Managing Profiles

This chapter provides an overview of profile management and discusses how to:

• Maintain profiles.

• Approve profile changes.

• Search and compare profiles.

• Manage interest lists.

• Track training.

Understanding Profile Management

This chapter discusses the profile management options available to profile administrators that enable them to:

• Create and maintain person and non-person profiles.

  Person profiles are those profiles that are linked to a person ID, while non-person profiles describe business entities such as job codes, positions, and salary grades.

• Review and approve changes to profiles.

  Depending on the configuration of your profile types, approvals workflow is triggered when employees update their personal profiles and managers make changes to non-person profiles. Typically, managers approve changes to their employees' person profiles and administrators approve non-person profile changes.

• Complete searches for profiles that match certain criteria.

  Administrators, managers, and employees use Search and Compare Profiles to run any of the search types that have been configured for them.

• Compare profiles.

  Administrators can compare the content of a source profile with one or more target profiles. The Compare Profiles option provides a summary of the common content sections in a simple readable format along with a score for each content item indicating the degree of fit.

• Manage interest lists.

  An interest list is a collection of non-person profiles that is associated with an employee. Any profile can be added to an interest list, but it is typically used to identify jobs that an employee is interested in applying for, or jobs that match an employee's profile. Employees maintain their own interest list using a self-service transaction. However, an employee's manager and administrators can also add profiles to an interest list or remove profiles from them.

• Track training.

  Manage Profiles provides profile administrators access to employees' training history for training that is managed by the Administer Training business process. In addition, Manage Profiles enables you to track external training that is not managed using Administer Training.

For information about the employee and manager self-service transactions, refer to the PeopleSoft eDevelopment PeopleBook

See Also

Maintaining My Profiles

Prerequisites

Before administrators can create profiles, approve changes to profiles, or run searches for profiles you must:

• Define the content catalog.

• Define your profile types.

• (Optional). Define and configure approvals for profiles.

  The use of approval processing for profiles is optional. You associate approvals workflow to profile types.

• Define search types and run the Build Manager List and Maintain Profile Indexes processes required by the Search and Compare Profiles feature.

See Also

Setting Up the Content Catalog

Setting Up Profile Management

Setting Up Search and Compare Profiles

Setting Up and Working with Approvals

Maintaining Profiles

This section provides overviews of profiles and profile types, profile copy, import, and syndication, lists prerequisites and common elements, and discusses how to:

• Create and update person profiles.

• Create and update non-person profiles.

• Add and update profile groups for a profile.

• Enter additional profile information.

• Add, update, and view profile item details.

• Add related profile items.

• View profile item rows.

• View syndication sources and targets.

• Select profiles for import or syndication.

• Add and update profile identities.

• Add and update profile associations.

• Submit changes to person profiles.

• Submit changes to non-person profiles.

• Review syndication exceptions.

• Review syndication exception details.

Understanding Profiles and Profile Types

Administrators use the Person Profile page and the Non-person Profile page to create and maintain profiles. Both pages have a similar format. This diagram and the following text identify the elements in these pages:

Format of a profile page

Here is a description of the parts of a profile:

• Header.

  The header includes general information such as the profile ID, profile type, profile status, and effective date. For a person profile, the header includes the person ID.

• Approvals Information.

  This section includes links that indicate how many profile items are saved (but not submitted for approval), pending approval, approved, or were denied approval.

  Note. The profile pages displays approved items only. Any new profile items, changes to existing items, or deletions that have not been approved do not appear in the content sections. Use the links in this area of the profile to view the changes that are unapproved.

• Tabs.

  Profile are grouped together by tabs. When you select a tab, the system displays the content sections defined for that tab. The naming and order of the tabs in a profile are determined by the profile type.

• Content sections.

  Tabs consist of one or more content sections. The content sections are defined by the profile type. Users add profile items to the content sections.

• Profile identities (non-person profiles only).

  On the Non-person Profile page, the Profile Identities scroll area lists the entities to which the profile is linked. The type of profile identities available are controlled by the profile type selected. For example, if the profile type allows job codes to be linked to the profile, users can insert a row for a job code for the profile, but they cannot link the profile to a position number. An active profile must be linked to at least one profile identity.

• Profile Associations (non-person profiles only).

  On the Non-person Profile page, the Profile Associations scroll area lists any entities to which the profile is associated. Profile associations are entities, such as ePerformance templates, that are outside of the Manage Profiles business process. The profile type defines the profile associations available.

This diagram shows how the tabs and content sections of a profile are determined by the tabs and content sections of the profile type; in this example, the three tabs in the profile type automatically exist in the related profile, as do the content sections within the tabs:

The profile type serves as a template for the tabs and content sections in a profile

The profile type provides the structure for a profile, it does not provide the actual content. To complete the profile, users add profile items, such as competencies or education information, by selecting from the content items available in the content catalog.

This diagram illustrates how you complete the Degrees content section by selecting from degrees such as Bachelor of Science, Bachelor of Arts, and Master of Business Administration, all of which are defined in the content catalog:

Adding items to profiles by selecting from the content catalog

Note. The profile type controls whether approvals workflow is triggered when the profile is updated, and the user roles that can view and update each section of the profile.

