PACK SLIP

Manage Succession Planning – A Summary of the Activity

The “Manage Succession Planning” activity enables you to define successors based on the position and employee.

Getting familiar with the pages inside

Go to page…

To carry out the task…

Select Manage Succession Planning

Selecting ‘Manage Succession Planning’ to define the successors based on the position and employee.

Manage Succession Planning

ØEnter the following field details in the header:

Succession Planning Unit

From the drop-down list box, select the organization unit in which the Succession Planning Setup component is deployed.

Planning Perspective

From the drop-down list box, select the required planning perspective options. The combo is loaded with system defined quick code values. The available values are:

4 Key Positions – Position based succession planning. The positions which have been identified as “Key Positions” are fetched here.

4 Holders of Key Positions – Succession Planning for employees whose positions act as key positions.

4 High Flight Risk Employees – Succession Planning for employees whose flight risk is high.

4 Employees who are about to separate/retire in the next 6 months – Succession Planning for the employees whose are about to retire in the next 6 months or separate.

The following details are displayed in the header:

Number of Positions

Displays the total number of key positions in the Unit Structure OU.

Note: The total number of key positions is calculated from the Position Master where against each position it is specified whether it is a key position.

Number of Employees

Displays the total number of employees in the key positions in the Unit Structure OU.

Note: The total number of employees in key positions is derived by using the Employee Assignment and Position Master.

Overall Planning Status

The overall planning status for the key positions is shown in the form of horizontal bar chart. The number of key positions for which the succession plans is in “Completed” - Revisit, “Planned – Draft”, “Planned – Initiated” and “Not Planned” status are displayed in different colors (Green, Amber, Yellow and Red) in the bar chart.

4 Completed – Green

4 Planned (Draft) – Amber

4 Planned (Initiated) – Yellow

4 Not Planned – Red

The system displays the following in the “Key Positions” multiline:

SM	On clicking icon, it displays the succession plan chart (tree structure) showing the incumbent/position and the identified successors. Note: Details of incumbent and identified successors like Flight Risk, Primary Successor, Match Score % and so on will be displayed in tha chart.
Photo	The photograph of the employee for whom the succession is being done. Note: This photo is fetched from the “Employee at a Glance” screen.
Employee ID – Name	The employee code and name of the employee.
Position	The position title of the employee. The position titles are fetched from the Position Master. Note: 4 If the “Planning Perspective” is “Key Positions” then the position titles of the key positions in the Unit Structure OU are displayed. 4 If the “Planning Perspective” is other than Key Positions then the position title of the position to which the employee belongs is displayed.
Department	The department short description is displayed in this field. The department short description is fetched from the Department Master. Note: 4 If the “Planning Perspective” is “Key Positions” then the department short description of the key position is displayed. 4 If the “Planning Perspective” is other than Key Positions then the department short description to which the employee belongs is displayed.
Occupancy	The number of posts filled up out of the total number of posts for that position title is displayed. For example, If 1 out of 3 posts have been filled then the Occupancy value will be 1/3.
Successors Identified	The total number of successors identified for that particular Position/Employee in the “List of Successors” page.
Planning Status	The planning status for the succession plan is displayed. The status could be of the following types: 4 Not Planned – If the succession planning has not been done. 4 Plan Initiated – If the user has entered the search criteria for succession planning but not selected any successors and saved them. 4 Planned (Draft) – If the user has entered the search criteria for succession planning, selected some successors and saved the succession plan. 4 Completed. Revisit? – If successors have been selected, the ‘Complete Succession Planning’ checkbox has been checked and the plan has been saved’.
Bench Strength	The number of successors who have been planned against the minimum number of successors for “Healthy” bench strength configured through Position Master sub screen is displayed as an icon in this field. Note: 4 The icon will be filled (with black colour) depending on the bench strength value. 4 The bench strength is indicated as “Safe”, “Healthy” or “Poor” (depending upon the bench strength value) and the bench strength value is displayed adjacent to the icon.
Readiness Status	The earliest timeline by which the successor(s) would be available to succeed. Note: The “Readiness Status” is classified as “Healthy”, “Safe” and “Poor” based on the values that are configured in the “Position Master” sub screen.
Potential Savings	The potential savings that could be achieved through the succession plan.
Talent Pool	The status of whether the succession plan is linked to the talent pool is mentioned in this field along with total number of employees in the talent pools that are linked to the succession plan. For example, if two talent pools with 10 employees in each of these talent pools are linked to a talent pool, the value will be displayed as “identified – 20”. If no talent pools are linked to the succession plan, the value will be “Not identified”. If a talent pool has been linked but none of the employees from the talent pools have been selected as successors then the value that is displayed under this column would still be ‘Not Identified’ Note: The number of employees in each talent pool is fetched from the “Preview” column of the “Manage Talent Pools” screen.

