2425309 - Working with Competencies in SuccessFactors HCM Knowledge Support and Tips

SAP Knowledge Base Article - Public

2425309 - Working with Competencies in SuccessFactors HCM Knowledge Support and Tips

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WORKING WITH COMPETENCIES IN SUCCESSFACTORS HCM IN LEARNING (LMS) - KNOWLEDGE SESSION FOR CUSTOMERS, PARTNERS AND SAP PRODUCT SUPPORT

 

1. Working with Competencies in SuccessFactors HCM 

1.1. Prerequisite

1.2. Overview and Objectives

1.3. Overview of Competency Libraries in SuccessFactors HCM

1.4 Working with Competencies Main Concepts

2. Managing Competencies in SuccessFactors HCM Integrated with Learning

2.1. Overview and Objectives

2.2. Administrator Tasks for Competencies

 

3. Aligning Competencies in Learning to Other SuccessFactors Modules

4. Assigning Competencies and Rating Users

4.1. Merging the Models

4.2. Assigning Competencies to Users

4.3. Rating Users

 

5. Competency Management Extras

5.1. Copying Competencies 

5.2. Revising Competencies

 

1. Working with Competencies in SuccessFactors HCM 

1.1. Prerequisite

The prerequesite for this KBA it is to have done the Managing Competencies, whish is part of the Platform series of administrator training.

After completing Managing Competencies Administrator training, you should be familiar with:

  • Competencies in SuccessFactors
  • Competencies Library
  • Create, edit, copy, and modify competencies
  • Working with performance details
  • Working with job families, job roles and job codes


1.2. Overview and Objectives 

Upon review of this Knowledge Base Article, you will be able to:

- Describe and work with competencies in SuccessFactors HCM

- Manage competencies in SuccessFactors HCM Integrated with Learning

- Explain how competencies in Learning align with other SuccessFacotrs modules

 

Overview:

Competencies, in the SuccessFactors instance, are the basic abilities employees must have in order to successfully perform their roles within the organization.  They can be thought of as defining behaviors and play a central role in several processes supported by SuccessFactors solutions, such as Performance Management, Succession Management, Development, 360 Review, and Learning.

 

Competencies in Performance Management and 360 Review
Competencies may be used in Performance Management, and 360 Reviews as either core competencies or job-specifi competencies.  Additionaly, you can configure the instance to allow employees and managers to select competencies for evaluation.


Competencies in Succession and Development
In Succession Management, competencies can be used in two different ways.  You may search for potencial successors based on their current competency ratings.  Additionally, competencies can be paired with development plans to help successors develop into roles for which they have been nominated.


Competencies in Learning
In conjunction with Career Development Planning (CDP), you may create learning plans based on competencies you wish to improve.

 

NOTE: Please check References on this Knowledge Base Article for more information about LMS Competencies.

 

1.3. Overview of Competency Libraries in SuccessFactors HCM

Competency libraries are organizational links within SuccessFactors that contain the individual comprentencies for an organization.  Depending on the configuration and options available (and the company's purchase agreement with SuccessFactors), the instance is prepopulated with the customer's selected competency library.  There will also be an empty library with the company's instance name (Company ID) that it is available for their specific use.

The competency library is designed to support customers who want to configure the content to create custom competency models or to map to existing models.  Customized, in-house competency libraries can always be modified by the organization at any time.

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Depending on the company's purchase agreement with SuccessFactors, the company may have implemented either SuccessFactors 1.0 or 2.0 competency libraries, or a thrid-party competency library such as Lominger.

SuccessFactors 1.0 library contains 50 highly-researched competencies

SuccessFactors 2.0 library contains a new set of 85 highly-researched and behaviorally-focused competencies.  Both libraries contain Performance Details and Coaching Advice.

 

1.4 Working with Competencies Main Concepts

Once competency libraries are established, the next step is to modify existing competencies in the library or add new competencies to the library.  You can complete several compentecy-related tasks directly from the respective competency links within Administration Tools.  Any changes made will affect only new Performance Management and 360 Reviews forms created after that change.