See Setting Up Profile Types.

Understanding Profile Copy, Import, and Syndication

Often the same profile items appear in related profiles. For example, employees' profiles may contain profile items that also appear in the profiles for their job code or position. Non-person profiles for similar or related jobs may have common profile items. To streamline the process of creating and maintaining profiles, Manage Profiles provides three ways to copy profile items. You can:

• Load profile items into a person profile from a related non-person profile.

  The Profile Actions field on the Person Profile page has an option, Copy from Job Profile, that enables you to select a non-person profile from a list of related profiles. The system determines which non-person profiles are related to an employee by searching the employee's job data record. If the employee has multiple jobs, the system checks all the person's active jobs for matching non-person profiles. For example, the system checks for active profiles that match the employee's job codes, positions, and salary grades.

• Import content into a non-person profile from another profile or from the content catalog.

  When you import content, the system copies the profile items from the source profile into the target profile. Any changes made to the source profile or content items after the import do not affect the target profile. Use the Import Content link on the Non-person Profile page to import content.

• Syndicate content into a non-person profile from another profile.

  When you syndicate content, the system copies profile items from the source profile into the target profile. However, it also sets up a relationship between the source profile and the target profile that contains the syndicated content. Whenever syndicated content is updated, the changes are incorporated into the target profiles automatically. Use the Profile Syndications link on the Non-person Profile page to syndicate content.

Note. The copy from job profile, import, and syndicate actions copy profile content that is not defined as free form content. Import and syndicate copy the properties that are defined in the target profile type definition only. Additional properties in the non-person (source) profile type are not copied. If the target profile has additional properties that are not used in the source profile, the system uses the default values defined for these properties. The default values can be defined for that property in the content section of the profile type.

Setting Up Syndication

Syndication reduces maintenance by enabling administrators to set up common content once in a source profile and copy it to multiple target profiles. You can also syndicate content through a series of related profiles.

This diagram shows how you could set up a job function profile and syndicate the content through the hierarchy to job family, job code, and position number profiles:

Syndication propagates a job function profile through the job family, job code, and position number profiles

If you set up cascading syndication, we recommend that you use it in a similar hierarchical method.

When setting up syndication, you should consider what happens when the target profile already includes an item that is in the syndicate source profile. For example, if you syndicate content from more than one source profile into a target profile, it is possible for the same item to occur in the source profiles but with different values. These are known as syndication exceptions. In this situation, the system updates the target profile with the values from the source profile, effectively overriding the existing values.

View syndication exceptions using the Syndication Exceptions page.

Prerequisites

Before you can syndicate content:

• Configure the application server for publish/subscribe.

• Configure the integration broker and make it active.

  Ensure that the:

  • The EOEN_MSG_CHNL queue is running.

  • The service operation OEN_MSG is active.

  • The associated routing definitions are active.

• Set up the Event Manager.

  Make the event JPMProfileItemsUpdated and the associated event handlers active. We also recommend that you enable logging for the event and handler.

See Also

PeopleSoft 9.1 PeopleBook: Events and Notifications

PeopleTools 8.52: Integration Broker

PeopleTools 8.52: System and Server Administration

Common Elements Used in this Section

Pages Used to Maintain Profiles

Creating and Updating Person Profiles

Access the Person Profile page (Workforce Development, Profile Management, Profiles, Person Profiles, Person Profile).

Status	Select the status of the profile. Options are Active or Inactive. When a worker's job is terminated, the Event Manager event InactivatePersonProfile event is raised to determine if all the worker's job assignments are inactive. If all job assignments are inactive, then all person profiles for that employee ID are also changed to Inactive. Note. Since this service uses a component interface to perform the update, the event JPMProfileUpdated is automatically raised. This will cause the inactive profiles to be removed from the appropriate Verity collections and not be used in the search process. See PeopleSoft 9.1 PeopleBook: Events and Notifications, Setting Up Events
	Click the Profile Information icon to display the Person Profile - Profile Information page and enter additional comments about the profile.
	Click the Printable Page icon to display the profile in a PDF file that you can print from Adobe Acrobat. BI Publisher technology generates the printable file using the same template and layout as the Person Profile batch report. See Setting Up to Use BI Publisher Reports and Profiles.
Profile Actions	Select an action you want to perform and click Go. Values on the Person Profile page include those profile actions that are enabled on the Profile Actions setup page for the administrator. Each of these actions opens a corresponding page where you can view or update information related to the action. Note. When during setup there are no action types enabled for a profile user role, the Profile Actions field is hidden on the page. See Common Elements Used in this Section. See Enabling Profile Actions. See Adding and Updating Profile Groups for a Profile.

Note. The Person Profile page displays approved items only. Any new profile items, changes to existing items, or deletions that have not been approved do not appear on the profile content sections. Instead links appear on the page that indicate how many items have been saved but not submitted, are pending approval, or denied approval. Use these links to view the changes.

