Succession Planning

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 determine 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, in a matter of seconds. It calculates the likely learning and growth of candidates as if they were 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.

Note: These Help pages assume that you are familiar with the standard features of the screen (Search Box, Filter Box, Tool Bar, Actions Box and View Box) - and standard screen controls (selecting a row , using pick lists, using check-boxes and spell-checking). If you need additional information about how those features work please review the Help Topic: Interacting with Encompassing Visions.

From the Main Menu move the mouse over Analysis and click the Succession Planning sub-menu function:

General notes:

•All of the jobs in the system are displayed sorted by Job Title.

•Use the Navigation Bar to navigate off of this screen.

•Use the Search Box to search for a specific job by typing the job reference or title of the job.

•The Actions Box displays all of the actions that can be performed.

•The Selected Row is identified above the list of jobs and highlighted in black.

•The row the mouse is over is highlighted in green.

•The column that the information is sorted by is identified by a slightly darker background. Clicking on a column heading will sort by that column (ascending). Clicking the column heading again will change the sort for the column to be descending.

•Note: The Retrieve on Demand (ROD) is no longer available. This has been replaced with Pagination functionality which enables the following:

▪Number of Jobs retrieved on the succession planning screen depends on screen resolution.

▪Instant screen population of Job information for succession planning is independent of data size (from 100 jobs -100,000 jobs).

▪Page numbers located at bottom of screen

Columns:

•A in the Complete column means the job is complete. Blank means it is not complete. A job is considered Complete if it has at least one completed Job Questionnaire.

•A in the Active column means the job is active. Blank means it is not active.

•A in the Confidential column means the job is confidential. Blank means it is not confidential. Only Users with Access Level 4 or 5 to the  Succession Planning function can view information about confidential jobs in the system.

•A in the Approved column means the job is approved. Blank means it is not approved. Note: The Approved and Date Approved columns are not displayed if the Job Approval Process is not used by your organization. This is determined by your System Administrator.

Access Level Notes:

•Only Access levels 4 and 5 can do a  Succession Planning Query or View information about Confidential Jobs. For other access levels the actions will be unavailable.

•Access level 1, 2 or 3 can only view the Job Details, Job Totals and Linked Employees for non-confidential jobs.

Filtering The Job List

Clicking the button will open the Filter window for Jobs.

•The Approved and Date Approved Filters will not be shown if the Job Policy Use Client Job Approval Process is set to no.

•When the Sub-Units filter is the jobs assigned to sub-units of the selected Organization Unit will be included in the listing.

•Click the button to open a calendar to choose a valid date for the Date Approved filter.

•Any combination of filters can be applied to make your list of jobs smaller.

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Note:  Succession Planning is not available for any job not yet approved (Use Client Job Approval Process is set to yes.)

The Query for Candidate icon will be grayed out.

Actions Box

The Actions available on this screen are:

•View the Job details

• View the Job Skills

•Search for Jobs

•Filter the Job Listing

•Query, for candidates for the Job

•Print, , the Job Related Reports associated with the Selected Job.

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View Job Details

Select the desired job and click  to view the Job Details screen for the selected job.

•Use the Scroll Bar to scroll through the fields.

•Click to close the screen.

View Skills for Selected Job

View the skills attached to the selected job where a query is being made for the next candidate.

Ex.

Query for Candidates

Select the desired Job and click  to open the Succession Planning Parameters screen:

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

•Clicking the button will generate the report.

•Clicking will close the Succession Planning Parameters screen and return to the Job list.

Include Reviews from section

To include reviews for specific dates (optional):

•Choose a From Date and/or To Date by entering the date (yyyy-mm-dd) or clicking to select the date from a calendar.

•If only a From Date is entered, only Reviews with a Completion Date that is on or after the From Date will be included results.

•If only a To Date is entered, only Reviews with a Completion Date that is on or before the To Date will be included in the results.

•If both dates are entered, only Reviews with a Completion Date that is on or after the From date and on or before the To date will be included in the results.

Include Skills from section

•Choose which skill(s) to include: Technical, Formal Education, Certification, License, Designation, or Membership.

•If you choose to include skills, the analysis will look at the skills linked to the Employee to determine if the Employee has the skills that are required for the job (i.e. the skills linked to the job). If your organization does not link skills to Employees and/or Jobs then do not include skills in the analysis.

The Select Technical Skills screen is used to choose Skills to include in the query:

•The selected job is displayed at the top of the screen.

•The list at the bottom of screen contains the skills that are linked to the job.

•Check the box to indicate the skill(s) to include in the query.

•Click to go to the Succession Planning Report screen.

•Click to cancel and return to the Succession Planning screen.

From the Job Skills table:

•Use the to scroll through the list of Job Skills.

•Select the desired Skill(s) and check the Box to include in query.

•Check the Add All Box to include all of the Job Skills in query.

•Uncheck the Add All Box to remove all of the Job Skills in query table.

From the Skills to include in query table:

•Use the to scroll through the list of  Skills to include in the query.

•Select the desired Skill(s) and check the Box to include the skill in query table.

•Deselect the desired Skill(s) by removing the check from the Box.

Set any filter criteria section

•Choose whether or not to use the default filter criteria.

•The default is to use all additional filter criteria.

• Filter criteria include: Reviewer Role, Active, Organization Unit, Sub-Units, Job Family, Job Group, Employment Equity Code, Pay Band,  Location and Work Unit.

Note: Querying for a Candidate (when policy is enabled for multiple pay bands)  to find potential candidates within the pay line associated with the identified job.

The Succession Planning Filters is used to select criteria for filtering which employees to include in the analysis:

•Choose the desired filters.

Note: The more filters you choose the narrower your search will be and you could exclude eligible candidates from the analysis or narrow your search so much there will be no records found. Then you will need to query again with different filters.

•Re-enter a new date with the date picker to remove previous date or click inside the text field.  A 'x' appears in the from or to date field to clear the selected filter.

•Click to use the selected filters in the analysis.

•Click to return to the Succession Planning screen without selecting any filters.

Filter by one or more fields associated with the Employee by selecting a value for:

1. Organization Unit

•To include the Organization Unit's sub-units, click in the Sub-Units box so that it is checked

•To exclude the Organization Unit's sub-units, click in the Sub-Units box so that it is unchecked

2. Location

3. Job Family

4. Work Unit

5. Job Group

6. Employment Equity Code

7. Job Level

Note: This is the Administered Job level and not the Evaluated Job Level.  If an employee does not have an Administered job level they will be excluded from the analysis.

•Select a From job level to include those Employees whose Administered Job Level is at or above the selected From Job Level.

•Select a To job level to include those Employees whose Administered Job Level is at or below the selected To Job Level.

•Select a From job level and a To job level to include those Employees whose Administered Job Level is at or above the selected From Job Level and at or below the selected To job level.

Filter the Learning and Growth Reviews used in the analysis by Reviewer Role by selecting a Review Type.

Choose employees to include section

•Choose whether to include Active Employees only, Inactive Employees or both.

•The default is All.

Set number of employees to list

•Choose whether to display the top 5, 10, 15 or 20 candidates.

Click the button to generate the report.

The first page is a graph of the Candidates and their Job Scores:

The second page is a listing of the same information (and matches the Non-RS Report Viewer Display):

Refer to the Report Viewer section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report  Viewer.

•The Job being queried is identified at the top of the screen.

•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).

Print Job-Related Reports

Click to print the job-related reports. Reports available depend on User Access Levels.

For the system Administrator, the following reports will be accessible to view additional information about the selected job.