WORKFORCE PLANNING IMPLEMENTATION MANUAL

Transcription

1 WORKFORCE PLANNING IMPLEMENTATION MANUAL VERSION 5.2 Copyright ConnX Pty Ltd 1 of 25

2 Copyright ConnX Pty Ltd ABN Reproduction in whole or in part by electronic, mechanical or chemical means, including photocopying recording or by any information storage and retrieval system, in any language, is strictly prohibited except in accordance with the Copyright Act The information contained within this document is for illustrative purposes only. ConnX Pty Ltd and its employees accept no responsibility or liability whatsoever for any act or omission upon the contents of this document. ConnX Pty Ltd acknowledges that the product and company names mentioned in this document may be the trademarks of their respective owners. ConnX Pty Ltd Level Coronation Drive MILTON QLD PO Box 1122 MILTON QLD 4064 AUSTRALIA Ph: 1300 CONNXHR Intl: Web: 2 of 25 Copyright ConnX Pty Ltd

3 TABLE OF CONTENTS INTRODUCTION 5 DOCUMENT PURPOSE 5 TYPOGRAPHIC CONVENTIONS 5 GETTING HELP 6 ONLINE HELP 6 DOCUMENTED HELP 6 CONNX SUPPORT OVERVIEW EMPLOYEE FUNCTIONS PLANNING DASHBOARD OPENING THE PLANNING DASHBOARD OVERVIEW OF THE PLANNING DASHBOARD CAREER PATH OPENING THE CAREER PATH CREATING A CAREER PATH EDITING A CAREER PATH POSITION DELETING A CAREER PATH POSITION CHANGING THE SEQUENCE (TARGET DATE) OF CAREER PATH POSITIONS CAREER PATH HISTORY PERFORMANCE DEVELOPMENT PLAN OPENING THE PERFORMANCE DEVELOPMENT PLAN CREATING PERFORMANCE PLAN ITEMS EDITING A DEVELOPMENT PLAN ITEM DELETING A DEVELOPMENT PLAN ITEM HR FUNCTIONS SUCCESSION PLANNING FINDING AT RISK POSITIONS FINDING REPLACEMENTS SKILLS MATCHING GRID ONE SKILLS MATCHING GRID TWO INTEGRATION WITH OTHER MODULES RELIANCE ON ROLES, POSITIONS AND SKILLS INTEGRATION WITH CONNX LEARNING & EDUCATION MODULE INTEGRATION WITH CONNX PERFORMANCE REVIEWS MODULE 25 Copyright ConnX Pty Ltd 3 of 25

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5 INTRODUCTION Document Purpose This manual has been written to assist you with the implementation of Workforce Planning in ConnX. This manual is also a resource guide for your reference. Typographic Conventions Before you start using this guide, it is important to understand the terms and typographical conventions that are used throughout the documentation. The following kinds of text formatting identify specific types of information. Formatting Convention Type of Information Bold Bold text is used in the procedures in this document to show screen names and user interface items that can be clicked or selected, such as buttons, or items in a list. For example: Select Yes on the Educator drop-down list. Select Update to apply the setting. Italicised text Italicised text is used in the procedures in this document to show menus. For example: Go to My Details > Planning > Development Plan. NOTE A note contains useful information that can help you to get the most out of ConnX. WARNING A warning contains critical information about the configuration options available to you which have an impact on user access and security. Copyright ConnX Pty Ltd 5 of 25

6 Getting Help Online Help Immediate help is available in ConnX via the online help system by selecting the? icon in the top-right of any screen. This is called context sensitive help. The help file shown is related to the specific page you are using. Documented Help This manual, and other manuals related to ConnX, are provided for your use. Please refer to them if you have any questions about setting up ConnX, or using ConnX. ConnX Support Please contact your ConnX Support Representative if you require any assistance. Contact Ph: 1300 CONNXHR Intl: support@connx.com.au Address Level Coronation Drive MILTON QLD 4064 AUSTRALIA PO Box 1122 MILTON QLD 4064 AUSTRALIA 6 of 25 Copyright ConnX Pty Ltd

7 1.0 OVERVIEW Welcome to ConnX Workforce Planning. ConnX Workforce Planning is used to manage an employee s short-term and long-term growth within the organisation. It operates closely with the other modules in ConnX. To get the most out of this module, it is mandatory that you first set up the Roles, Positions & Skills for your organisation. Please refer to the ConnX Roles Positions and Skills Implementation Manual for more information. ConnX Workforce Planning enables an employee and manager to create a Career Path of progression, so there is an understanding of where the employee wishes to progress to, and what is expected from the organisation. It also enables the creation and management of a personal/performance development plan to improve the employee s skills to a level required by their current position and to improve the employee to a level where they are able to be promoted. ConnX Workforce Planning can be linked to the ConnX Performance Reviews module so that the plan can be reviewed periodically as part of the Performance Review. Please refer to the ConnX Performance Reviews Implementation Manual for more information. ConnX Workforce Planning also provides HR Administrators with the ability to search and filter at risk /leadership/management positions within the organisation and identify potential replacements to assist in your organisational succession planning. Copyright ConnX Pty Ltd 7 of 25

