Administration Module

There are some problems that you need to discuss with your IT support staff. What needs to be clear is that your copy of Encompassing Visions is running on your server using your databases. There is no communication to our systems taking place nor can we impact your ability to access the system.

•If you don’t know what the appropriate address is to enter into your browser.

•If you enter the appropriate address in your browser and the application login page does not appear.

•If you are trying to access you’re Encompassing Visions application from outside your office and encounter problems.

All of these issues are related to the set-up, security or availability of your computer facilities and the application.

If you encounter a problem using Encompassing Visions or have a question that you need to answer, please provide us with as much detail as you can. We prefer an e-mail with as much of the following information as possible:

•Your Encompassing Visions software version (found on the login screen and on the mail menu).

•A screen print of the specific problem (e.g. error message or screen showing the results) and screen prints of as many of the steps you feel would be relevant.

•An indication of the results you were expecting versus the result you received.

•When dealing with competencies, if you have customized your competencies and your question relates to a specific competency, we’ll need to know the competency number (as found in maintaining competency definitions function of Maintain Terms and Weightings) so that we can relate your question back to the base system terminology.

•If you are reporting a problem from one of your users, please specify the screen they had an issue with, whether or not they are a lead and some information about their access level to the module where the problem occurred.

•System Policies that may impact the area of the system you are having an issue with.

We’re here to help so please don’t hesitate to contact us. We will get back to you as quickly as we can.

If you want to request an enhancement to the application or you have an idea you would like to share with us, please contact us with an outline of what you are looking for and we will get back to you to discuss it further.

Encompassing Visions User IDs are granted permissions to specific modules and functions of the system. These permissions determine which functions the user can see on their Application Menu. In order to simplify the maintenance of this access, User Profiles were introduced to the system with Version 8.5. User Profiles allow for a consistent level of access to be assigned to multiple users so that you maintain the profile instead of the individual users when the application changes (e.g. you start using a new module) rather than all the individual users within your organization. For each user in the application, a profile can be assigned. When the user’s responsibilities change (e.g. they are now a lead and need to be able to view the Analysis functions) you simply change the user’s profile.

For example, you may create a profile called Employee Reviews and another called Leader Reviews. You can set up the Employee Reviews profile with just access to the Complete Reviews function and assign this profile to all of the non-leader employees in the system. Only Employees will be available in the navigation bar with the only function available - Complete Reviews. You can set up the Leader Reviews profile with Complete Reviews and Print Learning and Growth Reports and assign this profile to all the leaders in the system. This will allow all leads to complete reviews (just like the Employee Reviews profile,) but it will also give them access to the Print Learning and Growth Reports function under Employees in the navigation bar. You may also want to give access to the Employees to print their Incumbent Review.

Client Relations (crelations@encv.com) can also assist with any revisions to the User Profiles that you may need to make to suit the access required for your organization.

The Help within Encompassing Visions provides additional information about maintaining user and profiles along with examples of some common user scenarios. In the Help, look under Administration > Profiles.

We included nine different default profiles that we feel will fit most organizations. You can add, update or delete these profiles as appropriate to your organization. We will not ever make any modifications to these existing profiles in our upgrade process unless it is to remove modules from the system or add new modules (in which case we would set access levels to zero and remind you to update your profiles as part of the release notes for the update).

Profiles are modified through Administration>Profiles. Double click on the profile you would like to modify.

Please note: Profiles were updated for this release. You may not have some of these profiles that are noted below. The profiles you see here are given to our new clients when they first implement the software.

This profile provides user access to the Application Menu and the Jobs function Jobs – User Assigned Jobs.

This profile assumes that you have established specific jobs for the user to enter a questionnaire or other job details for in the Administrative function Link Jobs to Users. This access allows the user to add or update the jobs linked to their user ID.

You would assign this Profile to Users who are assisting your evaluation committee and who have been given responsibility for entering a questionnaire or job details for specific jobs only (typically their own). If you have an evaluation committee who is responsible for entering all of the information about the job, then you will probably want to change this profile to provide access to the Jobs functions Jobs and Print Job Reports and not to the Jobs – User Assigned Jobs. You could also create a new profile that you assigned to these Job Evaluation Committee users.

This profile provides user access to the Application Menu and the Jobs function Jobs.

When applied at the 'System-Wide' level, this Profile enables Users to read and print all 'Non-Confidential' Job Descriptions from anywhere within the organization. If Domain functionality has been enabled, this Profile will enable Users to read and print all 'Non-Confidential' Job Descriptions within the assigned Domain.

When applied at the 'System-Wide' level, this Profile enables Users to review/edit/provide input on specific jobs and read/print all ‘Non-Confidential’ Job Descriptions from anywhere within the organization.

If Domain functionality has been enabled, this Profile will enable Users to provide input on specific jobs and read/print all ‘Non-Confidential’ Job Descriptions within the assigned Domain.

When applied at the 'System-Wide' level, this Profile enables Users full access to all functionality required to enter, evaluate, analyze and print reports associated with the evaluation of every job within the organization regarding their relative Skill, Effort, Responsibility and Working Conditions.

If Domain functionality has been enabled, this Profile will enable Users full access to all the same job evaluation functionalities within the assigned Domain.

This Profile should only be applied at the 'System-Wide' level as it provides access to ALL Job-related tables and functionalities required in the configuration of the software database.

This Profile enables Users to read and print Job Descriptions for any job in the organization except those jobs identified and flagged as 'CONFIDENTIAL'.

With this Profile, system security protocols will control the employee names that appear on related screens for creating, completing, approving, printing and archiving learning and growth reviews/reports based on whether the User has supervisory responsibility or not.

If the User has supervisory responsibilities, this Profile will also enable them to view team learning and growth and develop training plans for subordinate personnel.

Please ensure the appropriate 'Profile' is attached to each Employee Id and Name in the 'Employees' module

This Profile enables Users to read and print Job Descriptions for any job in the organization except those jobs identified and flagged as 'CONFIDENTIAL'. With this Profile, system security protocols will control the employee names that appear on related screens for creating, completing, approving, printing and archiving learning and growth reviews/reports based on whether the User has supervisory responsibility or not.

If the User has supervisory responsibilities, this Profile will also enable them to view team learning and growth and develop training plans for subordinate personnel.

The A5A Profile also enables Users to complete the Competency Alignment Survey, an effective tool for understanding stakeholder perceptions about organizational values.

Please ensure the appropriate 'Profile' is attached to each Employee Id and Name in the 'Employees' module.

This Profile enables Users to read Job Descriptions for any job in the organization including those identified and flagged as 'CONFIDENTIAL'.

It enables Users to view the technical skills attached to their employee profile in ENCV, to create, complete, approve, print and archive learning and growth reviews/reports, and to complete the Competency Alignment Survey - an effective tool for understanding stakeholder perceptions about organizational values.

With this Profile, system security protocols will further enable User's to update the technical skills of others anywhere in the organization.

With lead responsibilities, Users with this Profile will also be able to view organizational learning and growth and develop training plans for subordinate personnel.

Please ensure the appropriate 'Profile' is attached to each Employee Id and Name in the 'Employees' module.

This Profile allows Users access to every module in the software system, including those related to system configurations and ‘Confidential’ information.

In addition to customizing data tables, input screens, factor weights and managing data import activities, this profile enables User's to access/update all Employee information in ENCV, access/identify organization-wide training needs and access/conduct succession planning activities.

As such, assignment of this Profile should be restricted to very few within the organization, and only those trained and certified as an Encompassing Visions™ System Administrator.

Please ensure the appropriate 'Profile' is attached to each Employee Id and Name in the 'Employees' module.

You would assign this Profile to your Administrative Staff who are responsible for maintenance of the application.

You can customize the profiles in any way that suits your organization. There is no processing around the names of the profiles so default profiles can be deleted if not required by your organization.

The following are some example scenarios where you may want to modify the existing user profiles or add new ones.

You have decided that you are going to introduce the Competency Alignment Survey to your organization. You already have all of your employees and Leads assigned the A5 Jobs, Learning and Growth, and Analysis profile.

You can simply modify the A5 profile to add level 3 access to the Competency Alignment Survey function and they will now have the Strategic Alignment module show up on their menu with that function enabled or assign the A5A profile.

You have been doing Competency Reviews for years and now you want to add Work Plans.

You will need to ensure that all of your profiles provide level 3 access to the Business Objectives and Professional Development Work Plans functions and maybe to View Unapproved Work Plans as well (although that will be more useful to leaders than employees).

You must review the default profiles and determine which work for you and what updates they would require.

•Any employee identified as a Job Evaluator could have their user updated to use the A3 Job Evaluator profile. This gives the User access to complete sample benchmark jobs from various areas of the organization, including those recognized as highly technical, administrative, and managerial in nature. The purpose is to build common understanding and consistency in how JET (as a team) will interpret the Questionnaire.

•Any employee who shares in the input of the job information could have their user updated to use the A1 User Assigned Job profile. This enables Users to review information about Job accountabilities and technical skills. It also enables the independent completion of the JPS Job Questionnaire so each User's questionnaire responses can be factored (averaged) into an overall understanding of job-specific Skill, Effort, Responsibility and Working Conditions.

•Any user that currently has level 5 access to administrative functions could be changed to utilize profile A7.

On the user maintenance screen, you can sort by the profile ID that is assigned to the user by clicking on the Profile column heading. That will sort all the users without profiles to the top and you can manually go through this list and see what the user should be updated to for a profile. This may identify new profiles you need to add or you may choose to leave these users without profiles and maintain their access rights manually.

The following are some example scenarios where you may want to modify the existing user profiles or add new ones.

You have decided that you are going to introduce the Competency Alignment Survey to your organization. You already have all of your employees assigned the A5 Jobs, Learning and Growth, and Analysis profile. You can simply modify the A5 profile to add level 3 access to the Competency Alignment Survey function and they will now have the Strategic Alignment module show up on their menu with that function enabled or change the profile to A5A that already includes the CAS to the users.

You have been doing Competency Reviews for years and now you want to add Work Plans.

You must review the default profiles and determine which work for you and what updates they would require.

•Any user that currently has level 5 access to administrative functions could be changed to utilize profile A7.

A Note about Configuring your Encompassing Visions software system for Competency Management:

Configuring the Encompassing Visions application according to the steps in this guide will enable you to utilize the full functionality of the software and reflect precisely what is important to your organization in terms of job evaluation and the employee learning and growth process, priorities and measures.

This document is intended to be both a checklist and a guide. Please work with your consultant or ENCV Client Relations staff for additional ideas and information beyond what is provided within this document. And remember – no matter what configuration changes you make in the software, its architecture is designed to ensure nothing will be lost with future software upgrades.

Our goal is to ensure you can use Encompassing Visions to its full potential so the talent potential of your organization can be realized.

Encompassing Visions efficiently collects detailed, high quality Job Data that defines and reflects the organizations core competencies and integrates the Job Data with Employee Competency Assessment Data to inform a number of technology-enabled HR processes.

Our IT staff will work with your staff to securely transfer the program and database files for installation on a) your own server or b) set up the on the cloud server managed by Microsoft Azure.

•Add this website to your favorites or put the icon on your desktop for future use.

•Enter your user ID and password. Default settings with installation are Admin1/Admin1, Admin2/Admin2, and Admin3/Admin3

•If you have forgotten your User ID and /or Password, and have a valid email address connected in ENCV to your name and User ID, the system will email a new Password to you that will enable system access.

oNote: If you will be using ENCV for Learning and Growth Reviews, this functionality will be of significant importance and time savings to you. Management and staff will be able to gain secure system access without having to involve the System Administrator in re-setting that information for them.

To change your password, hover over your name, in the right hand side of the navigation bar, and open up the sub-menu. Click on Change Password.

The system will bring up a window allowing you to set up your new password. You will need to re-enter the password and then click “ok”. Note: When one or several new/unique Admin User IDs and Passwords have been established, we suggest you delete the system defaults for security reasons.

When the system administrator assigns a password for a new Employee, or changes the Employee's password, the system requires that the Employee change the password upon first log on. A temporary password assigned by the system administrator must be a minimum of 6 characters (alpha, numeric, symbols) and may be reused.

Some organizational procedures require complex passwords for access to software applications. If that is a requirement for your organization, then go to Administration>System Settings>Security>Do you require passwords to be complex? Set to ‘Yes’. This will force a user to set a complex password when they log in the system. If the policy is set to no, the temporary password requirements (above) are enabled.

Administration>Users/Profiles>Click on the Add icon. A User Details screen opens.

Complete the appropriate information, keeping in mind that your user ID is a primary key for the employee record and cannot be altered at a later date.

•Note: the password will be changed upon first log in by the user, so a generic password can be entered here.Just remember what it is to tell them! Also, if your organization is large and users are frequently needing to be added/deleted from the ENCV database, contact ENCV to ask about our Data Integration module for automatically updating your ENCV database from your organizations HRIS or Payroll system.

In order to enter Job (or Employee) data into the software, a security code will be emailed to you by your ENCV Client Relations contact. It will need to be copied and pasted into the ‘Constraints’ field within the installed software system. Administration>System Setup>Constraints.