The system enables the administrator to group profile content sections into separate tabs. When you select a tab, the page displays content sections associated with that tab.

Note. The tabs that appear on the profile and content sections within each tab are determined by the profile type selected. Define the tabs and content sections for profile types using the Profile Type - Content page.

See Setting Up Profile Types.

Creating and Updating Non-Person Profiles

Access the Non-person Profile page (Workforce Development, Profile Management, Profiles, Non-person Profiles, Non-person Profile).

	Click the Profile Information icon to display the Non-person Profile- Profile Information page and enter the employee owner ID as well as additional comments about the profile.
	Click the Printable Page icon to display the profile in a PDF file that you can print from Adobe Acrobat. BI Publisher technology generates the printable file using the same template and layout as the Non-Person Profile batch report. See Setting Up to Use BI Publisher Reports and Profiles.
Profile Actions	Select an action you want to perform and click Go. Values on the Non-person Profile page include those profile actions that are enabled on the Profile Actions setup page for the administrator. Each of these actions opens a corresponding page where you can view or update information related to the action. Note. When during setup there are no action types enabled for a profile user role, the Profile Actions field is hidden on the page. See Common Elements Used in this Section. See Enabling Profile Actions. See Adding and Updating Profile Groups for a Profile.

Note. The Non-person Profile page displays approved items only. Any new profile items, changes to existing items, or deletions that have not been approved do not appear within the profile content sections. Instead, links appear on the page that indicate how many items are awaiting submission, are pending approval, or have been denied approval. Use these links to view the changes.

The system enables the administrator to group profile content sections into separate tabs. When you select a tab, the page displays content sections associated with that tab.

Note. The tabs that appear on the profile and content sections within each tab are determined by the profile type selected. Define the tabs and content sections for profile types using the Profile Type - Content page.

See Defining Profile Type Content.

Profile Identities

Expand this section to view a lists of the profile identities information to which the profile is linked.

See Adding and Updating Profile Identities.

Profile Associations

Expand this group box to view a list of the associations for the profile. Profile associations are entities outside the Manage Profiles business process. PeopleSoft ePerformance templates are linked to profiles in this way.

Note. Many of the non-person profiles types do not have an association specified in their configuration. Therefore, the Profile Associations grid will not display in all non-person profiles, such as role.

See Adding and Updating Profile Associations.

Adding and Updating Profile Groups for a Profile

Access the Update Profile Groups page (select the Update Profile Groups value from the Profile Actions field on the Person Profile page or the Non-person Profile page and click Go.)

This page lists the profile groups to which the profile belongs.

See Creating Profile Group Types and Profile Groups.

Note. Manually entered profiles may be deleted when this group is repopulated. This group is populated using preset group criteria. When the group is rebuilt the manually entered profiles will be deleted if they do not fit the criteria.

Entering Additional Profile Information

Access the Person Profile - Profile Information or Non-person Profile - Profile Information page (click the Profile Information icon on the Person Profile page or the Non-person Profile page).

Note. The fields on the Profile Information page for a Person Profile and a Non-person Profile vary slightly.

Adding, Updating, and Viewing Profile Item Details

Access the Add New <content type> or Update <content type> page (click a content item or click the Add New <content type> link on the Non-person Profile page or Person Profile page).

Note. The fields and field labels that appear on this page vary according to the item's content type and the content section definition in the profile type. Define content sections using the Profile Type - Content page.

See Setting Up Profile Types.

In the administer profile pages, when you look up a content item ID, the system enables you to use these items as part of the search criteria:

• Content item ID

• Content group type

• Content group

• Description

See Also

Defining Content Type Relationship Rules

Setting Up and Reviewing Content Item Relationships

Defining Profile Type Content

Adding Related Profile Items

Access the Related Items page (click the related content link on the Add <content type> or Update <content type> page).

Use this page to add profile items to a profile that are related to an existing profile item. The related items that you can add to a profile are determined by the content section definitions in the profile type and the relationships defined in the content catalog.

Note. The fields and field labels that appear on this page vary according to the related item's content type and the content section definition in the profile type.

See Also

Defining Content Type Relationship Rules

Setting Up and Reviewing Content Item Relationships

Defining Content Sections

Viewing Profile Item Rows

Access the View Historical Items page (click the View History icon on the Person Profile page or Non-person Profile page).

Note. The fields that appear on this page are configured in the Profile Type definition and are indicated as Summary.

This page lists the current, future, and historical rows for an item in a person or non-person profile, enabling you to track the history of a profile item. For example, you can use this page to review the changes to an employee's rating for a profile item, or the desired rating of an item in a job profile. Click the profile item link to view details of the profile item for the selected effective date.

Click Return to Profile to return to the Person Profile page or the Non-person Profile page, depending on the profile type.

Viewing Syndication Sources and Targets

Access the Profile Syndication page (click the Profile Syndications link on the Non-person Profile page).