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9 2.0 EMPLOYEE FUNCTIONS 2.1 Planning Dashboard The Planning Dashboard shows planning information about an employee. It includes an overview of the employee planning, learning, and education information, and provides a quick view of the employee s performance development plan and career path Opening the Planning Dashboard To get access to the Planning Dashboard, go to My Details > Planning > Planning Dashboard. A screen similar to the following will appear. Copyright ConnX Pty Ltd 9 of 25

10 Permission Settings for Managers and Supervisors Permission settings control whether a Manager or Supervisor can get access to the Planning Dashboard, Career Path or Performance Development Plan for the employees that report to them. To get access to these settings, go to Admin > Settings > Permission, and scroll down to Workforce Planning section Overview of the Planning Dashboard There are five tabs on the Planning Dashboard page. Profile Summary tab My Career Path tab Performance Plan tab Qualifications tab Skills tab The Profile Summary tab shows a basic summary of all information about an employee. The other tabs show details of the employee s career path, performance plan, qualifications, and skills. Further details are provided in the subsequent sections of this document. There is a link at the bottom of these tabs. Select the link to go to the correct page to add, edit, or delete the information shown below for the Career Path page. 10 of 25 Copyright ConnX Pty Ltd

11 2.2 Career Path The Career Path allows the employee and manager to develop a plan for an employee s progression within the organisation. During the creation of a career path, the requirements for the position can be viewed and target dates can be set as a guide to the expectations of their progression. The career path is shown in a chain which is put in sequence according to the target date Opening the Career Path To get access to the Career Path, go to My Details > Planning > Career Path. A screen similar to the following will appear Creating a Career Path Select the Click Here to add the Current Position to the Chart link to automatically add the current position/s to the Career Path. It is an easy way to begin creating a career path. When the link is selected, the current position is shown, as shown in the following image. Copyright ConnX Pty Ltd 11 of 25

12 To add other positions to a Career Path: 1. Select Add. ConnX opens the following window. 2. Select a Role on the drop-down list if necessary. This filters the list of positions available to those positions that are based on the selected role. 3. Select a Position on the drop-down list. The skills, qualifications, and requirements that are necessary for the selected position are shown on the right-side of the screen. 4. Set a Target Date. All information can be edited at a later stage. 5. Key in any Comments. 12 of 25 Copyright ConnX Pty Ltd

13 6. Select Save to close the window and add the position to the Career Path. A screen similar to the following will appear Editing a Career Path Position To make changes to an existing position: 1. Select the title of the Career Path Position that you want to make changes to. ConnX opens the Edit Career Path Position window. 2. Make any necessary changes to the position. 3. Select Save. 4. Select the X at the top of the screen to close the window. Copyright ConnX Pty Ltd 13 of 25

14 2.2.4 Deleting a Career Path Position There are two ways to remove a Career Path Position: 1. Remove the Career Path position directly from the Career Path chart. Simply select the red cross on the Career Path position, as shown in the following image. 2. Open the Career Path Position in Edit mode and select Delete. 14 of 25 Copyright ConnX Pty Ltd

15 2.2.5 Changing the Sequence (Target Date) of Career Path Positions To make a change to the sequence of positions within the Career Path: 1. Select the Title of the Career Path Position which you want to make changes to. ConnX opens the Edit Career Path Position window. 2. Change the Target Date to a new date. This date determines the sequence of the positions in the Career Path. 3. Select Save. 4. Select the X at the top of the screen to close the window Career Path History Career Path History is a log of all changes that have been made to a Career Path. The log includes the date and name of the person who made the change to the Career Path. To view your Career Path History: 1. Go to My Details > Planning > Career Path. 2. Select History in the menu bar. A screen similar to the following will appear. 3. Double-click any entry on the grid to open the related Historical Career Path. Copyright ConnX Pty Ltd 15 of 25

16 2.3 Performance Development Plan The Performance Development Plan (PDP) is an effective way of planning your own skill growth for career and personal progression within the organisation. The Performance Development Plan page allows the employee to be evaluated against their current and future positions, making it easy to identify the skills and qualities that they must develop to be competent in their position. Personal Performance items created by the user can also be added to the plan Opening the Performance Development Plan To open the Performance Development Plan page, go to My Details > Planning > Development Plan. A screen similar to the following will appear Creating Performance Plan Items There are two methods for creating a performance plan item: 1. Create a custom item. 2. Create an item using the Gap Analysis. 16 of 25 Copyright ConnX Pty Ltd

