are merged, an association is made between an item and a competency. For example, if a user has a current competency gap, completing an associated training course may close that gap (Figure 6). Figure 6. Linking Learning Needs and Competency Management Models The relationship between competencies and items is not usually a one-to-one relationship. Multiple competencies might be mastered within one course (one item). In addition, multiple items can provide the same competency rating SuccessFactors, Inc SuccessFactors Learning

35 Users viewing the Competency Assignments page may self-assign items if the items grant at least the required rating for the competency. Auto Competency The Auto Competency feature is activated from the Summary tab of the item record. This feature allows the system to automatically assign a competency rating to all users for whom the learning event 3 was recorded. 3 A learning event is a user s participation in the completion of, or attempt to complete an item. SuccessFactors Learning SuccessFactors, Inc.

36 Lab 4. Associating a Competency with an Item Step 1. Navigate to Learning > Items. 2. Enter search criteria to search for the item to align to your competency. 3. Click Search. 4. From the search results list, click the item ID link to access the item record you want in edit mode. 5. Select the Competencies tab from the Related area. 6. Click Add New Competencies ( ). 7. Search for the competency you created in the previous labs. Use a keyword or add/remove criteria to find one or more competencies. 8. Check the Add checkbox next to each competency being associated with this item, and click the Add button. 9. Verify that the selected competencies are displayed. 10. Click the Rating drop-down arrow and select a rating for each displayed competency. 11. Click Save. 12. Click View All at the bottom-left of the core area. 13. If desired, locate Do Auto Competency and select Yes. 14. Click Save. Job Aid: Align Competency with Item 2011 SuccessFactors, Inc SuccessFactors Learning

37 CONCLUSION In this lesson, you learned about the relationship between the Learning Needs Management Model and the Competency Management Model. You should now be able to: Define the two models used in SuccessFactors Learning Identify the difference between a competency and an item Create a relationship between a competency and an item Describe the purpose of the auto-competency feature In the next lesson, you will learn ways to assign one or more competencies to users. SuccessFactors Learning SuccessFactors, Inc.

38 LESSON CHECK Use what you learned in this lesson to answer the following question. 1. True or false: From the Competency Assignments screen, users can selfassign items that grant required ratings or better for the associated competency. 2. Explain one example of when an item could grant a competency proficiency rating for a user SuccessFactors, Inc SuccessFactors Learning

39 Lesson 6: Assigning Competencies to Users The goal of this lesson is to introduce the ways in which one or more competencies are assigned to users. OBJECTIVES Upon completion of this lesson, you will be able to: Align competency profiles to job codes Use the User Needs Management tool to assign competencies and competency profiles to a group of users Assign competency profiles via assignment profiles ASSIGNING A COMPETENCY PROFILE Competencies can be assigned free-floating or through the assignment of a competency profile. A free-floating competency is assigned to a user independent from the assignment of a competency profile. There are four ways to assign a competency profile: Individually to each user via the Competency Profile tab on the user s record Through the use of job codes Batch assignment via the User Needs Management tool Assignment profiles SuccessFactors Learning SuccessFactors, Inc.

40 Once a competency profile has been assigned to a user, the individual competencies are listed on the user record s Competencies tab. The assigned competency profile is displayed on the Competency Profile tab. Job Code Users may be assigned a competency profile through their associated job code (formerly known as job position). The job code may contain one or more competency profiles. Admins determine whether or not to Automatically assign the competency profiles when the user is assigned this job code and Automatically remove the competency profile when the user s job code changes via the checkboxes on the Summary tab (Figure 7). Figure 7. Summary Tab: Job Code Record 2011 SuccessFactors, Inc SuccessFactors Learning

41 Lab 5. Aligning Competency Profile to Job Code Step 1. Navigate to Users > Job Codes. 2. Enter search criteria to search for the job code. 3. Click Search. 4. From the search results list, click the edit icon to access the job position record you want in edit mode. 5. Make sure the checkboxes on the Summary tab, Automatically assign competency profiles when the user is assigned this job code and Automatically remove competency profiles when the user s job code changes, are selected. 6. Select the Cpty Profiles tab. 7. Enter the competency profile ID created in the previous set of instructions. 8. Check the Add competency profile(s) to users who are assigned this job code checkbox. 9. Click Add. Job Aid: Assign Competency and Competency Profile SuccessFactors Learning SuccessFactors, Inc.

