Introduction
Considered as one of the key sources of competitive advantage, human capital plays a critical role in an organization. Competency Management is one of the most important tools that help organizations to assess and measure the competence of an individual as well as to identify the key behaviors required for an individual to perform in an excellent manner. This will help them to recognize the right candidates and fit them to the right jobs.
The process steps of the Competency Management functionality in Exact Synergy Enterprise are:
- Defining settings — The general or division settings need to be defined before this application can be used properly. For more information, see Defining HRM General Settings or Creating and Modifying Divisions.
- Creating field types — Field types are settings of the ratings used to measure the competences, performances, or targets of applicants or employees. For more information, see Creating and Modifying Field Types for Competences, Attributes, and Targets of Employees.
- Creating competences — Competences are skills or key behaviors that are required to perform the jobs. Competences can be created before or after the competency groups are created. For more information, see Creating and Modifying Competences.
- Creating competency groups — Competency groups are set up to group specific competences required for different applicants or employees. Competency groups can be created before the competences are created. For more information, see Creating and Modifying Competency Groups.
- Generating competency profiles — After competency groups have been set up, the competency profile will be generated to be linked to a specific applicant(s) or employee(s). A competency profile consists of a set of competences used to assess the applicant or employee.
- Generating competency requests — Once competency profiles have been generated, competency requests can then be generated to notify reviewers to perform the required reviews. For more information, see Generating Competency Requests.
- Viewing and reviewing competency profiles — Once competency profiles have been generated, the profiles can seen by the reviewers via the respective applicant or personal cards. For more information, see Viewing Competency Profiles of Applicants and Viewing Competency Profile of Employees respectively.
At this screen, you can create competency profiles for applicants or employees by copying the competency profile of another entity such as a job title or vacancy. You can also create competency profiles by copying the competences from the competency groups created. You can define multiple reviewers for the profiles that are to be generated, thus allowing the competence of the applicant or employee to be assessed by more than one reviewer. This function is available only if the competency method is defined as Advanced in the HRM general settings. For more information on the general settings, see Defining HRM General Settings.
Menu path
HRM/Setup/Competency management/Generate competence profile
Roles & rights
To generate competency profiles for applicants and/or employees, function right 508 – Maintain payroll components is required. Users with the HR role have this function right.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Button
Show
Click this to display the results according to the defined criteria.
Note: Once you have clicked this button, the name of the button will change to Refresh.
Refresh
Click this to update the results according to the defined criteria.
Reset
Click this to clear all the defined criteria so that you can start a new search.
Generate profiles
Click this to generate the profiles for the employees or applicants.
Note: This button is enabled only when you have filled in the date at Request: Start date and at least one employee or applicant is displayed in the results.
Generate requests
Click this to generate the requests for the reviewers based on the profiles generated. For more information, see Generating Competency Requests.
Note: This button is enabled only if you have clicked No when the message “Do you want to generate requests for the created profiles” is displayed after the profiles have been created.
Close
Click this to exit.
Description
Link section
This section allows you to select the competency profile that you want to copy to the selected applicant(s) or employee(s).
From
Select one of the available options to search for the profile that you want to copy to:
- Applicant — Select this and the corresponding applicant in the next box to copy the competences from the competency profile of an applicant to the selected applicants and/or employees.
- Project — Select this and the corresponding project in the next box to copy the competences from the competency profile of a project to the selected applicants and/or employees.
- Vacancy — Select this and the corresponding vacancy in the next box to copy the competences from the competency profile of a vacancy to the selected applicants and/or employees.
- Person: Job title — Select this to copy the competences from the competency profiles of the selected applicants’ and/or employees' job titles that are active.
- Job group — Select this and the corresponding job group in the next box to copy the competences from the competency profile of a job group to the selected applicants and/or employees.
- Job activity — Select this and the corresponding job activity in the next box to copy the competences from the competency profile of a job activity to the selected applicants and/or employees.
- Job title — Select this and the corresponding job title in the next box to copy the competences from the competency profile of a job title to the selected applicants and/or employees.
- Person — Select this and the corresponding employee in the next box to copy the competences from the competency profile of a employee to the selected applicants and/or employees.
- Competence group — Select this to copy the competences from a competency group to the selected applicants and/or employees. If you have selected this option, Competences will be available instead of Profile.