The Manage Succession Planning screen is divided into two sections:

4 Left Section – This section displays the Incumbent Details.

4 Right Section – This section consists of the following tabs:

· Job Specific Attributes

· Expertise

· Talent Qualifiers

· Additional Attributes

· Successors List

Incumbent Details

The left pane shows the details of the incumbent or the person who is occupying the position currently.

The following details are displayed in this section:

Plan Description

Enter the description for the succession plan.

ØClick the “Weightage” hyperlink. The “Weightage” window appears displaying different search parameters (attributes) and the corresponding weightage percentage for each of the search parameters.

ØThe following table shows the search parameters and the corresponding weightage percentage for each parameter.

Order

Search Parameter

Default Weightage

Remarks

Job Specific Attributes

All job-specific attributes namely Grade, Department, Job Level and Job Family have to be satisfied to score the weightage of 10

Work Experience

All work experience attributes in the “Job Specific Attributes” page have to be satisfied to score the weightage of 10.

Flight Risk

The flight risks provided in the “Additional Attributes” page have to be satisfied to score a weightage of 10.

Performance

Both Performance & Potential in the ‘Talent Qualifiers’ page have to be satisfied to score the weightage of 10

Competencies

The competencies provided in the “Expertise” page have to be satisfied to score the weightage of 10.

Qualification

The qualifications provided in the “Expertise” have to be satisfied to score a weightage of 10.

Career Plan

The career plan details provided in the “Talent Qualifiers” page have to be satisfied to score a weightage of 10.

Talent Pool

The talent pool details provided in the “Talent Qualifiers” page have to be satisfied to score a weightage of 10.

Demographic Attributes

Both Age and Gender provided in the ‘Additional Attributes’ page have to be satisfied to score the weightage of 10.

Tags

The tag details provided in the ‘Additional Attributes’ page have to be satisfied to score the weightage of 10.

ØBased on the weightage, the list of successors in the search results will be given a match percentage.

Note: You are allowed to edit the “Weightage (%)” as per requirement.

ØClick “Save” to save the details.

The following details are displayed under “Incumbent Details” section:

Position	The position title of the position for which the succession planning is done is displayed Note: The position name is displayed, if the “Planning Perspective” is “Key Positions”.
Number of Incumbents	The number of posts that are occupied in this particular position. For example, if the total number of posts is 5 and out of these 5 posts, if only 3 are occupied then the number of incumbents’ value will be 3/5.
Performance	The average performance score of the incumbents in the current position is displayed. Note: 4 If the “Planning Perspective” is “Key Positions” then the average performance score of the incumbents in the current position is displayed. 4 If the “Planning Perspective” other than Key Positions then the performance score of the employee for whom succession planning id done is displayed. 4 The last appraisal cycle that was completed could be used to arrive at this performance value.
Potential	The average potential ratings of the incumbent are displayed. Note: 4 If the “Planning Perspective” is “Key Positions” then the number of incumbents who have low, medium and high potential are displayed. 4 If the “Planning Perspective” is other than Key Positions then the quadrant name in the 9-box rating matrix in which the employee for whom the succession planning is done along with the quadrant number in brackets is displayed.

The following details are displayed under “Experience Details” section:

Current Position/

Internal/Overall

The years of experience of the incumbent in the current position, internal (i.e. within the organization) and overall (internal and external together) is displayed.

Note:

4 If the “Planning Perspective” is “Key Positions” then the minimum and maximum years of experience of the incumbents in the current position is displayed. The average years of experience in the current position is displayed in brackets.

4 If the “Planning Perspective” is other than Key Positions then the years of experience of the incumbent in the current position for whom the succession planning is done is displayed.

Qualification

The qualification(s) of the employee is displayed.

Note:

4 If the “Planning Perspective” is “Key Positions” then the qualification would be picked up from the Position Master data for that particular position.

4 If the “Planning Perspective” is other than Key Positions then the qualification will be picked up from the Employee Personal Information.

Reporting Employees

The number of reports for the incumbents is displayed.

Note:

4 If the “Planning Perspective” is “Key Positions” then the average number of reports for the incumbents of the position is displayed.

4 If the “Planning Perspective” is other than Key Positions then the ‘number of reporting employees for the incumbent for whom succession planning is being done is displayed’.

Gross
Base Salary

The gross base salary of the incumbent is displayed.

Note:

4 If the “Planning Perspective” is “Key Positions” then the average gross base salary of the incumbents is displayed in the base currency.

4 If the “Planning Perspective” is other than Key Positions then the gross base salary of the employee for whom the succession planning is done is displayed in the base currency.

View Incumbents

ØClick “View Incumbents” hyperlink. The “View Organizational Hierarchy” screen is displayed showing the list of incumbents for the position as a chart for whom the succession planning is done.

The “View Incumbents” screen consists of two panes.

4 Left Pane – Displays the succession chart for the incumbent.

4 Right Pane – In the left pane, on clicking each of the nodes (except the node for Position Title) in the Succession Chart, the corresponding details (about the incumbent) get displayed in the right pane.. In addition it also displays the following tabs:

· Summary

· Assignment

· Projects

· Actions

Note: On clicking the node for Position title, the details in the right pane get displayed only with the Position Title.