42 ASSIGNING A COMPETENCY PROFILE USING THE COMPETENCY PROFILES TAB When an admin needs to assign a competency profile(s) to one user, the easiest way to accomplish this task is by navigating to the Competency Profiles tab in the user record. ASSIGNING COMPETENCIES USING THE COMPETENCIES TAB When an admin needs to assign one or more competencies to one user, the easiest way to accomplish this task is navigating to the Competencies tab from the Related area of the user record. This is called assigning a free-floating competency. USER NEEDS MANAGEMENT TOOL Occasionally, competencies need to be assigned to multiple users. The User Needs Management Tool is used to assign competencies and/or competency profiles to multiple users at once. This is a one-time push that does not repeat unless the admin runs the process again SuccessFactors, Inc SuccessFactors Learning

43 Lab 6. Assigning within the User Record Assign a Competency Profile Step 1. Navigate to Users > Users. 2. Enter search criteria to search for your user record. 3. Click Search. 4. In the search results list, click the user ID to access your user record in edit mode. 5. Select the Competency Profiles tab from the Related area. 6. Click the Add New Competency Profiles button ( ) to add one or more competency profiles to this user. 7. Search for the competency profile(s) to add to the user s record by entering a keyword and clicking Search. 8. Check the Add checkbox next to each competency profile being added to the user record. 9. Click the Add button. 10. Verify that all selected competency profiles were added to the user record. 11. Click the Competencies link to the right of the competency profile. A separate window opens and displays the competencies and rating required for each. 12. Close the window displaying the competencies. SuccessFactors Learning SuccessFactors, Inc.

44 Assign Free-Floating Competency Step 1. From within the user s record, select the Competencies tab from the Related area. 2. Click the Add New Competencies button ( ). 3. Search for the competency to add to the user by keyword or additional criteria and click Search. 4. Check the Add checkbox next to each competency being added to the user s record. 5. Click Add. 6. Click the drop-down in the Req column and select a required rating for each competency. 7. Click Save. Job Aid: Assign Competency and Competency Profile 2011 SuccessFactors, Inc SuccessFactors Learning

45 Lab 7. Using the User Needs Management Tool Batch Assign a Free-Floating Competency Step 1. Navigate to Users > Tools > User Needs Mgmt. 2. Select the Add Competencies radio button. 3. Click Next. 4. Click the add one or more from list link to select users. 5. Search for users based upon any common attribute. 6. Check the Add checkbox next to each user to add the competency. 7. Click Add. 8. Click Next. 9. Click the add one or more from list link to select competencies. 10. Search for the competencies to be assigned. 11. Check Add next to each competency to add to selected user(s). 12. Click Add. 13. Click Next. 14. Select a minimum rating from the drop-down menu for each selected competency. 15. Click Next. 16. Click Run Job Now. SuccessFactors Learning SuccessFactors, Inc.

46 Batch Assign a Competency Profile Step 1. Navigate to Users > Tools > User Needs Mgmt. 2. Select the Add Competency Profiles radio button. 3. Click Next. 4. Click the add one or more from list link to select users. 5. Search for all users who need to have the competency profile assigned. 6. Check the Add checkbox next to the appropriate users. 7. Click Add. 8. Click Next. 9. Click the add one or more from list link to select a competency profile. 10. Search for the competency profiles to be added. 11. Check the Add checkbox next to each competency profile being assigned. 12. Click Add. 13. Click Next. 14. Click Run Job Now. Job Aid: Assign Competency and Competency Profile 2011 SuccessFactors, Inc SuccessFactors Learning

47 Lab 8. Assigning by Assignment Profile Assign a Competency Profile by adding it to an existing Assignment Profile Step 1. Navigate to Users > Assignment Profiles. 2. Enter search criteria to search for the assignment profile record. 3. Click Search. 4. In the search results list, click the assignment profile ID to access the record in edit mode. 5. Select the Competency Profile tab from the Related area. 6. Click Add New Competency Profiles to add one or more competency profiles to this assignment profile. 7. Search for the competency profile(s) to add to the record by entering a keyword and clicking Search. 8. Check the Add checkbox next to each competency profile being added. 9. Click the Add button. 10. Click Propagate from the Actions area. 11. Verify that Run this job immediately, if allowable is selected. 12. Uncheck the checkbox for Notify via upon completion. 13. Click Finish. 14. Close the window to return to the main screen. SuccessFactors Learning SuccessFactors, Inc.