•To upload the logo, go to Administration>System Settings>Reports>Logo. The logo maximum size is 2.5cm (1 in) tall by 10cm (4 in) wide.
Note: Remove any excess padding and follow the directions of the generated warning and make adjustments as required.

oTo include logo in Administrative reports: go to Administration > System Settings > Reports > Logo > Use Logo on Reports? Set to 'Yes'

oTo include logo in Job reports: go to Job > Job Settings > Reports > Logo > Use Logo on Reports? Set to 'Yes'

oTo include logo on Jobs Description reports: Go to Job > Job Settings > Reports > Report Options > Customize > Job Description Report Options > Customized Logo – check System field

oTo include logo on Jobs Posting reports: Go to Job > Job Settings > Reports > Report Options > Customize > Job Posting Report Options > Customized Logo – check System field

oTo introduce the organizations primary, secondary and tertiary branding colors into reports; go to Administration > System Settings > Organization Branding > Colors and make a color selection from the palette options provided.

Based on 30 years of experience, we have found that utilizing a Job Evaluation Team to analyze and evaluate the jobs within the organization is the most accurate, efficient and effective way to produce quality results. The process involves selecting people from various departments across the organization who will dedicate time to the job evaluation process. The JET members should be individuals who are well-respected within the organization and have good communication skills. They should be objective and analytical by nature, and also be knowledgeable of the organization’s structure, positions and departments. Often JET members are people who have held various positions within the organization. The JET implementation method is described in detail here.

The other critical staff assignment is the person(s) who will act as the ENCV System Administrator. This person will become the ENCV resident expert. They will typically handle the configurations listed in this document, participate in the job evaluation process, add and update users, and run reports. If employee learning and growth modules are enabled they will also train staff on how to complete work plans and competency reviews, and act as the primary contact with ENCV Client Relations staff.

You can review system policies by going to the Administration Module>System Settings or to each relevant policy controls linked to the related modules.

Note: For rolling out the ‘Job Evaluation’ functionality of Encompassing Visions, review the options that appear under Jobs>Job Settings.

Note: If only rolling out the ‘Job Evaluation’ functionality of Encompassing Visions, then review the options that appear under Jobs>Job Settings.

The JPS Job Questionnaire© is an internationally copyrighted document that asks a series of questions about what a job does. It has been developed over 30 years with the experience gained through the evaluation of tens of thousands of jobs to date. Responses are tabulated to calculate a numerical score that reflects the jobs relative ‘value’ to other jobs within the organization (for compensation purposes). Based on the same information, the questionnaire responses are translated into importance ratings for various behavioural competencies (for Job Posting and Candidate Interview Reports, as well as for employee learning and growth review purposes).

•Gather all the relevant information required to evaluate every job in your organization;

•Keep detailed documentation on every contentious job evaluation decision made;

•Score jobs for compensation purposes based on the relative Skill, Effort, Responsibility and Working Conditions they provide to the organization;

•Compare and analyze jobs to ensure job evaluation results make sense, are fair, appropriately reflect job similarities/differences, with results that can be easily communicated/understood;

•Generate Job Descriptions, Job Postings and a list of Candidate Interview Questions;

Customization should not be necessary. However, sometimes it is appropriate for some text to be re-worded to more closely reflect the terminology used within your organization.

To do this, distribute a hardcopy of the standard JPS Job Questionnaire (available from ENCV Client Relations in MSWord format) to JET members. Ask them to review the documents for terminology, context and understanding with respect to the business culture of the organization. If changes are required, it is strongly suggested for consistency and accuracy reasons that changes first be noted on this hard copy document, discussed, agreed to and then entered into the database by the ENCV administrator.

Note: It is critically important that any suggested changes first be discussed with your consultant or ENCV Client Relations staff before being entered into the software; they are best able to tell you what impact the suggested change(s) will potentially have on other measures/functionalities within Encompassing Visions.

•The JPS Job Questionnaire© questions, Elaboration fields, Response Text, Response Weightings, Response Examples and Job Description Text are located in Jobs >Job Settings> Job Evaluation Questionnaire > Job Evaluation Questions> Customize

•Specific Competency information is stored in Job > Job Settings > Competencies. Select a competency. Various details are accessible by using the pick list.

oDouble click on any listed competency to edit the name and definition of the competency, to make it “Active/Inactive”. It’s VERY important that any changes do not affect the meaning of the competency.

oCompetency Characteristics are the list of detailed questions that are asked in employee learning and growth reviews if the competency is particularly important in the job the employee is assigned. These questions are system defaults that can be made “Inactive”, and new / additional / other questions can be entered (for ‘All’ or ‘Job Group’ specific) to ensure job-specific, complete, and appropriate measures of what your organization expects in the learning and growth of the related competency.

oThe Describing Excellence feature is a description of what excellence looks like in the learning and growth of the competency. This section is printed in the Employee Learning and Growth Report (by default) if competency review feedback suggests there is need for development. These elements can be configured to reflect what excellence would look like in your organization, and they too can be customized for each Job Group.

oSelection Interview questions have been pre-populated for each competency. This feature is also configurable to create a Selection Interview Guide that reflects the questions job interviewers should ask in your organization. This feature can also be fine-tuned for each Job Group.

oEstablish global policy values for particular Competencies (i.e. an “Organization Bias”) as required.

•Specific Technical Skills information is stored in Job > Job Settings > Skills/Certification

oTo add additional skill types: Job > Job Settings > Core Tables > select Skill Type, Actions button: Add New

Note: Your organization may have already defined the behavioural competencies important to its operations. If so, and if they are different than the ones provided in the Encompassing Visions competency library, the software is designed to accommodate the remapping of the Job Questionnaire to meet your organization-specific competency needs. If this requires amalgamation of listed competencies, adding new competencies, and/or making some of the listed competencies inactive, please discuss this with your consultant or ENCV Client Relations staff. We will work with you to accomplish the customization of competencies to suit your organization.

A ‘Job Family’ is a group of jobs that share related expertise (e.g., Law, Accounting, HR, Engineering, Health/Safety, Sales, etc.)

•See alternate terms configuration – if you want to change “Job Family” to a term more closely aligned with your internal terminology

•Jobs > Job Settings > Alternate Terms > what term do you use for the Visions term: Job Family?

•Add to and/or update “Job Families” listed in the table. (Job > Job Settings >Core Tables>Job Family)

•Jobs Module > Jobs > choose Job Family from pick list when a new job is created, or a current job is edited.

A ‘Job Group’ are jobs that share a similar level of organizational responsibility (e.g., Executive Leadership, Management, Team Leaders, Union affiliation, Administration, Technical Professionals, Administration, Operations, etc.,)

•See Alternate Terms configuration – if you want to change “Job Group” to a term more closely aligned with your internal terminology.

Jobs > Job Settings > Alternate Terms > what term do you use for the Visions term: Job Group?

•Add to and/or update “Job Groups” listed in the table. (Job > Job Settings >Core Tables>Job Group)

•Jobs Module > Jobs > choose Job Group from pick list when a new job is created, or a current job is edited.

NOTE: We STRONGLY recommend you do not delete any listed (default) Job Groups listed in the ‘Job Group’ table provided. They likely have connections to other functionalities in ENCV you will later appreciate having access to.

•Jobs Module >Jobs, choose Location from pick list when a new job is created or a current job is edited – but only if it is appropriate / important to recognize that the Job is only found at this specific location.

•Administration > Organization Structure >View Actions button: Add New Organization Unit

•Note 1: We recommend that the organization structure be built from the top down. Be sure to accurately reflect the organizational reporting layers as each unit is added to the ‘organization chart’ building inside Encompassing Visions, and make sure the first/top organizational level is the name of the organization.

•Note 2: The names of employees who are “Leads” within the organization should appear on this Organization Structure when:

o2) Employee names have been added into the database (# of active employees for that particular department will also display).

▪(See Step 29 – “Load and link Employee Information with User Id’s and User Profiles”.)

•Note 3: If your organization does not want to assign jobs to an organization structure and either is not using ENCV for employee learning and growth reviews OR uses Supervisor/Employee reporting codes to establish learning and growth review relationships, then building the organization structure in the software is not necessary.

Each job needs to have an identifying number attached. If available, it is very important to use the numbers that are common elsewhere in your systems, such as the Job ID in an HRIS or Payroll system, particularly if the organization plans to utilize the Data Integration and Import services of the application to automate updates in ENCV and ensure synchronization with HRIS/Payroll updates.

Alternate Terms: Terms that are already in use in your organization can replace the default terms in the application. For example, your organization might refer to our ‘Job Description’ as a Job Profile, and our term General Accountability as Core Responsibility or Primary Purpose.

•Locate the default term in the list: “What term do you use for the Visions term: xxx”

•Select the default term you wish to re-name by selecting the drop-down menu or click the “Add” icon

. This will bring up a window that you can “Add New” or choose from the pick list.

•Click “Save” to save the Alternate name for term or “Cancel” to close the window.

This will change the term from the Encompassing Visions™ default term to your alternate term every place where it appears in the application, including on all reports.

Whole sections in the Job Description layout can be turned on or off to reflect the information your organization prefers to see in the description.

•Job > Job Settings > Reports > Report Options > Customize > View: Job Description Report Options (drop down list).

*If disabling ‘Support Statement for 6,7,12, and 13 please remove printed Job Description Report text related to these questions. “(With the following exceptions/as demonstrated by the following)” Jobs > Job Settings > Job Evaluation Questionnaire > Job Evaluation Questions > Customize > 6.0,7.0,12.0 and 13.0

Alternate Terms: Terms that are already in use in your organization can replace the default terms in the application. For example, your organization might refer to our ‘Job Posting’ as a Work Posting, and our term Technical Requirements as Roles and Responsibilities or Qualifications.

•Locate the default term in the list: “What term do you use for the Visions term: xxx”

•Select the default term you wish to re-name by selecting the drop-down menu or click the “Add” icon

. This will bring up a window that you can “Add New” or choose from the pick list. Click “Save” to save the Alternate name for term or “Cancel” to close the window.

•This will change the term from the Encompassing Visions™ default term to your alternate term every place where it appears in the application, including on all reports.

Sections in the Job Posting layout can be turned on or off to reflect the information your organization prefers to see in the posting.

•Job > Job Settings > Reports > Report Options > Customize > View: Job Posting Report Options (drop down list).

Identify the Jobs to be reviewed and schedule appointments with Job Supervisors who will be able to provide informed opinions about the Jobs to be evaluated.

•JET completes sample benchmark jobs from various areas of the organization, including those recognized as highly technical, administrative, and managerial in nature. The purpose is to build common understanding and consistency in how JET (as a team) will interpret the Questionnaire. Based on results of the sample study, make adjustments to system-embedded wording and Elaborations as needed.

•The first questionnaires to be ‘officially’ completed in the organization will come from the interview with the most senior person in the organization. Make sure you have sufficient copies of the Questionnaire Response Sheet for the number of jobs to be reviewed in each session. Moving through the questionnaire one question at a time for the most senior job and (at the same time) for each direct report, the process will enable relative similarities and differences between executive roles to be effectively identified in the recorded questionnaire responses. Then with information now available for the senior management roles, work with each of these incumbents to complete job questionnaires for their direct reports in the same manner – question by question. With this process, efficiencies and accuracies in gathering quality information about what is similar and what is different between jobs that work together will be maximized. Facilitated by individuals on JET who can provide quality assurance checks and balances with the growing database of jobs from the organization, the relative appropriateness of responses within and across the organization can be assured. Updating system-embedded Job Questionnaire response ‘Examples’ and documenting important decisions in ‘Justifications’ will ensure accurate reference information will be always available in future job evaluation work, even as JET participants change over time.

•Each session using this format should enable JET to evaluate a minimum of 10-15 jobs per day.

•When a number of jobs are completely evaluated, various reports can be run to review where the positions fall, ensuring that no job is rated incorrectly on any question or any factor.

•Print and review the Questionnaire Cross Reference and (optionally) the Competency Cross Reference reports with the manager for relative scores /competency importance ratings with other jobs under their supervision.

o Job > Jobs > Generate Job Related Reports (

) > Job Questionnaire Cross Reference Report/ Job Competency Cross Reference Report - filter as required.

oNote: Upon completion of the JPS Job Questionnaire, when reviewing the Job Questionnaire Cross Reference Report, focus on 6.0, 7.0, 12.0, and 13.0. These particular questions are system calculated to reflect the average of the respective questions. If there is a problem with overall responses to the related questions, it will first show up here. Then and only then you may want to review related question details.

As Questionnaire Response Sheets continue to be completed, enter them into the software. Review existing job descriptions on file within the organization to determine their accuracy in reflecting what is currently being done. As appropriate, copy and paste this information (for General Accountability, Specific Accountability and Technical Requirements) from MSWord documents into the appropriate fields of Encompassing Visions™. Attach skills from the Technical Skills Library for each job entered. This will complete the process and ready Job Descriptions for printing.

oJob Reference - We recommend that you match this job reference to any other job referencing process currently in place in your organization. Note: this is a primary key for the application and cannot be changed once it is saved.

oActive flag – once the job is evaluated and ready to be included in all job-related reports, mark as ‘Active’.

oConfidential – if this is a role that only certain people should view job details for (i.e. an Executive level management position), mark as ‘Confidential’

oBenchmark – ENCV enables organizations to create jobs that have a Benchmark and Clone relationship. If this policy is enabled (Jobs>Job Settings>Benchmark>Enable Benchmark Job Processing?) your organization will be able to flag one job as the ‘Benchmark’ job and link Clone jobs to it. While each Clone may have a different title, skills and accountabilities, ENCV enables the user to choose which text fields to include in the cloning and will share identical Job Questionnaire responses with the Benchmark. That means if you change any response in the Benchmark at some point in the future, that same change can then be automatically ‘rippled’ to every other job in the database that is related to the Benchmark.

oApproved – if your organization has set the policy to ‘Approve’ jobs, marking a job as ‘Approved’ will record the date the job was approved. Note: if the Approval policy is enabled, jobs must be approved before they can be assigned to any employees.Jobs>Job Settings>Approval>Use Client Job Approval Process?>Set to ‘Yes’

oOrganization Unit, Job Family, Job Group, Location and Gender – these fields sort the job into its place within the organizational structure and enable future detailed report filtering.

oGeneral Accountabilities, Specific Accountabilities, and Technical Requirements are open text fields where general and specific information about the job can be copied/pasted from another source or keyed into the space. We recommend that you consider customizing the names of these fields to best reflect your organization needs and understandings. These fields will print on Job Postings and Job Descriptions if checked in the job report options.