Right Pane – Header

The following details are displayed in the header:

Employee Name (Employee Code)	The name of the employee.
Designation	The designation of the employee.
Department Short Description	A short description about the department.
Official Contact Details (Additional Employment)	Official contact details of the employee.
Work Location	The work location of the employee.

ØClick “View Full Profile” hyperlink to view the full profile of the employee. The “Employee at a Glance” screen is displayed.

Employee at a Glance

The following details are displayed under the “Master Section”:

Employee	The code of the employee.
Date of Joining	The date of joining the organization.
Employee Type	The nature of employment.

ØClick to attach tags. The “Tag attached to Employee” popup appears.

ØEnter the tag in the field.

ØClick “+” symbol adjacent to the field to add the entered tags.

ØClick “Save” icon to save the tags entered.

The following field details are displayed under “Current Work Details” section:

Employment Unit	The employment unit.
Work Location	The work location of the employee.
Department	The department of the employee.
Job Title	The job title of the employee.
Position Title	The position title of the employee.
Grade	The grade of the employee.
Grade Set	The grade set corresponding to the grade.
Start Date	The start date of employment.
Supervisor	The name of the supervisor.

The following field details are displayed under “Assignments Handled within the Company” multiline:

From Date	The date from which the assignment is handled.
To Date	The date till which the assignment is handled.
Position Title	The position title of the employee.
Department	The department of the employee.
Job title	The job title of the employee.
Grade Set	The category of grade.
Grade	The grade of the employee.
Reason for Change in Assignment	The reason for change in the assignment.

Tab - Summary

The following details are displayed under the “Summary” tab:

No. of Successors	The number of successors.
Reports To	The reporting authority.

The following field details are displayed under “Contact Details – (Official)” section:

Address	The address of the employee.
Phone No. (Official)	The official phone number of the employee.
Mobile No. (Official)	The official mobile number of the employee.

The following field details are displayed under “Work Experience (in years)” section:

In the position	The total number of experience in the current position.
In the Organization	The total number of experience within the organization.
External Experience	The total number of experience in the previous organizations.
Over all	The overall experience.

The following field details are displayed under “Talent & Profile Assessment” section:

Flight Risk	The flight risk of the employee.
Succession Plan	The succession plan carried out.
Last Performance Score	The last performance score of the employee.
Potential Rating	The potential rating.

Tab – Assignment

The following details are displayed under “Assignment” tab:

Employee Type	The nature of employment.
Employment Unit	The employment unit.
Business Unit	The business unit.
Cost Center	The cost center.
Grade Set	The category of grade.
Grade	The grade of the employee.
FLSA Exempt
Full Time/Part Time	The nature of the employment as to full time /part time.
FTE	The full time equivalent details.
Compensation (INR)	The compensation provided to the employee.
Career Path	The details of the career plan for the employee.

Employee Career Plan

ØClick “Employee Career Plan” hyperlink to view the “Employee Career Plan” screen.

Help available

Tab – Projects

The “Projects” tab provides the details of the projects to which the employee has been assigned.

Tab – Actions

The “Actions” tab consists of the following links:

Edit/Delete Primary Assignment

Help available

Record Information on Family Members

· Ensure that you are in the “Select Employee” page.

To select through direct entry

· Enter the complete code of the employee in the “Employee Code” field.

· Select the “Record Information on Family Members” hyperlink beside the employee code field.

· The system displays the “Record Information on Family Members” page.

To select through search criteria

· Use the search facility to fetch the required record in the multiline.

· Select the data hyperlink on the name of the required employee.

· The system displays the “Record Information On Family Members” page.

· The system displays the following details.

Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit. Tell me more
Date Format	The date that is applicable to the login user. More Details.
Employee	The name and unique code of the employee. The system displays the value selected in the “Select Employee” page.
Employee Type	The type of the employee’s job. The employee type indicates if the selected employee is a regular employee or has been hired on contract for a limited period or is a consultant.

Viewing Effective Dates

You can use the “Access Date History” group box to view the effective dates of the previous versions of the family member information record.

Effective From	The date from which the corresponding version of the contact information record is effective.
Effective To	The date till which the corresponding version of the contact information record is effective.

· Select the “Previous” pushbutton to view the effective dates of the previous version of the record.

· Select the “Next” pushbutton to view the effective dates of the next version of the record.

Recording information on family members

· Use the “Family Member Details” multiline to record the family member information details of the employee.

Note: By default, for a new family member information record, the fields and drop-down list boxes will be blank. For an existing record, the system displays the values specified previously.

