Team member skills - administrator view

Skill management in Adaptive mode

In Adaptive mode, the level of a skill is represented by a number ranging from : 0 to 5 depending on the configuration of the platform. However, level 0 is never displayed for the employee or manager, it is rather referred to as a beginner level.

The level scale is a configuration parameter with a default value of 5, we recommend a scale of 4 or 5 levels. It is defined at the beginning of the project but it is strongly advised not to change it afterwards.

Only the back-office representation of a skill level can be customised via a dedicated screen (crowns, stars, numbers, etc.). However, we strongly recommend using the number representation for consistency between the Adaptive front-office screens and the back-office screens for managing the skill repository.

In the front office on Adaptive screens, the representation of levels is not configurable and always takes the form of a number or the Beginner wording.

Understand the skill framework

A skill framework is a way of grouping skills around the same theme. The skill framework is tree-based. The order in which the skill themes are defined is shown in the front office views.

An area of skills has a colour. This colour is used in the front office to represent a user's skill or level.

By dragging and dropping, skills, within a domain, can be ordered. This order is respected in the Front-office for the display of the skill framework related to the employee's job.

Areas of expertise can be:

• Imported via CSV file.

• Created and searchable via OData via the SkillDomains webService

• Available in Skill Attraction Cubes.

Search for a skill in the back office repository

Open Talent/Skills/Skills menu

Procedure

• Fill out the search form.

• Start searching.

Verification

A list of skills appears on the screen :

Additional Information

In terms of actions, it is possible to:

• View a skill: Simply select the skill and click the View Skill button, or click directly on the skill's label.

• Create a new skill: click on the New button.

• Delete a skill: select the skill and click the Delete button. After a confirmation message, the skill will be archived.

Create a skill manually

Open Talent/Skills/Skills menu

Procedure

1. Click New.

2. Fill in the fields of the skill sheet:

   • Name of the jurisdiction,

   • Active skill: This field indicates whether the skill is available on the front office side (available = active) so that employees can position themselves on this skill. It is advisable to check active only if the creator of the skill framework believes that this skill can be offered to employees for a skill assessment. If you uncheck an active skill, then the employee will no longer see the skill on their profile.

   • Description: detail the description (supports HTML format),

   • Code: classify the skill,

   • Management domain: domain on which the skill is created, this is the domain on which the user is located at the time of creation.

   • Assessment modality : (Self-positioning or Questionnaire). If the system detects that at least one user already has the skill in a certain mode, it is no longer possible to switch modes afterwards. In this case, it is therefore advisable to create two instances of skills : one in self-positioning, the other in questionnaire.

   • Area of competence: area of competence to which you are attached (not compulsory).

   • Validity period in days: Specify the validity period of the skill. After this time, the skill becomes obsolete. A KPI can be set on obsolete skills in the employee and manager screens.

   • Configuration of levels: fill in the description of the level for this skill for each level. Specify for each level, if this skill is visible on the front office side and if so, check the visible box: this will result in this level being offered to the employee and the manager to evaluate themselves.

We strongly advise against checking level 2 and level 4 in visible but leaving level 3 or this kind of practice inactive. This can lead to severe inconsistencies on the employee and manager screens.

3. Click the Save button.

Additional Information

The validity period in days is a configuration setting that defaults to 365 days. If this value is not suitable for this skill, then the creator of the skill repository can change it on this card.

Skills can be:

• Imported via CSV file.

• Created and searchable via OData via the Skills webservice.

• Available in Skill Attraction Cubes.

Edit a skill's card

Open Talent/Skills/Skills menu

1. Start the search for a skill after filling in a few criteria.

   • A list of skills appears on the screen.

2. Select the desired skill from the list.

   • The skill sheet appears on the screen.

3. Edit the fields on the card and click the Save button.

   • A confirmation message appears on the screen.

Additional Information

When an administrator deactivates a skill (=unchecks the Skill enabled option), that skill no longer appears for the employee but still exists in the database. If the admin decides to reactivate the skill, then the collaborator sees it again.

Request a skill reassessment

Open Talent/Skills/Skills menu

This feature requires activating the Obsolete skill KPI so that the employee and manager are informed.

1. Start the search for a skill after filling in a few criteria.

   • A list of skills appears on the screen.

2. Select the desired skill from the list.

   • The skill sheet appears on the screen.

3. A button appears Request the skill reassessment: click on this button to have all employees with this skill reposition themselves (because the definition of the levels has changed, for example).

Additional Information

Employees who had this skill will move to obsolete (as if the validity period had passed), and they will have to redefine a level for this skill.

Delete a skill

Open Talent/Skills/Skills menu

Procedure

1. Start the search for a skill after filling in a few criteria.

   • A list of skills appears on the screen.

2. Select the desired skill from the list.

   • The skill sheet appears on the screen.

3. Click the Delete button: A confirmation message will appear on the screen before the skill is deleted.

If a skill that is attached to an employee is deleted in the back office, then the employee will lose his or her competence. There's no going back. It is therefore strongly recommended that you first deactivate a skill before deleting it.

