Exploring the Career Worksheet

Managing the Career Worksheet

Objective

After completing this lesson, you will be able to define how to manage the elements of the Career Worksheet.

Role Readiness

When you add a suggested or future role to the career worksheet, the attributes (competencies and skills) and information associated with that role in Families and Roles will populate the Job Roles I’m Considering section. But in order for a readiness percentage to be calculated, the employee needs to have ratings for the attributes that are associated with the job role. If ratings are present, the Role Readiness will automatically calculate the percentage of attributes met based on the number of attributes needed for the role versus the attributes the employee currently holds.

Role readiness provides valuable metrics that help employees plan their career development. By adding roles they are considering to the Career Worksheet, employees can start regularly tracking and measuring development to prepare themselves for the future roles and responsibilities. To fully utilize the Role Readiness, you must also have the attribute gap graph configured.

If the employee does not yet have ratings for any of the attributes, a Role Readiness form can be launched from the Career Worksheet. Role Readiness forms, also called Competency Assessment forms, are performance forms that allow employees to rate themselves on attributes associated with roles they are considering as part of their career development. These forms help employees estimate how ready they are for future roles.

The Role Readiness form allows the user to measure themselves against the Future Role attributes, so they can see the gaps and create development objectives to help bridge those gaps. Role Readiness forms are attached to the Career Worksheet through the XML template configuration.

Note

With the <permission for="launch-assessment-form"> setting configured in the Career Worksheet template, roles that are granted this permission can see the Evaluate Readiness link in the Career Worksheet. By choosing the link, they launch a Role Readiness form for a specific job role, and the form will be routed according to its route map until completion. As an admin, you cannot use proxy to access a user's Role Readiness form in the Career Worksheet. Succession planners are able to launch Role Readiness forms from the Succession Org Chart, which launches the form for the employee to measure their readiness. If you do not have access to Provisioning, please contact Professional Services for help with XML changes.

To configure a Role Readiness form that has been uploaded to the instance, complete the following steps. A Performance Management license is required to use Role Readiness forms.

  1. Create a Readiness Rating Scale by using action search to navigate to Rating Scales.
  2. Create a Readiness Route Map by using action search to navigate to Manage Route Maps.
  3. Modify the Role Readiness Form template.

To learn how to configure a Role Readiness form, watch this video:

Once a Rating Scale and Route Map have been created, the Role Readiness template needs to be updated with those two components. This can be done through Manage Templates, in the General Settings area.

The General Settings page of Role Readiness Form is displayed.

Additional settings for the template can be changed under Manage Form Templates (navigate to Form Template Settings). The Role Readiness template can be downloaded, and many other settings can be edited, such as the spelling and legal checks. The Route Map can also be set through Manage Form Templates.

The Managing Form Templates page is displayed.

Utilizing the Readiness Meter

The Career Worksheet includes a Readiness Meter for target roles. The Readiness Meter is optional, but very helpful to employees.

Note

To add the Readiness Meter to the Career Worksheet, the <readiness_meter> field needs to be defined in the career worksheet template XML and referenced in the field permissions. If you do not have access to Provisioning, please contact Professional Services for help with XML changes.
The Growth Portfolio home screen is shown with two roles' readiness highlighted.

The role readiness score is calculated as a percentage based on the number of competencies met for a future role against the total number of competencies/attributes required for that role. A competency that is met is worth a full point and each competency that is not met is worth zero.

The readiness value is calculated as A/B where this criterion is used as shown in the Readiness Criteria table.

Readiness Criteria

  

A=

Number of competencies I have been rated on and where my rating meets or exceeds the expected rating for the target role

B=

Number of competencies required for the target role

Role Readiness Calculation

There are two options for calculating Role Readiness in the Career Worksheet:

  • Summing up the number of ready attributes (old score)
  • Averaging out attribute readiness (new score)

Both calculation options require the employees’ current attribute ratings, which can come from the following:

  • Latest rating from performance review
  • Average rating in the 360 reviews

By default, the system uses the latest rating information in the system. You can also specify a specific form or a couple of forms as the source of the existing ratings

Customers can choose the newer proportional calculation in which each attribute rating is weighted as a percentage of the expected rating. A role readiness score calculated proportionally could more accurately show how close a user is to full readiness for a role.

A switch has to be included in the Career Worksheet XML template configuration for the proportional (new) calculation. Switches are used to enable or disable features in a Career Worksheet template and can be utilized by Customer Success or Professional Services.

Depending on whether the new calculation option is used or not, the role readiness result can be very different. The table below shows the difference between the two ways of calculating role readiness: only giving credit to achieved attributes (old score), or giving full credit to achieved attributes plus proportional credit to partially achieved attributes (new score).

