To enable talent managers and plan administrators to use the Succession Planning functionality, you must complete the following setup tasks.
To set up information for the Succession Planning functionality
Link the following succession plan information types to the responsibilities that users access:
Employee Succession Planning Information
Job Career Management Information
Position Career Management Information
Use the Information Type Security window to link EITs to a responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
Define the lookup types required for succession planning:
The following tables list the EITs, EIT segments, and the lookup types that populate the EIT segments:
| Segment | Lookup Type | Any Other Information |
|---|---|---|
| Key Person | Yes No | - |
| Succession Potential | READINESS_LEVEL | - |
| Retention Potential | PER_RETENTION_POTENTIAL | - |
| Start Date | Not applicable | The application automatically populates the segment with the latest appraisal start date. |
| End Date | Not applicable | The application automatically populates the segment with the latest appraisal end date. |
| Appraisal Completion Date | Not applicable | The application automatically populates the segment with the latest appraisal completion date. |
| Impact of Loss | PER_SP_IMPACT_OF_LOSS |
| Segment | Lookup Type |
|---|---|
| Key Role | Yes No |
| Turnover Rate | PER_SUCC_PLAN_RISK_LEVEL |
| Segment | Lookup Type |
|---|---|
| Key Role | Yes No |
| Turnover Rate | PER_SUCC_PLAN_RISK_LEVEL |
See: Defining the Lookups for 9-Box Matrixes in Oracle Succession Planning
Set up profile options. See: Profile Options in Oracle Succession Planning
Complete the extra information required for succession plans for worker, jobs, and positions using the following windows and pages:
For a worker, use the Employee Succession Planning Information page in Oracle Succession Planning. You can also use the Extra Person Information window in Oracle HRMS. Oracle Succession Planning displays the EIT information when talent managers or administrators view details of successors in the Worker Plan Details tab, Manage Plans tab, and Succession Plans: Overview page.
Note: If your enterprise uses Performance Management Plan Appraisals, then you need not manually enter the Succession Potential and Retention Potential segments of the Employee Succession Information EIT. The application uses the appraisal's Advancement Potential region values. It populates the Succession Potential segment with the Advancement Potential region's Readiness Level value and Retention Potential segment with the Retention Level value.
For a position, use the Extra Position Information window in Oracle HRMS.
For a job, use the Extra Job Information window in Oracle HRMS.
Enable Talent Matrix.
If you want to use the Talent Matrix tool to assess succession potential of workforce, then you must complete additional implementation steps required to use Talent Matrix. See: Enabling Talent Matrix.
Define permissions for jobs, positions, or workers using the Define Role and Worker Details page, Permissions for Role or Worker region. See: Defining Additional Details and Permissions for Worker, Jobs, and Positions
Add segments to the Add'l Succession Planning Det descriptive flexfield to capture additional information required for succession plans in your enterprise. This flexfield appears as the Additional Succession Details region in the Create Succession Plan and Update Succession Plan pages.
If you plan to use approvals for succession plans, then complete the following steps:
Set the SP: Approval Required profile option to Yes. See: Profile Options in Oracle Succession Planning
Create rules to route succession plans for approvals using Oracle Approvals Management (AME). The application does not automatically route succession plans for approvals if you just set the SP: Approval Required profile option to Yes. You must define AME rules. To define AME rules, use the Oracle Self Service Human Resources (SSHRMS) transaction type. Complete these steps:
Navigate to the Approvals Management Business Analyst responsibility.
In the Quick Links regions, click Configuration Variables.
Select the Oracle Self Service Human Resources (SSHRMS) transaction type and click Go.
Query the AME rule associated with SSHRMS transaction type: SSHR rule for at most 1 approver in supervisor chain
Click Add Condition.
Add the workflow name "SP Approval Process" to the rule.
For more information on configuring AME rules, see: Default Use of AME Configuration in SSHR, Oracle SSHR Deploy Self-Service Guide
Configure the workflow process: Succession Planning Approval Process (HR_SP_APPROVAL_PRC), if required based on your business and enterprise requirements. Although Oracle provides this workflow process, we recommend that you leave this process intact and create your own process if any process changes are required. The Oracle Workflow Builder enables you to copy the delivered process and modify it to suit your requirements. For more information, see: Configuring Workflow Attribute Values, Oracle SSHR Deploy Self-Service Guide
Use the Succession Planning Preferences page and set preferences to display analytical reports for succession plans in your enterprise. See: Defining Succession Planning Preferences
Display regions in the Worker Plan Details tab, Talent Profile region to view additional person specific details:
Person Extra Information Types (EITs)
Person Special Information Types (SITs)
Custom content
See: Configuring Regions in the Talent Profile Region of the Worker Plan Details Tab
Note: If you have already configured these regions on the Talent Profile function, then you can use those regions to view additional information.