48 CONCLUSION In this lesson, you learned the various ways in which an admin can assign competencies and competency profiles. You should now be able to: Align competency profiles to job codes Use the User Needs Management tool to assign competencies and competency profiles to a group of users Assign competency profiles via assignment profiles In the next lesson, you will learn how to assess the user SuccessFactors, Inc SuccessFactors Learning

49 LESSON CHECK Use what you learned in this lesson to answer the following question. 1. Where does an admin view competencies assigned to a user? a) User record: Learning Plan tab b) User record: Learning History tab c) User record: Summary tab d) User record: Competency tab 2. How can competency profiles be assigned to a user? a) User record: Competency Profiles tab b) User Needs Management tool c) Assignment Profile d) Via job position e) All of the above SuccessFactors Learning SuccessFactors, Inc.

50 Notes 2011 SuccessFactors, Inc SuccessFactors Learning

51 Lesson 7: Rating Users There are several ways in which competency ratings can be assessed. The goal of this lesson is to explain how to record competency ratings. OBJECTIVES Upon completion of this lesson, you will be able to: Use the Competency Assessment Recorder to record competency ratings Use the Competency Assessment Editor to edit a recorded competency rating RATING USERS OVERVIEW Admins may use the Competency Assessment Recorder to rate users. With SuccessFactors Learning, users can perform selfassessments on competencies assigned to them and supervisors can perform assessments for subordinates. Global system settings determine which types of assessments can be used to close users competency gaps. Each of the five options chosen (assessment process results, self-assessments, administrator assessments, item completion, and performance reviews) carries equal weight. This is set under System Admin > Configuration > Competency Assessment (Figure 8). SuccessFactors Learning SuccessFactors, Inc.

52 Figure 8. Competency Assessment Configuration ADMIN ASSESSMENTS The Competency Assessment Recorder is used to identify the rater and select the ratings for any number of competencies for an individual user. Unlike user self-assessments and supervisor assessments, the admin may choose to rate the user on any competencies in the system, not just the competencies already assigned to the user. ADMIN VIEW OF USER COMPETENCY ASSESSMENT HISTORY Administrators may view the assessment history of users by accessing the user record. The admin assessment results view is identical to the user results view SuccessFactors, Inc SuccessFactors Learning

53 Lab 9. Recording a Competency Assessment Record Assessment Score Step 1. Navigate to Performance > Tools > Competency Assessment Recorder. 2. Select a rater or enter the name for an external rater. 3. Enter the assessment date, time, and time zone 4. Select the user being assessed. 5. Click Next. 6. Click add one or more from list to select one or more competencies. 7. Search for the competency to record for the user. 8. Check the Add checkbox next to each competency for which you will record an assessment score. 9. Click Add. 10. Click Next. 11. Select a rating score for each competency displayed. 12. Click Next. 13. Review the displayed information. 14. Click Finish. Note: If the E-signature feature is activated, enter your admin ID and E-sig PIN. SuccessFactors Learning SuccessFactors, Inc.

54 Lab 10. Viewing User Assessment History (Administrator) Step 1. Navigate to Users > Users. 2. Search for and access in view mode the user record for which you recorded the assessment in the previous task. 3. Click More from the Related area. 4. Select the Assessments tab. 5. Select the By Competency radio button. 6. Review the user s assessment data. 7. Close the window. 8. Select the Competencies tab from the Related area. 9. Review the gap for the competencies that have been assessed. Note: The competency recorded in the previous task is only displayed on this tab if the competency was assigned to the user SuccessFactors, Inc SuccessFactors Learning

55 EDITING COMPETENCY ASSESSMENT The Competency Assessment Editor tool is used to edit an assessment recording for a competency. This tool should be used when it is necessary to adjust an admin assessment rating of a user, to change the rater, or add comments. The tool cannot be used by an admin to adjust user granted ratings. The editor can be found in the same location as the recorder tool: Performance > Tools > Competency Assessment Editor. SuccessFactors Learning SuccessFactors, Inc.