Instead of importing or creating new competencies, customers have the option to copy a competency and save it as new competency with all the existing content of the original competency (modified ot meet their needs).  They might do this to create a customized version of an existing competency while maintaining the original version of the competency.


Competency Categories Main Concepts

Allow you to groups similar competencies together under a single heading.  They are optional, but customers my want to use them to organize their competency library and filter competencies when they are able to be selected on forms.

When adding or editing a competency, customers will enter or update various elements of the competency, including the competency name, locale, status, description, and category.

 

Core Competencies Main Concepts
Tagging a competency as a core competency identifies that competency as core to the organization.  This setting is used to dynamically pull competencies into a competency section of a performance review or 360 Reviews form.

 

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2. Managing Competencies in SuccessFactors HCM Integrated with Learning

2.1. Overview and Objectives

On this section, you will learn how to manage competencies in SuccessFactors HCM Integrated with Learning.

Objectives:

+Describe the process required to import competencies into Learning for customers on SuccessFactors HCM integrated with Learning

+ Generate the competency export file in provisioning

+ Import the competency file into SuccessFactors Learning

Note: Rating Scales are automatically pulled over with the competency export.  There is no need to build rating scales for competencies imported from SuccessFactors.

 

2.2. Administrator Tasks for Competencies

Figure bellow shows general workflows for competency tasks performed by an administrator in SuccessFactors HCM.  These processes are not necessarily linear although some tasks must be completed before others.

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In an integrated environment, competencies must first be created and configured using Administration Tools. Once created, you then log in to Provisioning to generate the competency export file. This file contains the competencies created and associated rating scales, and is uploaded to the SFTP server.

From SuccessFactors Learning, the configured connector property file “calls” the competency export file from the SFTP server. The SuccessFactors competency connector job is scheduled to import the connector property file into SuccessFactors Learning. Once imported, the competencies are available to be associated with learning items and/or users.

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At a high level, once the competencies are created in SuccessFactors, administrators must perform the following steps to make the competencies available for use in SuccessFactors Learning:

1. Generate the competency export file in Provisioning.
2. Import the competency file into SuccessFactors Learning.
3. Follow the steps described in section 4 Assigning Competencies and Rating Users to associate the competencies with learning items and users.

2.2.1. Competency Export File from Provisioning

The competency export file is generated from Provisioning. This process extracts the competencies created in SuccessFactors (along with the rating scales and any other details associated with the competencies) and creates an export file that can then be imported into SuccessFactors Learning.

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On the Manage Scheduled Jobs page, click the Create New Job link to create and schedule the export competency library job.

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When you select the job type, the associated job parameters are displayed. For instance, select the Competency Library Export job type to see the associated parameters.

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In addition to the job parameters, Server Access and File Access options are also displayed.

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If your job is not using a SuccessFactors hosted server, you must enter the proper server access information, including the host address and login credentials in the Server Access area. This essentially tells the system where to put the competency export file on the SFTP server so that proper SuccessFactors Learning connector can properly locate the file for import.

Warning: It is extremely important that the server access details are accurate. This is the information that the connectors use to “call” the competency file from the SFTP server to import into SuccessFactors Learning.

The File Access section requires:

+ File Path: Indicates where the import/export file is located; relative to the login user’s home directory

+ File Name: Name of the data file for importing/exporting You can also select a date format and encryption if desired.

Use the Job Occurrence & Notification section (Figure 13) to schedule the job to recur at regular intervals (nightly, weekly, as appropriate for the customer’s business requirements) to ensure that all competencies are regularly included in the export file.

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2.2.2. Import Competency File into SuccessFactors Learning

As part of the competency export job created and executed in Provisioning, the competency export file is generated and placed in the proper folder structure on the SFTP server. The connector property file in SuccessFactors Learning should already be configured at this point.

This connector file points SuccessFactors Learning to the location on the SFTP server of the competency export file generated from Provisioning.

The next part of the process is to schedule the Competency Connector.

System Admin->Connectors->Competency Connector - SF

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Connectors are used to schedule the system to import data into SuccessFactors Learning. The system uses the information supplied in the connectors configuration file. You can click Test FTP Connection to verify the connector is properly configured and can connect. You can also view any errors and/or results.

