Succession Plan for Employee – A summary of the activity

Through this activity, you can create a succession plan for an employee assignment. Creating a succession plan refers to nominating one or more successors for the employee assignment.

You can also edit/view/delete a succession plan after it has been created, provided it has not been authorized.

Selecting the employee for succession plan: To start with, you are to select the organization unit for which the succession planning is required. Under this organization unit, you can now select the employee whose succession plan is to be created. The employee can be selected based on the direct entry or search criteria method.

 If you choose the direct entry method, you are to merely enter the assignment number and the employee code of the employee for whose assignment the successor must be decided. 

If you choose the search criteria method, you are to enter one or more search criteria based on which the system will retrieve a list of employees. Examples of search criteria are grade set, position title and job title. For instance, if you enter the grade set as “Professional Staff” and the job level as “Others”, the system will retrieve the records of all professional staff who are in the job level “Others”. From this list of employees, you can select the required employee.

Planning successors for the employee: After selecting the employee, his succession plan can be created in one of the following ways:

•         Retrieving existing succession planning criteria. Existing succession planning criteria    refer to one or more criteria that were previously specified, in order to identify suitable successors. These criteria were saved under a user-defined name. For example, there can be an existing succession planning criteria under the user-defined name Site-Manager-Search, which could contain the following criteria: Grade set = Professional Staff, Age  = 35, Mobility = Yes and Job level = 5

•        Entering new succession criteria, based on which the employee details of potential nominees will be retrieved.

In addition to the criteria above, further criteria can be specified for narrowing down the search for potential nominees. These consist of requesting the system to retrieve the employee records of only those employees whose

•         Career plan assignment matches the assignment in the succession plan. The employee’s career plan is predefined under the Employee Career Plan component  

•         Possessed competencies match the competencies required for the assignment. Tell me more.

•         Career plan assignment and possessed competencies match the assignment in the succession plan.

The system will now retrieve all the employees in the organization unit who meet these criteria.

Entering the details of planned successors: After viewing the details of these retrieved employees, you can enter the following details for multiple employees, to indicate the plan for succession.

•     The employee code of each employee

•     The rank for the employee, to indicate the order of preference for the employee

•     The planned date on which the successor may require to fill the vacancy.

•     The status of the employee as “selected” or “not selected”.

You can plan these details for adhoc employees, as well. These refers to employees whose records were not retrieved through the succession criteria.

After you save these details, a unique succession plan number is generated. The plan status changes to “Pending for Authorization”.

Editing and deleting a succession plan: You can maintain different versions of the succession plan, by retaining the same succession planning number but changing the date for each version. To edit, you are to therefore specify the succession plan number and date; the system retrieves this version of the succession plan for editing.  Before the succession plan is authorized, you can edit it any number of times.

Similarly, you can delete any version of the succession plan. You are to retrieve it by specifying the succession plan number and date.

Viewing other details: Before nominating any employee, you can view this employee’s past appraisal, competency details, qualification details and work experience, in order to take an informed decision. You can also take a print out of the succession plan.

Getting familiar with the pages inside  

Go to page…	To carry out task…
Select Employee for Succession Plan	Selecting employee for succession plan
Succession Plan for Employee	Succession planning for employee
View Past Employee Appraisal	Viewing past employee appraisal
View Employee Competency Details	Viewing employee competency details
View Employee Qualification Details	Viewing employee qualification details
View Employee Work Experience	Viewing employee work experience

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6      Hyperlinked topics below 

Prerequisites

Jobs should have been defined

Job Competency Information

Job Qualification Information

Users should have been created.

Quick Codes should have been defined.

Employment Information should be available.               

Employee Competency Information

Employee Qualification Information               

Position Competency Information

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

What you can do in this activity

Selecting employee for succession plan

Succession planning for employee

Viewing past employee appraisal

Viewing employee competency details

Viewing employee qualification details

Viewing employee work experience

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Matching possessed and required competencies

When you request the system to carry out a competency match, the system will try to match each nominee’s possessed competencies with the incumbent’s required competencies, as described below. The incumbent refers to the employee whose succession is being planned.

•        The system will first determine whether the incumbent’s required assignment competencies have been defined. If they have been defined, it next determines whether any of the nominee’s possessed competencies match the incumbent’s required assignment competencies. If there is no match, the system does not retrieve the nominee’s record into the “Succession Planning for Employee” screen. If there is a match, the system goes on to determine whether the nominee’s possessed competencies are at least equal to the minimum desired level (MDL) required. If the nominee’s possessed competencies are equal to the MDL, the system retrieves his employee record, provided this nominee satisfies any other succession criteria specified as well in the “Succession Plan for Employee” screen.

•         If the required assignment competency is not defined for the incumbent, the system proceeds to the next competency, which is position competency. The system will determine whether the required position competencies have been defined for the position being held by the incumbent. If they have been defined, the system carries out the same checks as for assignment competency.

•         If position competency is not defined for the position held by the incumbent, the system proceeds to the next competency, which is job competency. The system will determine whether the required job competencies have been defined, for the job being held by the incumbent. The system carries out the same checks as for position competency.

•        If job competency is not defined for the position held by the incumbent, the system proceeds to the next competency, which is department competency. The system will determine whether the required department competencies have been defined, for the department to which the incumbent belongs. The system carries out the same checks as for position competency, except that no MDL is determined.

Note: The incumbent always refers to the employee whose succession is being planned.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Possessed competencies

Each employee’s possessed competencies are predefined in “Record Competency Information”, in the Employee Personal Information component.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Required competencies

When trying to match a nominee’s possessed competencies with the incumbent’s required competencies, the system searches the following activities and components for information:

•        The “Record Assignment Competencies” activity in Employment information, where the system stores a specific employee’s competencies for the assignment held by him. The system treats these competencies as required competencies, against which a nominee’s possessed competencies are matched.

•        The “Position Competency Mapping” activity in the Unit Structure component, where the system stores the competencies required for the position held by an employee. Note that the competencies are position-specific, and not employee-specific.

•        The “Job Competency Mapping” activity in the Unit Structure component, where the system stores the competencies required for the job held by an employee. These  competencies are job-specific, and not employee-specific.

•           The “Department Competency Mapping” activity in the Organization Structure component, where the system stores the competencies required for the department to which an employee belongs These  competencies are department-specific, and not employee-specific.