•Begin the process of establishing point bands for salary ranges. We recommend they be in (approx.) 15% point increments (minimum points to maximum points for each band). Fine tune the point bands as increasing numbers of jobs are added to the job evaluation database. The first draft of the point band ranges can be entered into the software once the most senior and most junior job in the organization have been evaluated. Job > Job Settings > FLA - Pay Bands/Salary Grades > FLA – Pay Band > Customize

oNote: The ‘Description’ field is available for (optionally) entering the salary range associated with the point band range. It is not currently included in any printed report, but will be printable (by option) in future system-standard reports.

oNote: This multi-pay band feature is enabled by Policy. Jobs>Job Settings>Job Levels>Enable Multiple Pay Bands>Set to “YES”

With increasing numbers of evaluated jobs now entered into the software, we recommend filtering and generating this particular job evaluation report - with or without job points included. The report will show the relative placement of each job in a grid that has Salary Grades down the left column and either Organization, Job Group or Job Family across the top. JET can first check the report to see if the logical placement of jobs makes sense to them, then begin to share department results with each department head to ensure any inconsistencies, misunderstandings or potential job evaluation anomalies are discussed and explained/ justified or revised as supported by additional information provided. The report can then be generated and reviewed by ever higher levels of management to ensure all jobs across the organization fall within a correct and justifiable level.

Generate Job Descriptions from Encompassing Visions for distribution to management and employees. These reports will communicate a complete description of the accountabilities they are responsible for achieving, the technical skills they must apply, the evaluation rationale for the Job Level assigned to their work, and the most important behavioural competencies the jobs are expected to demonstrate. Note: What gets included and not included in the Job Description is determined by your organizational needs (see step 18.)

•Encompassing Visions™ contains functionality for expediting your job evaluation process through ‘copying’ (and also ‘benchmarking’, which is described in more detail in step 22 of this document). For ‘copying, if an already evaluated job is very much like a job yet to be evaluated,ENCV allows you to copy the evaluated job by choosing which text fields to include in the copy, change whatever needs to be changed that makes it unique, then save it – creating an entirely new described and evaluated job in a matter of minutes. (In the navigation bar, go to Jobs > Jobs > Actions: > select the copy job icon.)

•ENCV enables an organization to have multiple job incumbents individually complete the JPS Job Questionnaire for the same job. While accountability text fields and technical skills will be shared between job incumbents to build the best description of duties and expectations, individual responses to the JPS Job Questionnaire are not viewable by others. ENCV will summarize the completed surveys, calculate response averages and present that one ‘average’ survey for organizational consideration. This functionality may prove helpful for several reasons including situations where employee ‘buy-in’ is critically important, the job supervisor is new and doesn’t understand all the job specificities, etc.

•In setting up ENCV to have multiple incumbents and/or Job supervisor(s) complete the Job Questionnaire, we strongly recommend inserting a new job into the database with a Job Reference number having an appended extra letter. For example, if the actual/final Job Reference in ENCV needs to be #0123, insert the job with a Reference Number #0123A. Next, have every person providing input to that job answer the Questionnaire for, in this example, #0123A by enabling the ‘User Assigned Jobs’ functionality. Each completed Job Questionnaire will be individually stored in the software database, along with the User Id of the person who completed it. Collectively, each Questionnaire will be factored into determining not only the ‘Average’ response to each question, but also what the jobs ‘Total Points’ average is. This is important to know because every system generated report will base its information on this calculated ‘Average’. At this stage, we recommend copying the job with the multiple completed Questionnaires attached (i.e., #0123A), entering the New Job Reference as the correct number (i.e., #0123), saving the copy, and then making the original job with the multiple attached Questionnaire (i.e., #0123A) ‘Inactive’. What this will have done for your organization is –

•Enable the retention of all the completed, individual Questionnaires for future reference if required by simply ‘Activating’ the job once again.

•Ensure every Job showing in the list of Jobs has only one questionnaire (the ‘Average’) attached to it.

•Ensure that the impact of points/competencies with any future changes to the Questionnaire will be specific and clear.

•Domains will enable organizations the opportunity to assign full, independent responsibility for job evaluation to a sub-set of jobs specifically domiciled to management personnel within an organizational structure, or to job evaluation sub- committees charged with the responsibility of independently defining jobs (and potentially evaluating them) within a particular Job Family or Job Group (e.g., developmental levels of Administrative Assistants, Engineers, etc.).

•For example, a user (i.e., a Domain-Administrator) assigned to a particular Domain may be restricted to ‘No access’ or ‘Read-only access’ to ALL Jobs in the full Jobs database, but be given full security clearance to create/view/edit jobs and generate all job evaluation related reports for all, or a sub-set of jobs, within an assigned Domain.

•Administration > System Settings > Access Control > Enable Domains? (to facilitate Domain-Admin access levels) > Set to ‘Yes’

▪ Add Domain details to Encompassing Visions by Administration > Domains > Add icon

▪Select and click on the criteria to establish the domain. All criteria selections are listed.

▪This will bring up a pick list screen. Click on selection and you will be advanced to the ‘(Optional) Specify additional criteria’ screen.

It is possible to mix the ‘and’ and ‘or’. To help remember the context each job must match the entire criteria.

a)If you select ‘Any’ it is easier to say, “This Domain contains jobs that are either _ or _ (or both (additive)).”

b)If you select ‘All’ it is easier to say, “This Domain contains jobs that are both in the _ and_ (subtractive).”

▪Click “Next” to move to the Name and Description screen to add the Domain Name and Domain Description.

▪Click “Finish” to create your domain or “Cancel” to close the window.

With data access security protocols, this person(s) will participate in the job evaluation process and run reports.

•Administration>Users>Click on the Add icon. Adding a new user is described here.

will be in the Domain column, of the Users screen, to indicate the domain has been linked to the User.

•To upload the logo, go to Administration>System Settings>Organization Branding>Organization Unit> Report Logos and Colors for Organization Units.

▪The logo maximum size is 2.5cm (1 in) tall by 10cm (4 in) wide.
Note: Remove any excess padding and follow the directions of the generated warning and adjust as required.

oClick the ‘pencil’ icon to open the details screen for selected organization unit.

▪A spinner will indicate that it is opening your folder that contains the logo(s) that is/are to be uploaded into the application.

oTo introduce the organizations primary, secondary and tertiary branding colors into the Job-Related reports of each Organization Unit; unselect ‘Use Default’ to make a color selection from the palette options provided.

•Click “Save” to save the new details for the branding or “Cancel” to close the window.

•The Organization Branding Screen will show the uploaded logo(s) and branding colors.

With increasing numbers of established domains now entered the software, we recommend generating this report. The report will show the domain(s), relative criteria, and the Domain Administrator of the domain. This report can be printed.

With Domain Administrator(s) added to the software, we recommend generating the User Domains Report to verify the Users assigned to each domain that have been set up by the organization. Once generated, the report can be printed.

•Learning and Growth reviews and ratings are more Objective because they are always based on what a person is specifically paid to do - nothing more, nothing less;

•The process ensures Accountability because expectations and learning and growth measures can be clearly communicated before the year even begins, they don’t change unless the job does, and every aspect of what a learning and growth review should include – what was accomplished, and how it was done – are measured;

•Employee recognition programs and training / development plans demonstrate Respect to each person on your team because they are always based on an accurate and objective understanding of how each person’s contributions made a specific difference to individual, team and organizational success; and,

•Succession and career planning decisions are always based on the most accurate and objective information available about people and their capabilities – not who a person knows, but what a person has proven they can do.

Our software is designed to be fully configurable to meet your organizations needs. Behavior-based and table driven, all competency-related information in ENCV (i.e., competency names, definitions, interview questions, learning and growth evaluation questions, tooltips, elaborations, and system generated suggestions for learning and growth improvement) is easily configured to meet each organizations unique needs, right down to the job-specific level if necessary.

ENCV enables an organization to configure interface features, field names, access security, dashboard/learning and growth report content, and system standard terminology to a very detailed and need-driven perspective.

The software comes complete with a technical skills library which can be easily updated as required.

The learning and growth management options of Competencies, Business Objectives and Personal Development Plans can be implemented in stages based on organizational ‘readiness’ for each measure. Furthermore, organizations can determine how much each option will be worth in the overall determination of learning and growth ratings by allocating a % value to each.

Based on policy settings and organizational reporting relationships, ENCV automatically controls access to creating and approving objectives, reviewing employee learning and growth, and generating/approving/electronically archiving learning and growth reports.

ENCV enables the import of data from other applications to reduce the amount of data entry required by the Administrator. This exercise can be done early in the implementation process to create the organizational structure and setup reference file tables, employee and user information. The Manual Import can be used to do infrequent or initial importing of information, but for regular synchronization with other applications the Automated Import Service is available.

There is a complete, thorough and up-to-date online ‘HELP’ that describes all system modules and functionalities in a simple, easy to read format. Sections of the ‘HELP’ can be extracted and printed for internal training purposes if needed.

ENCV is both scalable and flexible based on client requirements. The data backend can be housed on a separate SQL server and accessed via the application on multiple servers if required. As the application is using Microsoft Windows Server and Microsoft SQL Server, the scalability is only limited by the hardware and network architecture.

And last but certainly not least, any and all configuration changes made by an organization are automatically migrated into new version releases of ENCV. With our software, the only time an organization needs to revisit past customizations is when there is a business need to do so.

Encompassing Visions can be installed on-premises or cloud-hosted as a SaaS application using Microsoft Azure. It is a three-tier application with the presentation layer being the Internet browser, the middle tier residing on the Internet Information Server of Windows Server, and the data residing in a Microsoft SQL Server database

The installation of the software is completely self-contained in an InstallShield setup. No other installation is required other than preparation of the server hardware with the appropriate operating systems and SQL Server. Software installation assistance and consulting are available during JPS business hours of 8:00am to 4:30pm MST and all technical support issues are automatically escalated to the Manager of Technical Support Services. Software upgrades during the first year following installation are also provided at no additional cost.

When installed on-premises, Encompassing Visions operates within a local area network or a high-speed wide area network. Using HTTPS to encrypt communications is recommended. When cloud-hosted, we force all internet traffic over HTTPS to ensure all data is encrypted in transit.

Data storage capacity within Encompassing Visions is limited only by the capabilities of the SQL Server database. The application programs, pages and on-line Help screens occupy about 450 megabytes of disk space on the IIS server.

The following are the technical options supported for the Encompassing Visions™ software system.

Windows Server	Windows Server 2022	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
	Windows Server 2019	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
	Windows Server 2016	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
**Note: For your security, we recommend configuring Encompassing Visions to be accessed via HTTPS
Database	SQL Server 2019 Express
	SQL Server 2017 Express
	SQL Server 2016 Express
	SQL Server 2014 Express
**Note: Encompassing Visions installation can be configured to allow a separate Database Server. All combinations of Windows Server and SQL Server are supported.
Windows Client	Windows 10
	Windows 11

Window Client Browser	Firefox 110 or later
	Chrome 110 or later
	Edge 109 or later

Mac Client Browser	Firefox 110 or later
	Chrome 110 or later
	Safari (currently not supported with this version)

•Are your alternate terms set appropriately based on terms your organization uses?

•Do you use enhanced averaging for Questions 6.0, 7.0, 12.0 and 13.0 in the Questionnaire?

•Are you going to require the jobs be approved before they can be linked to an employee (Job Approval Process Policy)?

•Are you using 5 or 10 response options in the sub-review questions of the learning and growth review? And set the policy appropriately?

•Do you use evaluation options other than Score (i.e. Grade/Percentage/Achieved) in work plan reviews?

•Have you set your Competency Characteristic Threshold appropriately for the Importance Rating at which you want sub-review questions to appear?

•Have you turned on the Work Plans if you are using them? And customized the terms associated with Work Plans?

•Have your IT department enabled e-Mail messaging from the application? Have you set the policy to indicate that?

•Have you changed the password on your default administrator accounts (Admin1, Admin2, Admin3)?

•Have your competencies been customized, either by inactivating some competencies, changing the wording, or by re-mapping the Job Questionnaire/Competency relationships?

•Have you customized Report Options for recruitment reports and for learning and growth reports?

•Have you customized the learning and growth rating descriptions to suit your organization? Do the Characteristic Tool Tips match?

•Have you established your reference file information? (Job Group, Job Level, etc.)

•Have you got your Organization Structure established in a manner that supports your Learning and Growth Reviews?

•Are you identifying skills for each job? Have you built your skills inventory? Are they specific enough to differentiate one job from another?