17 Creating a Custom Item in PDP To create a custom item on the Performance Development Plan page: 1. Select Add at the top of the screen. 2. Key in the details for the item. 3. Set any necessary reminders. 4. Select Save Using the Gaps Analysis 1. Select Gap Analysis at the top of the Performance Development Plan page. 2. Select a Position on the drop-down list. The drop-down list shows your Career Path positions by default. 3. Select the Show All Positions checkbox if you want to select an item that is not in your Career Path. 4. Select the Show only Not Achieved checkbox to filter the resultant qualification and skills list to show only the qualifications or skills that you have not achieved. Copyright ConnX Pty Ltd 17 of 25

18 The grid shows a list of any qualifications and skills that are necessary for this position (please refer to the ConnX Roles, Positions and Skills Implementation Manual for information about setting these up) and whether the employee has achieved the necessary level or not, as shown below: 5. Set the Achievement Target Date that the items are due by. 18 of 25 Copyright ConnX Pty Ltd

19 6. Select the skills that you want to add to the plan and select Add Selected to Plan, or, select Add All to Plan to add the skills and qualifications that have not yet been achieved to the performance development plan Editing a Development Plan Item To make changes to a development plan item: 1. Double-click the row you want to edit. Alternately, you can select the row and then select Edit. 2. Make any necessary changes to the development item in the following window. Copyright ConnX Pty Ltd 19 of 25

20 3. Select Save when you have finished making changes Deleting a Development Plan Item To delete a development plan item: 1. Open the item in edit mode. 2. Select Delete. 20 of 25 Copyright ConnX Pty Ltd

21 3.0 HR FUNCTIONS The Succession Plan section allows users with an HR Administrator access level to identify and plan for employee turnover. The succession plan is not a plan as such, but more of a search that helps you create plans for the future. It does this by helping identify potential areas of turnover, and then showing a list of the current employees that could fill that position, based on the skill requirements. 3.1 Succession Planning To open the Succession Planning page, go to HR Admin > Workforce Planning > Succession Plan. A screen similar to the following will appear. There are two parts to using the succession plan: 1. Identifying positions that are at risk. 2. Finding replacement candidates. Copyright ConnX Pty Ltd 21 of 25

22 3.2 Finding At Risk Positions The first step is to identify potential areas of turnover within the organisation. The Succession Planning screen allows you to do this by providing filter options on: 1. Position 2. Department 3. Company Tenure 4. Position Tenure 5. Age 6. Employment Type These fields are also shown on the grid. Use the filters to show the positions within your organisation which may be at risk. For example, employees nearing retirement age; employees who have recently joined the organisation; employees who have recently moved into a new position. When you identify a position that is vulnerable, double-click the row (or select the row and then select Open) to open the next part of the succession plan in a new window. 22 of 25 Copyright ConnX Pty Ltd

23 3.3 Finding Replacements When a position has been opened in the previous section, a window will load the Position Replacement screen. This screen is split between two grids Skills Matching Grid One The grid at the top of the screen shows a list of employees that have the skill or qualification that is necessary for the position. The fields show the total number of necessary skills, the number and percentage of matching skills that an employee has. It also shows the related details for qualifications. You can also filter the list by Department, Company Tenure if the position is in the employee s Career Path, and whether the employee has held the position at any time. Copyright ConnX Pty Ltd 23 of 25

24 3.3.2 Skills Matching Grid Two You can select an employee to show the details of their skills and qualification and compare that to the position s requirements that are shown in the second grid. NOTE If the employee has qualifications that have expired or qualifications that are pending approval or denied, they are not shown as Achieved. Matching criteria for qualifications include a check on both the qualification (Item) and the major (Description) of the qualification. 24 of 25 Copyright ConnX Pty Ltd

25 4.0 INTEGRATION WITH OTHER MODULES 4.1 Reliance on Roles, Positions and Skills To effectively set up ConnX Workforce Planning, you must establish your organisational roles, positions (including a positional organisational chart), and skills. The Roles, Positions and Skills area within ConnX are managed by your HR Administrator. The cornerstone of ConnX Workforce Planning depends on your setup of Roles, Positions and Skills. Please refer to the ConnX Roles, Positions and Skills Implementation Manual for more information. 4.2 Integration with ConnX Learning & Education Module The ConnX Workforce Planning and ConnX Learning & Education modules are linked through the Performance Development Plan page. When you are creating your Performance Plan and adding items to the plan, ConnX Workforce Planning can automatically link to show any available learning courses that will provide the skill. You can enrol directly into the course, or if a course is not available, place yourself on the waiting list. Please refer to the ConnX Learning & Education Implementation Manual for more information. 4.3 Integration with ConnX Performance Reviews Module The ConnX Workforce Planning and ConnX Performance Review modules are closely integrated. The following features are present: Review Performance Development Plan Review Positional Skills Requirements Update Current Skills in a Performance Review Update Performance Development Plan in a Performance Review This integration provides seamless data flow between ConnX Workforce Planning and ConnX Performance Reviews. Please refer to the ConnX Performance Reviews Manual for more information. Copyright ConnX Pty Ltd 25 of 25