Family Member Code	The unique code to identify the family member.
First Name	The first name of the family member.
Middle Name	The middle name of the family member.
Last Name	The last name of the family member.
Relationship	The family member-employee relationship, for example, spouse, son, and daughter. From the drop-down list box, select the required option.
Gender	The gender of the family member, whether male or female. From the drop-down list box, select the required option, either “Male” or “Female”, to indicate accordingly.
Date of birth	The date of birth of the family member.
Dependent	Specify if the family member is a dependent of the employee or otherwise. From the drop-down list box, select “Yes” or “No” to indicate. “Yes” indicates the family member is a dependent, “No” indicates otherwise.
Occupation Status	The occupation status of the family member. Select the required value from the drop-down list box.
Occupation	The system will list the options such as Employed, Housewife, Student and Retired from Service in the drop-down list box. Select the required option.
Marital Status	The marital status of the family member. Select the required value from the drop-down list box.
Military Status	The military status of the family member. Select the required value from the drop-down list box.
Disability	Indicate if the family member suffers from any disability or otherwise.
Employee Code	The unique employee code of the family member, if the family member is also an employee of Organization. This field is help-enabled. You can access the help page to specify the employee code of the family member. Help available.
Citizen Identification Number	The citizenship identification number of the employee.
CPF	The CPF number of the employee.
Is Relationship Current	The status of the family member-employee relationship, whether current or terminated. For example, in the event of the death of the family member, the relationship will not be current. Select “Yes” or “No” from the drop-down list box. “Yes” indicates the relationship is current, “No” indicates otherwise.
Relationship End Date	If the relationship is not current, indicate the date on which the relationship was terminated. For example, in the event of the death of the family member, specify the date on which the family member died.
Reason	The reason due to which the family member-employee relationship became non-current. Select the required value such as, “Death” or “Other” from the drop-down list box. “Death” indicates the relationship became non-current owing to the family member’s death. “Other” indicates that the reason for termination of the relationship is other than death.
Remarks	If the family member-employee relationship became non-current for any reason other than death, elaborate the remarks in the field.
Passport Start Date	The date on which the passport of family member is effective.
Passport Expiry Date	The date on which the passport of family member is expired.
Attach Documents	The documents to be attached by the HR user.

Modifying the record

You can modify an existing family member information record using either the “Correct” or “Update” modification options. If you select the “Correct” option, the system modifies the record without changing the effective dates. If you select the “Update” option, you are to provide a new effective from date and time. The existing record will become ineffective from one minute previous to the new effective from value. The system opens a new record effective from the new effective from value specified.

· Specify the following.

Modification Option	Select the required modification option, either “Correct” or “Update” from the drop-down list box. By default, the value will be blank. If the record is being entered for the first time, the system will display the Guidance Text "Please do not select the "Modification Option" if the record is being entered for the first time" above the "Modification Option" drop-down list box. If no changes are made to the recorded details, you cannot use the “Update” option from the drop-down list box.
New Effective From	Enter the date and time from which a new version of the record must be created with the modifications you made. The value you specify for the New Effective From date and time must not be earlier than or equal to the Effective From value of the existing record. A new family member details record with the modifications you have made, will be effective from the new date and time you specify. The value can be entered in the user-defined date and time format. By default, the value will be blank.
Comments	The comments with regard to the details specified.

· Click the “Save” pushbutton to save the informations on family members of the employee.

To proceed do the following

· Select the "Identification Information for Family Members" hyperlink for recording the identification details for family members of the employee.

Record Personal Information

· Ensure that you are in the “Select Employee” page.

To select through direct entry

· Enter the complete code of the employee in the “Employee Code” field.

· Select the “Record Personal Information” hyperlink beside the employee code field.

· The system displays the “Record Personal Information” page.

To select through search criteria

· Use the search facility to fetch the required record in the multiline.

· Select the data hyperlink on the name of the required employee.

· The system displays the “Record Personal Information” page.

· The system displays the following details at the top of the page.

Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit. Tell me more
Date Format	The date that is applicable to the login user. More Details.
Employee Code	The unique employee code and name of the employee. The system displays the value selected in the “Select Employee” page.
Employee Type	The type of the employee’s job. The employee type indicates whether the selected employee is a regular employee or has been hired on contract for a limited period or is a consultant.
Photo Location	The path of the file where the employee’s photograph s stored. Click the Browse pushbutton besides this field. The “Choose File” dialog box appears. Select the image file, which holds the Employee’s photograph.

Viewing Effective Dates

You can use the “Access Data History” group box to view the effective dates of the previous versions of the contact information record.

Effective From

The date from which the personal information record has come into effect. For a new personal information record, the value entered for the Confirmation Date will be defaulted as the Effective From date. If the record has been modified one or more times using the “Update” option, the New Effective From date and time provided during each modification will be displayed as the Effective From value for the particular record. The New Effective From date and time provided during the latest modification will be displayed as the Effective From date for the current version of the record.

Effective To

The date till which the personal information record will be valid. For a new personal information record, the Effective To field will be blank. If the record has been modified one or more times using the “Update” option, the system closes the existing record with the Effective To value as one minute previous to the New Effective From date and time specified during each modification. Hence, the Effective To value for any record will be one minute prior to the New Effective From value of the succeeding version of the record. The Effective To value for the latest version of the record will be blank.