Syndication Sources	Lists the profiles that provide content for the selected profile. If you want to remove syndicated content, select the trash can icon.
Add New Syndication	Click this link to open the Syndicate Profiles page to select the profiles from which content will be syndicated.
Syndication Targets	Displays the profiles that are targets for syndication. These profiles contain content from the selected profile. If you make changes to the selected profile, the syndicated profiles are automatically updated.

Selecting Profiles for Import or Syndication

Access the Import Content page (click the Import Content link on the Non-person Profile page) or access the Syndicate Profiles page (click the Syndicate Profiles link on the Non-person Profile - Profile Syndication page).

Note. The Syndicate Profiles page works the same as the Import Content page where you select a search type and enter your search criteria. However, the search types for the Syndicate Profiles page are limited to Option 1: by Profile Data and Option 2: by Profile Groups.

When you import content, the system does not establish a link between the source profile or content item and the target profile. This means that changes to the content of the source profile or item made after the import action do not affect the target profile.

When you syndicate content, you establish a relationship between the source profile and the target profile, such that changes to the source profile result in the same changes in the target profiles. View syndication relationships on the Profile Syndication page.

Selecting a Search Type

When you first enter the page, it lists the search types available:

When you select the search type the Enter Search Criteria group box appears. When you enter search criteria and click Search, the Select Profiles and Results group boxes appear.

Enter Search Criteria

Select the search criteria and click the Search button to search for profiles that you want to use for the import or syndication. The fields in this group box vary depending on the search type you select.

Select Profiles and Results Group Boxes

The Results group box lists the profiles or items that meet your search criteria. Select the profiles from which you want to import or syndicate content by selecting the check box next to the profile ID, profile group type, or catalog item.

Adding and Updating Profile Identities

Access the Add New Profile Identity page or the Update Profile Identities page (click the Add Profile Identity link or the Edit Identity icon in the Profile Identities grid area on the Non-person Profile page.

Profile Identity	Select the profile identity. The options available are determined by the profile type definition. See Defining Profile Type Identities.
SetID	Select the setID for the profile identity you want to link to this profile. This field appears if the profile identity selected has setID as a key field. SetID is a key field for job codes and salary grades.
Job Data, Job Family, Position Number, Salary Administration Plan, and Salary Grade	Select the profile identity you want to link to the profile. The number of fields that appear depends upon whether the profile identity has one or up to four key fields. For example, if you select Salary Grade in the Profile Identity field, you can enter a salary administration plan and grade. The system displays the Key 1 Value and Key 2 Value fields for the salary administration plan and salary grade on the Non-person Profile page.

Adding and Updating Profile Associations

Access the Add New Profile Association page or the Update Profile Association page (click the Add Profile Association link or the Profile Association Option ID link in the Profile Associations grid area on the Non-person Profile page).

Profile associations are entities outside the Manage Profiles business process. PeopleSoft ePerformance templates are linked to profiles in this way.

Submitting Changes to Person Profiles

Access the Person Profile - Summary of Changes page (click the Submit button on the Person Profile page).

This page lists the changes that have been made to the person profile that require approval. The title of the scroll areas indicate that content sections that require approval. The fields displayed on this page are determined by the definition of the content section in the profile type. The properties in the content section with the Approval Required check box selected are displayed on this page only.

See Defining Content Sections.

Submitting Changes to Non-Person Profiles

Access the Non-person Profile - Summary of Changes page (click the Submit button on the Non-person Profile page).

This page lists the changes to the non-person profile shown in the Profile ID field. The fields on this page are similar to the Person Profile - Summary of Changes page.

See Also

Submitting Changes to Person Profiles

Reviewing Syndication Exceptions

Access the Syndication Exceptions page (Workforce Development, Profile Management, Profiles, Syndication Exceptions, Syndication Exceptions).

This page lists the content types that include syndication exceptions. Click the View Details link to access the Exception Details page that lists the profile items with syndication exceptions.

Reviewing Syndication Exception Details

Access the Exception Details page (click the View Details link on the Review Syndication Exceptions page).

Source Profile Items

This tab displays the details of the source profile and profile items that have been syndicated into the target profile.

Ignored Profile Items

This tab displays the details of the source profile that conflicts with the syndicated profile items specified in the Source Profile Items tab.

Properties

Access the Properties tab.

The Properties tabs display the field values in the syndicate source profiles. In the example shown, the Target Proficiency field has different values in the two source profiles. The values shown for the Source Profile Items are those inserted into the target profile.

Approving Profile Changes

This section provides an overview of profile approval processing and discusses how to:

• View profile approval transactions.

• View, approve, and deny profile changes.

Understanding Profile Approval Processing

You can use approval processing to control:

• Updates to profile items on person profiles.

  If approval processing is configured for a content section, when profiles items are added, deleted, or updated, it triggers approval processing.

• Updates to profile items and profile identities associated with non-person profiles.

  If approval is required for profile identities, any changes to the list of profile identities associated with the profile triggers approval processing.

Configure profile approvals at the profile type level. You associate an approval definition with the profile type and then specify which content sections in the profile type require approval. For non-person profiles, you can also specify whether profile identities require approval.

