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Role readiness provides valuable metrics that help employees plan their career development. By adding roles they are considering to Career Worksheet, they can start regularly tracking and measuring development to prepare themselves for the future roles and responsibilities.

How Role Readiness is Calculated

A role might require a number of competencies and each competency can have an expected rating. An employee's readiness for the role depends on whether the employee’s current competencies are up to the expected ratings.

You have two options to calculate the role readiness:

  • Summing up the number of ready competencies

  • Averaging out competency readiness

Both calculation options require the employees’ current competency ratings of competencies, which can come from the following:

  • Latest rating from performance review

  • Average rating in the 360 reviews

By default, the system uses the latest rating information in the system. You can also specify a specific form or a couple of forms as the source of the existing ratings.


Calculation Options

Summing up Number of Ready Competencies

Role readiness can be calculated as the percentage ratio between employees’ ready competencies and the total of required competencies for the role: (number of competencies the employee is ready for)/(total number of required competencies) %.

To determine whether an employee is ready in a competency, the system checks the employee’s current rating and the expected rating required for the future role. If the current rating equals to or exceeds the expected rating, the employee is ready for this competency.

Note: However, you may not have an expected rating for all competencies, in that case, the employee is regarded as not ready for that competency regardless of his or her current rating.

For example, a role requires five competencies. For one of the competencies, the expected rating is 4 and the employee’s current rating is 5. And for all other four competencies, the employee isn’t ready, either because the current rating is lower than expected or because the competency hasn’t been rated. Then, the role readiness is calculated as (1/5) x 100% = 20%.

Behaviors you have defined for competencies in Job Profile Builder can also be considered when calculating role readiness. Turn on the XML switch in the Career Worksheet template, and the role readiness is calculated as (total number of current competencies and behaviors that the employee is ready for)/(total number of required competencies and behaviors)%.

For example, a role requires two competencies and each competency has two specified behaviors. One of the competencies and one of the behaviors equal to or exceed the expected ratings. In this case, the role readiness is calculated as (1+1)/6 x 100% = 33%.


Averaging out Competency Readiness

With this averaging-out calculation option, the system first calculates readiness for each required competency for a role, and then calculates an average of the competency readiness, which is used as the role readiness.

Competency readiness is calculated as follows:

ScenarioCompetency Readiness
The current competency rating equals to or is higher than the expected competency rating.100%
The employee’s current competency rating is lower than the expected rating.(Current rating – smallest rating in the rating scale)/(Expected rating – smallest rating in the rating scale) 100%
The employee doesn’t have any rating for a competency or the competency hasn't been rated.0
The competency doesn’t have an expected rating.0

Note: The calculation is done in the rating scale defined in the Career Worksheet template. If you use a different scale to rate the employee's competencies, the system will normalize the ratings for calculation.


Then, with the readiness for each competency calculated, the system adds up the readiness rating for all required competencies in a role and divides the total by the number of competencies.

If you have defined behaviors and enabled behavior rating in role readiness calculation, the calculation logic is the same: competency readiness is calculated as the average of behavior readiness and role readiness as the average of competency readiness.

Example: For a rating scale from 0 to 5, see the following expected ratings and the employee’s current rating.

CompetencyExpected RatingCurrent RatingCompetency Readiness
Engineering45100%
Project Management3266.67%
Communication4375%
Email Etiquette22100%
Change Management2150%
Presentation4250%

Then, the role readiness is calculated as (100% + 66.67% + 75% +100% + 50% + 50%)/6 x 100% = 74%.


Configuring Calculation Option in Career Worksheet Template

To specify the calculation option the system uses to calculate role readiness, define the calculation option switch in the Career Worksheet template.


Procedure

  1. 1. In Provisioning, go to Manage Plan Template Import/Update/Export Career Worksheet Templates, and export the template.
    2. In the template, add the XML switch that determines the calculation option:

    Calculation OptionXML Definition
    By Summing up Number of Ready Competencies
    <switches>
    <switch for="new-role-readiness-calculation" value="off"/>
    </switches>
    By Averaging out Competency Readiness
    <switches>
    <switch for="new-role-readiness-calculation" value="on"/>
    </switches>


    3. If no switch configuration is added, the system, by default, calculates the role readiness by summing up the number of ready competencies.
    4. Save the template and import it into the system. The system uses the specified calculation option to determine the role readiness.

Specifying Competency Rating Source for Role Readiness Calculation

By default, ratings from any performance review or 360 review forms can be used to determine the current competency rating. However, you can also specify a specific form or a number of forms as the only source of existing ratings.

