Managing Job Architecture with Job Profile Builder (JPB)

Job profile content populates the job profile. Competencies and the Skill Library can also be used.

Job profile content can be added by using different methods:

1. From the UI, by using the Manage Job Profile Content tool from scratch or from SuccessStore
2. From Manage Job Profile Content Import/Export
3. From the Import and Export Data tool

The tool Manage Job Profile Content Import/Export allows to easily import and export the data for the Job Profile Content types, along with their associations, or just importing and exporting a specific association, like the data related to the Skills mapped to Job Roles (Role-Mapped Skills).

You can create a consistent look-and-feel for job profiles across job families with a customizable Job Profile Template. Job Profile Templates contain content types, section order, and required section definitions. You can choose to have one job profile template for all roles within the organization or use different templates per job family. The Job Profile Templates can be connected to single or multiple job families.

Creation of a New Job Profile Template

From the Action search, navigate to Manage Job Profile Templates, and then select Create Template.

Enter in the name of your job profile template. Select the Add button to add job family that must be associated to the Job Profile Template.

Select Next to open the Design your template page.

To configure the display options in the template, the following options are available in the DISPLAY OPTIONS section:

Make this a required section. The Job Profile Template sections can be named as required. The red letter R appears next to that section in the job profile template. The section is then marked as a required section when the job profile content is created.

Section visible to Admins only. The Job Profile Template sections can also be customized to restrict access to administrators. When this option is selected, only administrators can view that section when they receive job profile acknowledgments.

Show in Job Requisition. When the option Show Job Requisition is selected, you can choose to display this section in internal and/or external postings. If this option is selected in the Competencies section, these will be shown in Job Profile, Interview Central and View Candidate Ratings screens.

However, the Show in Job Requisition option isn't available when the Section visible to Admins only option is selected.

To change the section title and content style, use the following options:

• TITLE STYLE: to change the font size, style of text, and Heading Level.
• CONTENT STYLE: to change font and paragraph style

Note

For SAP SuccessFactors Recruiting, you can also select a subheading level (H2, H3, H4, and so on) for each section of the Job Description Template. Existing requisitions use H2 as the default subheading level. However, you can override the options based on your requirements, and the heading levels are applicable for job postings. This setting makes your job profiles and job postings accessibility compliant. It does this by enabling screen readers to identify subheadings in job descriptions. You won’t see any impact on existing content because of this change.

A job profile contains all the elements that can define a job or a position in the company. A job profile can be associated to a role or to a role and position and is then a Role- or Position-based job profile respectively. As an administrator, you can build your Job Profiles in the system, or have other roles be involved in building the profiles where an approval workflow is also in place.

When the Job Profile Content is in place, the Job Profile Template is created and associated with job families.

There are two ways to create job profiles:

• By using the Manage Job Profiles tool as an administrator, without workflow
• By using the Job Profiles option in People Profile

From the Action search, navigate to Manage Job Profile. You can use filter options on the family, role, and position or use the search bar to find the job profiles quickly. From this page, it's also possible to create a new job profile.

The JPB Positions refers to the Position Extension Object. Position Extension is an object created by the system when a job code attached to a position (position MDF object) is mapped to a role. A Position Extension Object is used to store the Skills and Competencies mapped to the position.

When creating a new job profile, if you select the Job Role only and go to Next, then it's a Role-Based job profile. However, if you select a Job Role and a Job Position and go to Next, then it's a Position-Based job profile.

The Job Position column is empty if the role doesn't have a job code or job classification associated with a position.

After selecting the Next button, there's a second Create Job Profile page that appears as the job profile template that is associated with the new job profile. The new job profile includes the family, role, mapped skills, and competencies. You can add additional information to the job profile sections.

The I'm done button remains grayed out until you add the job profile name.

Type the name and select the necessary elements for the job profile. After selecting I’m done, you're directed back to the Job Profile page and the saved job profile is in draft status. To activate it, select the action icon and select Active. This task opens a dialog prompt that reads: "Are you sure you want to activate this profile?". Select Yes.