Hide the Audit Details region in the Create and Update Succession Plan pages using personalization, if you use approvals for succession plans. If you use approvals, the Created By and Last Updated By fields in this region display the name of the last approver instead of the person who creates or last updates the plan.
Display Succession Plans for Ex-Employees
To display successions plans created for ex-employees and ex-contingent workers, you must set the SP: Show Terminated Worker Details to Yes. See: Profile Options in Oracle Succession Planning
Using the Succession Planning for Administrators responsibility, plan administrators can navigate to the Permissions for Role or Worker page to view permissions defined for a worker, job, or position.
From the Succession Planning responsibility, managers can navigate to the Permissions for Role or Worker page to view permissions defined for a worker. If the administrator creates a plan for a job or position and assigns the plan to a manager, then the manager can view the permissions for the job or position only if the Display Permissions parameter is set to Yes for that role.
To view permissions defined for workers, jobs, or positions, select the appropriate search criterion. When you select a worker, job, or position, select the name and click Go to view additional details and permissions for the worker, job, or position.
For example, additional details and plan permissions are defined for a worker: John Smith. When you search for the worker John Smith, you can view the following information in the search results table:
Whether managers can view business permissions when they create or update succession plans for John.
The maximum number of succession plans that managers can create for John.
The maximum number of probable successors who can be identified for John.
Whether managers can select contingent workers or applicants as probable successors for John.
Whether managers can select any worker as a probable successor for John.
For information on creating and updating permissions, see: Defining Additional Details and Permissions for Worker, Jobs, and Positions
Use the Role and Worker Details page to define permissions for workers, jobs, and positions. You can select the method that the application must use to analyze the readiness of successors in a plan.
Permissions that Administrators and Talent Managers can Define
Using the Succession Planning for Administrators responsibility, plan administrators can define additional details and permissions for a worker, job, or position. These permissions apply when successions plans are created for workers, jobs, or positions.
Using the Succession Planning responsibility, managers can also define permissions for workers. If the administrator creates a plan for a job or position and assigns the plan to a manager, then the manager can only view the permissions but cannot update the permissions. If the administrator creates a plan for a worker and assigns that plan to a manager, then the manager can view and update permissions for the worker.
Using the Define Role and Worker Details Page
The following paragraphs explain the information that you can define using the Define Role and Worker Details page.
Selecting Role or Worker
In the Select Role or Worker section, select the worker, job, or position to define additional details and plan permissions. Note that when you define permissions, these apply to the worker, job, or position that you select and not to the succession plans created for the worker, job, or position.
Selecting the Method to Calculate Readiness
In the Additional Information for Role or Worker, select the method that the application must use to analyze the readiness of successors in a plan. By default the value to calculate the risk is set to Average Readiness Percent. The lack of readiness of successors is a risk for a plan. The risk can be either the low readiness percent of the probable successors identified in the plan to move on to a higher role or lower number of probable successors identified for a succession plan.
The Readiness and Risk Analysis of Probable Successors report provides information on the risk associated with probable successors identified for key high potential workers. For this report, the application calculates the high, medium, and low value bands based on the readiness analysis calculation method that you select in the Readiness Analysis Based on field. For more information see: How the application performs readiness analysis to indicate the plan risk
How the application performs readiness analysis to indicate the plan risk
When defining permissions for a job, position, or worker, an administrator can select any one of the following options in the Readiness Analysis Based on field:
Average Readiness Percent. This is the default value.
Maximum Readiness Percent
Minimum Readiness Percent
The following examples explain the impact of selecting each one of the options.
Example 1:
The following example explains the method of readiness calculation if the Minimum Readiness Percent option is selected:
Vision Senior Manager succession plan has the following probable successors:
Alice Smith with readiness of 80%
Ted Harris with readiness of 60%
Maria Fernandez with readiness of 40%
In this case, the application calculates risk as: 100 - the Minimum Readiness Percent, which is 100-40=60%. Therefore, the risk aspect of this plan is Medium, as it is in the 25-75% range.