56 Lab 11. Editing a Competency Assessment Step 1. Navigate to Performance > Tools > Competency Assessment Editor. 2. To edit a record, you can search by user ID, competency ID, or competency assessment ID. Search for the user record for which a competency assessment was recorded in the previous lab. 3. Select the record you wish to edit. 4. The following fields can be modified: a. Rater b. External Rater c. Assessment Date and Time d. Time Zone e. Assessment Rating f. Comments g. Enable Active 5. Make necessary changes to record. 6. Click Apply Changes SuccessFactors, Inc SuccessFactors Learning

57 CONCLUSION In this lesson, you learned how to use the Competency Assessment Recorder to record multiple competencies for an individual user, as well as how to edit a recorded competency assessment. You should now be able to: Use the Competency Assessment Recorder to record competency ratings Use the Competency Assessment Editor to edit a recorded competency rating SuccessFactors Learning SuccessFactors, Inc.

58 LESSON CHECK Use what you learned in this lesson to answer the following questions. 1. What is the admin tool for assessing competency ratings? a) Competency Assessment Recorder b) User Needs Management Tool c) User Information page Items tab d) All of the above 2. A user has been assessed with the following values: Competency A = 4 Competency C = 5 Competency B = 4 Competency D = 4 What is the status of the competency profiles listed below? Competency Profile 1 Status = Competency A Required Rating Level = 4 Competency B Required Rating Level = 5 Competency C Required Rating Level = 4 Competency Profile 2 Status= Competency D Required Rating Level = 2 Competency B Required Rating Level = SuccessFactors, Inc SuccessFactors Learning

59 Course Summary Through discussion, workshop activities, and hands-on computer lab work, this course taught you how to manage competencies using SuccessFactors Learning. You were introduced to the concepts and theory of the Competency Management Model. Additionally, you gained hands-on practice using system functions contained in SuccessFactors Learning in order to create and manage competencies and competency profiles and associate them with users and items. You should now be able to: Describe the Competency Management Model Create and manage rating scales, competencies, and competency profiles in SuccessFactors Learning Describe the merging of the Learning Management and Competency Management models Associate competencies with items Assign competencies to users SuccessFactors Learning SuccessFactors, Inc.

60 Notes 2011 SuccessFactors, Inc SuccessFactors Learning

61 Competency Management Extras This section provides a discussion on extra topics related to competency management: Copying competencies Revising competencies COPYING COMPETENCIES Copying competencies is the most efficient way to create a new competency when you want to reuse information from an existing competency. When you copy an existing competency, the system requires that you enter a new competency ID because you are creating a new instance of the existing competency; however, the new instance does not link to the existing competency. In the New Competency ID box, we recommend that you enter a descriptive name so that administrators can identify the competency more easily. You can select which relationships, data, and criteria you want to copy from the existing to the new competency. After you click Copy, you can edit the new competency. Each new competency that you create starts at version number one. SuccessFactors Learning SuccessFactors, Inc.

62 Topic Lab: Copying a Competency (Optional) Step 1. Select the Summary tab of the competency record you wish to copy. 2. Click Copy Competency. 3. Enter the new competency ID. 4. Check the Copy rating criteria checkbox. Note: Select all checkboxes that pertain to the competency with which you are working. For this activity, we have not associated the competency with any other records. 5. Click Copy. 6. Modify the description of the new competency. 7. Modify the explanation and/or comments of the new competency and rating criteria as desired. 8. Click Apply Changes SuccessFactors, Inc SuccessFactors Learning

63 Topic Lab: Revising a Competency (Optional) Edit the Rating Scale and Create a New Version Step 1. Search and edit one of the competencies created in the Lab Select the Summary tab. 3. Select a new rating scale. 4. Click Apply Changes. 5. In the dialog box that displays, click Yes to continue. 6. Observe the new version number on the Summary tab. SuccessFactors Learning SuccessFactors, Inc.

64 Notes 2011 SuccessFactors, Inc SuccessFactors Learning