Exact Synergy Enterprise

Viewing Competency Profiles of Employees

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 People.
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 people. 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. For more information, see Generating Competency Profiles.
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.

At this screen, you can view the profile generated for the respective person. This function is available only if you have set the competency method to Advanced in the HRM general settings. For more information, see Defining HRM General Settings.

Menu path

To view the competency profiles of employees, go to HRM/Reports/People/People, define the relevant criteria, and click Show. Click the name of the person under the Name column and then click the hyperlink at Competence profiles. Depending on the scenarios, you may see different screens, as described in the following:

If you are the reviewer of the active profile or have the HR role, you will see the active profile.
If you are the direct manager of the employee and the reviewer of the active profile, you will see the active profile. If you are not the reviewer of the active profile and the status of the active profile is not Final, you will see the listing displaying profiles which you are the reviewer of as well as other profiles with the status equal to Final.
If you are not the reviewer of the active profile but a reviewer of other profiles for this employee, you will see the listing displaying profiles which you are the reviewer of. Click under the Review column for the profile which you want to review.
If you are not the reviewer of any profile and if the HRM general settings have been defined to allow you to view your own competency profiles as described in the Roles & rights section, you will see the active profile if the status of the active profile is Final. Otherwise, you will see the listing that displays only profiles with the status as Final.
If the employee does not have an active profile, you will see the listing of profiles. Click under the Review column for the profile which you are the reviewer.

Roles & rights

To view competency profiles, function right 505 – View payroll components is required. Users with the HR role have this function right. However, if you do not have the rights but are the reviewer of the profile, you will also be able to view the profile that you are reviewing.
If you do not have any of the roles and you are not a reviewer, you can view your own profiles if the Review: View profiles check box is selected under the Competency section in the HRM general settings and if the status of the profiles is Final. For more information, see Defining HRM General Settings.

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

Edit

Click this to rate the competences of the employee.

Note: This button is available only if you are the reviewer of the profile. For more information, see Reviewing and Calculating Competency Profiles of Applicants and Employees.

Reopen

Click this to reopen the competency profile and modify the ratings given.

Note: This is available only when the competency review has been completed and if you have function right 508 - Maintain payroll components.

Compare

Click this to compare the scores given to the employee with the ratings of another employeee. For more information, see Comparing Competency Profile Scores with Norm Values.

Profiles

Click this to view a listing of all competency profiles for the employee. For more information, see Viewing Competency Profiles Listing.

Match

Click this to begin the process of matching the employee to the most suitable vacancies. For more information, see Shortlisting Vacancies for Applicant via Matching Wizard.

Note: This button is available if you have function right 508 - Maintain payroll components, the employee has a competency profile created which is linked to one competence or more, and the employee has applied to one vacancy or more in the organization, thus, is an internal applicant. Otherwise, this button is not available.

Close

Click this to exit.

Description

General section

Person

This displays the name of the employee which the competency profile belongs to.

Job title, Level

This displays the job title and the level of the employee.

Manager

This displays the manager of the employee which the competency profile belongs to.

Profile section

Reference date

This displays the date the profile is created. This date is defined in the Profile: Start date field if you are generating the competency profile for the employee at HRM/Setup/Competency management/Generate competency profile or in the Start date field if you are generating the competency profile at the employee card.

Reviewed by

This displays the name of the reviewer.

Status

This displays the latest status of the profile.

Rating

The overall rating for the employee will be displayed when the profile review has been completed.

Remarks

This displays additional notes about the competency review.

Competency section

This section displays the listing of competences that will be rated for the employee and the weight and score for each competence. Only competences that are linked to field types with type defined as Value will be taken into account when the final rating is calculated. For more information on the field types and values, see Creating and Modifying Field Types for Competences, Attributes, and Targets of People. The norm values of the job title (that the employee belongs to) defined in its active profile will also be displayed to allow you to make comparisons between the norm values and the ratings given to the employee.