Profile approvals uses the Approval Framework for managing approval of person and non-person profiles. The delivered approvals definitions provide the following profile approval processing:

• When employees make changes to their person profiles, the changes are routed to their manager for approval.

  When managers or administrators update person profiles, these changes do not require approval.

• When managers create or update non-person profiles, the changes are routed to the profile administrator for approval.

  When administrators update non-person profiles, the changes do not require approval.

You can use the delivered definitions or set up new approval definitions for managing profiles, according to your business needs.

Note. Profile Management does not support delegation and push back of approval transactions. All profile changes submitted together as a group for approval cannot be approved or denied at the line item level. The entire group must either be approved or denied.

See Also

Setting Up and Working with Approvals

Pages Used to Approve Profiles

Viewing Profile Approval Transactions

Access the Select Approval Transaction page (Workforce Development, Profile Management, Profiles, Approve Profiles, Select Approval Transaction).

Originator	Select an employee ID to search for profile changes submitted by that employee.
From Date, To Date	Enter period begin and end dates to search for approvals that were submitted between the selected dates.
Profile Type	Select a profile type to search for approvals for a specific profile type.
Workflow Status	Select the status of the approvals you want to view: Pending: To view profile changes that have been routed to you for approval. Approved: To view profile changes that you have previously approved. Denied: To view profile changes that you rejected.
Search	Click to populate the Approval Transaction scroll area with profiles that match your search criteria.

Approval Transactions

Viewing, Approving, and Denying Profile Changes

Access the Approve Profiles page (click a person profile ID on the Select Approval Transaction page).

Note. Profile Management does not support delegation and push back of approval transactions. All profile changes submitted together as a group for approval cannot be approved or denied at the line item level. The entire group must either be approved or denied.

Approval Routing

This group box displays the routing information from the Approval Framework.

Searching and Comparing Profiles

This section provides overviews of search and compare profiles and scores, and discusses how to:

• Select a source profile.

• Set up search criteria.

• View search results.

• Select profiles to compare.

• View comparison results.

Understanding Search and Compare Profiles

The search and compare profiles feature enables employees, managers, and administrators to search for profiles that match selected search criteria and compare profiles. Before users can run any searches, you must build the Verity indexes and define the search types available on the Search Configuration page.

Note. For a limited set of profile type properties, the Verity indexes store only code-based data. These indexes support search word matching only on data containing alphanumeric, underscore ("_"), hyphen ("-"), or period (".") characters. The underscore, hyphen, and period characters must not be positioned at the beginning or the end of a word. When defining new content items or any data tied to the prompt list for profile item properties, you should assign identifiers that follow these requirements.

For each search type you define:

• Source and target profile types.

  The source and the target profile types are the two profile types that are compared in the search. The source is the profile type that forms the basis for the search criteria and the target is the profile type being searched for matching profiles.

• Criteria rule.

  The Criteria Rule field controls how the search works. There are three types of criteria rules:

  • Default, No Display: The search has default search criteria based on a source profile and the search criteria are not displayed.

  • Default and Display: The search has default search criteria based on a source profile and users can view and adjust the search criteria before running the search.

  • No Default, Display (Adhoc): The search does not have default search criteria and users define the search criteria manually. For this type of search, the source and target profile types are not mandatory in the configuration. However, if these fields are blank, users must select source and target profile types before they define the search criteria.

• Roles associated with the search.

  Users can only run the searches that are defined for their role.

See Setting Up Search and Compare Profiles.

This diagram illustrates the steps for Search and Compare Profiles for each type of search. The steps are discussed in detail in the sections that follow:

Search criteria selection during the search and compare profiles process

Selecting a Search

Administrators can run search and compare profiles in two ways:

• By selecting the Search and Compare Profiles component from the Profiles menu.

• By selecting Search and Compare Profiles in the Profile Actions field on the Person Profile or Non-person Profile page.

Whichever navigation you use, the system displays only those searches that are configured for the administrator role. Roles are associated with searches on the Search Configuration page. In addition, if you run search and compare profiles from the Person Profile or Non-person Profile page, the list of searches is restricted to those that have a source profile type that matches the profile you are viewing.

The PeopleSoft eDevelopment PeopleBook discusses the employee and manager self-service options for search and compare profiles.

See Searching and Comparing Profiles.

Selecting a Source Profile ID

If you select a search with a criteria rule of Default, No Display or Default and Display, you must select a source profile ID that provides the default search criteria for the search and compare. The Source Profile field on the Define Search Configuration page defines the profile type that you can select for the search.

Note. If you run the search from the profile pages, the system automatically uses the profile that you were viewing as the source profile ID and therefore you are not prompted for a source profile ID.

If the search has the criteria rule of Default, No Display, the system automatically runs the search after you select the source profile ID. For this type of search, the search criteria is based on the profile items that default from the source profile and you can't adjust the criteria before running the search.

Defining Search Criteria

When you run a search with a criteria rule of Default and Display or No Default, Display (Adhoc), you define or modify the search criteria using the Search Criteria page.

