Job Pool Template - Create - Succession Chart

This topic discusses the process of creating a Succession Chart step for a Job Pool succession planning template. Important: The process of creating a Succession Chart step for a Job Pool succession planning template varies from creating a Succession Chart step for a Manager succession planning template. See Create SMP Template - Succession Chart/Talent Pool List Step.

The Succession Chart step is used to identify potential successors to employees or positions included in the SMP process. Potential successors can include employees within the organization, external employees, or unknown employees. The Succession Chart step. Note: For external employees there will be limited profile information, and with unknown employees there will be no profile information.

To create a Job Pool SMP template, go to Admin > Tools > Succession Management > Templates. Then, click the Add Template link. From the Type drop-down menu, select Job Pool Template.

Step Properties

Enter the following information:

  • Title - This is the name of the step, which is displayed to the assessor to indicate the current step. This field is required and the character limit is 50. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Directions - The directions are displayed to the user during the step and are intended to explain something to the user or direct the user. This field has standard formatting options and accepts HTML. The character limit is 3000. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.

Details

  • Minimum Successors - Specify the minimum number of required successors for each employee.
  • Maximum Successors - Specify the maximum number of allowed successors for each employee.
  • Talent Search for Successors - Select this option to search for successors using the Talent Search interface. This enables the Talent Search icon for the assessors on this step. Users must also permission to create candidate searches to use this feature. Note: When utilizing competency ratings in Career Profile or Talent Search, competency ratings from competency assessment tasks and Competency Assessment performance review sections are available because they both use the rating scale from the competency model. However, competency ratings from Competency Rating performance review sections are not available because they use the performance review section rating scale.
  • External Successors - Select this option to allow people who are not users in your system to be named as potential successors. Note: Because external successors are not users in the system, there will be limited information available about them, typically only their name an email address.
  • Rate External Successors - Select this option to allow the assessors to rate the external successor based on the limited information provided about them.

Position Information

This section enables administrators to define which Succession custom fields appear on the Position Details page of the Succession Chart step. Also, the administrator can define the order in which the custom fields appear and the response types that are available. Incumbent information is optional.

To add a field that will appear on the Position Details page of the Succession Chart step, click the plus icon to the right of the Position Information section heading. This opens the Select Fields pop-up, which contains Succession custom fields. Multiple fields can be selected, but the Position Information section can only contain up to six fields when the Succession Chart step is saved.

The following Succession custom field types can be selected:

  • SMP Rating Scale
  • Scrolling Text
  • Short Text
  • Radio Button

Once fields are selected, they appear in the Position Information table. The following information is displayed for each field:

  • Field - This column displays the custom field title.
  • Display Name - This column displays the field name that is displayed on the Position Details page. Administrators can customize the display name, up to 50 characters. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages. Note: This field cannot be edited when editing a Succession Chart step that has been used in a SMP task.
  • Type - This column displays the custom field type (e.g., OU, SMP Metric Rating Field).
  • Response - This column displays the custom field response type. Administrators can select whether the field is Read-Only, Response Optional, or Response Required.

To remove a field, click the Trash Can icon in the Remove column. Note: This option is not available when editing a Succession Chart step that has been used in a SMP task.

The position information fields are displayed in the order in which they appear in this section. The order in which the fields display can be modified by dragging and dropping the fields into the desired order. Note: This functionality is not available when editing a Succession Chart step that has been used in a SMP task.

Custom Field Availability Note: If an administrator edits a SMP template that was created by another administrator, the editing administrator can view and remove custom fields, even if the custom fields are not available to them. However, administrators can only add custom fields that are available to them.

Incumbent Information

This section enables administrators to define which User and Succession custom fields appear on the Incumbent Details page of the Succession Chart step. Also, the administrator can define the order in which the custom fields appear and the response types that are available. Incumbent information is optional. Note: The Incumbent Information section is only available when incumbents are displayed in the SMP task. This functionality is controlled by a backend setting.

To add a field that will appear on the Incumbent Details page of the Succession Chart step, click the plus icon to the right of the Incumbent Information section heading. This opens the Select Fields pop-up, which contains User and Succession custom fields. Multiple fields can be selected, but the Incumbent Information section can only contain up to six fields when the Succession Chart step is saved.