Optionally, Job Profile Builder Workflow for approving new Job Profiles can be added once families and roles are created. Workflows help administrators and managers ensure that job profile have been reviewed before publishing.

It's required to have Employee Central to create and manage workflows.

To manage workflow requests, Intelligent Services must also be enabled, which is a Platform feature available to all customers. If Intelligent Services isn't already enabled, you can do so from Upgrade Center.

The required permissions can be granted from Manage Workflows category in Role-Based Permission. Also, the permission to create workflows is granted on the Manage Foundation Objects category.

Follow the steps after this to create the workflow:

1. Navigate to Manage Organization, Pay and Job Structures by using Action search.
2. Select Create New→Workflow Configuration.
3. Enter a unique Workflow ID
4. Fill out the Name and Description (if needed).
5. On the Step 1 section to define the approvers, select Approver Type→Dynamic Group. There are other Approver Types available as well.
6. Select your Dynamic Group under the Approver Role dropdown list.
7. On the Edit Transaction option, select Edit with Route Change.
8. On the No-Approver Behavior, leave it as Skip this Step.
9. On the Respect Permission, select Yes.
10. If needed, you can configure the following by going to these sections:
    • Workflow Contributor
    • CC Role Contributor
11. Select Save to finish.

To add the Job Profile Requests category to appear in workflow approvers’ to-do list, use the following steps:

1. From the Action search, go to Configure Object Definitions.
2. Select Object Definition and Job Profile Draft.
3. Select Take Action and then select Make Correction.
4. Go to Workflow Routing and select Job Profile Change.
5. Go to the Todo Category and select Job Profile Requests.
6. Select Save.

When the workflow has been configured and enabled, use the following steps to create a Job Profile with Workflow:

1. From the main navigation menu, go to My Employee File.
2. Go to the Action Menu and select the Job Profiles option.

   When Job Profiles is selected, the administrator is directed to the Job Profile page that lists Job Profiles. This page looks similar to the Manage Job Profile page.

3. From the Job Profile page, select Create Job Profile.
4. Select the family, the Job Role, and the Job Position. The Job Position column may be empty if your role doesn't have a job code or job classification associated with a position. The JPB Position refer to the Position Extension object which is created by the system when a job code attached to a position is mapped to a role. The Position Extension object is used to store the Skills and Competencies mapped to the position.
   1. If you only select the Job Role and go to Next, you create a Role-Based job profile.
   2. If you select a Job Role and a Job Position and go to Next, you create a Position-Based job profile.
      Note

      Changing the Position Extension object manually isn't recommended.
5. Click Next.
6. View the list of approvers by selecting the View Approvers link.
7. Select Type Job Profile Name and an empty text box appears. Enter the name of the job profile.
8. Add all required or additional content to the free-form text fields in your Job Profile Template for your Job Profile.
9. To save your Job Profile, select the I’m done button.
   Caution

   The I'm done button remains grayed out until you add a job profile name.
10. Click on Yes to confirm that you want to submit the job profile for approval.
11. To locate your pending job request, go to the In-workflow Job Profile.
12. To approve the pending job profile, locate the workflow under the Approvals area of the home page, or use the View Pending Workflows quick action.

You can also view your workflow requests by entering View my pending requests from the Action search or the Home Page, and choose the option Access requests awaiting my approval.

Select the Job Profile to approve. A comment can be added if necessary. A message appears that states that the approval is successful. To verify, you can go back to the Manage Job Profiles page. Once it has been approved, that job profile is in Active status.

To view the Job Profile as an end user, navigate to People Profile. The Job Code (or Job Classification) is a link to the Job Profile.