If you are running a search with a criteria rule of Default and Display, the page has default criteria based on the source profile type defined in the configuration. You can modify the default search criteria and add other criteria before you run the search.

If the search has a criteria rule of No Default, Display (Adhoc), there are no default criteria; use the Search Criteria page to define the items you want to search for in the target profiles. You are prompted for the source and target profile types if these are not defined for the search. The system then refreshes the Search Criteria page with the content sections and search filters that you can use for the search.

The Search Criteria page includes a Search Filters group box section. Search filters enable you to narrow the search to specific profile groups, people in a current location, or those with travel preferences. If Current Location and Travel Preferences are defined as content sections in the target profile type, then these sections automatically appear as additional filters.

When you have defined the search criteria, click the Search button to run the search.

Viewing Search Results

The Search Results page lists the profiles that match the search criteria. Matching profiles are ranked according to the profile scores calculated by the system. Profile scores are in the range 0 to 100, where a score of 100 means that the profile meets all the search criteria. Profile scores are discussed later in this chapter. The travel and current location filters are used to filter the target profile candidates but do not contribute to the overall search score.

Note. Only profiles that you are authorized to access are listed among the search results.

See Understanding Search and Compare Profile Scores.

If you want to adjust the search criteria and rerun the search, click the Modify Search Criteria link to return to the Search Criteria page. You can also run a new search by clicking the Search for Profiles link.

Comparing Profiles

The profile scores shown on the Search Results page give an overall indication of how closely each profile matches the search criteria. However, you can also view a breakdown of the score at the item level. From the Search Results page you can:

• Compare the item scores for one profile in the search results with the search criteria by clicking the score.

• Compare up to ten profiles listed in the search results with the search criteria. Select profiles, click the Select for Compare button to add it to the Profile Comparisons section, and then click the Compare Profiles button after you have identified all the profiles you wish to compare.

Note. The Compare Profiles component is also available from the Profiles menu.

Interfacing with Profile Management Search and Compare

PeopleSoft Profile Management delivers these interfaces to perform Search and Compare for other business processes:

• Employee Self Service Career Progression Chart

  compare the person's profile to their job profile.

• Administer Succession Planning - Succession 360 Degree

  Compares the person's profile to their job profile.

Understanding Search and Compare Profile Scores

This section discusses:

• The scoring calculation.

• Calculating property and item scores.

• Calculating item weighting based on the Importance field.

• Calculating the rating property score.

• Calculating the interest level property score.

• Calculating item scores for mandatory items.

Overview of the Scoring Calculation

This section discusses how the system calculates scores for target profiles to determine the profiles that best match the search criteria. Search and compare profiles uses the Verity search engine to determine which profiles most closely meet the specified criteria. The Verity search query is constructed of search elements generated from each profile item property in the search criteria. A full text search is performed to return matching profiles with a score which represents the match percentage. The scores are displayed in descending order with the profile having the best fit listed first.

To calculate the score for a target profile, the system calculates:

• Property scores for each property associated with an item.

  The search criteria comprises a set of profile items that you want to search for in the target profile. However, items in the search criteria can have multiple properties. For example, if you add a competency to the search criteria you can also specify the desired rating for the competency, or if you add a language skill you can specify the desired writing proficiency for that language. The competency rating and the writing proficiency are properties of the competency and language skill profile items. The system calculates a property score for each property that you specify in the search criteria and these contribute to the item scores.

• Item scores for each item in the search criteria.

  The item score is an average of the property scores for the properties associated with an item.

• Weighted item scores based on the Importance field.

  The Importance field is used to denote the relative importance of each item in the search criteria. The system applies a weighting to item scores that reflect the Importance values assigned to the items. The default for the Importance field is 3 - Average, but this can be changed.

• The sum of the weighted item scores.

  The overall profile score is the sum of the weighted item scores. This is the value that you see on the Search Results page.

Profile scores are also determined by the setting of the Mandatory check box. This is discussed later in this section.

See Calculating Item Scores for Mandatory Items.

Calculating Property and Item Scores

The property score varies according to the property. For most properties, profiles with matching properties score 100 and those that don't score 0. However, properties with a rating scale such as the rating property and the interest level property have scores that are in the range 0–100 according to how closely the source and the target match. This is discussed later in this section.

See Calculating the Rating Property Score.

To calculate the item score the system calculates the average of the property scores as follows:

Total Property Score/ Property Count

In this example, the source profile contains three profile items for these content types:

For the degree item BA (Bachelor of Arts), the system searches for two properties, the item ID and the country. Therefore, the score for the degree item is calculated as follows:

(Property score item ID + Property score Country) / 2

This means that only profiles with the degree BA and country USA have an item score of 100.

To show how the system calculates the property scores, this example compares the source profile with three person profiles, for Nicola Edwards, Rachel Norris, and Helen Scott.

