Job profile (employee management)
The job profile for a job contains general information about this job and its current occupant. You can access this overview in Employee Management via Positions > Position directory > Select position > Position profile. The elements specified in this overview include the affiliation with an organizational unit, and which requirements are implied e.g. through the assigned function profile. Also shown in the job profile is information about the manager, or e.g. whether the job is a key position.
Job profile | Succession planning | Job posting | Applicant overview | Notes and documents | Reminders
Overview
Job profile created on: (Date)
Description
- Image/Logo
- You can choose to display this field and upload an image/logo for the job. If the job is published, this image will also be displayed in the first column of the job board.
- Position
- Enter the job title here (e.g. “Accountant”).
- Position description
- You can enter a more detailed job description here.
- Job family
- Specify the job family here.
- Job family (free text)
- You can enter more information about the job family here.
Also: hierarchy level, comment on hierarchy level, start date, end date
Further information
- Job number
- If you leave this field blank, a number is automatically generated and saved.
The job number is an alphanumeric value. This means that letters can be used too. Sorting on this field is therefore by alphanumeric order. This means that if you use numbers only and want them to be correctly sorted, then you should use a fixed number of digits with leading zeros (e.g. 000001, 000002, 000023, 000123, ...)
- Status
- Position status — e.g. “Position occupied”
- Organizational unit
- You can configure organizational units by following the “Configure organizational units” link.
- Schlüsselstelle
- Indicate whether this job is a key position.
- Staff position
- Indicate whether this job is a staff position.
You can also enter detailed information about: Cost center, functional area, managerial responsibility, position, job type, job region, job location, primary job language, job start date, job end date, level of employment [%], etc.
Function profile contents
Content relating to the function profile is displayed here, e.g.:
- Function profile number
- Name
- Usual job evaluation
- Key position
A link (View full function profile) takes you to a view of the full function profile.
Key settings
- Person key
- Job key
- Source system key
These values are the key criteria for imports and exports. If you change these entries, the person will not be found in the next import, and a new person and/or job will be created instead. If a person has been copied to a different source system, the keys may be modified here BEFORE the new import. The combination of source system key and person key is the deciding factor in finding the person. The combination of all three criteria is the deciding factor in finding the job in the import.
Change log for job (job profile, notes and documents for the job)
Modification history
From here, you can access a modification history that logs all changes made to the pages for Position profile (Employment/Current/ID/Profile/Positionor /Positions/All/[ID]/PosProfile) and Notes and documents for the position (Employment/Current/ID/Profile/Internals).
By accessing the “Modification history”, you can see the following information about each change:
- Field that was modified
- With reference to (= ID of the entry that was changed)
- Previous value
- New value
- User who made the change
- Date/time of change
Manager
Here you can assign a manager to the job. If a manager was already assigned, you can revoke the assignment.
- Create new responsibility
- Click on “Create new responsibility” and create a responsibility for this job in the relevant person’s record (in the table overview of the employee directory). Here you indicate the responsibility for each person. Further information can be found in the article Create new responsibility — for employees and jobs.
- Just as you can create a responsibility for positions, you can also create a responsibility for employees.
Previous manager
Here you will find an overview of managers who have previously been assigned to this job.
Actions
Manage
- Assign position profile
- Freeze job profile
- Reactivate historized position
- Delete position
By deleting the position, you will also be deleting the person profile if this person is not connected to any other position. If the employee has left the company, please historize the position instead.
- Copy as vacant position
Reminders
- Create reminder for position
- Print preview
- Create PDF
Org chart
- Show in org chart
Staffing
- Job occupant
- Here you will find information about the person who currently holds this job.
- Estimated risk and potential
- Here you will find information about potential and risk of leaving.
- Previous job holders
- Here you will find information about the person or people who have previously held this job.
Actions
- Assign function profile
- Historize job
- Delete job
- By deleting the position, you will also be deleting the person profile if this person is not connected to any other position. If the employee has left the company, please historize the position instead.
- Assign new job holder
- Job holder’s jobs
- Currently occupied jobs (number)
- Previous jobs (number)
- All jobs (number)
Key positions
Key positions are those jobs within a company that are of particular importance to the company, and for which timely succession planning is therefore very important. A job can be labeled as a key position directly in the job itself.
Identification of key positions
The job’s relevance and the risk of vacancy are the two defining elements in the identification of critical key positions. A job’s relevance determines whether it is a key position, and the risk of vacancy allows for conclusions about the danger of a vacancy in a given job.
Note:
- Job relevance: The relevance of a job is dependent on multiple factors (e.g. know-how, experience) and is often positively correlated with its hierarchical level within the organization. Factors like the availability of potential employees, and the development time that an employee needs before reaching their actual productive level of performance, are critical in determining whether a job should be labeled as a key position.
- Determining risk of vacancy: The risk of vacancy can be determined from the current job holder’s risk of leaving. If there is a strong risk that the job will be vacant or that an employee will leave, the importance of the given job can provide a hint as to whether it makes sense to initiate succession planning. The employee review meeting is an appropriate platform for determining an employee’s risk of leaving.
In the “Employee review meeting” tab, under the employee’s potential, the risk of leaving can be indicated on a scale.
Once the company’s (critical) key positions have been identified, potential successors for these jobs can be determined by means of succession planning.
Defining key positions
You can label a job as a key position directly in the job profile for the given job. You can also go through the job directory and use a multiple action to define jobs as key positions, or to remove their key position status.
Jobs marked as key positions are marked with a key icon in the job directory.