Understanding the link between jobs and skills

Open Talent/Skills/Skills menu

Procedure

1. Start the search for a skill after filling in a few criteria.

2. A list of skills appears on the screen. Select the desired skill from the list.

   • The skill card appears on the screen with the Skill tab enabled.

3. Click on the Related Jobs tab to see which jobs are associated with this skill with a target level.

4. To link this skill to a job, click Add Job.

5. Select the desired job using the search or scrolling through the job list.

6. Once the job has been selected, click on the Validate button.

7. Then select the required level and click on the Save button.

8. The job description appears in the Jobs tab along with the skill level.

9. To remove the job-skill link, click on the Delete button on the right at the job label: the skill will be deleted for this job.

On the job description, the administrator can find all the skills and their expected level.

In addition, a checkbox "Enable Adaptive Learning on Skills " allows you to specify that this job will not be visible on Adaptive Learning screens. For the manager, the employee card will show not concerned.

In addition, there is a dedicated screen (which can be activated by privilege) to import skills/jobs links in a csv file.

Following the import, the administrator has a summary of the imported results:

Job/skills links are also exposed via OData via the JobSkills webService (available for writing and reading).

Understanding the links between training and skills

Open Talent/Skills/Skills menu

Procedure

1. Start the search for a skill after filling in a few criteria.

2. A list of skills appears on the screen. Select the desired skill from the list.

   • The skill card appears on the screen with the Skill tab enabled.

3. Click on the Training tab to display the Required Levels and the Targeted Levels for the skills/training duo.

4. To link this skill to a course, click on Add Training either to set the target level (button at the top of the screen) or the required level (button at the bottom of the screen).

5. Select the desired training using the search.

6. Once the training has been selected, click on Validate.

7. Then select the required level and click on the Save button.

   • The training label appears in the Training tab, along with the skill level.

Additional Information

To remove the training-skills link or update the level, you must go through the Training form on the Skills tab.

This link between skills and training will allow you to highlight the skills developed as part of this training in the training sheet of the front office catalogue. A web part of developed skills allows you to display this information.

In Adaptive Learning, Front Office Publishing scopes are respected. Only training courses that are visible to the employee in the Catalog can be pushed to them.

As for jobs, there is a dedicated screen (which can be activated by privilege) allowing you to import skills/training links in a csv file.

Following the import, the administrator has a summary of the imported results:

Only the links with the targeted levels are of real interest because it is from these links that the training courses go back up in Adaptive Learning.

However, both types of links are exposed in OData (available for write and read) via the following two web services:

• TrainingTargetSkills: Targeted levels.

• TrainingRequiredSkills: Required levels.

In addition, a data cube with two privileges can be used to perform detailed reports on the links between training and actual skills in the platform. All dimensions of the Training cube and the Skills cube are available there.

The two privileges are :

• Creation of the report: Analysis >The cubes> Links between training and skills developed.

• Visualization of the report (scoped privilege): The data > Skills > View reports based on the cube of the developed training-skills links.

Add a question/skill link

Procedure from the skill sheet

1. Open Talent/Skills/Skills menu

2. Start the search for a skill after filling in a few criteria.

3. A list of skills appears on the screen. Select the desired skill from the list.

   • The skill card appears on the screen with the Skill tab.

4. Click on the Related Questions tab to view the questions related to the skill as well as the level declared. This tab is only accessible if the skill has a questionnaire-type assessment modality.

5. To link this skill to a question, click New Questions.

6. Select the desired question(s) using the search. The advanced search button to the right of the search bar allows you to narrow down the search.

7. Once the course is selected, click Next.

8. Then select the level of the question/skill link you want for each question and click on the Validate button.

Procedure from the question card

1. Open the menu Studio > Question Library

2. Start the search for a question after filling in a few criteria.

3. A list of questions appears on the screen. Select the desired question from the list.

   • The question card appears on the screen.

4. Click on the Associated Skills tab to view the skills related to the question as well as the level declared.

5. To link this question to a skill, click New Skills.

6. Select the desired skill(s) using the search. The advanced search button to the right of the search bar allows you to narrow down the search.

7. Once the course is selected, click Next.

8. Then select the level of the question/skill link you want for each skill and click on the Validate button.

Additional Information

Importing, editing, and deleting Question/Skill Links is available from the Talent/Skills/Question-Skills Links screen.

1. To import question/skills links , click on the Import button, then upload a file in csv format respecting the following format: QuestionExternalId, SkillExternalId, Level.

   • The import ensures the uniqueness of the questions/skills links: if a link already exists with the same level, it will be ignored during the import. If it exists with a different level, the question/skill link will be updated with the new level declared.

2. To change the level of a question/skill link, you must select the level of the question from the dedicated screen. A modal is then displayed with the list of other available levels. When another level is selected, the question/skill link is automatically updated.