Warning: Before you schedule a connector to execute, you should review the settings in the CONNECTORS Configuration file (System Admin > Configuration > System Configuration).

Use the Schedule section to configure how often SuccessFactors Learning should connect to the SFTP to look for the competency export file and import the competencies into Learning. You must select the Schedule This Process checkbox to execute the job on a recurring basis.

At this point, the competency export/import process from the SuccessFactors instance into Learning is complete. The competency export file will generate and upload to the SFTP based on the schedule in Provisioning, and the competencies will be imported into SuccessFactors Learning based on the frequency of the competency connector job. The competencies are then ready in Learning to be assigned to learning items and users.

Note: Refer to section 4 of this KBA to assign the competencies to items and users.

 

 

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3. Aligning Competencies in Learning to Other SuccessFactors Modules

In this section, you will learn how competencies align in SuccessFactors Learning to other SuccessFactors modules.

Competencies and Other SuccessFactors Modules
Bellow picture shows how competencies work within Performance Management (PM) and 360 Reviews. In addition to these two SuccessFactors modules, competencies may also be used within Succession, Development, Recruiting, and Learning.

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Goal/Performance Reviews and Learning

Admins can assign learning items through the Goal Plan or Performance Review. This can be done during the workflow by supervisor or employees.

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Talent Development Plan and Learning

Admins can assign learning items for each development goal by searching the items linked to the competencies of the goal, or performing a generic catalog search

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Career Worksheet and Learning

Items can be added from the catalog or searching by the competencies of the required job.

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Employee Scorecard - Competencies Portlet and Learning

Competency ratings can be fed to SuccessFactors as a result of item completion.

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4. Assigning Competencies and Rating Users

Regardless of how you were able to create competencies in SuccessFactors Learning (directly in Learning for standalone Learning customers, or through the competencies connector for integrated customers), the next step is to assign the competencies to users. The goal of this module is to describe how to merge the Learning Needs and Competency Management models, assign competencies, and rate users.

4.1. Merging the Models

We introduce how competencies can bridge Learning Needs and Competency Management.

Note: This requires knowledge of the Learning Needs Management Model.

 

4.1.1. Merging the Models Overview

The Learning Needs Management Model defines how items and curricula are assigned to users, and how credit is recorded through learning activities.

The Competency Management Model identifies how well users have performed a task, attained knowledge, or displayed proficiency of a certain skill.

The Learning Needs Management Model and the Competency Management Model can be used together or independently within the same organization.
Compliance related learning is developed and tracked via the Learning Needs Management Model (items and curricula). Management development and more skill-based requirements can be developed and tracked via the Competency Management Model.

Notes: 
-Items are assignable units whose assignment and completion can be tracked. It may be a learning or non-learning item.
-A curriculum is a group of one or more items that can be assigned to users and have its completion status tracked as a group.

 

4.1.2. Competency or Item-Based?

When the two models are merged, an association is made between an item and a competency. For example, if a user has a current competency gap, completing an associated training course may close that gap.

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The relationship between competencies and items is not usually a one-to-one relationship. Multiple competencies might be mastered within one course (one item). In addition, multiple items can provide the same competency rating.

Users viewing the Competency Assignments page may self-assign items if the items grant at least the required rating for the competency.

 

4.1.3. Auto Competency

The Auto Competency feature is activated from the Summary tab of the item record. This feature allows the system to automatically assess a competency rating for all users for whom the learning event was recorded.

For example, an item with an exam has several associated competencies. When the user passes the exam (and completes the item), a learning event is recorded for the item and each competency will be assessed.
The value of the assessed rating is determined on the Competency tab of the item. If the user does not complete the item (or fails), there is no assessment of the competencies.
This feature may be enabled for items without an exam if it makes sense to do so: by completing the item the user has demonstrated proficiency of the competencies.

Note: A learning event is a user’s participation in the completion of, or attempt to complete an item

 

4.1.4. Associating a Competency with an item

Follow bellow steps to associate a competency with an item.