•Have you turned on the policies that allow you to perform analysis of these skill evaluations from the learning and growth review (in the Organizational Learning and Growth function)?

•Have you linked the skills to employees so that you can search by skills for candidates in succession planning?

•Have you checked that there is only one evaluation per job currently in the system?

•Have you differentiated your jobs well enough, so that the job evaluation for a specific job will provide appropriate learning and growth review questions? (i.e.: ensure that your jobs are not too generic)

Supervisors? Self-Reviews? Have you set the policies for default reviewers accordingly?

•Have you reviewed the Competency learning and growth review questions, suggestions for development, and interview questions based on your organization’s unique Job Groups?

Questionnaire Responses	Job Description
Selection Rationale	Job Posting
Job Total Points	Interview Guide
Job Competency List	Blank Job Questionnaire
Job Questionnaire Cross Reference
Linked Jobs
Job Audit
Linked Employees

Evaluation and Analyses
Job Total Points Listing	Job Skills Listing - Current Filters
Job/Points Matrix	Audit Report - Current Filters
Job Questionnaire Cross Reference	User Assigned Jobs
Job Competency Cross Reference	Incomplete Job Information

Jobs Settings
Competency Listing	Describing Learning and Growth Excellence
Characteristic Listing	Interview Questions
Competency Characteristics	Skills Listing

Administration Module
Users Listing	Organization Structure
Users Login Audit	Domain User Report
Linked Jobs (Organization Structure)	User Domain Report

This purpose of this checklist is to aid in the implementation and setup of Encompassing Visions software. It outlines all of the user customizations that can take place. Additional information relating to each topic area can be found in the Application Customization Guide.

This document assumes that the application is already installed and the appropriate constraints are applied.

Policy	Default Value	JE	L&E	Location	Notes
Suspend User Access	No			Admin.>System Settings>Security	Set only when doing maintenance.
What is the start of your Fiscal Year?	01/01			Employee Settings>Core Table>Reviewer Type
Enable E-Mail Reminders & Notifications?	No			Admin>System Settings>Email	IT must configure for email notifications. Used for review notifications and training plans emails.
What is the server address for sending outgoing email?	smtp.mailgun.org			Admin>System Settings>Email	In order to enable outbound email, set this to your outgoing SMTP server.
What is the port to use for contacting the outgoing SMTP server.	587			Admin>System Settings>Email	Common values are 25 for an unencrypted connection and 587 and 465 for an encrypted connection.
What is the SSL/TLS encryption to communicate with the email server?	YES			Admin>System Settings>Email	Set to true to require an encrypted connection to the SMTP server
What is the username to use for sending email?	encompassingvisions@mg.encv.com			Admin>System Settings>Email	Leave blank to attempt connecting to the server using no username or password.
What is the email address to use for sending outgoing emails?	noreply@encv.com			Admin>System Settings>Email	Users receiving emails will see it as from this address. They may try to reply to this address. This should typically be a valid email domain and address even if nobody receives emails.
What is the description for From Address field. E.g. 'Encompassing Visions Administrator'?	Encompassing Visions Notifications			Admin>System Settings>Email	The human-readable friendly name for the From email address.
What is the password to use for sending email?				Admin>System Settings>Email	Will be sent to the server is a username is set. (This value is stored in encrypted format.)
What constitutes a strength in your organization?	4 or 8			Employees>Employee Settings>Review	How many response options do you use in Employee Learning and Growth Reviews (5/10)?
Do you want to have User Passwords expire & password expiry interval?	No 90 days			Admin.>System Settings>Security>Passwords	Use of this will depend on implementation of Active Directory links.
Show Employee ID on non-admin screens and reports?	No			Employees>Employee Settings>Reports>Learning and Growth Reports
Use Logo on Reports?	No			Employees>Employee Settings>Reports>Logo Jobs>Job Settings>Reports Logo Admin.>System Settings>Reports>Logo	In order to include your logo on admin reports, job reports and learning and growth reports, you need to insert your logo into the source code location on the server. Instructions are in the document ‘Applying a Custom Logo’.
What Menu Scrolling Message do you want to display?	Your message			Admin.>System Settings > User Interface

Alternate terms allow you to customize Encompassing Visions default terminology to match your organization. Consideration should be given to how each of the fields in each of the modules is going to be used.

Term	JE	L&E	Location	Notes
Job Family			Jobs>Job Settings > Alternate Terms	Can link to jobs and employees
Job Group			Jobs>Job Settings > Alternate Terms	Can link to jobs and employees
Job Level			Jobs>Job Settings > Alternate Terms	Calculated by Job Evaluation and optionally displayed on Learning and Growth Report
Work Unit			Jobs>Job Settings > Alternate Terms	Jobs
Benchmark			Jobs>Job Settings > Alternate Terms	Jobs
Importance Rating			Jobs>Job Settings > Alternate Terms Employees>Employee Settings> Alternate Terms	Calculated by Job Evaluation and displayed on Learning and Growth Report
Business Objective			Employees>Employee Settings > Alternate Terms	Work Plans function
Professional Development Plan			Employees>Employee Settings > Alternate Terms	Work Plans function
Objective			Employees>Employee Settings > Alternate Terms	Work Plans function
Level of Importance			Employees>Employee Settings > Alternate Terms	Work Plans function
Degree of Difficulty			Employees>Employee Settings > Alternate Terms	Work Plans function
Resource			Employees>Employee Settings > Alternate Terms	Work Plans function
Resource Category			Employees>Employee Settings > Alternate Terms	Work Plans function
Baseline			Employees>Employee Settings > Alternate Terms	Work Plans function
Target			Employees>Employee Settings > Alternate Terms	Work Plans function
Goal			Employees>Employee Settings > Alternate Terms	Work Plans function
Stretch			Employees>Employee Settings > Alternate Terms	Work Plans function
Bonus Eligible			Employees>Employee Settings > Alternate Terms	Work Plans function
Actions			Employees>Employee Settings > Alternate Terms	Work Plans function
Employee Actions			Employees>Employee Settings > Alternate Terms	Work Plans function
Lead Actions			Employees>Employee Settings > Alternate Terms	Work Plans function
Due Date			Employees>Employee Settings > Alternate Terms	Work Plans function
Percentage Weighting			Employees>Employee Settings > Alternate Terms	Work Plans function
Job Description			Jobs>Job Settings > Alternate Terms	Job Reports function
General Accountability			Jobs>Job Settings > Alternate Terms	Jobs
Specific Accountability			Jobs>Job Settings > Alternate Terms	Jobs
Technical Requirements			Jobs>Job Settings > Alternate Terms	Jobs
Nature of the Work			Jobs>Job Settings > Alternate Terms	Turned off by default
Selection (in Selection Interview Guide)			Jobs>Job Settings > Alternate Terms	Recommend ‘Behavioural Descriptive’ instead of default; Used in Jobs/Job Reports and Interview Guide text admin report

These policies typically dictate how many competencies are displayed on ‘top n’ lists or used in the calculation of organizational learning and growth.

Policy	Default Value	JE	L&E	Location	Notes
Do you use Core Competencies?				Strategic Alignment>Strategic Alignment Settings> Strategic Alignment> Competency Alignment	This policy will determine if Core Competency Alignment surveys are available.
Core Competencies are defined by which Job Group?	Executive			Strategic Alignment>Strategic Alignment Settings> Strategic Alignment> Competency Alignment	Competency Alignment Survey function
Number of Competencies to display in the Survey Results (1-38)	10			Strategic Alignment>Strategic Alignment Settings> Strategic Alignment> Competency Alignment
Behavioral Competencies in Job Reports; Behavioural/Technical Development Opportunities in Employee Learning and Growth Report	5			Employees> Employee Settings>Competencies	This Policy controls the maximum number of important competencies to be included in Job-related reports (Job Description, Job Posting and Selection Interview Guide). It also controls the maximum number of competencies identified as significant Development Opportunities in Learning and Growth-related reports for individual employees and organizational work units.
Number of Behavioral Competencies in Organizational Learning and Growth Reports (1-38)	10			Analysis>Analysis Settings>Competencies	Organizational Learning and Growth Module
Show Inactive competencies in competency alignment survey	No			Strategic Alignment>Strategic Alignment Settings> Strategic Alignment> Competency Alignment	Competency Alignment Survey function

These policies are used only in the Organizational Objectives function and can be ignored if that function is not being utilized.

Policy	Default Value	Location	Notes
Do you use the financial questions (20-22) in the Job Questionnaire?		Jobs>Job Settings>Job Questionnaire	This policy has been removed from Version 2024
Ignore gaps in Job Level List	No	Jobs>Job Settings>Job Levels	Should always be set at no
Used Enhanced Averaging for questions 6.0, 7.0, 12.0 and 13.0?	Yes	Jobs>Job Settings>Job Questionnaire	Yes, rounds up at .25, No uses regular rounding rules
Use Client Job Approval Process	Yes	Jobs>Job Settings>Approval	If on,’ only’ approved jobs can be linked to employees
Enable the Benchmark Job Processing?	No	Jobs>Job Settings>Benchmark	Setting this policy to yes means that you want the ability to ripple job evaluation changes from a job identified as a benchmark job to all of the jobs that have been copied from that job. It enables a benchmark indicator field and a benchmark job reference field in the Maintain Jobs Function. Leaving the default of no will disable these functions.
Prompt Justification Notes for Skill questions	No	Jobs>Job Settings>Justifications	Set to yes only if you want to force Justification of Job Questionnaire choices
Prompt Justification Notes for Effort questions	No	Jobs>Job Settings>Justifications	Set to yes only if you want to force Justification of Job Questionnaire choices
Prompt Justification Notes for Responsibility questions	No	Jobs>Job Settings>Justifications	Set to yes only if you want to force Justification of Job Questionnaire choices
Prompt Justification Notes for Working Conditions questions	No	Jobs>Job Settings>Justifications	Set to yes only if you want to force Justification of Job Questionnaire choices
Do you use Nature of the Work in your job descriptions?	No	Jobs>Job Settings>Job Description	Turn on only if you need this field
Do you want to include ties when printing the list of Competencies for a Job in the Job Reports?	Yes	Jobs>Job Settings>Reports
What text do you wish to print at the end of the job description?	ENCV text	Jobs>Job Settings>Job Description	Disclaimer that job description may be out of date if printed
What Auto Questionnaire instructions do you want to display?	ENCV text	Jobs>Job Settings>Job Questionnaire	May want to customize to your own terminology and instructions

These policies are used in the evaluation of employee Technical Skills and in the display of Technical Skill Evaluation information in the Organizational Learning and Growth function.

Policy	Default Value	Location	Notes
Enable Skills Analysis (of Strengths and Development Opportunities)	No	Analysis>Analysis Settings> Skills	Turns on skills analysis in the Organizational Learning and Growth function
Number of Technical Skills in Organizational Learning and Growth reports (1-38)	38	Analysis>Analysis Settings>Skills
Behavioral Competencies in Job Reports; Behavioural/Technical Development Opportunities in Employee Learning and Growth Report; Behavioral Competencies in Organizational Learning and Growth Reports	5	Jobs>Job Settings>Reports Employees>Employee Settings>Reports Analysis>Analysis Settings>Competencies	This Policy controls the maximum number of important competencies to be included in Job-related reports (Job Description, Job Posting and Selection Interview Guide). It also controls the maximum number of competencies identified as significant Development Opportunities in Learning and Growth-related reports for individual employees and organizational work units.

Policy	Default Value	Location	Notes
Allow Clients to perform skill assessments?	No	Employees>Employee Settings>Employees	Only turn on if you use reviewer role ‘Clients’, you have Technical Skills assigned to the jobs and you want client reviewers to evaluate technical skills.
Allow Subordinates to perform skill assessments?	No	Employees>Employee Settings>Employees	Only turn on if you use reviewer role ‘Subordinates’, you have Technical Skills assigned to the jobs and you want subordinate reviewers to evaluate technical skills.
What percentage of the overall score will be made up of the Competency Review?	100	Employees>Employee Settings>Reports>Learning and Growth Report
What percentage of the overall score will be made up of the Business Objectives review?	0	Employees>Employee Settings>Reports>Learning and Growth Report
What percentage of the overall score will be made up of the Professional Development review?	0	Employees>Employee Settings>Reports>Learning and Growth Report
Frequency of Competency reviews for employees?	Annually	Employee>Employee Settings>Core Tables>Review Type	Used for defaulting review dates (with fiscal year start)
Enable Competency Characteristic Reviews	Yes	Employees>Employee Settings>Reviews
Use default characteristics (sub-review questions) if there are none specified for job group?	Yes	Employees>Employee Settings>Reviews
Competency Characteristics Threshold	7	Employees>Employee Settings>Reviews
How many response options do you use in characteristic reviews?	10 or 5	Employees>Employee Settings>Reviews
Do you wish to show tool tips for characteristics in learning and growth reviews?	Yes	Employees>Employee Settings>Reviews
Justify High/Low comments must be entered to make review complete?	No	Employees>Employee Settings>Reviews
How many days after completion should learning and growth reviews be locked?	30	Employees>Core Tables>Review Type
When printing learning and growth reports, only include reviews included in the last “nn” days	90	Employees>Employee Settings>Employees>Reports >Learning and Growth Reports	This sets date filtering in the Print Learning and Growth Reports screen
When printing learning and growth reports, what additional text do you want to include?		Employees>Employee Settings>Employees>Reports >Learning and Growth Reports	Used for any additional signatures or text that the employee is agreeing to by signing the review
Do you want supervisors to be default reviewers for competency reviews?	Yes	Employees>Employee Settings>Reviews
Do you want supervisors to be default reviewers for business objectives reviews?	Yes	Employees>Employee Settings>Business Objective
Do you want supervisors to be default reviewers for professional development reviews?	Yes	Employees>Employee Settings>Professional Development
Do you want to allow supervisors to copy their employee’s incumbent review?	No	Employees>Employee Settings>Reviews
Do you want incumbents to be default reviewers for competency reviews?	Yes	Employees>Employee Settings>Reviews
Do you want incumbents to be default reviewers for business objectives reviews?	Yes	Employees>Employee Settings>Business Objective
Do you want incumbents to be default reviewers for professional development reviews?	Yes	Employees>Employee Settings>Personal Development Objective

NOTE: In order for the work plans function to be enabled in the Employees module of the main menu, at least one of the Enable Business Plans or Enable Professional Development Plans policies must be turned on. These policies also determine the pick list for the type of work plan being created.

