2086564 - Managing Competency Mappings Through Families and Roles

This KB article shows how to manage competency mappings with families and roles

• How Do I Use Families and Roles?
• Need to assign specific competencies to specific roles within a job family and pre-populate them onto a form by job code or by another custom field.
• Can we import families and roles?
• Adding Expected Ratings to Competencies

Use the following process to assign specific competencies to specific roles within a job family and pre-populate them onto a form by job code

Create Competency Categories

Note: Category names provide a system of organization for you and are completely your option. Think about how you might create 3-5 categories for all competencies you will use in the organization

1. Go to Admin/Managing Competencies/Competency Libraries
2. Choose a library. Ex: SuccessFactors
3. Select Competencies from this list you want to ‘group together’ into a category by checking the box next to each competency
4. At the bottom of the page, select “new category” from the drop-down list
5. Click “Set Category”
6. A script prompt displays asking you to name your category. Name it and click “ok”
7. If successful, a system message displays: “Competency category set successfully”

Create a Job Family and Roles Within

Example job families: Processing, Management, Technology, Career Development

1. Go into Admin/Managing Competencies/Families and Roles
2. In the “New Family” box, name your new family. Ex: Technology
3. Click the now “live” Technology link and add a role(s) within it. Ex: Tech Service 1
4. Create a description for each role by clicking “edit description”

Link Role to Job Code

Click “edit jobcode” and type a job code taken from the “job code” column of your data CSV file. This links your role to a job code assigned to a real individual

Mapping Multiple Job Codes to a Role

It is possible to map multiple jobcodes to any role. You add additional jobcodes line by line. (Job title will require the data be added to a custom field and then we map to the custom field)

Note: It is possible to use fields other than jobcode. See KB article 2086602 - Competencies Mapping to Fields Other than Jobcode - sysMappingDataTypes - Competencies. If you need to define mappings based on a value other than jobcode, contact Customer Success to have your configuration changed to support other fields

Add competencies to this role

1. Click the + sign next to the list of ‘source libraries’ on the right side of the screen. Notice the competency categories created in Process Task 1 are listed
2. Drill in to the specific competencies you would like to link to this role. Specific competencies have a check box next to them instead of a + sign
3. Check the boxes of the competencies you want to add to this role
4. Click the “<<add” button in the center of the screen 

Families and Roles Import

• You can import Families and Roles mappings via a .csv file. Please contact Customer Success for instructions and format of the import file
• JDM: Family and Roles: You now have an option to import Job Roles that have identical names and descriptions but differ only by Job Code. To do so, contact SuccessFactors Customer Success to have your account updated

Expected Ratings

Optional Task: Add expected ratings and % weight to each competency you assign to the role. This task helps you determine if individuals are meeting expectations for that role. Ex.: On a scale of 1—5, you expect people should achieve a 3

Note: The Expected Rating is a Percent, not a value (3), so you would not enter 3 as the expected rating, but rather the % 3 is out of 5 which on a 1-5 scale is 50%

To help you figure out %'s use the calculator on the page to help figure out expected rating percentages based on scale score values

1. Go to Admin Tools > Families & Roles > Role > click link under Expected Rating % for the competency. (Do not use this feature until you have some actual (live) experience with competencies)
2. Click the little “live” minus sign under “Expected Rating %” or %weight—both bring you to the same screen
3. Enter lowest, highest, and expected ratings
4. Click “Compute”
5. Click “Paste Above
6. Include a weighting if desired by filling in the Weight % box. No weighting means all competencies have equal weight
7. Click “Save” 

Controlling the Display of Expected Ratings as a Percentage or Value

• You can have your form configured to display the expected rated  as either the % value or the rating scale value
• This change cannot be made to live forms. It needs to be correct at time of launch
• This change is not possible via admin tools and will need to be done by the change process

To display the expected rating the template requires

show-obj-expected-rating = “true”
show-behavior-expected-rating = “true”

Then to control if that value is displayed as a percent or value use

comp-expected-rating-format=
behavior-expected-rating-format=

0 if showing the expected rating in %; 1 if converting the % to a score normalized to the section scale; default is 0 

Manage Competency tool

• This new tool replaces the original Manage Competency tool if using OneAdmin
• If using the original Admin Tools, you'll can try the new tool under the same Manage Competency link
• The new Manage Competency tool streamlines how you create or edit competencies
• It's now easy to mark a competency as a Core Competency and have it automatically pulled into review forms
• You'll can save copies of competencies to see which job roles already include the competency, easily find links to import files, and access the Success Store for more content
• The new Manage Competency tool supports all competencies and behaviors, but doesn't yet support Job Description Manager (JDM) content

Partner & Support Information

You can map a competency using fields other than JOBCODE. (See KB article 2086602 - Competencies Mapping to Fields Other than Jobcode - sysMappingDataTypes - Competencies)

Note: Any standard user information field could be used for mapping competencies, with the exception of Job Title.) A possible work around for Job Title is to use a custom field for Job Title

• This feature is enabled automatically once it is configured in the SM Data Model. You must configure (or tell the system) which fields to expose for Role Mapping purposesThis is achieved by configuring a "view-template"
• Here's a sample:

Add the following text to your SM- Data Model

Note: this view-template is OPTIONAL (default behavior…which is all roles are mapped to JOBCODE). If you configure this section, the system will allow you to map a job role to any of these data fields

KB article 2086602 - Competencies Mapping to Fields Other than Jobcode - sysMappingDataTypes

SF, success factors, PMGM, PM, GM, managing, jobcode, job code, rating, categories, JDM-642 , KBA , sf competencies & behavior , LOD-SF-TIH-JDM , Job Description Manager , LOD-SF-TIH-JPB , Job Profile Builder , LOD-SF-PM-FAM , Competencies Behaviors Families and Roles , LOD-SF-GM-INT , Integrations with PM, CMP, VP, EC, etc. , How To