This table lists the items in the person profile for Nicola Edwards:

This table lists the items in the person profile for Rachel Norris:

This table lists the items in the person profile for Helen Scott:

This table lists the item scores for each person profile:

Calculating Item Weighting Based on the Importance Field

The system automatically includes the Importance field for each item in the search criteria and assigns the default value of 3-Average, which means that each item is of equal importance. Depending on the search type, you can override the default importance to specify the relative importance of each profile item. When you run the search, the system applies a weighting to each item score according to the importance that you assigned to that item. The result is that profiles that include the most important items are assigned a higher score than profiles that only include the least important items.

The system calculates the weighting for each item as follows:

Importance % = (Item Importance / Total Importance) × 100

To show how this works, suppose you specify the following Importance values to items in the search criteria:

In this example, the total importance points is 8 = 4 + 3 + 1

This table shows how the weighting is calculated for each item in the search criteria:

The system uses the item weighting value to calculate the weighted item score using this formula:

Item Score (weighted) = Item score × Importance %

Using the person profiles from the earlier examples you can see how the weighting affects the overall score. This table lists the item scores and the weighted scores for Nicola Edwards:

Nicola's overall score is the sum of the weighted item scores:

Total score = 50 + 12.5 = 62.5 (63 rounded)

Note. The system rounds the score to the nearest integer value.

This table lists the item scores and the weighted scores for Rachel Norris:

Total score = 37.5 + 12.5 = 50

This table lists the item scores and the weighted scores for Helen Scott:

Total score = 25 + 12.5 = 37.5 = 38 rounded

Calculating the Rating Property Score

If the search criteria includes items with the rating or interest level property (JPM_RATING1, JPM_RATING2, JPM_RATING3, or JPM_INTEREST_LEVEL), the system calculates property score differently than other properties. Instead of scoring 100 or 0, the system assigns a score that depends on how closely the rating or interest level in the target profile matches the rating or interest level specified in the search criteria.

The interest level property is discussed in the next section.

See Calculating the Interest Level Property Score.

The system calculates the rating property score based on the number of levels in the rating model defined for that item.

Important! When running a search and compare, the rating models used for the profile items in the source and target profiles must have the same number of rating levels. If the rating models are not consistent, the scores will not be accurate.

This table shows an example of a rating model and the rating levels that are assigned by the system for the search and compare:

When you assign a rating to a profile item, the system compares the level of the requested rating to the target rating level in the search and compare. For this example, the source profile has the following item and associated rating:

This table lists target profiles that include the same item and the ratings for that item:

The system calculates the difference between the desired rating level (in the source) and the actual rating level in the target profiles as follows:

ABS (Desired Rating Level – Actual Rating Level)

ABS (absolute value) means that the system ignores the sign of the number that results from the calculation of Desired Rating Level – Actual Rating Level. By calculating the difference in this way, if the actual rating has a higher value than the desired rating the system doesn't use a negative number in the calculation of the rating score.

This table lists the difference between the desired rating and the actual rating in the example profiles:

This difference value is used in the calculation of the rating score, which the system calculates using the following formula:

Rating Score = 100 – ABS (Desired Rating Level – Actual Rating Level) × Rating Weight

The Rating Weight is calculated as follows:

Rating Weight = 100 / (total number of rating levels in rating model)

In the example rating model, the total number of rating levels is 5 and the rating weight is therefore 20 = 100/5.

This table lists the rating score for the example profiles:

The highest rating score is 100 and this is assigned only if the item has the same rating in both the source and the target. If the actual rating in the target is lower or higher than the desired rating, the rating score is less than 100. In the example, you can see that profile 02000 and 03000 have the same rating score even though the ratings are different. This is because the difference between the desired and actual rating is the same for these profiles.

The system applies weightings to items with the rating model property in the same way that it applies weightings to items without the rating model property.

To illustrate how this works, the next example shows how the system calculates scores for items with the rating model property. In this example, the search criteria includes three competency items and desired rating, with importance values as listed in this table:

The target profiles for the search and compare are person profiles. This table summarizes the competency ratings for Nicola Richardson:

In this search and compare, the system calculates two property scores for each item:

• Item ID.

  The profiles that have the same competency item score 100. If the competency is missing, the item score is 0.

• Rating score for the Rating property.

The first step in the search and compare is to calculate the property scores for each competency item. This table lists the property scores for Nicola Richardson:

Next the system calculates these values:

• Total property scores.

  The total property score for each item is the sum of the property scores for item ID and rating.

• Average item score.

  This is calculated as follows:

  Total property score/Property Count

  In this example, the property count is 2 (item ID and rating).

This table lists the item scores for Nicola:

Next the system calculates applies the weighting to the average item scores. To do this, the system calculates the weighting for each item based on the Importance assigned to the item using this formula:

Importance % = (Item Importance / Total Importance) × 100

In this example, the total importance is 9 = 2 + 4 + 3.

This table lists the weightings for the competency items:

The system calculates the weighted item score as follows:

Item Score (weighted) = Item score × Importance %

This table lists the weighted item scores for Nicola:

Finally, the system calculates the overall profile score by summing all the weighted item scores:

Total Profile Score = 91 = 20+ 44 + 27

Calculating the Interest Level Property Score

If the search criteria include items with the interest level property (JPM_INTEREST_LEVEL), the system calculates the property score in the same way as the rating property. The interest level property score depends on how closely the interest level in the target profile matches the interest level specified in the search criteria:

Interest Level Score = 100 – ABS (Desired Interest Level – Actual Interest Level) × Rating Weight

The Rating Weight is calculated as follows:

Rating Weight = 100 / (total number of rating levels in rating model)

The delivered interest level model (which is delivered as a rating model) has 5 levels and the rating weight is therefore 20 (100/5).

