Configuring Job Families and Roles

Objective

After completing this lesson, you will be able to manage job families and roles.

Job Families and Job Roles

What are Job Families?

Job families are categories in the SAP SuccessFactors system that allow you to group jobs together within each family. The purpose of a job family is to group similar jobs and assign specific competencies and skills to users with similar jobs in a Job-Specific attribute sections in Performance and/or 360 Reviews forms. Job families are the larger category, and often have multiple job roles within each family to group similar positions together.

Job families are used to define the following:

Broad job categories
- Human Resources
- Information Technology
Major Employment Levels
- Exempt employees
- Executives

What are Job Roles?

Job roles define the types of jobs associated with or included in a job family. Job roles must always be in a job family, and job codes are assigned to each job role within the larger family. Administrators have the ability to map job codes to job roles, to make each job role specific to one job, and to map applicable competencies and skills.

As an example, for the Job Family Human Resources, you may have the following Job Roles:

Payroll Manager
Benefits Manager
Employment Manager

Job Families and Roles Management

The implementation consultant may have already configured job families in your SAP SuccessFactors system based on conversations in pre-implementation meetings. To edit job families, follow the instructions.

Navigate to Manage Job Profile Content from the Action Search or Admin Center.

Select Set Up Families and Roles from the dropdown options.

The list of Families will show up. You can select Create Family to add your own custom family.

To edit the job family after creation, choose the title of that family. Here, you may add new roles by choosing Create Role or edit existing roles and even delete them if needed.

After choosing Create Role, you would need to associate one job code with Map Job Codes option. When typing, existing job codes should display to allow selection. On the Usage, select Default, unless the Job Code - Job Role mapping would be only used for Succession purposes.

Caution

Job Codes cannot be created as standalone codes from Manage Job Profile Content.

A Job code of type JOBCODE is from the User Data File JOBCODE field. A Job code of type JOBCLASSIFICATION is from the MDF Job Classification object. When mapping job codes, those codes that you see appended with - FO are of type JOBCLASSIFICATION. It’s recommended to use JOBCLASSIFICATION if you have Employee Central implemented.

Once you have a job code mapped, you can map competencies and skills to the job role.

Competencies and Skills Mapping to a Job Role

To map attributes to a job role, choose an existing job role in Manage Job Profile Content→Set Up Families and Roles→Families.

Select the family, and select the role of your choice.

Ensure there's a mapped job code associated to the role, and then you can select Mapped Skills or Mapped Competencies sections. Each will have a button to map content to the job role.

The role details show a mapped job code, which is needed to map attributes.

In the dialog popup box, use the search field or the Tags filter to locate the skills or competencies to map to the job role. When ready, choose Add.

Talent Intelligence Hub categorizes attributes with Tags. These might include the competency and/or skill library name, categories, groups, etc.

Administrator can search by keywords, or use the tags dropdown list provided.

Additionally, you can set expected ratings (for competencies) or expected proficiency levels (for Skills). Weights can also be assigned at each competency, but it is not recommended as it would make the evaluation too granular. Typically, all the attributes are equally weighted.

An option to add the proficiency level is available on the Mapped Skills.

Choose Save Role when finished.

Skills and/or competencies mapped to job codes within job roles will populate on an employee's Performance and 360 Reviews forms in the Attributes section. This section type must be configured as Job-Specific so it accurately references the attributes mapped to each job role.

Map Attributes to a Job Role

Business Example

In this exercise, you will select one of the Job Roles in the Human Resources family, and map some attributes, including Competencies, Behaviors and Skills.

Steps

Map Competencies and Behaviors to a Job Role.
1. Navigate to Manage Job Profile Content using Action Search.
2. Select Set Up Families and Roles.
3. Choose the Human Resources family, which has several roles.
4. From the available roles, select the HR Manager role.
5. Verify that there is a Job Code mapped: HR-MGR with the JOBCLASSIFICATION type.
6. Navigate to the Mapped Competencies section.
7. Select Map Competencies.
8. Search for the competency Working with Financial Information and verify the 2 behaviors you mapped on the previous exercise display.
9. Select both Behaviors, and confirm changes with the Add button.
Map 3 Skills of your choice to the Job Role.
1. Select the Mapped Skills section.
2. Choose the Map Skills button.
3. On the popup dialog, locate 3 Skills of your choice.
4. Select Add to confirm changes.
5. The skills now display. Notice a pencil icon on the Proficiency Level section. You can assign a proficiency level which will be the expected level for the Job Role.
6. When ready, select Save Role to save all your changes.