Job Analyzer is the first combined Machine Learning & Business Beyond Bias feature used for SAP SuccessFactors Recruiting and Job Profile Builder. Job Analyzer aims to provide insight to help eliminate bias whether it’s from a job requisition or your job profile. Job Analyzer uses Machine Learning that uses job market data in order to identify words that contain bias. Job Analyzer provides insights and predictions for:

• Salary: The potential to attract candidates & the ideal salary offering you should consider.
• Gender Bias: Job Analyzer detects language that contains bias that may deter potential candidates.
  • Language Overall Score: Gives an overall rating of the Gender Bias score results. If the Job Requisition contains only neutral wordings, the score is 5/5. This Score is impacted by the amount of non-neutral vocabulary (masculine and feminine), and by the imbalance between masculine and feminine.
  • Gender Bias Scan: Gives the proportion of indirect masculine and feminine bias words in the job description and the proportion of neutral vocabulary. This provides the most notable biased words detected in the text. The algorithm also provides alternatives that are marked as neutral, whenever such alternatives exist for a biased word. Selecting one of the proposed neutral alternatives will replace the biased word throughout the Job Description. If no alternatives for a given biased word are found, you can enter a custom word of your own. This action will replace the biased word and the custom word will be sent to the Job Analyzer to be added into a global replacement suggestions repository.
• Recommended Skills: The Recommended skills section of the Job Analyzer Tool allows you to identify or mark the relevant and irrelevant skills that are detected in the Job Description through machine learning technology. The insights will result on
  • Detected Skills: Hard skills that were detected in the Job Description - Keywords that were detected in your Job Description text and that were matched to an internal database of 3000 skills. This skill database was aggregated using the SAP Recruiting Posting aggregation technology over job boards and career sites. You can provide positive or negative feedback by agreeing or disagreeing on the skills that are found in your Job Requisition
  • Related Skills: These are the hard skills that are generally associated with the Job category on the market and potential applicants might use when conducting keyword searches. This serves as a suggestion for possibly adding up additional skills in the Job Description, if relevant.
• Feedback Data: User feedback can be directly gathered in the Job Analyzer to improve the performance of the Machine Learning features. Job Analyzer provides feedback options for Recommended Salary and Gender Bias Scan.
  • For Recommended Salary in Salary Benchmark section, you can provide feedback using thumbs up and thumbs down options to agree or disagree with the salary recommendations. Additionally, you can state whether the salary is too high or too low while using the thumbs down option.
  • In the Gender Bias Scan, you can input your own custom words to replace biased words throughout the Job Description.

  This feedback data is sent to Job Analyzer and stored to be aggregated and processed, for the sole purpose of re-training and continually improving the relevance and performance of the algorithm that Job Analyzer uses. It also expands the syllabus of neutral replacement words using the community's inputs.

Some heavily regulated industries such as healthcare and biotechnology have requirements to provide auditors and government organizations with proof that their employees understand their job descriptions. The regulations require that these organizations have acknowledged receipt of this information.

To fulfill these legal requirements, Job Profile Builder includes Job Profile Acknowledgment Settings that can be configured on those scenarios where changes occur on the job profile content, job code changes or role and job profile mapping changes.

Administrators will require the permission Configure Job Profile Acknowledgment Settings, located on the Manage Job Profile Builder category in RBP.

The actions available are:

• Trigger acknowledgment when: Job profile change, Job code change and Role and job profile mapping change are the available options.
• Send notifications in: If selected, the employees will see an engagement card in the Home Page and they can navigate to the Acknowledgment statement and confirm they have read the changes.
• Acknowledgment statement: A description of the statement to be accepted by the employee can be given, using Rich Text Editor.

Whenever there's a change in the Job Profile that should trigger an acknowledgment, the employee will receive an engagement card in the Home Page and can select it. From there, they can read through the statement defined by the administrator and review their Job Profile associated to their role to acknowledge the changes. When done, they can select the button I've read.

Administrators will be able to review the list of employees affected by a change of Job Profile and verify if they accepted the acknowledgment or this is still pending, accessing the Job Profile Acknowledgment Report tool from the Action Search.

Some of the key takeaways for this lesson are:

• Job Profile Builder includes several content types, such as Certification, Employment Condition or Interview Question, in addition to Job Families and Roles.
• When Employee Central is used, it's recommended to use JOBCLASSIFICATION to map attributes to Job Roles.
• With Job Profile Templates, organizations can create a consistent look-and-feel for job profiles across families.