1. Navigate to Learning > Items.

2. Enter search criteria to search for the item to align to your competency and click Search.

3. From the search results list, click the item ID link to access the item record you want in edit mode.

4. Select the Competencies tab from the Related area.

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5. Click Add New Competencies (+).

6. Search for the competency you created before. Use a keyword or add/remove criteria to find one or more competencies.

7. Check the Add checkbox next to each competency being associated with this item, and click the Add button.

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8. Verify that the selected competencies are displayed.

9. Click the Rating drop-down arrow and select a rating for each displayed competency and click Save.

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10. Click View All at the bottom-left of the summary (core) area.

11. If desired, locate Do Auto Competency and select Yes.

12. Click Save.

 

4.2. Assigning Competencies to Users

In this section, we will see the ways in which one or more competencies are assigned to users.

4.2.1. Assigning a Competency Profile

Competencies can be assigned free-floating or through the assignment of a competency profile. A free-floating competency is assigned to a user independent from the assignment of a competency profile.

There are four ways to assign a competency profile:

+ Individually to each user via the Competency Profile tab on the user’s
record

+ Through the use of job codes

+ Batch assignment via the User Needs Management tool

+ Assignment profiles

Once a competency profile has been assigned to a user, the individual competencies are listed on the user record’s Competencies tab. The assigned competency profile is displayed on the Competency Profile tab.

Note: SuccessFactors HCM integrated customers may not need to assign competencies to users from within SuccessFactors Learning. Competencies do not have to be assigned in Learning in order to be useful as search criteria for assigning learning from Goal Plans, Performance Reviews, Career Worksheets, or Succession Planning in SuccessFactors HCM.

 

4.2.2. Job Code

Users may be assigned a competency profile through their associated job code (formerly known as job position). The job code may contain one or more competency profiles. Admins determine whether or not to Automatically assign the competency profiles when the user is assigned this job code and Automatically remove the competency profile when the user’s job code changes via the checkboxes on the Summary tab.

Job Code -> Summay Tab

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4.2.2.1. Aligning Competency Profile to Job Code

How to Align a competency profile to a job code.

1. Navigate to Users > Job Codes.

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2. Enter search criteria to search for the job code.

3. Click Search.

4. From the search results list, click the edit icon to access the job position record you want in edit mode.

5. Make sure the checkboxes on the Summary tab, Automatically assign competency profiles when the user is assigned this job code and Automatically remove competency profiles when the user’s job code changes, are selected.

6. Select the Cpty Profiles tab.

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7. Enter the competency profile ID created in the previous set of instructions.

8. Check the Add competency profile(s) to users who are assigned this job code checkbox.

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9. Click Add.

 

4.2.2.2. Assigning a Competency Profile Using the Competency Profiles Tab

When an admin needs to assign a competency profile(s) to one user, the easiest way to accomplish this task is by navigating to the Competency Profiles tab in the user record.

4.2.2.3. Assigning Competencies Using the Competencies Tab

When an admin needs to assign one or more competencies to one user, the easiest way to accomplish this task is by navigating to the Competencies tab from the Related area of the user record. This is called assigning a free-floating competency.

4.2.2.4. User Needs Management Tool

Occasionally, competencies need to be assigned to multiple users. The User Needs Management Tool is used to assign competencies and/or competency profiles to multiple users at once. This is a one-time ‘push’ that does not repeat unless the admin runs the process again.

4.2.3. Assigning within the User Record

Bellow steps to assign a competency profile to a user record and then assign free-floating competencies to the user’s competency profile.

Assign a Competency Profile

1. Navigate to Users > Users.


2. Enter search criteria to search for your user record and click Search.

3. In the search results list, click the user ID to access your user record in edit mode.

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4. Select the Competency Profiles tab from the Related area.

5. Click the Add New Competency Profiles button (+) to add one or more competency profiles to this user.

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6. Search for the competency profile(s) to add to the user’s record by entering a keyword and clicking Search.

7. Check the Add checkbox next to each competency profile being added to the user record.

8. Click the Add button.

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9. Verify that all selected competency profiles were added to the user record.

10. Click the Competencies link to the right of the competency profile. A separate window opens and displays the competencies and rating required for each.

