Access the Talent Search Settings configuration screen by typing and selecting “Talent Search Settings” in the search bar. The screen will load as shown in Figure 7-4.

Check the “Enable keyword search in Talent Search” if you would like to enable the simple keyword search we have mentioned earlier in this section.

Note We recommend turning on this option as it can save end users time having to build their queries. In addition, users may not know where in the data model structure a particular field is located. This can allow the users to still search without as much knowledge of these structures.

Check “Show Competencies & Behaviors” if you wish to include competencies in your search.

Note We recommend turning this option on if your organization uses competencies as it is the only way to include competencies in the search.

For the “Choose process” field, select either “All data sources” or one of your configured processes.

Note We recommend you mirror the same configurations you selected for your data sources during the matrix grid configuration in the previous chapter for the sake of consistency for the end users.

Select a value for “Search talents based on their” field. “All ratings” will include all ratings, whereas “Latest rating” will only include the latest.

Note We recommend setting this to “Latest rating” so that the most relevant ratings appear unless resources have a specific search need to search through historical scores.

Select a value for the “Search Job Info based on” field. Selecting “As Of Date” will offer one date field where the employee must have held the job when performing a job search, whereas “Date Range” will offer two date fields where employees can hold the job anytime in between those dates.

Note We recommend using the Date Range option as it allows for more flexibility.

Select a value for each type of advanced information search default rating scale. These allow you to select from any settings in the matrix grid configurations or the performance rating scales.

Note We recommend these settings match what you have configured in the matrix grid configurations unless you have not performed such configurations.

Select any default search fields you would like to appear when the page first loads or when the user clicks “Start Over.”

Note We don't recommend setting any default fields here.

Click “Save.”

Type and select “Talent Search” in the search bar to load the Talent Search screen as shown in Figure 7-5.

If the keyword search has been configured, the first field you will see is a field to search by keyword. This field performs a quick search across all available fields rather than just individual field keyword searches. It is useful for quick searches, but is not as precise as picking fields individually. Enter a keyword here, or optionally click “More options…” to expand the screen to search fields individually. If you use quotes around groups of words, it will treat those words with AND logic, whereas not using quotes will use OR logic.

You can also call up saved searches by clicking the “Save” icon.

If you want to clear your screen back to the default search criteria, click “Start Over.”

When you are ready to execute your search query, click “Search.” A results screen will display similar to Figure 7-6.

Nominate: Type a position title or number in the “Nominate employees for” field to nominate the selected employees for that position. Select a readiness level and ranking (depending on your succession nomination configurations; see the next section), as well as any notes in the “Notes” field for each employee. Click “Nominate” to finish.

Type and Select “Configure Object Definitions” in the search bar.

In the “Search” field, select “Object Definition.” In the next dropdown, select “Talent Pool.” The Talent Pool object definition will appear as in Figure 7-10.

Select the “Take Action” dropdown and select “Make Correction.” The fields will become editable.

Back on the main screen, scroll down to the “Searchable Fields” section and type “cust_ExecutiveLevel” in the “Name” field. Then scroll down to the “Security” section and select “Yes” for the “Secured” field and “Miscellaneous Permissions” for the “Permission Category” field. Scroll to the bottom and click “Save.”

Navigate to “Manage Permission Roles” using the search bar.

Click the role you which to edit. Then click “Permissions…:”

On the “Permission settings” screen, click “Miscellaneous Permissions” and scroll to “Talent Pool.” Check the checkboxes next to “View Current,” “View History,” “Create,” “Insert,” “Correct,” “Delete,” and “Import/Export” as shown in Figure 7-11. Click “Done.”

You can further refine which Talent Pools an end user can access. For the sake of our example, we will use the new field we created, cust_ExecutiveLevel, to allow different users access to different Talent Pools. We will grant this specific role access to Executive Level 2 for use of the HR admins as shown in Figure 7-12 and assume another role will be created for Level 1 for use of the executive team only. On the Permission Role Detail screen, click “Edit Granting” and scroll down to “Talent Pool” and select the radio button for “Restrict target population to:” Check the first checkbox and enter “Executive Level,” “>=”, and “2”. Click “Done.”

It is important to remember the preceding permissions give the user access only to view and edit the Talent Pool objects, not the permission to view the actual nominations within Talent Pools! To add permission to view nominations, in the “Permission settings” screen, click “Succession Planners” and check the boxes next to “View Talent Pool nominations” and “Add/edit/delete Talent Pool nominations” as shown in Figure 7-13 and click “Done.” Be sure to save your role on the main screen as well.

Note By default, this will give nomination access to all employees. To make this permission specific to a target population, click “Apply target population to Talent Pool Nominations Permissions” in the “Nomination Setup” screen and then define a target population as you would with any other permission role. We will cover this screen in more detail in the next section.

For some organizations, it may make sense to allow managers to see nominations from Talent Profile and talent cards even if they don’t have the permissions set in steps 1 and 2. If you want to enable this feature, log into Provisioning, select your organization, and click “Company Settings.” Click the checkbox next to “Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool Object Level Permission.”