Procedure


  1. In Provisioning, go to Form Template Administration, and find the ID of the review form templates that you use as the competency rating source.
  2. Go to Manage Plan Template Import/Update/Export Career Worksheet Templates and export the template.
  3. In the template, add the XML definition that includes the source form template IDs. See the following XML configuration sample:
  1. <assessment-filters>
    <include-form-ids lang="de_DE">1, 2, 3</include-form-ids>
    <include-form-ids lang="en_US">1,5</include-form-ids>
    </assessment-filters>

4. Depending on whether you have defined behaviors for competencies, add the corresponding XML switch setting:

    1. Behavior readiness NOT considered in calculation or shown in the Career Worksheet

      <behaviors hide="true" hide-ratings="true" use-in-readiness="false"/>
    2. Behavior readiness considered in calculation and shown in the Career Worksheet

      <behaviors hide="false" hide-ratings="false" use-in-readiness="true"/>

5. Save the template and import it into the system.

You have configured the Career Worksheet template for the rating source and the system only uses the ratings from the specified forms to calculate an employee’s readiness for a future role.


Configuring Role Readiness Self-Assessment Form

You can include a link in the Career Worksheet, with which employees can launch the role readiness self-assessment form. They can then rate their competencies for the future role.

To configure the role readiness self-assessment form template, in Provisioning, go to Form Template Administration, open the template for self-assessment, and configure the form settings.

Only employees (E) can launch the competency assessment form for their future role.

Clicking the link directly opens the role readiness self-assessment form, bypassing the usual form creation steps. The default dates are used for the form. The form should be configured to auto-populate the competencies, and it includes all competencies for the role (not just the unrated ones, and regardless of whether those competencies are used in other roles).

The competencies that are available in the self-assessment are the competencies that have been defined in the current sign-in locale. If a competency is defined in English only, and when a user signs in the system with Chinese, that competency is not available in the form.


By default, the form setting in Admin Tools > Company System and Logo Settings is All documents will display their form template name at the time the document was created. This option does not support translations of the document name. The form title has the following behaviors:

  • Includes the future role name.

  • When the form template name is changed in Admin Tools  Form Template Settings after the form is launched, the form title isn't changed.

  • The form title is always displayed in the language of the logged-in user at the time when the user launched the form.

You can enable All documents will display their current form template name as configured in the Form Template Administration settings. This option supports translations of the document name, if you want the form title to behave like the following:

  • Doesn't include the role name.

  • When the form template name is changed in Admin Tools  Form Template Settings after the form is launched, the form title is changed accordingly.

  • If you configure the form template name in logged-in users' language in Form Template Settings, the form title is displayed in logged-in users' language.


Once the form is complete, the updated ratings are used in the Career Worksheet. The user can relaunch the form as many times as required. Rules governing the competency ratings of record are as follows:

  • The latest rating of record from any form is the one used in the Career Worksheet
  • Competency ratings are not differentiated by role (for example: a rating of 5 on Communications will apply to both my current role and a future role, if they share that competency)
  • Some functions can differentiate ratings by form, including: Dashboards, List Views, the Employee Scorecard, and Live Profile
  • Other functions can’t differentiate by form, including: Career Worksheet, Talent Search, Side-by-Side Comparison, and Succession Org Chart


Recommended Form Configuration

  • Do not calculate an overall performance rating with this form.
  • Route the form to a Manager for a final rating (do not rely on the Employee to enter a rating of record). The route map should be in the following order:
    1. E
    2. EM
    3. Complete
  • Exclude this form from Dashboard processes used for current performance reporting.
  • Ensure that Succession Planners understand that this form may provide competency ratings that override the last performance review.
  • In Admin Center  Form Template Settings, don't select Only create for users who don't have an existing form with an End Date between {date} and {date}. If the option is selected, when employees launch a form for role readiness assessment, they can't launch another form for current role assessment based on the same form template.

Caution: Alternate configurations may not be supported and should be deployed with extreme care.


Enabling Self-Assessment for Role Readiness

You can allow employees to assess their readiness by themselves with the role readiness self-assessment form.


The self-assessment is also form-based, and you need to add the ID of the form template used for self-assessment in the Career Worksheet template.

When available, the self-assessment results are just regarded as another rating source in addition to performance review or 360 review. When employees open the Career Worksheet, the role readiness shown in the worksheet is always calculated based on the latest ratings, be they from self-assessment, performance review, or 360 review.

Procedure

  1. In Provisioning, go to Form Template Administration, and find the ID of the form template used for employee self-assessment.
  2. Go to Manage Plan Template Import/Update/Export Career Worksheet Templates and export the template.
  3. In the template, add the XML definition that includes the form template ID:

    <self-assessment>
    <each-assessment lang="locale">form template ID</each-assessment>
    </self-assessment>
  4. You can only specify one form template for self-assessment.
  5. Save the template and import it into the system.

Results

An Evaluate your readiness link appears in the competency section of the Career Worksheet. Users can click the link to open the self-assessment form.


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