11. Close the window displaying the competencies

 

4.2.4. Assign Free-Floating Competency

Bellow steps to assign free-floating competency:

1. From within the user’s record, select the Competencies tab from the Related area.

2. Click the Add New Competencies button (+).

3. Search for the competency to add to the user by keyword or additional criteria and click Search.

4. Check the Add checkbox next to each competency being added to the user’s record.

5. Click Add.

6. Click the drop-down in the Req column and select a required rating for each competency.

7. Click Save.

 

4.2.5. Using the User Management Tool

Bellow steps to use the User Needs Management Tool to assign free-floating competencies and competency profiles to a group of users.


Batch Assign a Free-Floating Competency

1. Navigate to Users > Tools > User Needs Mgmt.

2. Select the Add Competencies radio button.

3. Click Next.

4. Click the add one or more from list link to select users.

5. Search for users based upon any common attribute.

6. Check the Add checkbox next to each user to add the competency.

7. Click Add.

8. Click Next.

9. Click the add one or more from list link to select competencies.

10.Search for the competencies to be assigned.

11.Check Add next to each competency to add to selected user(s).

12.Click Add.

13.Click Next.

14.Select a minimum rating from the drop-down menu for each selected competency.

15.Click Next.

16.Click Run Job Now.

 

Batch Assign a Competency Profile

1. Navigate to Users > Tools > User Needs Mgmt.

2. Select the Add Competency Profiles radio button.

3. Click Next.

4. Click the add one or more from list link to select users.

5. Search for all users who need to have the competency profile assigned.

6. Check the Add checkbox next to the appropriate users.

7. Click Add.

8. Click Next.

9. Click the add one or more from list link to select a competency profile.

10.Search for the competency profiles to be added.

11.Check the Add checkbox next to each competency profile being assigned.

12.Click Add.

13.Click Next.

14.Click Run Job Now


Assigning by Assignment Profile
Steps bellow to assign a competency profile by adding it to an existing assignment profile.

1. Navigate to Users > Assignment Profiles.

2. Enter search criteria to search for the assignment profile record.

3. Click Search.

4. In the search results list, click the assignment profile ID to access the record in edit mode.

5. Select the Competency Profile tab from the Related area.

6. Click Add Competency Profiles to add one or more competency profiles to this assignment profile.

7. Search for the competency profile(s) to add to the record by entering a keyword and clicking Search.

8. Check the Add checkbox next to each competency profile being added.

9. Click the Add button.

10.Click Propagate from the Actions area.

11.Verify that Run this job immediately, if allowable is selected.

12.Uncheck the checkbox for Notify via email upon completion.

13.Click Finish.

14.Close the window to return to the main screen.

 

4.3. Rating Users

There are several ways in which competency ratings can be assessed. The goal of this section is to explain how to record competency ratings directly within the LMS.

4.3.1. Rating Users Overview

Admins may use the Competency Assessment Recorder to rate users. With SuccessFactors Learning, users can perform self-assessments on competencies assigned to them and supervisors can perform assessments for subordinates.

Global system settings determine which types of assessments can be used to close users’ competency gaps. Each of the five options chosen (assessment process results, self-assessments, administrator assessments, item completion, and performance reviews) carries equal weight.
This is set under System Admin > Configuration > Competency Assessment

Note: SuccessFactors HCM integrated customers will probably not use the Competency Assessment Recorder
-The assessment process results and performance reviews options are only available for legacy Plateau Performance customers.

- The assessment process results and performance reviews options are only available for legacy Plateau Performance
customers.

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4.3.2. Admin Assessments

The Competency Assessment Recorder is used to identify the rater and select the ratings for any number of competencies for an individual user. Unlike user
self-assessments and supervisor assessments, the admin may choose to rate the user on any competencies in the system, not just the competencies already assigned to the user.

 

4.3.3. Admin View of User Competency Assessment History

Administrators may view the assessment history of users by accessing the user record. The admin assessment results view is identical to the user results view.

 

4.3.4. Recording a Competency Assessment

Bellow stept to record an assessment score.