 

Expected Rating

Employee Rating

Old Score

New Score

Attribute 1

4

5

100

100

Attribute 2

3

2

0

66

Attribute 3

4

3

0

75

Attribute 4

2

2

100

100

Attribute 5

2

1

0

50

Attribute 6

4

2

0

50

   

33.33%

73.50%

Career Worksheet Gap Graph Configuration

The Career Worksheet's gap graph is a graph depicting the gap between an employee's attribute rating and the expected rating for the role. In the figure below, if the employee's rating meets or exceeds the role's expected rating, the attribute is listed in the "Skills and Attributes You Have" section. If the role's rating exceeds the employee's rating, the attribute is listed in the "Skills and Attributes to Improve" section. If the role does not have an expected rating set, the attributes will be listed in the "to Improve" section with no gap being shown.

To make sure that the gap graph shows on the Career Worksheet, it is important that the last_rating field in the XML points to an existing rating scale in Admin Center. In the XML, the syntax must be exactly the same as the name of the rating scale in Admin Center. This reference to a valid rating scale is also a condition for the Readiness Meter.

The Career Worksheet Gap Graphs are displayed for a Project Coordinator role.

The Employee's ratings come from the Growth Portfolio, which gets its ratings from completed Performance Management (PM) forms, 360 forms, or a modified PM form called the Role Readiness form. The last rating is used in the Career Worksheet.

Gaps are calculated using the role's Expected Rating set up in Job Profile Builder.

Calculate Expected Rating % for each competency by selecting its corresponding icon.

To configure Expected Ratings, complete the following steps:

  1. Navigate to Manage Job Profile Content in Job Profile Builder.
  2. Select Set Up Families and Roles.
  3. Access the desired role's Family and then the Role.
  4. Edit the Expected Rating.
    1. Select the Mapped Skills tab, then choose the pencil icon next to the skill to select a Proficiency Level.
    2. Select the Mapped Competencies tab, then choose the calculator next to the rating to calculate an Expected Rating.
  5. Choose Save Role.

Note

  1. Expected Ratings can also be imported through Admin Center→Company Settings→Import Job Roles. You can first export your roles from the Manage Job Roles page to get the correct file format.

  2. Because expected ratings can vary by role, the same competency might show different gap values for different roles. For example, an employee might have a positive competency gap for the current role, but when evaluating a role with higher expectations, the same competency might show a negative gap.

Development Goals in the Career Worksheet

Displaying Development Goals

Development goal information can be included within the Career Worksheet to help employees work toward their future roles. The development goals are populated based on the attributes associated with the role.

No additional configuration is needed to link the development goals to the roles in the Career Worksheet. If users have the correct permissions in the default development goal plan template, they can view and create development goals on a role's details page in the latest Career Worksheet.

The Project Coordinator role details are shown with the Development Goal popup open.

Other configurations must be made as follows:

  • The Read and Write permissions for the user are derived from the Development Plan template configuration.

  • The Career Worksheet always adds goals to the default development goal plan.

  • The Development Plan must include a Competencies field, which links development goals to specific attributes. Because a goal can be linked to more than one attribute, the same development goal may be listed more than once in the Career Worksheet. The same goal can also be represented in more than one job role.

When attributes are added to a development goal using the competencies field, associated development goals are also available from the attribute's details page in Growth Portfolio.

The skill details page is open for Project Planning, with the development goal highlighted.

Set Expected Ratings Using Job Profile Builder

The goal for this exercise is to set expected ratings for competencies used in Career Worksheet v12.

Exercise Objective

Update or set expected ratings for competencies within Job Profile Builder.

How do I set an expected rating of a competency?

In order to set an expected rating, follow the steps below:

Steps

  1. Using Action Search, navigate to Manage Job Profile Content and select Set Up Families and Roles.

  2. Select the Human Resources Family.

  3. Select the Director of Human Resources Role.

  4. Add a new competency with an expected rating.

    • Select the Mapped Competencies tab.
    • Select + Map Competencies.
    • Select the Communicating Effectively competency and then choose Add.
    • Enter a new Expected Rating %. Choose the calculator icon to have an expected rating calculated by entering an expected rating number.

  5. Select Save Role.

    After entering the expected ratings for the various competencies, the rating displays within the attribute gap graph on the Career Worksheet.

Result

This concludes the exercise: Setting Expected Ratings Using Manage Job Roles.

Configure a Role Readiness Form for Use in a Career Worksheet

The goal for this exercise is to create, launch, and complete a Role-Readiness Form. Within the Career Worksheet, you can launch a Role-Readiness Form (also called a Self-Assessment or Competency Assessment form) which allows the employee to provide a rating on the competencies for the future role. With the assistance of Customer Success or Professional Services, a specific link is created in the Career Worksheet to access the Role-Readiness Form. The Role-Readiness Form allows the employee to see the competency gaps and apply development objectives towards those gaps.