The following Succession custom field types can be selected:

  • SMP Rating Scale
  • Scrolling Text
  • Short Text
  • Radio Button
  • Metric Grid

Once fields are selected, they appear in the Incumbent Information table. The following information is displayed for each field:

  • Field - This column displays the custom field title.
  • Display Name - This column displays the field name that is displayed on the Incumbent Details page. Administrators can customize the display name, up to 50 characters. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages. Note: This field cannot be edited when editing a Succession Chart step that has been used in a SMP task.
  • Type - This column displays the custom field type (e.g., User, SMP Metric Rating Field).
  • Response - This column displays the custom field response type. Administrators can select whether the field is Read-Only, Response Optional, or Response Required. Note: User, Resume, Competency, and Performance Review custom fields are set as Read-Only, and this cannot be modified.

To remove a field, click the Trash Can icon in the Remove column. Note: This option is not available when editing a Succession Chart step that has been used in a SMP task.

The incumbent information fields are displayed in the order in which they appear in this section. The order in which the fields display can be modified by dragging and dropping the fields into the desired order. Note: This functionality is not available when editing a Succession Chart step that has been used in a SMP task.

Custom Field Availability Note: If an administrator edits a SMP template that was created by another administrator, the editing administrator can view and remove custom fields, even if the custom fields are not available to them. However, administrators can only add custom fields that are available to them.

Successor Information

In this section, you can add information about the potential successors.

By default, Division and Position are included. To add additional information, click the plus icon to the right of the Successor Information section heading. This opens the Select Fields pop-up. Multiple fields can be selected. All standard and custom fields in the user record are pulled directly from the user records in the system. The SMP metric fields are custom fields or metrics that have been created.

The following User Record and SMP metric field types can be selected:

  • SMP Rating Scale
  • Scrolling Text
  • Short Text

Once fields are selected, they appear in the Successor Information table. The following information is displayed for each field:

  • Field - This column displays the field title.
  • Display Name - This column displays the field name that is displayed. Administrators can customize the display name, up to 50 characters. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages. Note: This field cannot be edited when editing a Succession Chart step that has been used in a SMP task.
  • Type - This column displays the field type (e.g., User, SMP Metric Rating Field).
  • Response - This column displays the field response type. Administrators can select whether the field is Read-Only, Response Optional, or Response Required. Note: User, Resume, Competency, and Performance Review custom fields are set as Read-Only, and this cannot be modified.
    • SMP custom fields and metrics are designed to allow the assessor to provide feedback about the employee. For SMP custom fields, you will generally select Response Required or Response Optional since input is needed from the assessor in order for the template to calculate the employee's impact on the organization based on the collective totals of all metrics in the assessment. It is important to be aware of where an how SMP metrics are included in the template, since a missing value can affect an employee's calculation in the SMP process, and thus affect the outcome of the succession plan.

To remove a field, click the Trash Can icon in the Remove column. Note: This option is not available when editing a Succession Chart step that has been used in a SMP task.

The successor information fields are displayed in the order in which they appear in this section. The order in which the fields display can be modified by dragging and dropping the fields into the desired order. Note: This functionality is not available when editing a Succession Chart step that has been used in a SMP task.

Successor Sorting

This section enables administrators to configure the succession chart to sort successors using a single SMP Rating Scale Metric custom field. Also, administrators can define the order in which the successors are sorted (i.e., descending or ascending) based on the SMP Rating Scale Metric custom field. Note: When copying a Succession Chart template which has been used in a task, the Successor Sorting section is read-only.

  • Select Metric - This is optional. From the drop-down menu, select the SMP Rating Scale Metric custom field by which the succession chart should be sorted by default. This drop-down only contains the SMP Rating Scale Metric custom fields that are defined in the Successor Information section.
    • Metrics are displayed in alphabetical order.
    • If no metrics are defined in the Successor Information section, then no metrics appear in the drop-down menu.
    • If a metric is selected from the drop-down and is then removed from the Successor Information section, then the metric is deselected from the drop-down menu.
  • Define Sort Ordering - Select whether the successor sort order is descending or ascending. Descending is selected by default. Note: Sort order is determined by the point value associated with the Rating Scale Metric custom field value that is attributed to the successor. As a best practice, confirm the ordering of the rating scale values is linear or progressive.

Color Code

In this section, determine whether the users and successors are color coded by specific rating scale metrics. If successors are color coded by the rating scale metric, then that rating scale metric should be included in the Successor Information section and should not be set to Read-Only. This enables the grid to display the existing employees and the successor's rating by color, rather than identifying the rating by the text score. This is a useful as the succession chart can be quickly viewed highlighting those employees who may be a risk factor or those employees who demonstrate a high level of readiness for the next potential role.

Save or Cancel

Click Save to save any changes. Or, click Cancel to discard any unsaved changes.