Type and select “Manage Talent Pool Field Settings” in the search bar. The configuration screen will show as in Figure 7-14.

The screen will show all of the standard Talent Pool fields from your data model. Check the box next to each field you wish to add as a potential column or filter and click “Save.”

Note “Job Title” and “Readiness” are always selected by default.

In the search bar, type and select “View Talent Pool.”

Click “+” to create a new Talent Pool. A popup will appear as shown in Figure 7-15. Enter “GenManagers” for the “Code” field, “Active” for the “Status” field, today’s date for the “Start Date” field, “SVP of Sales” for the “Name” field, “Yes” for the “Enable Readiness” field, and “3” for the “Executive Level” field. When you are finished, click “Save.”

You will then be taken to a confirmation screen that shows the information you just entered for the new Talent Pool MDF object as shown in Figure 7-16. You can change the information by clicking “Edit” or “Manage.” Click the “x” to close and return to the main Talent Pool screen as shown in the following figure.

Repeat steps 2 and 3 for all Talent Pools you would like to create.

After creating your Talent Pools, they will appear on the main screen as shown in Figure 7-17. You can filter and sort them by code or name by clicking the funnel icon in the upper right-hand corner. Enter your criteria in the “Code” or “Name” field and click “Filter.” Click “Reset” to clear the filters. You can also click the “Sort By…” next to the funnel icon to change the sort field and the order (ascending or descending).

Click the three dots next to any Talent Pool name to edit the Talent Pool MDF object information or delete it.

Click the name of the Talent Pool to view and edit the Talent Pool nominations within the Talent Pool. The screen will refresh showing any current nominations as seen in Figure 7-18.

To add an employee to the Talent Pool, click the business card icon. In the popup, type and select the name of the employee in the search bar. Click the “Next” button. Enter a readiness level and any notes and click “Submit.” You will be returned to the screen as shown in the preceding figure with the newly added employee showing.

Repeat step 8 for any more nominations you would like to make.

Note So long as you have appropriate permissions, you can also make nominations from any talent card such as in the Succession Org Chart, Calibration, or Presentations, as well as from Talent Search. See those sections in this chapter for more details. These other areas are more commonly used to nominate employees because they offer more contextual information about the employees rather than simply typing their names.

Click the menu icon to edit the Talent Pool MDF object properties.

Click the eye icon. A popup will display as shown in Figure 7-19 to control which columns are displayed for each employee in the list of nominees. You will notice these are the talent fields you selected during configuration. Click the checkbox next to each field you would like displayed as a column and click “OK.” You will return to the main Talent Pool nominations screen.

You can click the title of any column to sort by each column in ascending or descending order.

Click “Adapt Filters.” A popup will display showing the current filters. To add any of the fields from your configuration that are not yet being used as filters, click “More Filters.” In the new popup, check the boxes next to the fields you wish to add and click “OK.” You can remove fields by unchecking the boxes next to each. Each field shows a dropdown with all of the valid values for the nominees in the Talent Pool. Choose the values you wish to use to filter the list of nominees and click “Go” to apply the filters. You will return to the main nominees list with the filters applied. The filters will show in the filter bar at the top of the screen. Click the up or down arrow to toggle the filter bar open or closed.

Click the pencil icon next to any nominee to edit the readiness or notes for the nominee in a new popup. Click Submit when completed.

Click the trash icon next to any nominee to remove the nominee from the Talent Pool. Click “Confirm” on the popup to proceed with the removal.

Type and select “Configure Object Definitions” in the search bar.

In the “Search” field, select “Object Definition.” In the next dropdown, select “Position.” The Position object definition will appear as in Figure 7-21.

Click “Take Action” ➤ “Make Correction.”

Back on the main screen, scroll down to the “Searchable Fields” section and type “cust_ExecutiveLevel” in the “Name” field. Then scroll down to the “Security” section and select “Yes” for the “Secured” field and “Miscellaneous Permissions” for the “Permission Category” field. Scroll to the bottom and click “Save.”

Note While we don’t cover all of the available fields here and just try to show how a field is added and edited, at a minimum, you will need to make the code, effectiveStatus, effectiveStartDate, effectiveEndDate, and positionCriticality fields required. The Incumbent field should be included as well but can be optional since a position can be without an occupant. Job code should also be included if you wish to associate job classifications. You should also use this screen to ensure a proper picklist is created for your positionCriticality field. The picklist name MUST be EXACTLY “PositionCriticality.”

First, we will grant permission to the Position Tile View screen. On the “Permission settings” screen for your role, click “Succession Planners” and check the box next to “Position Tile Access” as seen in Figure 7-22.

Next, we will grant permissions to the position objects so that some positions will populate on the screen. On the “Permission settings” screen, click “Miscellaneous Permissions” and scroll to “Position.” Check the checkbox next to “View Current,” “View History,” “Create,” “Insert,” “Correct,” “Delete,” and “Import/Export” as shown in Figure 7-23. Click “Done.”