Policy	Default Value	Location	Notes
Enable Business Plans	Yes	Employees>Employee Settings>Business Objective
Enable Professional Development Plans	Yes	Employees>Employee Settings> Personal Development Objective
Enable Bonus Goals in Business Objective Work Plans?	No	Admin.>Objective Field Configuration>Lower Table>Edit
Do you require employees to approve their Work Plans?	Yes	Employees>Employee Settings>Business Objective	Only approved work plans can be reviewed; if this policy is on then both employee and supervisor have to approve, if off only the supervisor.
Do you use level of importance in evaluating your Business Objectives?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the work plan
Do you use level of importance in evaluating your Professional Development Objectives?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the work plan
Do you record resources required for your Business Objectives/Professional Development Objectives?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide Resource screens/fields
Do you use Baseline in your work plans?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the Business Objectives work plan
Do you use Target in your work plans?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the Business Objectives work plan
Do you use Goal in your work plans?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the Business Objectives work plan
Do you use Stretch in your work plans?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the Business Objectives work plan
Do you evaluate Stretch in your work plan reviews?	No	Admin.>Objective Field Configuration>Lower Table>Edit
Do you use Objective Type in your objectives?	Yes	Admin.>Objective Field Configuration>Lower Table>Edit	Set to no to hide this field in the work plans
What is your default annual review period for work plans?	Annual	Employee Settings>Core Tables>Review Type	Used to set default dates (with fiscal year start)

Policy	Default Value	JE	PM	Location	Notes
Enable E-Mail reminders and notifications from the application	Yes			Admin>System Settings>Email	Important: Do not enable this option unless you are sure that SQL Mail or DBMail has been set up on your server. Contact your Technical Support Staff for further information.
Port to use for contacting the outgoing SMTP server	587			Admin>System Settings>Email Server	Common values are 25 for an unencrypted connection and 587 and 465 for an encrypted connection.
Use SSL/TLS encryption to communicate with the email server.	Yes			Admin>System Settings>Email Server	Set to true to require an encrypted connection to the SMTP server
Server address for sending outgoing email	smtp.mailgun.org			Admin>System Settings>Email Server	In order to enable outbound email, set this to your outgoing SMTP server
The username to use for sending email	encompassingvisions@mg.encv.com			Admin>System Settings>Email Server	Leave blank to attempt connecting to the server using no username or password.
The email address to use for sending outgoing emails.	noreply@encv.com			Admin>System Settings>Email Server
Description for From Address field. E.g. 'Encompassing Visions Administrator'	Encompassing Visions Notifications			Admin>System Settings>Email Server	The human-readable friendly name for the From email address.

Additional User IDS should be added for those who will be doing initial setup. Review the profiles to determine what level of access your users require. If the predefined profiles do not suite your needs and you want assistance creating others, contact Encompassing Visions for assistance.

The system does allow specific user IDs to be able to access specific Jobs in the jobs table. This is done through the Link Users to Jobs administrative function. The setup of this can be very tedious and requires that all of the jobs be established in the system first (which is not conducive to using the copy job function). But it can be used as a means of limiting which users see what after Job Evaluation is complete.

For more information about this feature, contact Encompassing Visions for assistance.

The organization structure is only required if learning and growth reviews are to be completed. The organization structure determines who the supervisor is for each employee.

The organization structure can be built and utilized for Job Evaluation if Organization Unit is one of the fields you want to group report information by. Encompassing Visions does not use the organization unit linked to a job for anything other than report filtering and does not provide organization structure reporting based on job information.

The organization structure is where the system gets your organization name from, so you must update the Organization Unit ‘XYZ Inc’ to your company name in order for the correct name to appear on reports.

•Build your organization structure from top to bottom (the ‘sub-unit of’ field identifies the structure)

Employees do not need to be established in the system unless you are doing Learning and Growth Evaluations or the Competency Alignment Survey.

•Enter Employee e-mail addresses if you are going to send e-mail reminders and review notifications.

NOTE: When identifying leaders, you need to start from the bottom and work up placing the leaders in the same organization unit as their direct reports. This may not be the physical organization structure but it provides the infrastructure Encompassing Visions requires in determining supervisory reviewers.

•Link employees to the appropriate Job Group if they are to participate in the Competency Alignment Survey

The report options define what information is printed on the Work Reports and Learning and Growth Report.

We recommend that you make your selections (with an Administrative ID) so that other users do not have the ability to turn on and off sections in their personal preferences.

The message defaults are used when generating e-mails reminding users to complete reviews. The defaults can be customized to suit the terminology of your organization and the Administrator can also provide additional text at the time the message is sent.

This menu item only appears if the policy to enable e-mail reminders and notifications is turned on – in other words, only if your IT has set up the use of e-mail from the application.

When considering customizations to the Job Questionnaire, it is imperative that the initial intent of all questions is retained in order to keep the mapping between Job Questionnaire Questions and the Competencies relevant.

•Job Questionnaire questions and responses – you can change responses but not remove any

•Weightings assigned to each response (this impacts the points calculation and is not recommended without guidance form Encompassing Visions support staff)

When considering customizations to the Competencies it is imperative that the initial intent of the competency is retained in order to keep the mapping between Job Questionnaire Questions and the Competencies relevant. Contact Encompassing Visions support staff regarding customized mapping if you are merging or removing competencies.

•Applying Organizational Bias (this should only be done with the guidance of your Encompassing Visions support contact)

The sub-review questions that are asked about each competency can also be customized:

NOTE: If inactivating the characteristics beginning with ‘PT’, then you should turn off the ‘Work Style Analysis’ section of the learning and growth report. The ‘PT’ questions are used to create this section.

The learning and growth ratings are the overall learning and growth evaluation ranges for the Learning and Growth Report. The weights establish the high and low point scores (not customizeable) for each of the definitions.

If turned on (see learning and growth management policies) these tool tips help the user to select the appropriate response in the sub-review (characteristic) questions. Update the 5 or 10 point scale (depending on your learning and growth management policy for responses) to match any modifications that you make to the competency evaluation options and language that suits your organization.

These tables have to be populated before information can be linked to jobs or employees.

Table	JE	PM	Notes
Category			Used in Organizational Objectives and Employee work plan objectives
E-mail Message Defaults			Is used to view and customize the base text for the messages
Employment Equity			EE Codes are linked to employees and can be used to filter employees in various reports
Job Family			Can be linked to both employees and jobs and used to filter and sort information
Job Group			Can be linked to both employees and jobs and used to filter and sort information
Location			Can be linked to both employees and jobs and used to filter and sort information
Reviewer Type			Used to manage when a review can be completed
Resource Category			Used in Work plans
Reviewer Roles			Used for reviews
Skill Type			Used for Skills maintenance and when linking skills to jobs and/or employees
Work Unit			Used for filter and sort of job information

The Skills and Certifications library has to be pre-populated if you want to link skills to Jobs and/or Employees. Skills are organized by Category and Sub-category to make retrieval of skills simpler.

We recommend that you build the Job Level table after you have completed Job Evaluation to see where all of the jobs fall out in terms of points. The job levels are bands of points that you can link to existing compensation scales if desired.

ENCV enables organizations to manage multiple pay lines within the software. In the Job Levels table, several different and distinct point band tables can now be created to accommodate unique stakeholder demands and market realities. With one approach to job evaluation in ENCV, results get tracked into the point band table corresponding to the job being evaluated. This new functionality will increase efficiency and understanding by having one common ‘measuring stick’ to evaluate all jobs across the organization. It will enable organizations to maintain each of the separate pay structures they currently manage, but now more easily because they are all in one place. There will be no change or impact on employee compensation based on the pay band group their job description is attached to, unless the job evaluation result suggests a change is appropriate. It will enable organizational management the option and flexibility to explore moving towards a common pay line for all job families over time. NOTE: This multi-pay band feature is enabled by Policy.

•Use the Incomplete Job Information and Incomplete Employee Information Reports to ensure that you’ve entered all the information you need.

•Use the ‘View Linked Employees’ and ‘View Linked Jobs’ functions from the Core Tables function to ensure that you have all the jobs and employees linked to the job family, job group, EE Code, location and work unit desired.

A Note about Configuring your Encompassing Visions software system for Jobs and Competency Management:

Our goal is to ensure you can use Encompassing Visions to its full potential so the talent potential of your organization can be realized.

Our IT staff will work with your staff to securely transfer the program and database files for installation on a) your own server or b) set up the on the cloud server managed by Microsoft Azure.

•Add this website to your favorites or put the icon on your desktop for future use.

•Enter your user ID and password. Default settings with installation are Admin1/Admin1, Admin2/Admin2, and Admin3/Admin3

•If you have forgotten your User ID and /or Password but have a valid email address connected in ENCV to your name and User ID, the system will email a new Password to you that will enable system access.

To change your password, hover over your name, in the right-hand side of the navigation bar, and open up the sub-menu. Click on Change Password.

Some organizational procedures require complex passwords for access to software applications. If that is a requirement for your organization, then go to Administration>System Settings>Security>Passwords>Do you require passwords to be complex? Set to ‘Yes’. This will force a user to set a complex password when they log in the system. If the policy is set to no, the temporary password requirements (above) are enabled.

Administration>Users/Profiles>Click on the Add icon. A User Details screen opens.

Complete the appropriate information, keeping in mind that the user ID is a primary key for the employee record and cannot be altered at a later date.

•Note: the password will be changed upon first log in by the user, so a generic password can be entered here. Just remember what it is to tell them! Also, if your organization is large and users are frequently needing to be added/deleted from the ENCV database, contact ENCV to ask about our Data Integration module for automatically updating your ENCV database from your organizations HRIS or Payroll system

oTo include logo in Administrative reports: go to Administration > System Settings > Organization Branding > Logo > Use Logo on Reports? Set to 'Yes'

oTo include logo in Job reports: go to Job > Job Settings > Organization Branding> Logo > Use Logo on Reports? Set to 'Yes'

oTo include logo on Jobs Description reports: Go to Job > Job Settings > Reports > Report Options > Customize > Job Description Report Options > Customized Logo – check System field

oTo include logo on Jobs Posting reports: Go to Job > Job Settings > Reports > Report Options > Customize > Job Posting Report Options > Customized Logo – check System field

oTo include logo in learning and growth reports: go to Employee > Employee Settings > Organization Branding > Logo > Use Logo on Reports? Set to 'Yes'

oTo include logo on learning and growth reports: Go to Employee > Employee Settings > Reports > Report Options > Customize > Customized Logo – check System field

The other critical staff assignment is the person(s) who will act as the ENCV System Administrator. This person will become the ENCV resident expert. They will typically handle the configurations listed in this document, participate in the job evaluation process, add and update users, and run reports. If employee learning and growth modules are enabled, they will also train staff on how to complete competency reviews, and act as the primary contact with ENCV Client Relations staff.

You can review system policies by going to the Administration Module>System Settings or to each relevant policy controls linked to the related modules.

Note: If only rolling out the ‘Job Evaluation’ functionality of Encompassing Visions, then just review the options that appear under Jobs>Job Settings.

•Gather all the relevant information required to evaluate every job in your organization;

•Keep detailed documentation on every contentious job evaluation decision made;

•Score jobs for compensation purposes based on the relative Skill, Effort, Responsibility and Working Conditions they provide to the organization;

•Compare and analyze jobs to ensure job evaluation results make sense, are fair, appropriately reflect job similarities/differences, with results that can be easily communicated/understood;

•Generate Job Descriptions, Job Postings and a list of Candidate Interview Questions;

Customization should not be necessary. However, sometimes it is appropriate for some text to be re-worded to more closely reflect the terminology used within your organization.

Note: It is critically important that any suggested changes first be discussed with your consultant or ENCV Client Relations staff before being entered into the software.

They are best able to tell you what impact the suggested change(s) will potentially have on other measures/functionalities within Encompassing Visions.

•Specific Competency information is stored in Job > Job Settings > Competencies. Select a competency. Various details are accessible by using the pick list.

oEstablish global policy values for particular Competencies (i.e. an “Organization Bias”) as required.

•Specific Technical Skills information is stored in Job > Job Settings > Skills/Certification

oTo add additional skill types: Job > Job Settings > Core Tables > select Skill Type, Actions button: Add New

A ‘Job Family’ is a group of jobs that share related expertise (e.g., Law, Accounting, HR, Engineering, Health/Safety, Sales, etc.)