· Select the “Previous” pushbutton to view the effective dates of the previous version of the record.

· Select the “Next” pushbutton to view the effective dates of the next version of the record.

Entering Personal Information

· You can record the following personal information details of the employee.

Note: By default, for a new military information record, the fields and drop-down list boxes will be blank. For an existing record, the system displays the values specified previously. You can make the necessary changes.

Title	The title which you can use for the employee, for example, “Mr”, “Ms”, and “Dr”. Select the required value from the drop-down list box.
Employment Status	If the employee has been hired, the system displays the value as “Current”. If the name of the employee has been removed from the records of the employer, the system displays the value as “Terminated”.
First Name	The first name of the employee.
Middle Name	The middle name of the employee
Last name	The surname of the employee.
Known As	The name by which the employee is usually known as. For example, an employee by name Carolyn, might generally be known as “Lynn”.
Country	The name of the country to which the employee belongs. Choose the required option from the drop-down list box. By default the system displays “India” in this field.

State	The name of the State to which the employee belongs to in the country specified. By default the system displays “Andhra Pradesh” in this field.
NRIC or FIN Number Format	The format of the NRIC or FIN Number.
NRIC or FIN Number	The NRIC or the FIN Number of the employee.
SIN	The Social Personal Number of the employee. For countries other than the U.S. the system will display the equivalent personal title for which you must enter the value.
Date of Birth	The date of birth of the employee.
Hire Date	The date on which the employee was hired.
Confirmation Due Date	The date on which the employee's job will be confirmed.
Rehire Date	The date and time on which the employee was rehired if the employee quit and rejoined.
Actual Confirmation Date	The date and time on which the employee has been confirmed. You can specify this detail in case of the employee’s confirmation being postponed or advanced by owing to administrative or performance related reasons. For example, if an employee’s confirmation date is specified as 06.11.02, it may be postponed till a later date or advanced by to an earlier date.
Separation Date	The date on which the employee quit the Organization. The suffix “AN” is displayed if the employee quits the organization in the afternoon. The suffix “FN” is displayed when the employee quits in the forenoon.
Gender	The gender of the employee, whether male or female. Select the required option from the drop-down list box.
Ethnicity	From the drop-down list box, select the ethnic identity of the employee, for example, Asian, Caucasian, African.
Marital Status	The marital status of the employee, for example, Married, Single, or Divorced. Choose the required option from the drop-down list box.
Nationality	From the drop-down list box, select the nationality of the employee.
Religion	From the drop-down list box, select the religion of the employee.

· It is mandatory to provide at least one emergency contact information. Use the corresponding fields in the “Emergency Contact Information” group box below to enter the details.

1. Name

The name of the first contact person.

Note: It is mandatory to enter the name of at least one emergency contact person.

Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the first contact person.

Note: It is mandatory to enter the phone number of at least one emergency contact person.

Mobile	The mobile phone number of the first contact person.
2. Name	The name of the second contact person.
Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the second contact person.
Mobile	The mobile phone number of the second contact person.
Comments	The comments you want to enter about the personal information.

To enter comments

· Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.

· You can view, modify or delete the content.

· Select the “OK” pushbutton to save the details and return to the previous page.

· Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

Modifying the record

You can modify an existing personal information record using either the “Correct” or “Update” modification options. If you select the “Correct” option, the system modifies the record without changing the effective dates. If you select the “Update” option, you are to provide a new effective from date and time. The existing record will become ineffective from one minute prior to the new effective from value. The system opens a new record effective from the new effective from value specified.

· Specify the following.

Modification Option	Select the required modification option, either “Correct” or “Update” from the drop-down list box.
New Effective From	Enter the date and time from which a new version of the record must be created with the modifications you made.

· Select the “Save” pushbutton to save the details entered.

Record Contact Information

· Select the required employee using the “Select Employee” page.

· Select the required contact type using the “View Available Contact Types” page.

· Select the “Create Contact Information” hyperlink in the “View Applicable Contact Types” page.

· The system displays the following details at the top of the page.

Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit. Tell me more
Date Format	The date that is applicable to the login user. More Details.
Employee Code	The name and unique code of the employee. The system displays the value selected in the “Select Employee” page.
Employee Type	The type of the employee’s job. The employee type indicates whether the selected employee is a regular employee or has been hired on contract for a limited period or is a consultant.

Recording contact information

· You can specify values for the following contact information details.

Note: By default, for a new contact information record, the fields and drop-down list boxes will be blank. For an existing record, the system displays the values specified previously.

Contact Type	The contact information type of the selected employee. For example, Communication, Holiday, Permanent or Residential. If you specify the contact type as “Holiday”, it indicates that the contact information being entered pertains to the contact address at which the employee could be contacted on a holiday. From the drop-down list box, select the required contact type.
Inactive	Select the checkbox to indicate that the contact address of the employee is inactive.
Primary Address	Select the check box to indicate if the address entered for the selected contact type is the primary address of the employee. Leave the check box blank, if the address is not the primary address of the employee.

