Succession Plan for Position – A summary of the activity
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Vacancies may arise for a specific position, within an organization. Through this activity, the succession plan can be charted out for a particular position. Charting out a succession plan for a position refers to nominating one or more successors for this position.
You can also edit/view/delete the succession plan after it has been created, provided it has not been authorized. The following procedure has to be followed to enter a succession plan for a position.
Selecting the position 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 position for which the succession plan is to be created. The position can be selected based on the direct entry or search criteria method.
If you choose the direct entry method, you are to merely select the organization unit, and enter the position code of the position for which 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 positions. Examples of search criteria are position title and job title. For instance, if you enter the department as “Accounts” and the position title as “Manager East Coast”, the system will retrieve the records of all the “Manager East Coast” working in the “Accounts” department. From this list of positions, you can select the required position for which succession plan has to be drawn.
Planning successors for the position: After selecting the position, the 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 for the position. 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 position matches the position in the succession plan. In other words, you request the system to retrieve those employees who are eligible for this position, according to their career plans. The employee’s career plan is predefined under the Employee Career Plan component
Possessed competencies match the competencies required for the position. Tell me more.
Career plan position and possessed competencies match the position 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
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Go to page… |
To carry out task… |
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Select Position for Succession Plan |
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Succession Plan for Position |
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View Past Employee Appraisal |
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View Employee Competency Details |
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View Employee Qualification Details |
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View Employee Work Experience |
6 Hyperlinked topics below
Unit structure should have been defined
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 required competencies. The required competencies are as described below.
The system will determine whether the required position competencies have been defined for the position for which succession is being planned. If they have been defined, it next determines whether any of the nominee’s possessed competencies match the required position competencies. If there is no match, the system does not retrieve the nominee’s record into the “Succession Planning for Position” 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 Position” screen.
If position competency is not defined for the position for which succession is being planned, 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 specified in the succession criteria. The system carries out the same checks as for position competency.
If job competency is not defined, 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 specified in the succession criteria. The system carries out the same checks as for position competency, except that no MDL is determined.
Each employee’s possessed competencies are predefined in “Record Competency Information”, in the Employee Personal Information component.
When trying to match a nominee’s possessed competencies with the competencies required for the position, the system searches the following activities and components for information:
The “Position Competency Mapping” activity in the Unit Structure component, where the system stores the competencies required for each position. 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 each job. 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 each department. These competencies are department-specific, and not employee-specific.