Job Profile Content Importing and Exporting

Job Profile Builder offers a powerful way to import and export content easily and implement multiple changes at once, with the Manage Job Profile Content Import/Export tool.

Some of the most relevant entities to import/export content are:

Family
Role
Role-Job Codes
Role-Mapped Competencies
Role-Mapped Skills

Importing job roles is beneficial as it enables you to create a family and roles, map job codes, and map competencies and skills all from a single tool. To import each of the entities, you have to download the data import file template, with or without existing data.

Export Job Roles

Let's see an example of exporting the job roles and reviewing the CSV file.

Navigate to Manage Job Profile Content Import/Export using Action Search, and on the Download Data Import File Template, select the entity. A confirmation dialog will ask if you would like the template to be filled with existing data. Select Yes or No as preferred.

If you choose Yes, am MDF Data Export job type will run to export the data. Navigate to Scheduled Job Manager and confirm the results on the Job Monitor tab.

When the job shows Completed status, select the View Details option, which will open the details of the MDF Data Export job. A Download Status link should be available to download a ZIP file with the Job Profile Content data requested.

Open the ZIP file and select the CSV file with the data, which will be named [EntityName.csv]. In this example: Role.csv.

The first two rows should never be modified. As for the columns, see the details in the table below:

Name	Description
OPERATOR	This option can be used to Delete MDF Data through import. Depending on the entity, the operator might be different (Delete, Clear or Delimit). For the Role, DELETE is the operator supported.
name	Title of the Job Role. There will be a defaultValue, US English, and as many columns as languages are enabled in the instance, so translations can be included in the import file. For entries that don't have a translation to a specific language, the default value won't be used.
family.externalCode	In this column, the GUID corresponding to the family must be added. The Family GUID can be checked in Manage Job Profile Content or by exporting the families.
createdLocale	The language that the role is to be created in (generally en_US).
status	A for Active, I for Inactive.
externalCode	GUID for the Role, which is a system-generated ID given to any object created in the system. It should be left empty when importing for the first time.
subModule	It is very important that for newly created objects, the subModule field is always left blank. When looking at your exported data, you may spot some objects with subModule set to RCM. Note that this is to show that the object in question is a copy of an existing JPB Object, created for the sole purpose of a job requisition based on the Job Profile that contains that object (which can happen to all the JPB objects). Being so, all the objects flagged with subModule RCM won't display under Manage Job Profile Content, as they are only used on that specific Job Requisition. As a best practice, if an object has subModule RCM, leave it as it is, and if it is blank, leave it as blank. Never change the subModule of an existing object, as this may break your JPB Data and cause inconsistencies that are time-consuming to fix, as well as possible data loss.

The example shows a CSV file with the list of roles to be imported.

To import the CSV file, navigate to Manage Job Profile Content Import/Export, and select the following details:

Type: Role
File: Select Choose File and locate the Role.csv to import.
File Encoding: If you have translations with special characters, you may select Unicode (UTF-8).
Purge Type: Incremental Load
Date Format: MM/DD/YYYY

Select Validate and navigate to Scheduled Job Manager→Job Monitor to confirm the import results. If the validation is successful, repeat the steps and choose the file again, but now you need to select Import.

Verify the results in Scheduled Job Manager→Job Monitor.

Example shows the results of the different MDF Data Import jobs.

Import Job Roles

To view and import Job Roles, navigate to Manage Job Profile Content Import/Export.
Locate the option Download Data Import File Template, and choose Role from the dropdown list.
If there is existing data for Job Roles, you have the option to fill in the export template with the data.
Review the CSV file and add the necessary data.
When ready, select Role on the Type dropdown list. Choose the file from your local computer, and set File Encoding as needed.
Select Validate first to run a validation job and ensure the data is correct. Navigate to Scheduled Job Manager→Job Monitor to confirm the results.
Repeat step 5 and now select Import. Confirm the results in Scheduled Job Manager.

Summary

Job families are categories in the SAP SuccessFactors system that allow you to group jobs together within each family. The purpose of a job family is to group similar jobs and assign specific competencies and skills to users with similar jobs in the Job-Specific attribute sections in Performance and/or 360 Reviews forms.
Job roles define the types of jobs associated with or included in a job family. Job roles must always be in a job family, and job codes are assigned to each job role within the larger family.
Talent Intelligence Hub categorizes attributes with Tags. These might include the competency and/or skill library name, categories, groups, etc.
Job Profile Builder offers a powerful way to import and export content easily and implement multiple changes at once, with the Manage Job Profile Content Import/Export tool.

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