Viewing Effective Dates

You can use the “Access Data History” group box to view the effective dates of the previous versions of the contact information record.

Effective From	The date from which the corresponding version of the contact information record is effective.
Effective To	The date till which the corresponding version of the contact information record is effective.

· Select the “Previous” pushbutton to view the effective dates of the previous version of the record.

· Select the “Next” pushbutton to view the effective dates of the next version of the record.

Address	The address at which the employee could be contacted under the specified contact information type. Enter the complete address pertaining to the specified contact type. For example, if the contact type specified is “Holiday”, enter the address at which you can contact the employee on a holiday.
Country	The name of the country in the specified address. From the drop-down list box, select the required country name.
State	The name of the state of the address specified. From the drop-down list box, select the required value. The system lists the names of states available for the country specified.
Council	From the drop-down list box, select the council.
Postal Code	The zip number of the city specified. For example, if the city specified is Los Angeles, enter the zip number applicable.
Phone	The contact phone number at the address specified. You can give two phone numbers. Enter the first phone number.
Fax	The fax number at the address specified.
Pager	The pager number of the employee.
Mobile	The mobile phone number of the employee.
Email	The email address of the employee.
Home Page	The web page address of the employee.
Comments	The remarks you want to enter about the contact information.

To enter comments

· Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.

· You can view, modify or delete the content.

· Select the “OK” pushbutton to save the details and return to the previous page.

· Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

Modifying the record

You can modify an existing contact information record using either the “Correct” or “Update” modification options. If you select the “Correct” option, the system modifies the record without changing the effective dates. If you select the “Update” option, you are to provide a new effective from date and time. The existing record will become ineffective from one minute previous to the new effective from value. The system opens a new record effective from the new effective from value specified.

· Specify the following.

Modification Option	Select the required modification option, either “Correct” or “Update” from the drop-down list box.
New Effective From	Enter the date and time from which a new version of the record must be created with the modifications you made.

· Select the “Save” pushbutton to save the details entered.

· Select the “Delete” pushbutton to delete the contact information record.

History Leave

Help available

Training Imparted to Employee

Help available

View Employee Promotion/Transfer

Help available

View Appraisal Details & Acceptance/Comments by Employee

· Select the “View Appraisal Details and Acceptance/Comments by employee” link from the left pane.

The “View Appraisal Details and Acceptance/Comments by employee” page appears.

The system displays the following

Date Format	The date format that is applicable to the login user.
Employee	The employee code of the login employee
Joining Date	The date on which the employee joined the organization
Confirmation Date	The date on which the employee was confirmed in the organization.

· Enter the following

Assignment No.

The number of the employee’s assignment, for which the appraisal pertains.

Appraisal Type

From the drop-down list box, select the type of appraisal for which employee acceptance is required. It can be one of the following:

§ Annual Appraisal

§ Confirmation Appraisal

§ Contract End Appraisal

§ Any other appraisal type that is user-defined through quick codes.

Appraisal Calendar Code

Enter the code of the appraisal calendar in which employee acceptance is required.

An appraisal calendar is a specific period of appraisal. For example, the appraisal calendar C1 is for the period 1 January 2003 to 31 December 2003.

The system displays the following

Calendar Short Description	A short description of the calendar.
Employment Unit	The employment unit to which the login employee belongs

To view the appraisals of all appraisers

· Select the “Get” pushbutton.

The “Appraisers” multiline displays the following

Appraiser Code	The employee code of each appraiser who is mapped to the employee.
Appraiser Name	The name of the appraiser.
Appraiser’s Employment Unit	The employment unit of the appraiser.
Department	The name of appraiser’s department.
Job Title	The title of the job held by the appraiser
Position Title	The title of the position held by the appraiser
Period From	The date from which the appraiser is mapped to the employee.
Period To	The date until which the appraiser is mapped to the employee.
Weightage	A number to indicate the weightage assigned to the appraiser, with respect to the other appraisers listed in the multiline.
Weightage in %	A percentage, to indicate the weightage of the appraiser’s evaluation with respect to the other appraisers in the multiline.Example
Appraiser Overall Rating	The overall rating for the employee, by the appraiser.
Appraiser Overall Rating Grade	The overall rating grade for the employee, by the appraiser.
Employee Appraisal Status	The status of mapping of the employee to the appraiser. Given below is a description of each status: § Defined: This indicates that the appraiser has been defined/mapped for the employee. § Not defined: This indicates that the appraiser has not been defined/mapped for the employee.
Reviewer Rating	The rating for the employee, by the reviewer.
Reviewer Rating Grade	The rating grade for the employee, by the reviewer.