•See alternate terms configuration – if you want to change “Job Family” to a term more closely aligned with your internal terminology

•Jobs > Job Settings > Alternate Terms > what term do you use for the Visions term: Job Family?

•Add to and/or update “Job Families” listed in the table. (Job > Job Settings > Core Tables > Job Family)

•Jobs Module > Jobs > choose Job Family from pick list when a new job is created, or a current job is edited

•See Alternate Terms configuration – if you want to change “Job Group” to a term more closely aligned with your internal terminology.

Jobs > Job Settings > Alternate Terms > what term do you use for the Visions term: Job Group?

•Add to and/or update “Job Groups” listed in the table. (Job > Job Settings > Core Tables > Job Group)

•Jobs Module > Jobs > choose Job Group from pick list when a new job is created, or a current job is edited.

•Jobs Module > Jobs, choose Location from the pick list when a new job is created, or a current job is edited – but only if it is appropriate / important to recognize that the Job is only found at this specific location.

•Administration > Organization Structure >View Actions button: Add New Organization Unit

•Note 2: The names of employees who are “Leads” within the organization should appear on this Organization Structure when:

o2) Employee names have been added into the database (# of active employees for that particular department will also display).

▪(See Step 29 – “Load and link Employee Information with User Id’s and User Profiles”.)

•Locate the default term in the list: “What term do you use for the Visions term: xxx”

•Select the default term you wish to re-name by selecting the drop-down menu or click the “Add” icon

. This will bring up a window that you can “Add New” or choose from the pick list.

•Click “Save” to save the Alternate name for term or “Cancel” to close the window.

•This will change the term from the Encompassing Visions™ default term to your alternate term every place where it appears in the application, including on all reports.

Whole sections in the Job Description layout can be turned on or off to reflect the information your organization prefers to see in the description.

•Job > Job Settings > Reports > Report Options > Customize > View: Job Description Report Options (drop down list).

*If disabling ‘Support Statement for 6,7,12, and 13’ please remove printed Job Description Report text related to these questions. “(With the following exceptions/as demonstrated by the following)” Jobs > Job Settings > Job Evaluation Questionnaire > Job Evaluation Questions > Customize > 6.0,7.0,12.0 and 13.0

•Locate the default term in the list: “What term do you use for the Visions term: xxx”

•Select the default term you wish to re-name by selecting the drop-down menu or click the “Add” icon

. This will bring up a window that you can “Add New” or choose from the pick list. Click “Save” to save the Alternate name for term or “Cancel” to close the window.

•This will change the term from the Encompassing Visions™ default term to your alternate term every place where it appears in the application, including on all reports.

Sections in the Job Posting layout can be turned on or off to reflect the information your organization prefers to see in the posting.

•Job > Job Settings > Reports > Report Options > Customize > View: Job Posting Report Options (drop down list).

Identify the Jobs to be reviewed and schedule appointments with Job Supervisors who will be able to provide informed opinions about the Jobs to be evaluated.

•Each session using this format should enable JET to evaluate a minimum of 10-15 jobs per day.

•When a number of jobs are completely evaluated, various reports can be run to review where the positions fall, ensuring that no job is rated incorrectly on any question or any factor.

oJob > Jobs > Generate Job Related Reports (

) > Job Questionnaire Cross Reference Report/ Job Competency Cross Reference Report - filter as required.

oActive flag – once the job is evaluated and ready to be included in all job-related reports, mark as ‘Active’.

oConfidential – if this is a role that only certain people should view job details for (i.e. an Executive level management position), mark as ‘Confidential’

oBenchmark – ENCV enables organizations to create jobs that have a Benchmark and Clone relationship. If this policy is enabled (Jobs>Job Settings>Benchmark>Enable Benchmark Job Processing?) your organization will be able to flag one job as the ‘Benchmark’ job and link Clone jobs to it. While each Clone may have a different title, skills, and accountabilities ENCV enables the user to choose which text fields to include in the cloning, and it will share identical Job Questionnaire responses with the Benchmark. That means if you change any response in the Benchmark at some point in the future, that same change can then be automatically ‘rippled’ to every other job in the database that is related to the Benchmark.

oOrganization Unit, Job Family, Job Group, Location and Gender – these fields sort the job into its place within the organizational structure and enable future detailed report filtering.

oNote: The ‘Description’ field is available for (optionally) entering the salary range associated with the point band range. Currently included in the system-standard printed reports (by option).

•Encompassing Visions™ contains functionality for expediting your job evaluation process through ‘copying’ (and also ‘benchmarking’, which is described in more detail in step 22 of this document). For ‘copying, if an already evaluated job is very much like a job yet to be evaluated, ENCV allows you to copy the evaluated job by choosing which text fields to include in the copy, change whatever needs to be changed that makes it unique, then save it – creating an entirely new described and evaluated job in a matter of minutes. (In the navigation bar, go to Jobs > Jobs > Actions: > select the copy job icon.)

This is important to know because every system generated report will base its information on this calculated ‘Average’. At this stage, we recommend copying the job with the multiple completed Questionnaires attached (i.e., #0123A), entering the New Job Reference as the correct number (i.e., #0123), saving the copy, and then making the original job with the multiple attached Questionnaire (i.e., #0123A) ‘Inactive’. What this will have done for your organization is -

•Enable the retention of all the completed, individual Questionnaires for future reference if required,

•Ensure every Job showing in the list of Jobs has only one questionnaire (the ‘Average’) attached to it, and

•Ensure that the impact of points/competencies with any future changes to the Questionnaire will be specific and clear.

•Domains will enable organizations the opportunity to assign full, independent responsibility for job evaluation to a sub-set of jobs specifically domiciled to management personnel within an organizational structure, or to job evaluation sub committees charged with the responsibility of independently defining jobs (and potentially evaluating them) within a particular Job Family or Job Group (e.g., developmental levels of Administrative Assistants, Engineers, etc.).

•For example, a user (i.e., a Domain Administrator) assigned to a particular Domain may be restricted to ‘No access’ or ‘Read-only access’ to ALL Jobs in the full Jobs database, but be given full security clearance to create/view/edit jobs and generate all job evaluation related reports for all, or a sub-set of jobs, within an assigned Domain.

•Jobs > Job Settings > Access Control > Enable Domains? (to facilitate Domain Admin access levels) > Set to ‘Yes’ or, alternatively

•Administration > System Settings > Access Control > Enable Domains? (to facilitate Domain Admin access levels) > Set to ‘Yes’

▪Add Domain details to Encompassing Visions by Administration > Domains > Add icon

▪Select and click on the criteria to establish the domain. All criteria selections are listed.

•This will bring up a pick list screen. Click on selection and you will be advanced to the ‘(Optional) Specify additional criteria’ screen.

It is possible to mix the ‘and’ and ‘or’. To help remember the context each job must match the entire criteria.

a)If you select ‘Any’ it is easier to say, “This Domain contains jobs that are either _ or _ (or both (additive)).”

b)If you select ‘All’ it is easier to say, “This Domain contains jobs that are both in the _ and_ (subtractive).”

▪Click “Next” to move to the Name and Description screen to add the Domain Name and Domain Description.

▪Click “Finish” to create your domain or “Cancel” to close the window.

With data access security protocols, this person(s) will participate in the job evaluation process and run reports.

•Administration>Users>Click on the Add icon. Adding a new user is described here.

will be in the Domain column of the Users screen to indicate the domain has been linked to the User.

•To upload the logo, go to Administration>System Settings>Organization Branding>Organization Unit> Report Logos and Colors for Organization Units.

▪The logo maximum size is 2.5cm (1 in) tall by 10cm (4 in) wide.
Note: Remove any excess padding and follow the directions of the generated warning and adjust as required.

oClick the ‘pencil’ icon to open the details screen for selected organization unit.

▪A spinner will indicate that it is opening your folder that contains the logo(s) that is/are to be uploaded into the application.

•Click “Save” to save the new details for the branding or “Cancel” to close the window.

•The Organization Branding Screen will show the uploaded logo(s) and branding colors.

With increasing numbers of established domains now entered the software, we recommend generating this particular report. The report will show the domain(s), relative criteria, and the Domain Administrator of the domain. This report can be printed.

Elements in the Employee Learning and Growth Review layout can be turned on or off to reflect the information your organization would like to see in the report. To configure the Employee Learning and Growth Review Report layout/sections in Encompassing Visions™:

•Employees > Employees Settings > Reports > Report Options > Customize > View: Learning and Growth Report Options.

•Several User profiles are pre-built in the application. The default profiles can be customized, or new profiles developed as required. Contact your consultant or ENCV Client Relations for detailed help with profiles to review what the current / default configurations enable, or if you require any unique configurations for organizational staff.

•Domain(s) may be assigned to an Employee if they are to be a Domain Administrator.

To review Policy Settings related to what distribution of valuing Competencies, Business Objectives and Professional Development Objectives (out of 100%) best reflects your organization’s needs.

Employees>Employee Settings>Reports>Learning and Growth Reports> “What percentage of the overall score will be made up of the Competency Review/Business Objectives/Professional Development review?”

oEnter the Employee Id and Name (check the active box). Be sure the Employee Id corresponds with their payroll Employee Id.

▪Attach job assignment – click

to add or change Job Assignment, attach new job assignment, select job, attach selected job assignment, Save or Cancel.

▪Create a User Id – click the

button, click on the Actions/Add icon, create a User Id, establish a password, select a Profile, and Save by clicking on the diskette icon. Note: You may want to record the User Id and Password created in order to provide same to the Employee and enable them with System access. The User’s profile is automatically updated in the User’s module.

▪Complete Employee Skills if applicable – View: Employee Skills >Go> “Add New”. Search for skill(s) in the pick list, Attach Selected Skill, Save or Cancel if not attaching skill.

•Note 1: If your organization uses the organization chart to designate reporting relationships, be sure to mark the employee as the “Lead” of their assigned organization unit. That way, the application will accurately identify them as default reviewers for subordinate staff in that part of the organization and enable them to print learning and growth reports for subordinate staff as well.

•Note 2: ‘Import’ functionality within the software enables the transfer of data from other applications to Encompassing Visions to reduce data entry requirements when there are large record sets involved. The import process is helpful when setting up job reference tables, employee and user information. For regular, ongoing synchronization with other applications, the Automated Import Service can be used. Call your ENCV Client Relations contact for more information on this service. BS41

•The system is populated with a Technical Skills Library where specific catalogued skills (titled and defined) can be selected and attached to each employee.

▪1) Decide what type of Skill and Certification information you want to track at your Organization.

▪2) Review the default Skill Types provided and determine which ones are required for your Organization and how the Reviewable Indicators should be set (See Jobs > Job Settings > Core Tables >Skill Type).

▪3) Determine whether any of the Skill Types will still require grouping by Category or Sub-Category and establish the appropriate Categories and Sub-Categories (Jobs > Job Settings > Skills/Certifications > View: Skill Categories).

This function will ensure individual employees (when the user is logged in) are able

•to view their personal skills/skill expirations, with ‘Leads’ able to update the Skills/Skills Expiration of their subordinates.

Note: Make sure ‘Employee Skills Access’ and ‘Employees’ (Administration>User/Profiles>Profiles) are set to ‘3’ in the assigned Profiles.

The system will display employee names based on the person who is logged in and their supervisory responsibility. The Lead will be able to add, edit, renew and delete skills for their direct reports.

Lead Employees may choose to delegate responsibility for maintaining staff technical skills and designations to Non-Lead personnel in the division, department or section they are the ‘Lead’ of. As the ENCV System Administrator you can help them set this up by giving ‘Employee Skills Admin’ to the employee(s) they identify by going to ‘Employees’ in the navigation bar, then selecting Employees > doubling clicking on the name of the Employee to be given this responsibility > ticking the box on the Employee Details screen for ‘Employee Skills Admin’.

Note: Make sure the following Profile is assigned to the employee being given this functionality. (Administration>User/Profiles>Profiles) has ‘3’ access to ‘Employee Skills Access’ and ‘Employees’ options.

•Spend time training the trainers to complete learning and growth reviews using the Encompassing Visions software. A maximum of 15-20 employees per 2-hour session (to enable a manageable question and answer time), it's important to outline how the job description and strategic values of the organization link to the Competencies. The goal of these sessions will be to train managers, supervisors and employees in using Encompassing Visions™ to:

-understand the linkage of competencies to job descriptions and strategic plans;

Employee training on the Encompassing Visions application should be conducted upon implementation for all individuals who will be accessing the system to complete reviews, or system-generate results. Contact ENCV Client Relations or your consultant for documents that might assist in the training process.

Based on the theory that "perception is reality", people tend to emulate those traits and behaviors they see as being positively rewarded by decision makers within their organization. Hopefully what employees "perceive" to be important is in fact what the organization wants them to see as important. The Competency Alignment Survey is designed to get at that measure. The results are designed to visually identify alignment - or variance - in perceptions. The ultimate goal of tracking survey results over time is to ensure that perception and reality become the same thing. Only then can an organization be comfortable in knowing they don't have well intended employees doing counterproductive things, simply because of misaligned understandings.

Over time, compiled results of this survey indicate how effectively Encompassing Visions – through its job evaluation, learning and growth management, training and succession planning modules - is changing employee perceptions about what the organizations vision, values and culture are, and what it takes to be successful. To complete this survey, employees will need a user profile that allows them to log into ENCV and navigate to the survey. Strategic Alignment > Competency Alignment Survey / Results

Note: Administration>User/Profiles> ‘3’ setting for option ‘Competency Alignment Survey.