Example 2:
The following example explains the method of calculation if the Average Readiness Percent option is selected:
Vision Territory Sales Manager succession plan identifies the following probable successors:
Robert Wise with readiness of 20%
Amy Price with readiness of 20%
Tracy Wilson with readiness of 30%
Plan Average Readiness Percent is calculated as 20+20+30/3=23.33%. In this case, the application calculates risk as: 100- Plan Average Readiness Percent, which is 100-23.33=76.67%. Therefore, the risk aspect of this plan is High, as it is higher than 75%.
Example 3:
The following example explains the method of calculation if the Maximum Readiness Percent option is selected for a plan:
Alison Brown VP succession plan identifies the following successors:
Julie Palmer with readiness percent of 20%
Andrew Bright with readiness percent of 20%
James Snow with readiness percent of 30%
In this case, the application calculates risk as 100 - the Maximum Readiness Percent, which is 100-30=70%. Therefore, the risk aspect of this plan is Medium as it is in the range of 25-75%.
Defining Permissions for Role or Worker
In the Permissions for Role or Worker section, define the following permissions for the selected role or worker:
Display Permissions: This field controls the display of Plan Permissions region on the Create Succession Plan and Update Succession Plan pages. If you select Yes, then managers can view business permissions when they create or update plans for the selected job, position, or worker. If you select No, then managers cannot view business permissions when they create or update plans for the selected job, position, or worker.
Maximum Plans for a Role or Worker: This field controls the maximum number of successions plans that can be defined for the selected role or worker. For example, if the value for this field is set to 1, then only one succession plan can be created for the role or worker.
Maximum Successors for a Role or Worker: This field controls the maximum successors that can be selected for a role or worker. When counting the maximum number, the application considers the number of active plans in which the worker is identified as a probable successor and whether the worker's succession status is Active.
Select Contingent Workers as Successors: This field defines whether managers can select contingent workers as probable successors in plans for a job, position or worker. If you select Yes, then contingent workers can be selected as successors in plans for a job, position, or worker.
Select Applicants as Successors: This field defines whether managers can select applicants as probable successors in plans for a job, position or worker. If you select Yes, then applicants can be selected as probable successors in plans for a job, position or worker. Only applicants whose application status is Accepted can be selected as probable successors.
Select any Worker as Successor: This field controls the display of the Add Successors button on the Create Succession Plan and Update Succession Plan pages. If you select Yes, then the Add Successors button appears and managers can select any worker as a probable successor. If you select No, then the Add Successors button does not appear and managers must select probable successors using the Show Suitable Successors feature, which is a competency based search.
Example of how plan permissions work
In this example, Barry Erickson is a plan administrator and defines the following permissions for a worker.
Barry completes the following steps:
Logs in to the Succession Planning for Administrator responsibility.
Selects the Succession Planning link.
Navigates to the Succession Planning Portal and clicks the Manage Plans tab.
Clicks the Plan Permissions link. The Permissions for Role or Worker page appears.
Clicks the Define Permissions button. The Define Role or Worker Details page appears.
Selects Terence Bennet as the worker to define permissions.
Entesr the following values in the permissions fields:
Display Permissions: Yes.
Maximum Plans for a Role or Worker: 3.
Maximum Successors for a Role or Worker: 3.
Select Contingent Workers as Successors: Yes.
Select Applicants as Successors: No.
Select any Worker as Successor: No.
Now, Blair Palmer, manager of Terence Bennet logs in to the Succession Planning responsibility to create a succession plan for Terence.
Blair completes the following steps:
Selects the Succession Planning link.
Clicks the Manage Plans tab.
Clicks Create. The Create Succession Plan page appears.
Views the Plan Permissions region and selects contingent workers as probable successors for Terence. Note that the Add Successors button is not visible.
Clicks the Show Suitable Successors button and initiates a competency based search for probable successors for Terence.
Updating Permissions
Plan administrators can query and update permissions for all jobs, positions, and workers within their security profile.
Use the Succession Planning Preferences page and set preferences to display analytical reports for succession plans in your enterprise.
Setting Preferences to View Succession Analytics
Plan administrators and talent managers can view analytical reports to analyze succession planning in their enterprise.