You can further refine which Position an end user can access. For the sake of our example, we will use the new field we created, cust_ExecutiveLevel, to allow different users access to different positions. We will grant this specific role access to Executive Level 2 for use of the HR admins as shown in the following figure and assume another role will be created for Level 1 for use of the senior leadership team only. On the Permission Role Detail screen, click “Edit Granting” and scroll down to “Position” and select the radio button for “Restrict target population to:” Check the first checkbox and enter “Executive Level,” “>=”, and “2.” Click “Done.” An example is shown in Figure 7-24.

It is important to remember the preceding permissions give the user access only to view and edit the position objects, not the permission to view the actual nominations within the positions! To add permission to view and make nominations, select the “Succession Planning Permission” as well from step 1.

When you are finished with all permission role changes, click “Save.”

In the search bar, type and select “Position Tile.” By default, the screen will load with results of all of the positions for which you have security access in alphabetical order by position name. The positions show as tiles with the position name at the top and the incumbent, if any, just below. Any named successors to the position are shown as well.

Click the “+” icon to add a position. Note the fields here will vary depending on your configuration of the MDF position object. Enter the start date as today’s date and the title as “Regional Manager – Misc US Territories,” set “Status” to “Active,” and set “Executive Level” to “3.” Click “Save.” Then click the “x” on the confirmation screen.

Click the funnel icon or “Add Filters” to open the filters pane on the right-hand side of the screen. Scroll to the bottom and click “Add” to add filter criteria. You will notice the “Executive Level” is present since we added this as a searchable field on our position object! Select the “Executive Level” and enter “3.” Click “Search” and the system will pull up our position! Click clear filters to show all available positions for your security again. See Figure 7-25.

Click the tile of any position to bring up the position card. This works the same ass the Succession Org Chart where you can view incumbent talent cards, set the position as a key position, or nominate successors. You can also click the menu icon to edit the position, delete it, show nomination history, or view the Lineage Chart. Click the “x” to close the position card.

Note If you have implemented recruiting, you can also create a requisition from here as well!

You can also click the download icon to download an output of the positions on-screen if you have created a BIRT report for this screen.

Note Downloading a printable version of this screen requires building a BIRT report and uploading it to Provisioning. The report can be uploaded in the “Import/Update/Export – BI Publisher Template/BIRT Template” section of Provisioning. We will not cover authoring a BIRT report in this book.

Type and select “View Succession Lineage Chart” in the search bar.

On the screen that appears, type the employee for whom you want to start the lineage in the new search bar that appears.

When the employee appears, you can click the business card icon to open the talent card for the employee.

Click the name of the employee to see all the text descriptions of the talent field icons showing for that employee (these are pulled from the Succession Org Chart configuration XML; see the “Succession Org Chart” section of Chapter 21 for more details).

Click the bottom bar showing the number of nominations to vexpand and show tiles for those nominees.

Repeat step 5 for all levels of the lineage you would like to view.

Click and drag the mouse to move your view of the lineage. You can also use the “+” and “-” to zoom in and out. An example final output is shown in Figure 7-27.

Click the down arrow icon to download the chart as a PDF or JPEG.

Type and select “Upgrade Center” in the search bar.

Find “Presentations” in the optional upgrades. Click “Learn More & Upgrade Now.”

Click “Upgrade Now.”

Click “Yes” and “OK.”

Type and select “Manage Permission Roles” in the search bar.

When the screen loads, click the role you wish to modify. Then click “Permission…:”

Click “Manage Presentations” and then select the checkbox next to “Manage Presentation” as seen in Figure 7-28. Click “Done.” Be sure to save your role on the main screen as well.

Before you can access Presentations for the first time, you will need to accent the End User Licensing Agreement (EULA). Type and select “Accept EULA” in the search bar.

Click “Accept EULA” and read the EULA.

Click Accept.

Type and select “Presentations” in the search bar. The screen will appear as in Figure 7-29.

Click “Add a Live Slide”. Select your type of live slide based on Table 7-1.

Printing the presentation will give you options on how you want each type of slide included in your presentation to be formatted prior to final printing. Click “Print.”

Editing the slide contents introduces the concept of hotspots which simply let you click the area of the hotspot in presentation mode to either open a link or a talent card for a particular individual. After selecting this option, click the square icon in the upper right-hand corner of the slide you are editing and then click and drag over the area of the slide you wish to make a hotspot. Then choose the link or individual you would like to show when clicking the hotspot from the menu that appears. Click “OK” to finish the hotspot. Then click “Done” when you are finished editing all slides.

Creating a custom slide allows you to choose one of your static uploaded slides to overlay with live talent information using a drag and drop editor as shown in Figure 7-31. Selecting this option will prompt you to find an employee whose info you want to enter prior to bringing you to the editor shown in the following figure. The concept from SAP is to use this to replace the pixel-perfect talent card.

To exit presentation mode, click the down arrow in the upper left-hand corner of the screen (it will only appear when you mouse over it!).

To return to the main screen, click “Presentations” in the upper left-hand corner of the screen.

Click the three dots menu icon on a presentation to edit the title, copy it, move it to another folder, or delete it. Selecting delete will only move the presentation to the “Trash” folder.

Click the “SHARED WITH ME” tab to view presentations others have shared with you. You can only view and copy a presentation which has been shared with you.