Learning and Growth reviews will always be more accurate, objective and meaningful when input and feedback are consistently anchored to job-specific expectations. That’s what Encompassing Visions (ENCV) does. Based on the roles people are specifically responsible for, ENCV will enable each person’s contributions to be measured at the individual, team and organizational level.

Competency reviews focus on the job-specific and strategically relevant behaviours and technical skills each person is expected to demonstrate because of the specific job they are in.

The importance of a competency in each job is software-identified from Job Descriptions and Job Evaluation results stored in ENCV. As soon as an employee is attached to a particular job in the ENCV database, the software is able to ensure every learning and growth review will always be anchored to what each job incumbent is uniquely paid to do.

And please remember, if at any time someone in the organization feels the importance of a specific behavioural competency is under or over-rated, or the technical skills listed in the learning and growth review are not the right or even the best one, be sure to encourage them to speak with the Human Resources Department. There may be a requirement to update the linked Job Description and Job Evaluation result.

1.Leads and Non-Leads will be navigated directly to the Complete Review screen when they log in. On that screen they will see their name as well as a) the names of any direct reports and b) the names of others in the organization who may have asked to receive learning and growth feedback as part of a multi-rater (360 degree) learning and growth review. Each required review will have a review period and the date by which the Competency Review is to be completed. They are encouraged to start reviews and include supporting comments at any time during the review period. If they do, they just need to make sure they save their input at the end of each session by clicking on the (SAVE) icon. As the Administrator, you just need to ensure that all reviews are entirely completed by the ‘Due Date’ showing.

Note: As mentioned earlier, the Competency Review questions they will be answering are automatically generated by the software and will always be based on what the job incumbent is specifically paid to do.

2.For Competency Reviews, the screen will display the behaviours and skills that the Leads (Supervisors/Managers) and Non-Leads (Employees) need to review. When a review is opened, it is assigned the status of ‘In-Progress’. There is also a column headed ‘Sub-Review Status’ which indicates the number of detailed questions related to the specific Competency, and how many have already been answered.

Only the most important Competencies in a person’s job will have detailed questions attached, and that threshold of what defines ‘Importance’ was set as an organizational standard by your executive management team. So, if you see a dash (‘-‘) in the Competency row, it means there are no sub-review questions because the Competency did not reach the threshold of importance in the Incumbents job.

Each Competency has a rating scale that will have already been determined as 1-5 or 1-10 by the organization. Regardless of which scale is enabled, the software will display a ‘tooltip’ definition for each number when the mouse is hovered over top of any response option.

If the reviewer is unable to answer a question for any reason, they should select C/C (‘Cannot Comment’) as the response. Use of Cannot Comment does not negatively affect the employee’s final learning and growth score.

The text field headed ‘Competency Notes’ is not typically a required component of the review process, but it is provided to enable important general comments to be made about the particular Competency. All comments entered will be included in the final Learning and Growth Review Report.

IMPORTANT! - All competencies do NOT have to be reviewed at one time. In fact, it will possibly be better, more thoughtful feedback if the reviewer doesn’t try to do it all at once. Reviews in the Encompassing Visions software system can be saved and returned to at any point during the review period. The software will keep the review open, even if every Competency has already been reviewed, until the ‘Due Date’ has been reached.

Based on default Policy settings, the system will automatically prompt Justification comments if responses have resulted in an overall ‘High’ or ‘Low’ rating for the related Competency. The review will not be considered ‘Complete’ by the software until all required Justifications have been entered.

To facilitate the convenience of completing Learning and Growth Reviews, ENCV is now available as a Mobile App on your Android/iOS cell phone or tablet. See “Completing Reviews with the Mobile App” (Step 50), for more information.

Through a Policy setting in the software, Encompassing Visions can be set up to enable a Supervisor/Manager to copy the ‘INCUMBENT’ Competency review of a direct report when the review is for the same review period and has already been completed by the incumbent. This functionality may prove valuable to Supervisors/Managers because it provides them with upfront information about staff perspectives on how well they think they did during the review period. It also has the potential to save them time in the completion of direct report Competency reviews. With copying, all responses and comments entered by the incumbent will be migrated into what will then become the ‘SUPERVISOR’ review. The original ‘INCUMBENT’ review remains in the software database, unchanged. At this point, the Supervisor/Manager can make whatever changes and comments they think are necessary in their review, knowing that it will now reflect the Supervisor/Managers perspective, and how well they correlate with the perspectives of the person being reviewed. Please note that by default the related Policy setting is set to be enabled but can be disabled by going to Employees in the navigation bar, then choosing Employee Settings>Reviews>’Do you want to allow supervisors to copy their employees incumbent review?’ and changing the Policy value to ‘No’.

At the top of the Competency Review screen, the reviewer will notice an indicator that shows the review status and information about how many Competencies in the review have been completed.

On some occasions it may be more convenient to print the learning and growth review on paper in order to complete it (i.e., when internet connectivity is limited or not possible). If that is the case, and a review (already started) is needed to be completed offline –

1.In the ‘Employees module’, select the Employee name in the table with a single click of the mouse

3.Select the “Review” from within the reviews screen. The review will be “In-Progress.”

4.From the ‘View’ drop down list select the ‘’Printable Review-to-Date.”

Please remember that any responses and comments recorded on this paper copy will need to be keyed into the software at a later date.

Note: The option ‘Print Review-to-Date’ displays a printable copy of the review that includes any responses and comments that were previously entered into the software by the Supervisor/Manager or Employee for that specific review.

This function enables Supervisors/Managers to have a look at learning and growth reviews being completed by direct reports who are reviewing the Manager’s indirect reports. It will tell the Supervisor/Manager whether reviews of indirect reports have been started so they can follow up in a timely fashion to ensure they get done on time. It will also enable them to potentially address any areas of concern with the review well before the review is considered complete and approved by their direct reports and the employee under their supervision. Access is restricted based on the organizational relationships of the person logged in.

a.Note: For CONFIDENTIALITY reasons, this function is disabled for any direct report self-assessments (i.e., ‘INCUMBENT’ reviews). BS63

If the Status of a review is showing ‘Not Started’, you will also notice that the

icon (showing at the bottom right of the screen) will be grayed out.

•Scroll over the Employees header in the navigation bar at the top of the screen.

a.Filter the employee list as required. If you need to see all the employees, simply clear filters (

1)Default Filter parameters will be displayed. Make sure the ‘Role’ and date range for when the review was ‘Completed’ are accurate. It might be of value to include comments from others if there were more than just your review completed during the selected review period. Select ‘All Reviewer Comments’ if you would like to include them in the system generated learning and growth report, then click the green ‘OK’ button.

Please note that only responses from the selected reviewer role will be included in the calculated learning and growth rating. Further, ENCV ensures that individuals printing a learning and growth report for themselves – regardless of the ‘Role’ they select – are limited to only seeing their personal (i.e., ‘INCUMBENT’) review. One more thing… If the Supervisors/Managers are seeing the ‘INCUMBENT’ comments showing up twice in the report, its because they didn’t delete the ‘INCUMBENT’ comments in their ‘SUPERVISOR’ review when they copied the ‘INCUMBENT’ review. Please advise them to do that now.

Ideally, before the review ‘Due Date’ has been reached, the Supervisor/Manager should plan to meet with each staff member separately to review and finalize the documentation. If they believe changes are appropriate to make following discussion(s) with the employee, the Supervisor/Manager should make them in their ‘SUPERVISOR’ review.

Competency ratings in ENCV are significantly influenced by two things: 1) the relative importance (from 1 to 10) of each competency in the job the incumbent is paid to do, and 2) how well job incumbents are demonstrating those job competencies. In this way, incumbents performing very important job competencies at a high level will likely realize a very good overall competency rating in ENCV, even if some lesser important job competencies are not performed at the same level of proficiency.

In the Employee Learning and Growth Report, the job competency ‘Importance Rating’ assigned to each listed competency is system-generated based on the Job Description and Job Evaluation process that determined the job level / compensation range for the job. Having this direct link (unique to ENCV) helps to ensure a clear and consistent understanding of expectations and deliverables between the incumbent and their supervisor. It also guarantees that learning and growth ratings are truly based on what the job incumbent is paid to do, not what the employee or supervisor thought the job required.

Feedback objectivity is supported by ENCV as it enables one or multiple reviewers to provide learning and growth feedback for individuals on their team.

Objectivity is further supported with multiple detailed questions that are system prompted for every competency that has a high ‘Importance Rating’ (usually 7 or higher) in the job performed by the person being reviewed. Having detailed questions ensures measures are more consistent and reviews more thorough. Any competencies scored as ‘Cannot Comment’ are excluded from all calculations within ENCV. That ensures a person’s ‘Overall Competency Rating’ is not inappropriately effected - positively or negatively.

1.In the Employee Learning and Growth Report, each listed Competency has an ‘Importance Rating’ that is unique to the job the employee is assigned. As mentioned, this ‘Importance Rating’ comes directly from the Job Description and Job Evaluation process (i.e., it is tied directly to what the job incumbent is paid to do.)

2.The report will list the number of people (# of Reviewers) who completed a learning and growth review for the employee during the selected review period.

3.Any reviewers who couldn’t evaluate a competency will be counted under the ‘Cannot Comment’ column.

4.The ‘Response Average (max 5 or 10)’ reflects the rating scale that reviewers used (1-5, or 1-10) to respond to Competency review questions in the learning and growth review. The number in this column attached to each Competency is the specific response (if one question) or the average of all detailed responses calculated by ENCV to three (3) decimal places.

5.The numbers showing in the ‘Evaluated Points’ column are the result of multiplying ‘Importance Rating’ x ‘# of Reviews’ x ‘Response Average’ -

a.The total actual ‘Evaluated Points’ are calculated by the software by adding up the individual ‘Evaluated Points’ for each competency listed/reviewed;

b.The total potential ‘Evaluated Points’ are calculated by the software by adding up what the total number would have been if the incumbent had received a perfect rating (5/5 or 10/10) for every competency listed/reviewed;

c.Dividing the ‘total actual’ points by the ‘total potential’ points and multiplying the result by 5 (or 10, depending on the rating scale used) determines the Learning and Growth Rating to three (3) decimal places. This number is displayed under the column headed ‘Evaluated Rating’.

6.The resulting number is then mapped into the Competency Summary table displayed in the report to provide terminology and definition to the learning and growth rating calculated by the software.

If your organization has determined that Learning and Growth Reports are to be electronically archived and approved, the Supervisor/Manager should -

1.Generate the learning and growth report by selecting the ‘Print Learning and Growth Report for selected Employee’ in the Actions bar of the ‘Complete/Print Reviews’ screen in the options under ‘Employees’ of the navigation bar at the top of the screen. Select the employee from the list and be sure to include the appropriate Reviewer(s) and Review Period.

2.Click the Archive Report button in the ‘Actions’ bar at the top of the Learning and Growth Report screen.

A notice will be generated by the software asking if you want to archive the report. Click ‘OK’, a notice will be generated by the software advising that the report has been archived.

a.By selecting ‘OK’, the system will take the Supervisor/Manager to the archived reports list and highlight the review just archived.

•The Supervisor/Manager should now request the Employee to log into the software and ask them to click on the ‘Archived Learning and Growth Reports’ option under ‘Employees’ in the header bar. The Employee should then review and complete the ‘Employee Comments’ section at the bottom of the Archived report, tick the box labelled ‘Reviewed’, and then be sure to ‘Save’ the information by clicking on the ‘Save’ icon.

•Once the Employee has entered their comments and designated the learning and growth report as ‘Reviewed’, the Supervisor/Manager can now see the ‘Employee Comments’ entered, designate the report as ‘Reviewed’ by them as the ‘Lead’, and then click on the ‘Save’ icon. (Note: If the Supervisor/Manager has any issues or concerns with what the employee entered in the ‘Employee Comments’ section, these should be discussed and resolved at this time. To make any change to Employee Comments, the employee must first remove their ‘Reviewed’ designation for the archived report. They need to be logged into ENCV to do this. Alternatively, if the Supervisor/Manager has generated the report and he or she is reviewing it with the employee on their computer monitor, the employee can remove their ‘Reviewed’ status - and prove they are in fact the employee - by entering their ENCV password when prompted.)

b.If “Cancel” is selected, the system will close the screen. The Archived report will have been saved, but without any comments or a ‘Reviewed’ designation in the software. That information will still need to be entered at another time. When the Reviewer and Reviewee are ready to, instruct them to follow the same simple steps outlined above (i.e., navigate to ‘Employees’, click on the ‘Archived Learning and Growth Reports’ option, select the specific Archived learning and growth report they are looking for, and double click the mouse.)

As highlighted earlier, ENCV automatically sets up the secured ability for you, and each member of the different Organizational units to do self-assessments. Called ‘INCUMBENT’ reviews in the software, this functionality enables people to communicate how well they think they demonstrated the Competencies required in their roles.

For each Supervisor/Manager or Team Lead, they will also automatically be asked to review the job-specific behaviours and technical skills demonstrated by their direct reports in what is called ‘SUPERVISOR’ reviews.

Sometimes it is helpful to also invite others to provide learning and growth feedback from a ‘Client’, ‘Peer’, or ‘Subordinate’ perspective. With more diverse perspectives about the behaviours and technical skills demonstrated, there is a heightened probability that the summarized learning and growth feedback will be more thorough and objective - and perceived as so.