Profile
Select the profile that is linked to the selected applicant, job group, job activity, job title, project, employee, or vacancy that you want its competencies to be copied to the applicants and/or employees.
Note: This is available only if you have selected Applicant, Job group, Job activity, Job title, Project, People, or Vacancy at From. The options available are dependent on the option selected at From.
Competences
Select an existing competency group to generate the profile with the set of competences defined for the group. For more information on creating competency groups, see Creating and Modifying Competency Groups.
Note: This is available only if you have selected Competence group at From.
Profile details section
This section allows you to define the related information for the competency profiles to be generated.
Description
Type the description of the profile. If this field is left blank when the profiles are generated, the description will be generated automatically according to the following format “Competence profile <Person's full name> - Period <Profile start date>”.
Profile: Start date
Type or select the start date of the profile. By default, the system-generated date is automatically filled in.
Request: Start date
Type or select the start date of the request that will be created and sent to the reviewers when the profiles are created. This is mandatory.
Criteria section
This section allows you to define the criteria of the applicants and/or employees who will be displayed in the search results.
Division
Type or select the division code of the applicants and/or employees. For more information on divisions, see Overview of Divisions. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed next to the box. For more information, see Viewing Division Cards.
Cost center
Type or select the cost center code of the applicants and/or employees. For more information on cost centers, see Overview of Cost Centers. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Creating and Modifying Cost Centers.
Job group
Type or select the job group code of the applicants and/or employees. For more information on job groups, see Overview of Job Groups.
Job activity
Type or select the job activity code of the applicants and/or employees. For more information on job activities, see Overview of Job Activities.
Job title
Type or select the job title code of the applicants and/or employees. For more information on job titles, see Overview of Job Titles.
Person
Type or select the applicant or employee ID to display the selected applicant or employee. For more information on creating applicants or employees, see Creating Applicants and Creating and Mainitaining People respectively.
Manager
Type or select the employeeID to display the direct subordinates of the selected employee.
Type
Select the Employee, Contractor, Student, Temporary, and/or Applicant check boxes to display applicants and/or employees with the respective employment types.
Employment: Start date
Type or select the date to display employees with the specified employment start date.
Once you have clicked Show, the results will be displayed. See the following screen for an example:
Select the check box in the header of the listing to select all the applicants and/or employees at once. Select the check box for the corresponding employee(s) to select only the particular employee(s).
ID
This column displays the IDs of applicants and/or employees.
Name
This column displays the names of applicants and/or employees. Click the hyperlink to view the corresponding information.
Status
This column displays the status of the competency profile generation after you have clicked Generate profiles:
- Copying — This indicates that the copying process is in progress. Once completed, the status will be updated to Created.
- Created — This indicates that a competency profile has been copied to the corresponding employee.
- Existing — This indicates that you are attempting to copy a competency profile with a start date that overlaps with the start date of the existing competency profile of the corresponding employee and the system has prevented you from doing so.
- No active profile: <Code of the job title> — This indicates that you are attempting to copy a competency profile of the job title of the applicant or employee, which has no active profile. Thus, no profile will be generated for the selected applicant or employee.
Reviewers
This displays the number of reviewers selected for the corresponding competency profile. To add more reviewers to review a profile, select the check box next to the ID column and click the corresponding 
under the Reviewers column. For more information, see Adding Reviewers for Competency or Performance Review Profiles.
Once you click Generate profiles in the competency profiles generation screen, the active competency profile will be copied to the selected applicants and/or employees and Created: 1 will be displayed under the Status column, with 1 being the number of profiles created. If you are copying a similar profile which has already been copied to the same applicant or employee, Existing: 1 will be displayed under the Status column.
Once the competency profile has been generated, a message box will be displayed as below:
Click Yes if you want to create the requests to the respective reviewers immediately to inform them to perform the required reviews. You will be directed to the competency requests generation screen. The information in the Criteria section and the start date of the profile will be copied from the generation of profiles screen to the generation of requests screen and the search results will automatically be displayed and selected.
If you do not want to generate the requests, click No. Once you have clicked No, you can always generate the requests by clicking Generate requests or go to HRM/Setup/Competency management/Generate competence request. For more information, see Generating Competency Requests.
Otherwise, the requests will be generated automatically by the system and sent to the respective reviewers when the background job runs. For more information on the background job, see Exact.Jobs.Sys.Maint.dll.
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