3. To delete a question/skill link, select the kebab menu to the right of the question, click on Delete and validate the confirmation popup.

Understand additional skill-related notifications

If skill deprecation is enabled.

Reminder of an employee who has not updated an obsolete skill.

Possibility to send the employee an email reminding him that he has not validated a skill that has become obsolete. This notification is sent when the manager clicks the Follow-up with the employee button on the obsolete skill.

Understanding user skills reports

There are two cubes for reporting on a user's skills:

1. Historical Cube: User Skills: All information related to user skills.

• Dimensions are all the information about a skill, the user, and the user's skills.

• Values, allow the user to retrieve information about skill values.

2. New cube : Skills Diagnostics with Adaptive Learning: All information related to user skill diagnostics.

• Dimensions are all the information about an employee's diagnosis. It is possible, for example, to target only the last diagnosis. All dimensions of the Skill Cube and User Cube are also available.

• The values allow the user to retrieve information on the number of diagnoses, the number of skills, the number of employees, etc.

It is strongly recommended in Adaptive mode to use only the second cube.

The two privileges that drive this second report are :

• Creating the report: Analysis > Cubes > Skills Diagnostics with Adaptive Learning.

• Report Visualization (Scoping Privilege): skill Data > > View reports based on the skill Diagnostics cube with Adaptive Learning.

Manage skill suggestions made by employees

Open Talent/Skills/Skill Suggestions

This feature is not available in Adaptive Learning mode. The employee does not have the " Skill Suggestion" option in their screens.

Procedure

• For a suggestion, click the Declined icon at the end of the line to decline that skill suggestion. A window will then open, asking the user to specify a reason for refusal.

• Click on the Accepted icon at the end of the line to accept this suggestion. The user is redirected to the skill sheet in the Back Office in order to complete it and fill in the description of the different levels.

Additional Information

If the HR or administrator accepts the creation of this new skill, then the employee will automatically find it in his or her skills profile with the level he or she has suggested, knowing that this skill will still have to be validated by their manager.

View the advanced configuration of the skill

Open Talent/Skills/Skills menu

Tag search is not supported in Adaptive Learning mode.

Procedure

1. Start the search for a skill after filling in a few criteria.

2. A list of skills appears on the screen. Select the desired skill from the list.

3. The skill card appears on the screen with the Skill tab enabled.

4. Click on the Advanced Configuration tab to see the tags created to make it easier to find skills in the front office.

5. Add all the desired tags for the skill in question by clicking on the +.

Additional Information

When the collaborator searches for a skill, they will be able to type in a word and if it matches the tag of that skill, the skill will appear in the search.

View skill statistics

Open Talent/Skills/Skills menu

This statistics tab does not include the positions related to Adaptive Learning but concerns the historical operation of the Talent module. For reporting purposes, we recommend using the "Skills Diagnostics with Adaptive Learning" cube.

Procedure

1. Start the search after filling in a few criteria.

2. A list of skills appears on the screen. Select the desired skill from the list.

3. The skill card appears on the screen with the Skill tab enabled.

4. Click on the Statistics tab to see the usage statistics for this skill.

Additional Information

We discover:

• The breakdown by level in the form of a diagram, and with percentages.

• The number of employees with this skill.

• The usage rate over the last 6 months (i.e. when it is a skill added or modified to a user in the last 6 months).

• The Median level.

• The Medium level.

• The number of favourites declared by the employee.

• Optimization tips that appear in 2 cases:

  • If the name of the skill seems long, it will make it difficult to understand.

  • If the description of the skill does not appear to be sufficiently detailed.

Recommend a skill to an employee

Open the My Team > Skills menu (log in as a manager).

This feature is not included in v.6.7 with Adaptive Learning.

Procedure

1. Select a collaborator.

2. Click on Recommend a skill from the employee's profile.

3. Search for the skill and recommend the skill to the employee.

Search for skills

Open the Skills Search menu (log in as a manager).

This feature is not included in v.6.7 with Adaptive Learning.

Procedure

The Search for collaborators with a certain skill at a certain level is displayed.

1. On the left, by clicking on Add skills, it is possible to search for a skill in the repository.

2. Choose a level via the arrows.

3. It is possible to search for a job in the job repository by clicking on the Search by Jobs tab: the system then adds the skills of this job with the required levels as a filter.

4. The system displays users with the corresponding matching rate: you can switch to the employee's skills profile by clicking on their name.

5. If you want to delete the skill you want to search for, just click on the cross to the right of the skill.

6. From this screen, you can export the search result by clicking on the Excel icon at the top right. This generates an Excel file with different information. Skills that the user does not possess appear with a level of 0.

7. By clicking on the employee's name, you will be toggled to their Skills Profile sheet.

Additional Information

The system not only displays the skills the employee had, but all the skills they were looking for. Skills that the employee does not possess are shaded out.

The manager can only look for the skills of his employees as standard. But the scope is a role privilege and can be changed so that the manager can search across the platform if the customer so desires.