1. Navigate to Performance > Tools > Competency Assessment Recorder.

2. Select a rater or enter the name for an external rater.

3. Enter the assessment date, time, and time zone

4. Select the user being assessed.

5. Click Next.

6. Click add one or more from list to select one or more competencies.

7. Search for the competency to record for the user.

8. Check the Add checkbox next to each competency for which you will record an assessment score.

9. Click Add.

10.Click Next.

11.Select a rating score for each competency displayed.

12.Click Next.

13.Review the displayed information.

14.Click Finish.

Note: If the E-signature feature is activated, enter your admin ID and E-sig PIN

 

4.3.5. Viewing User Assessment History (Administrator)

Bellow steps to view the user assessment history.

1. Navigate to Users > Users.

2. Search for and access in view mode the user record for which you recorded the assessment in the previous task.

3. Click More from the Related area.

4. Select the Assessments tab.

5. Select the By Competency radio button.

6. Review the user’s assessment data.

7. Close the window.

8. Select the Competencies tab from the Related area.

9. Review the gap for the competencies that have been assessed.

Note: The competency recorded in the previous task is only displayed on this tab if the competency was assigned to the use

 

4.3.6. Editing Competency Assessment

The Competency Assessment Editor tool is used to edit an assessment recording for a competency. This tool should be used when it is necessary to adjust an admin assessment rating of a user, to change the rater, or add comments.

The tool cannot be used by an admin to adjust user granted ratings or assessments that originated outside of the LMS. The editor can be found in the same location as the recorder tool:
Performance > Tools > Competency Assessment Editor.

 

4.3.7. Editing a Competency Assessment

Bellow steps to modify a competency assessment.

1. Navigate to Performance > Tools > Competency Assessment Editor.

2. To edit a record, you can search by user ID, competency ID, or competency assessment ID. Search for the user record for which a competency assessment was recorded in the previous lab.

3. Select the record you wish to edit.

4. The following fields can be modified:
a) Rater
b) External Rater
c) Assessment Date and Time
d) Time Zone
e) Assessment Rating
f) Comments
g) Enable Active

5. Make necessary changes to record.

6. Click Apply Changes.

 

 

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5. Competency Management Extras

5.1. Copying Competencies

Copying competencies is the most efficient way to create a new competency when you want to reuse information from an existing competency. When you copy an existing competency, the system requires that you enter a new competency ID because you are creating a new instance of the existing competency; however, the new instance does not link to the existing competency.

In the New Competency ID box, we recommend that you enter a descriptive name so that administrators can identify the competency more easily. You can select which relationships, data, and criteria you want to copy from the existing to the new competency. After you click Copy, you can edit the new competency. Each new competency that you create starts at version number one.

Copying a Competency
Bellow steps to copy a competency.

1. Select the Summary tab of the competency record you wish to copy.

2. Click Copy Competency….

3. Enter the new competency ID.

4. Check the Copy rating criteria checkbox.

Note: Select all checkboxes that pertain to the competency with which you are working. For this activity, we have not associated the competency with any other records.

5. Click Copy.

6. Modify the description of the new competency.

7. Modify the explanation and/or comments of the new competency and rating criteria as desired.

8. Click Apply Changes.

 

5.2. Revising Competencies

Bellow steps to revise Competencies:

1. Search and edit one of the competencies created already.

2. Select the Summary tab.

3. Select a new rating scale.

4. Click Apply Changes.

5. In the dialog box that displays, click Yes to continue.

6. Observe the new version number on the Summary tab.

 

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Environment

  • SuccessFactors Learning Management System (LMS)

Keywords

Competencies LMS; Competencies SF HCM; Competency LMS integrated SF HCM; import, CDP; Development; plan; load; competencies; competency; library , KBA , LOD-SF-LMS-COR , LMS Core - Items, Catalog, Curricula , LOD-SF-LMS , SuccessFactors Learning , LOD-SF-CDP-LA , Learning Activity Plan (LMS) , LOD-SF-LMS-CDP , LMS Career Development Program , LOD-SF-PLT-JOBS , Scheduled Jobs , How To

Product

SAP SuccessFactors HCM Suite all versions ; SAP SuccessFactors Learning 1611 ; SAP SuccessFactors Learning 1702