ExerciseStart Exercise

Caution

In order to fully utilize Career Worksheet v12 to include the Competency Gap Graph and Role-Readiness form, you must have access to the Performance Management module.

Exercise Objective

To create, launch, and complete a Role-Readiness form, which is also considered a modified Performance Management (PM) form.

Task 1: How do I create a Route Map, Rating Scale, and Role-Readiness Form?

Steps

  1. Create Rating Scale

    1. Use Action Search to navigate to Rating Scales.
    2. Select Create New Rating Scale.
    3. Verify that the 1-5 pre-built scale is selected by default.
    4. Name the scale HR842 Role Readiness Rating Scale.
    5. In Description, enter HR842 Role Readiness Rating Scale for Role Readiness Evaluation Forms.
    6. Save the scale.

  2. Create Route Map

    1. Use Action Search to navigate to Manage Route Maps.
    2. Select Add New Route Map and choose Build Your Own. (Note: this is done to avoid the recurring access error from using the Success Store).
    3. Name the route map HR842 Role Readiness Route Map.
    4. In the Description, enter: HR842 Role Readiness Route Map to be used in Role Readiness Evaluation Forms.
    5. Select the green circle in the Modify Stage and add a step named Employee Review.
    6. In the Employee Review step in the Roles dropdown menu, select Employee.
    7. Select the green circle in the Modify Stage and add a step named Manager Review.
    8. In the Manager Review step in the Roles dropdown menu, select Manager.
    9. Save the route map.

  3. Modify the Performance Form Template to be used as a Role Readiness Assessment

    1. Use Action Search to navigate to Manage Templates and then to the Performance Review tab.
    2. Open the form titled Role Readiness Form. This is the form that is already referenced in the XML of the Career Worksheet, and because administrators may not have access to modify XML configurations, we need to modify this template.
    3. Select General Settings in the left column and in the Name field, rename Role Readiness Form to HR842 Role Readiness Assessment.
    4. Select the HR842 Role Readiness Route Map and the HR842 Role Readiness Rating Scale.
    5. In Edit Fields and Sections, confirm the following sections are NOT included in the form:

      a. Employee Information

      b. Review Dates

      c. Performance Goals

      d. How vs. What

      e. Performance Summary Section

      f. Development Goals

      g. Signatures

      Note

      Do not delete the Role Specific Competencies because this section is used to evaluate each specific role selected within the Career Worksheet.

    6. Select the Competencies section and rename it Role Specific Competencies. Then select Show advanced options… and confirm the following are selected:

      a. Include ability to rate

      b. Everyone has their own rating box

      c. The Final score in the EM’s rating

      d. HR842 Role Readiness Rating scale

    7. Add a new section by selecting Add New Section. Select the Attribute section type and select Add. Once it's added select the new section, rename it Role Specific Skills, and change the Attribute Type to Skill. Then select Show advanced options… and confirm the following are selected:

      a. Include ability to rate

      b. Everyone has their own rating box

      c. The Final score in the EM’s rating

      d. HR842 Role Readiness Rating scale

    8. Save the form.

Task 2: How do I complete a Role-Readiness Form?

The Role-Readiness Form can be completed from the Career Worksheet.

Steps

  1. Log in or proxy as a person performing the role of the map, that is the manager or employee role. You can start with the main admin user Emily Clark.

  2. Navigate to Growth Portfolio using the Main Menu to open the Career Worksheet.

  3. Using an existing Target Role, select Go to Role Details.

  4. Select the Evaluate Role Readiness link at the top of the screen. With each step in the route map, complete the form by giving ratings for the attributes. Finalize the form to send it to the next step, the Manager. Close the extra browser tab once the form is sent to the next step.

    Caution

    Be cautious as to the order and launching of the Role-Readiness Form and the annual Performance Review Form, especially if both allow competency ratings. Whichever form is the latest (or last) is likely to populate the "Last Rating" in the competency gap graph.

  5. Proxy as the Manager to complete the Manager's route step. Emily's Manager is Marcia Barista. Once the Manager is logged in the Role Readiness form should be listed under For You Today on the Home Page. Enter ratings as the Manager, Finalize the form, and send it to the next step.

  6. Select Become Self under the user menu to return to Emily Clark, the admin. Return to the Career Worksheet under Growth Portfolio, and Emily should now have a readiness percentage for the role you evaluated.

Result

This concludes the exercise: Configure a Role Readiness Form for use in a Career Worksheet.

Summary

  • Role Readiness calculates the percentage of attributes met when employees have ratings for competencies and skills associated with target job roles.
  • A Role Readiness form can be launched to measure an employee's readiness for a target role.
  • Suggested Roles, the Role Readiness Meter, and Gap Graphs are typical features included in the Career Worksheet based on template configurations and permissions.
  • Development Goals are referenced in the Career Worksheet when attributes associated with the goal match attributes associated with the current or target role.
Learning

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