The system computes and displays the following

Overall Reviewer Remarks	The overall remarks given to the employee, by the reviewer.
Overall Appraiser Rating	The overall rating for the employee, by all the appraisers.
Overall Appraiser Rating Grade	The overall rating grade for the employee, by all the appraisers.
Overall Reviewer Rating	The overall rating for the employee, by the reviewer.
Overall Reviewer Rating Grade	The overall rating grade for the employee, by the reviewer.
Overall Appraisal Rating	The overall appraisal rating for the employee.
Overall Appraisal Rating Grade	The overall appraisal rating grade for the employee.

To record acceptance and comments

· Enter the following

Acceptance

From the “I Acknowledge the Appraisal” drop-down list box, select “Yes” to indicate that the appraisal has been accepted.

Select “No” to indicate that the appraisal has not been accepted.

Comments

The employee’s feedback to the appraisal, as well as any other comments pertinent to the appraisal

· Select the “Submit” pushbutton.

To view appraisal details

· Select the “View Appraisal Details” link

The “View Appraisal details” page appears, where the employee can view the details of all the appraiser’s appraisals.

To view self appraisal

· Select the “View Self Appraisal” link

The “View Self Appraisal” page appears, where the employee can view the details of his self- appraisal.

· Select the "View 9 Box Rating Details" link at the bottom of the page to view the 9 box rating details.

Tab – Job Specific Attributes

The “Job Specific Attributes” tab enables you to filter the search criteria based on the attributes namely grade, department, job family and job level.

The following details are displayed on clicking “Job Specific Attributes” tab:

4 Grade

4 Department

4 Job Attributes

· Job Level

· Job Family

Grade	The list of grades from all the Org Structure OU’s that corresponds to the Succession Planning OU selected in the landing page.
Department	The list of departments from all the Org Structure OU’s that corresponds to the Succession Planning OU selected in the landing page. By default the department corresponding to the position or the department to which the incumbent belongs would be defaulted.

ØClick the ‘+’ button next to Job Attributes, the following details get displayed:

Job Level	The list of job levels corresponding to the Unit Structure OU selected in the landing page.
Job Family	The list of job families corresponding to the Succession Planning OU selected in the landing page.

ØEnter the following field details under “Work Experience” section:

Years in Present Position	The number of years of experience in present position.
Work Experience (Internal)	The number of years of work experience in the current organization.
Work Experience (External)	The number of years of work experience in the previous organizations.
No. of Direct Reports	The number of direct reports that the potential successor should have.

ØProvide the required filter criteria in the filter page.

ØClick “View Successor” pushbutton. The employees satisfying the search criteria that have been selected will be fetched and displayed in the “Successors List” multiline.

ØClick “Next” pushbutton to navigate to the “Expertise and Experience” tab.

Note: If the search criteria has been entered in one section and the user clicks any other section heading, the search criteria that has been entered in the first section has to be saved even if the 'Next' button or the 'Previous' button have not been clicked. In other words 'Auto Save' has to be enabled. For example, if the search criteria has been entered in the 'Job Specific Attributes' section and the user clicks the heading 'Additional Attributes' without clicking the 'Next' button, the search criteria that was entered in the 'Job Specific Attributes' section would be saved.

Tab – Expertise

This “Expertise” tab enables you to filter the search criteria based on qualification and competencies.

The following details are displayed on clicking the “Expertise” tab:

Qualification

The list of qualifications corresponding to the interacting GNMAS OU.

Competencies

The list of competencies corresponding to the interacting competency component.

Institution

From the drop-down list box select the required institution.

Note: The institutions displayed in this combo should be same as the institutions

that are displayed in the Record Qualification screen.

Note:

4 If the Planning Perspective is “Key Positions” – Default the qualifications with the qualifications from the Position Master for the position selected in the landing page. Also default the competencies with the competencies from the Position Master for the position selected in the landing page, i.e. keep the corresponding check boxes selected by default.

4 If the Planning Perspective is not Key Positions – Default the qualifications with the qualification(s) of the employee for whom succession planning is being done, i.e. keep the corresponding check boxes selected by default. The qualification(s) could be retrieved from Employee Personal Information > Qualification Information. Also default the competencies with the competency(s) of the employee for whom succession planning is being done, i.e. keep the corresponding check boxes selected by default. The competencies could be retrieved from Employee Personal Information > Competency Information.

ØSelect the check box next to “Employee should possess all the selected qualifications” to include all the qualifications to come up with the list of successors.

ØSelect the check box next to “Employee should possess all the selected competencies” to include all the competencies to come up with the list of successors.

ØProvide the required filter criteria in the filter page.

ØClick “Back” pushbutton to go back to the previous page.

ØClick “View Successors” pushbutton. The employees satisfying the search criteria that have been selected will be fetched and displayed in the “Successors List” multiline.

ØClick “Next” pushbutton to navigate to the “Talent Qualifiers” tab.

Tab – Talent Qualifiers

This “Talent Qualifiers” tab enables you to provide the search criteria based on Performance, Potential (based on 9-box rating), Career Plan and Talent Pool.

The following details are displayed on clicking the “Talent Qualifiers” tab:

Performance

(Appraisal Rating (between)

From the drop-down list, select the appraisal rating range.