Select the option to display succession metrics. You can select:
Whether the succession metrics is displayed in a graphical format only
Whether the succession metrics is displayed in a summarized tabular format only
Whether the succession metrics is displayed in both graphical format and summarized tabular format
Setting Preferences to View Succession Plans
Plan administrators and talent managers can view recently reviewed plans and plans that would be available for review in the Manage Plans tab region of the Succession Planning Portal.
In the View Succession Plans region, as a plan administrator or talent manager, you can set a preference to enable the application to display:
Plans reviewed in the last specific number of days. For example, if the plan administrator sets the preference to view plans reviewed in the last 30 days, then the Manage Plans tab region displays plans reviewed in the last 30 days from the system date.
Plans that will come up for review in the next specific number of days. For example, if the plan administrator sets the preference to view plans that will come up for review in the next 30 days, then the Manage Plans tab region displays plans that will come up for review in the next 30 days from the system date.
You can configure the Talent Profile region in the Worker Plan Details tab to display person EIT, SIT, and custom content.
If you have already configured these regions on the Talent Profile function, then you can use those regions to view additional information.
Prerequisites
Following are prerequisite steps before you can configure regions in the Talent Profile region of the Worker Plans tab.
Set up the following profile options to enable the Oracle Application Framework Personalization feature:
Personalize Self-service Defn
FND: Personalization Region Link Enabled
Self Service Accessibility Features
For information on the profile options, refer to the Oracle Application Framework Personalization Guide
Set up descriptive flexfield segments to record EIT data. EITs are defined using descriptive flexfields.
See: Extra Information Types, Oracle HRMS Configuring, Reporting, and System Administration Guide
Set up key flexfield segments to record SIT data. SITs are stored in a key flexfield combination table where the combination of segments must be unique.
See: User Definable Key Flexfields, Oracle HRMS Configuring, Reporting, and System Administration Guide
To display the regions, you must navigate to the Succession Planning Portal page (PerSuccPortalHomePG).
Follow the steps discussed in these topics to display regions:
The steps to configure regions in the Talent Profile page and Talent Profile section in the Worker Plan Details are the same.
See: Displaying Person Extra Information Types (EITs) as Talent Profile Page Regions
See: Displaying Person Special Information Types (SITs) as Talent Profile Page Regions
See: Displaying Custom Content as Talent Profile Page Regions
Important: Oracle Succession Planning uses default templates to display nine box matrixes. For more information, see Using the Default Nine Box Matrix Templates to Assess Workforce. If you have enabled the Talent Matrix tool, then you can directly use the Create or Update Talent Matrix Templates page to create or update talent matrix templates to use in succession planning. If you have not enabled the Talent Matrix tool, then set up the information discussed in this topic.
Oracle Succession Planning matrixes do not directly use the succession planning lookup values. These matrixes display ratings on a scale of 1-3 using the nine box lookup values. To correctly represent performance, potential, retention, and impact of loss ratings of workers in the matrixes, you must map the succession planning lookup values to the nine box lookup values.
Prerequisites
Before you map nine box values, you must:
See: Defining the Lookups for 9-Box Matrixes in Oracle Succession Planning
To map succession planning lookup values to the nine box values:
Navigate to the Succession Planning Portal page.
Click the Manage Plans tab.
Click the Map Nine Box Values link in the Administration Tasks section. The Nine Box Values: Overview page appears where you can search for mapped values. See: Using the Nine Box Values: Overview Page
Click the Map Nine Box Values button to navigate to the Define Nine Box Mapping page to map succession planning lookup values to the nine box values. See: Using the Define Nine Box Mapping Page
Using the Nine Box Values: Overview Page:
Use this page to search and manage nine box mapping values.
You can a select a succession planning lookup type and a nine box level and search if mapping exists between the succession planning lookup value and nine box value. You can view and delete mappings of succession planning lookups with nine box levels.
To map a succession planning lookup type value with a nine box level value, click Map Nine Box Values. The Define Nine Box Mapping page appears.
Using the Define Nine Box Mapping Page:
When you select a nine box level, you can view the lookup values defined for the nine box level. Select nine box level lookup values that you want to map to the succession planning lookup value. Click Save and Continue Mapping to save your mapping and map more values. Otherwise, you can click Apply to save the mapping and return to the Nine Box Values: Overview page.