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Managing Job Architecture and Competency Content with Job Description Manager (JDM 1.0, Legacy system)

Objectives

After completing this lesson, you will be able to:

Identify competency library components.
create Job Families and Job Roles.
Map Competencies to Job Roles.

Competency Libraries

Competency Libraries contain a group of competencies.

Customers can use standard SAP SuccessFactors competency libraries. They contain highly researched and behaviorally focused competencies. They also contain Writing Assistance statements, Coaching Advisor comments, and behavioral statements designed to support various modules.

Customers can modify competency libraries at any time, or they can build custom libraries directly in SAP SuccessFactors. There can be several competency libraries in each company instance.

The SAP SuccessFactors Competency Library 2.0 can be added from the Upgrade Center.

SAP SuccessFactors Upgrade Center screen showing Important, Recommended, and Optional Upgrades. SuccessFactors Competency Library 2.0 is highlighted in Optional Upgrades.

Competency Elements

Each competency in SAP SuccessFactors has a name, a competency category, an ID and GUID.

Competencies can also have a description and additional components such as behaviors or performance details.

The competency description further clarifies the competency name. The description can be edited.

Several attributes have to be defined for each competency:

Locale: This dropdown menu specifies the language in which the competency is written.
Category: Each competency must be placed in a category. Categories are used to organize the competency library as well as to filter competency in forms or in the development plan. You can select existing categories or create new ones.
GUID: The Global Unique Identifier (GUID) is the identifying number that ties all competency locales with the competency library. You can edit competencies in each applicable language.
For example, a customer uses French and English, so each competency must exist in both languages. When implementing the translation for the competency Customer Focus, the result can be as follows:
- Locale en_US: Customer Focus
  - GUID: 7
  - ID: 7
- Locale fr_FR: Orientation Client
  - GUID: 7
  - ID: 3547
The GUID is the same for each version but the ID can be different.
Core: Selecting Yes designates the competency as a "core" competency. Competency sections on forms can be configured so that core competencies are dynamically pulled into the performance forms for each employee.
Status: It can be Editable, Read-Only or Hidden.
- Editable: Allows the administrators to work freely with this competency. They can add, modify or remove any competency element.
- Read-only: Administrators cannot make any changes to the competency, they can only view the existing content.
- Hidden: Prevents the competency from being seen by the end users in the different modules for the future after the change. This does not apply to competencies already on someone’s form.

Note

It is important to never delete a competency that has been used in the past. Deleting competencies that have been used will lead to issues on historical forms, as well as have impacts on current forms and mapped jobcodes. Instead of deleting competencies that were used, it is recommended to hide them if they should no longer be used in the future. It will not be possible to restore a competency to its original state once it is deleted.

SAP SuccessFactors Admin Center Competency Libraries List, showing competencies with details like category, ID, status, and last modified date.

SAP SuccessFactors Admin Center page for Accepting Direction. Complete the locale, category, GUID, status, core, and description fields. Performance details include improve, meets, and exceeds criteria.

Performance Details

Performance details are short and specific statements that describe actions, attributes, or skills that demonstrate proficiency in the competency at a specific performance level. Performance details can be organized into multiple performance levels such as Needs Improvement, Meets Expectations and Exceeds Expectations.

The term "performance details" is only visible to the administrator. Modifying performance details customizes the Writing Assistant and Coaching Advisor texts. When creating a new competency, you can create new performance details for that competency.

For existing competencies, you can add, edit, reorganize, or delete performance details.

The Relationship Among Job Families, Roles, and Competencies

In SAP SuccessFactors, competencies can be mapped to specific job roles, which are grouped together in job families. Job roles describe the different types of jobs that are included in a job family.

Job Families

Job families can be created in any way the customer requires. For example, customer 1 wants job families created for major functions within the organization, such as Human Resources and Information Technology. However, customer 2 wants job families created for the major employment levels of the company, such as Executives or Exempt Employees.

Setting job families allows for the creation of individual job roles that are associated with the job family. Associating job roles with the job family allows competencies to be associated with each specific job role. A job family can contain many job roles.

Create a Job Family

SAP SuccessFactors Admin Center All Families page. From the drop-down menu, click Add New Family and select Add New Family to add a new family.

Steps

From the Action search, go toManage Job Roles.
From the dropdown menu, select Add New Family and choose Add New Family.
Enter the new family name.
Select Save Edits.

Job Roles

Job roles organize the different types of jobs that are included in a job family. For example, with the Information Technology job family, the following job roles can exist:

IT Manager
Database Administrator
System Administrator

An executive job family can contain the following job roles:

Directors
Vice President
Chief Executive Officer

Job roles must belong to a job family and the job role can be mapped to as many competencies as necessary.

Create a Job Role

SAP SuccessFactors Admin Center Human Resources page. Select Create New Role button to add a new role.

Steps

From the Action search, go to Manage Job Roles.
Select the name of the Family where you want to create the new role.
Select Create New Role.
Enter the role name and a role description.
Select Save and Close.

Job Codes

Job codes are assigned to each employee through the User Data File (UDF). Multiple job codes can be assigned to each job role.

The job codes are mapped to the job roles along with the appropriate competencies.

An employee can be assigned only one job code.

Add Job Codes

SAP SuccessFactors edit screen for Director of Human Resources . Job Code section is highlighted. Select Add Job Code button to add a new job code.

Steps

From the Action search, go to Manage Job Roles.
Select the relevant family and select the relevant job role.
Next to the role name, select the Edit Properties link.
Select Add Job Code.
Enter a valid job code.
Select Save & Close.

Map Competencies to Job Roles

Job codes are mapped to job roles, along with the appropriate competencies. There can be as many competencies as required mapped to a single job role.

SAP SuccessFactors screen for Mapping Competencies to Roles for Director of HR. Options to map new competencies, remove, add selected, save changes, and finish is highlighted.

Steps

From the Action search, navigate to Manage Job Roles.
Select the Family to which you want to map the new role.
Select the relevant Job Role.
Select Map New Competencies.
Enter a name in the Competency Name field or search for a competency.
From the generated list, select the competencies to add to the job role.
Select Add Selected and choose Finish.

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