By default, the Policy setting that allows Supervisors/Managers to add Reviewers for staff reporting directly or indirectly to them is enabled. You can change it by going to Employees in the navigation bar, then choosing Employee Settings>Reviews> Do you want to allow Leads/Supervisors to add/delete reviewers in the Complete Reviews page? and select ‘No’ as the Policy Value.

1.Identify and agree with the employee about who may be best suited to be an additional Reviewer, and request that person’s permission/approval to be added as a ‘Reviewer’.

2.Go to the ‘Employees’ option in the navigation bar at the top of the screen and select the option ‘Complete/Print Reviews’. On the Complete/Print Reviews’ screen, single click on the name of the employee they want to add a reviewer for, and then click on the add

icon.

4. The ‘Reviewee’ will be the name of the employee they have previously selected to add a reviewer to.

5.Search for the name of the person they would like to add as the ‘Reviewer’. In the ‘Reviewer’ text field, begin typing either their first or last name. The system will suggest people who match their search criteria from within.

6.Select the ‘Role’ of the Reviewer based on their relationship with the Reviewee. Click on the arrow down to see the available options.

7.Review ‘Type’ will default to the selected (highlighted) review and cannot be changed.

See the example provided above. Franco Berutti and his ‘Competency’ review have been selected, which is why the ‘Competency’ review is the selected default in this filter.

8.Carefully review to make sure the review default dates (‘Start Date’, ‘End Date’, and ‘Due Date’) are correct.

9.Click the ‘Save’ icon to add the Reviewer, or ‘Cancel’ if they decide not to add them as a Reviewer.

If the Organization has chosen to ‘not’ turn on the policy for Supervisors/Managers to add a Reviewer; then you, as the ‘System Administrator,’ may add reviewers on behalf of the Supervisor/Managers.

a.Identify with the Supervisor/Manager who will be required to be added as a Reviewer after ensuring that person’s permission/approval to be added as a ‘Reviewer’.

b.Go to the ‘Employees’ option in the navigation bar at the top of the screen and select the option ‘Employees’. Single click on the name of the employee they want to add a reviewer for.

d.On the ‘Employees’ screen, select ‘Add/Edit Reviewers for selected Employee’ from the ‘Actions’ box.

h.Search for the name of the person they would like to add as the ‘Reviewer’. In the ‘Reviewer’ text field, begin typing either their first or last name. The system will suggest people who match the search criteria.

i.Select the ‘Role’ of the Reviewer based on the relationship with the Reviewee. Click on the arrow down to see the available options.

k.Carefully review to make sure the review default dates (‘Start Date’, ‘End Date’, and ‘Due Date’) are correct.

l.Click the ‘Save’ icon to add the Reviewer, or ‘Cancel’ if it is decided not to add them as a Reviewer.

m.When the added new ‘Reviewer’ next enters the ‘Complete/Print Reviews’ module of ENCV, they will now see the name of the employee they agreed to provide learning and growth feedback for.

Your organization will have set a time limit for the length of time that reviews are available to be edited after they are completed. This time limit could be days or weeks, depending on what the organization prefers. What this means for the reviewer is that they can complete the review in Encompassing Visions and then go back and make changes until the review is locked. The reviewer can enter responses and add notes to the Competency review throughout the review period. The review will not lock until a) the review itself has been completed, b) the review due date has passed, and/or c) the Lock period has been exceeded.

As the Administrator, you can view these Policy settings for Competency Reviews by navigating to Employee Settings, of the Employees module, in the navigation bar, then selecting Core Tables>Category (pulldown arrow)>Review Type>Competency and then double click to edit ‘Lock Period’.

Completed and locked reviews cannot be modified by Employees or Supervisors/Managers. If a change to a locked Review is required, it must first be unlocked by the Administrator as only they have that system authority. Please note that even for you as the system Administrator, a review can only be unlocked if it was completed/locked no later than for last year's review period.

To unlock a Competency Review, go to Employees in the navigation bar, select Employees > single click on the employee name with the locked review > click on the ‘Add/Edit Reviewers’ (

) option > double click on the Competency Review needing to be ‘unlocked’ > then make the review Incomplete (i.e. ‘Unlocked’) by removing the completion status on the Edit Review Details screen. Save, or Cancel.

Note: The Review status can only be changed to incomplete (IN PROGRESS). As the Administrator you will not be able to mark the review Complete. The Reviewer must go back to the Review and make any necessary changes for the review status to be reset to Complete.

Administrators have the ability to identify and advise reviewers (organization-wide or department-specific) of upcoming/late learning and growth reviews.

Please consult with your IT department prior to turning on notifications. See System Settings located in the Administration Module. "Emails". These policies enable notifications to be sent from the application.

This function will generate system-wide E-mail notifications to remind Reviewers to complete upcoming Learning and Growth Reviews and when Learning and Growth Reviews are overdue. It uses the Expected Review Date of the Reviewers to determine which Reviewers are to be notified.

Core Tables, in the Employees Module under Employee Settings, contains the E-mail Message Defaults that are available to view and customize the base text for the messages. Notifications can be sent to a selected group of Reviewers from the Reviewers Notification function in the Employees module.

After the system has processed the notifications, a status window explains how many reviewer notification message(s) have been successfully created for delivery and how many were not created due to missing (blank) email addresses.

Developing employees makes good business sense because it communicates a genuine interest in their future. Training builds loyalty and engagement while increasing productivity because talented people appreciate meaningful support when coaching and mentoring are made available to them. And, the most effective programs emphasize a correlation between personal development and learning and growth review feedback; that way, people can clearly see that their career growth and success requires evolving their expertise through training.

But like other capital investments, senior management needs to know what the measurable outcomes of employee development will be so they can accurately determine rates of return.

ENCV consolidates employee learning and growth feedback to any required level within your organization. In the process it quantifies training needs, identifies potential mentors, and enables the impact of training investments to be measured. Further, it magnifies the importance of continuing to invest in employee development when improvement is quantified and can be seen to closely correlate with the learning and growth targets of the organization (e.g., increased efficiency, revenue growth, expense management, productivity, etc.).

The software can quickly consolidate information to show you in a dashboard graphic how well each department is performing vis-a-vis the organization as a whole. Information generated includes a detailed breakdown of competency strengths and weaknesses, and a prioritized list of training needs so the organization can immediately 1) know which training investments have the greatest potential to impact team learning and growth, and 2) track year over year changes in team learning and growth to verify that training investments had the expected impact on improving team learning and growth.

On the navigation bar at the top of the screen, hover your mouse over the header labelled ‘Analysis’ and select ‘Organizational Learning and Growth’. A filter will be displayed for determining what specific information you would like to include in the analyses.

Select any area of the organization from the pull-down options that you have been asked to generate the report for.

Complete the rest of the filter options displayed to ensure ENCV generated reports will include only the information you want to see.

Based on the filter settings, the ‘Organizational Learning and Growth’ screen enables you to select specific reports that relate to 1) summarized information about the area of organizational responsibility, or 2) employee-specific information about people who work within the area of organizational responsibility.

•‘Strengths’ will have already been defined by your organization in ENCV. People with competency learning and growth evaluations at or above that definition will be identified as having a Strength in these reports. Employees with a strength in certain Competencies or Skills may be able to offer support or training to others in the organization (mentor matching). Knowing employee strengths will also help determine whether the organization is building up the capacity to support the achievement of short and longer term operational and strategic goals.

•‘Development Opportunities’ are competencies that have been identified by ENCV based on the size of the ‘gap’ between each person’s demonstrated learning and growth of the competency AND the importance of the competency in each person’s job. Consequently, the order displayed in graphs represents priority ranked competencies for improving individual and team learning and growth. Knowing employee development opportunities helps to focus individual, team and organization-wide training plans. It also enables your organization to measure the impact of training through year over year analysis of competency learning and growth changes – always measured to three decimal places.

‘Competency/Technical Strengths’ reports provide the names of employees who could be potential ‘mentors’ to others based on the level of learning and growth they have demonstrated in their current work.

‘Competency/Technical Development Opportunities’ reports provide details about people in the organization who would benefit from specific training and development opportunities because their learning and growth does not indicate these important competencies/technical skills are a ‘Strength’.

Due to the highly sensitive nature of this information, only Administrators are given access to this module.

This function utilizes learning and growth history (the behaviours, as well as technical skill proficiencies demonstrated) to generate a prioritized list of Employees who could move into a specific job. For employees, this means learning and growth history counts. How Employees develop and demonstrate both job specific and organizationally relevant competencies in their current job will significantly impact their future career opportunities within the organization.

For supervisors, the software identifies and prioritizes the names of the best internal candidates based on competency fit, all in a matter of seconds. It calculates the likely learning and growth of candidates as if they had been in the job last year. It identifies the top developmental needs they will have (based on learning and growth history) if they are assigned the job, enabling developmental training to begin at any time.

For management, Encompassing Visions ensures that the Succession Planning process supports organizational values and the achievement of organizational objectives. It ensures that succession planning decisions reflect both WHAT is needed to be done, and HOW it is expected to be accomplished - today, and in the future.

a.Go to the ‘Analysis’ option in the navigation bar at the top of the screen and select the option ‘Succession Planning’. All jobs in the system are displayed sorted by Job titles.

This screen allows you to choose parameters to make the candidate list as meaningful as possible.

If you choose to include skills, the analysis will look at the skills linked to each Employee’s file in ENCV to determine if the Employee has the skills that are required for the job, regardless of whether their current job requires those skills be applied.

•The list of candidates is sorted by New Job Score (descending) so the Employee who is the best fit is at the top of the list.

•The Current Job Score is the Employee's overall evaluation in the current job.

•The New Job Score is how the Employee would score in the new (queried) job after job competencies have been adjusted for relative level of learning and growth (using the Competency importance ratings for the queried job).

Available in Encompassing Visions, these graphical and analytical reports effectively communicate and track learning and growth details at an individual contributor, team and organization-wide level. Reporting on job–specific behavioural and technical skills demonstrated, the software provides both detailed and summarized information about who is doing what, how well, at what cost, and to what benefit.

Many of these aggregate reports are found in their related module, specifically in the Actions > Generate Related Reports area.

Under the sub-heading ‘Organizational Learning and Growth’ of the Analysis module, much of the detailed information about people and team learning and growth is available for analytical comparisons over time within the Learning and Growth Reviews Summary Reports.

1.Go to the ‘Analysis’ option in the navigation bar at the top of the screen and select the option ‘Organizational Learning and Growth’.

The Employee Learning and Growth Review Summary Report gives a listing of the overall Learning and Growth Evaluation, as calculated in the Learning and Growth Report, for each of the selected Employees. The view for generating this report:

As mentioned earlier, to facilitate the process of completing Learning and Growth Reviews, ENCV is now available as a Mobile App on your Android/iOS cell phone or tablet. The new app is available from https://app.encv.com and with the latest version of Encompassing Visions.

The mobile app has the same functionality and feel as what the Supervisor/Manager and the Employees will see on their desktop. The

screen will open up the following content. Click on one of the titles (icons) to open up each of the descriptions.

By default, an incumbent and their Supervisor/Manager will be set up to do these reviews. These defaults, and the terms used to define these review types, may have been altered to match procedures and terminology within your organization. The Review List screen lists all of the reviews that the Reviewer is required to complete. By default, the list is sorted so that the reviews most urgently requiring their attention - the incomplete reviews and the reviews with the earliest due date - are at the top of the list. Also, by default, the list displays reviews that are for the Current Review Period being completed by your organization.

•When entering the mobile app, the user will see the following on their Review screen:

oA Progress Bar along with a percentage indicator identifies how many Competencies have been reviewed so far.

oA line through the percentage indicator and a gray progress bar indicates the review is Not Started.

oThe percentage indicator marked 0% and gray progress bar indicates the review is In Progress.

The Review Process is the same as completing on desktop. However, the Supervisor/Manager is not able to copy an ‘Incumbent’ review and save it as a ‘Supervisor’ review at this time.

The tooltips for the response options are located in the Help icon (below the navigation bar).

Note: All reviews are automatically saved to your server. This is indicated by the following: LearnGrowthAdminComp67

located on the navigation bar.

If a new version is available, there should be a green button at the bottom of your screen:

•Clicking the “New Version Available” button reloads the app, which should update it to the latest version.

•Learning and Growth reviews and ratings are more Objective because they are always based on what a person is specifically paid to do - nothing more, nothing less;

The software comes complete with a technical skills library which can be easily updated as required.

The following are the technical options supported for the Encompassing Visions™ software system.

	Windows Server 2022	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
Windows Server	Windows Server 2019	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
	Windows Server 2016	IIS 10	(ISAPI, URL Rewrite 2.1, .NET Framework 4.8)
**Note: For your security, we recommend configuring Encompassing Visions to be accessed via HTTPS
		SQL Server 2019 Express
Database		SQL Server 2017 Express
		SQL Server 2016 Express
		SQL Server 2014 Express
**Note: Encompassing Visions installation can be configured to allow a separate Database Server. In accordance with Microsoft's end of support policy, we will no longer support SQL Server 2014 as of July 9, 2024
	Windows 10
	Windows 11

Windows Client Browser	Firefox 110 or later
	Chrome 110 or later
	Edge 109 or later

Mac Client Browser	Firefox 110 or later
	Chrome 110 or later
	Safari (currently not supported with this version)

Do you have ENCV Authorization Codes for ‘Jobs’ and ‘Employees’ to do what you need to do?

•Do you have your organizational logo and branding color selected for reports?