Note: The appraisal considered her is last closed appraisal and last main appraisal.

Potential

The 9-box potential rating matrix.

On clicking a particular cell in the 9-box potential rating matrix, it includes the employees who have the potential that is selected in the 9-box potential rating matrix as successors.

Career Plan

The “Career Plan” section displays the list of all the available positions. If succession planning is carried out for positions then that particular position is defaulted in this section.

Note:

4 If the Planning Perspective is “Key Positions” – In the “Career Plan” section, by default select the key position for which succession planning is being done.

4 If the Planning Perspective is other than Key Positions – In the Career Plan section, by default select the position to which the employee for whom succession planning is being done.

Note:

On selecting a particular position from the list, the jobs that are mapped to that particular position are checked, the career plans in which those jobs are present are picked up and employees who have been assigned to those career plans are displayed in the ‘Successors List’ page.

Talent Pool

The list of all talent pools corresponding to the succession planning OU along with the list of active employees in each talent pool is displayed.

ØProvide the required filter criteria in the filter page.

ØClick “Back” pushbutton to go back to the previous page.

ØClick “View Successors” pushbutton. The employees satisfying the search criteria that have been selected will be fetched and displayed in the “Successors List” multiline.

ØClick “Next” pushbutton to navigate to the “Additional Attributes” tab.

Tab – Additional Attributes

The “Additional Attributes” tab enables you to provide the search criteria based on demographic attributes like “Age”, “Gender”, “Direct Reportees”, Flight Risk Filter and Tags.

The following details are displayed on clicking the “Additional Attributes” tab:

4 Additional Attributes

4 Reportees

4 Tags

Additional Attributes

ØEnter the following field details under “Additional Attributes” section:

Age (between)

Enter the age range in this field.

Gender

From the drop-down list box, select the gender of the employee.

Note: The Gender combo is loaded with the values from quick codes.

Flight Risk

Select the flight risk depending on whether the risk is High, Medium or Low.

Reportees

ØSelect the check box next to “Include all direct reports” to include all the direct reports of the incumbent(s).

Photo	The photograph of the employee. Note: This is retrieved from the Employee at a glance.
Name	The name of the employee.
Age	The age of the employee.
Status	The status of the employee. The status could be of the following types: 4 Employee on the way out – If the employee has initiated his separation but his last available date is a future date compared to today’s date. 4 Separated – If the last available date has gone past. 4 Regular – If the employee does not fall under the above two categories then the corresponding Employee Type value like ‘Contract’, ‘Regular’, ‘Monthly’ etc. would be displayed. The Employee Type values could be viewed in the Employee File screens.’
Match (%)	Match (%) value is derived based on the search parameters that an employee satisfies and the weightage given to various search categories.
Matches Career Plan?	If the successor is mapped to a career plan which has the key position or the position of the incumbent as one of the nodes in the track, then display 'Yes' otherwise 'No'.
Last Appraisal Rating	The appraisal rating of the last completed appraisal cycle for the successor.
Position	The current position of the successor.
Grade	The current grade of the successor.
Job Level	The current job level of the successor.
Experience in the current position	The total work experience of the successor in the current position.
Experience in the organization	The total work experience of the successor in the organization.
Overall Experience	The overall experience of the successor in years.
Promotability Indicator	The promotability indicator is obtained from the recommendations section of Employee Appraisal.
Current Gross Salary	The current gross salary of the successor.
Highest Qualification	The highest qualification of the successor. Note: This is retrieved from the educational qualifications in the personal information section of the employee.
Flight Risk	The flight risk of the successor.
Other positions to which identified as successor?	The other positions to which this successor has been identified as successor is displayed. If there are no such positions then this field is left blank.
Ready in (Months)	The number of months by which the successor would be readily available. By default “Select” is displayed on launch of the page.
Remarks	Key in any remarks against the successor.
Classification	The classification of the successor is displayed as either “Primary” or “Secondary”.
Training Needs	Click the hyperlink to record the training needs of that particular successor. The “Succession Training Needs” screen is displayed. The training needs recorded could be viewed in the ‘Sponsor Employees based on Training Needs’ screen in the Training module.

Training Needs	The training needs of the employee
Training Area	The area of training.
Recommended Course Code	The course code recommended. Help facility available
Recommended Course Description	The description for the course recommended.
Actual Course Code	The actual course code.
Actual Course Description	The actual description for the course code.
Status	The status of the course.
By Date	The due date of the course.
Remarks	Key in remarks, if any.

Succession Planning Unit	The succession planning unit.
Date Format	The date format applicable to the login user.
Succession Planning for	The person/position for whom the succession planning is done.
Employee Code	The code and name of the employee.
Assignment No.	The assignment number.
Employment Unit	The employment unit.
Department	The department to which the employee belongs.
Job Title	The job title of the employee.
Position Title	The position title.
Grade Set	The grade set.
Grade	The grade of the employee.