Calculating Item Scores for Mandatory Items

The system automatically includes the Mandatory check box for each item in the search criteria. If you select this check box for an item, the system searches for profiles that include the item and all the properties specified for that item. Profiles must include the item and an exact match for the requested item properties for the profile to be included in the search results. Profiles that have different item properties are not included.

For this example, the search criteria includes two competency items and a degree as shown in the table:

This table lists the items in the target profile and the item scores:

Note. The target profile scores 0 for item 0110 because the rating does not match the search criteria and the item is specified as mandatory. If the mandatory item receives a score of 0, then the profile will not be returned as a search result.

Pages Used to Search and Compare Profiles

Selecting a Source Profile

Access the Select a Profile page (select a search on the Search for Profiles page).

Basic Search Criteria

Profile Search Results

This scroll area lists the profiles that match the search criteria you selected. Click the profile name that you want to use as the source for the search and compare. Depending on the search type, the system either displays the Search Criteria page or runs the search using the selected profile. If the criteria rule for the search is Default, Display the system displays the Search Criteria page and you can modify the search criteria before running the search. If the criteria rule for the search is Default, No Display the system runs the search and displays the results on the Search Results page.

Setting Up Search Criteria

Access the Search Criteria page (select a search on the Search for Profiles page or click the Modify Search Criteria link on the Search Results page).

Use this page to define the search criteria. If the search that you selected has the criteria rule of Default, Display, the system automatically displays the default search criteria based on the source profile you selected on the Select a Profile page or the Person Search page. Review and modify the search criteria as required.

However, if the search you selected doesn't have the profile types defined, you must first specify the source and target profile types to use, and then define the search criteria manually.

Note. The content types listed on this page and the fields for each content type are determined by the search type selected, the profile type definitions, and the content types definitions.

See Setting Up Search and Compare Profiles.

See Setting Up Profile Types.

See Setting Up Content Types and Properties.

Search Filters

Filters may include profile groups, current location, and travel preferences, depending upon how the profile was set up. Use the Profile Groups group box to limit the search to selected profiles. The Profile Groups group box appears only if the target profile type belongs to searchable profile groups. Filter group boxes for current location and travel preferences may also appear if the target profile type includes this content section in the Profile Type configuration.

Filter data is used to filter the target profile candidates, but does not contribute to the overall search score. For example, you may want to find those person profiles that best match the requirements of the job Manager-Information Systems and are currently located in the Paris office. The Current Location fields filter out those candidate that are not in the Paris office and the score of the candidates is based on how well their profiles match the Manager-Information Systems job profile. If no candidates are found, then the Travel Preferences properties, such as Willing to Relocate and Take International Assignment can be used as filters to find those candidates outside the Paris office. The PERSON profile type comes with the Mobility tab where you can enter these preferences for a person.

See Creating Profile Group Types.

Search Criteria

Fields in this section depend upon how the profile type is set up.

Viewing Search Results

Access the Search Results page (click the Search button on the Search Criteria page or select a profile on the Select a Profile page).

Important! When running Search and Compare, if the Verity Indexes cannot be located, the system will issue a message stating that the search index could not be found. This means that the process Maintain Profile Indexes has not been run to create the indexes or the environment configuration is preventing the application server from locating the indexes.

When the index has been located, but the search criteria does not find any profile matches, the system will issue a message stating that your search did not return any results.

Search Results

Profile Comparisons - Selected Profiles

Selecting Profiles to Compare

Access the Select Profiles to Compare page (Workforce Development, Profile Management, Profiles, Compare Profiles).

Source Profile Type	Select the profile type that you want to use for the source of the compare.
Source Profile ID	Select the profile that you want to compare the target profiles against.
Target Profile Type	Select the profile type from which the target profiles are selected.
Target Profile ID or Empl ID (employee identification)	Select the profile ID. The system compares the target profiles with the profile selected in the Source Profile ID field.
Add Profile	Click to add another target profile.

Viewing Comparison Results

Access the Compare Results page (select source and target profiles on the Compare Profiles - Select Profiles to Compare page and click the Compare Profiles button, or select profiles on the Search Results page, click the Select for Compare button and then click the Compare Profiles button).

This page displays the results of the compare. You access this page from the Search Results page, Compare Profiles page, or by clicking the Compare button on the Interest List page. In the left hand column the system displays the content sections and content items in the source profile or search criteria. The remaining columns show the corresponding data in the target profiles. The system shows the item scores for each target profile.

Managing Interest Lists

This section provides an overview of interest lists, lists common elements, and discusses how to:

• Manage employees' interest lists.

• View interest lists by profile.

Understanding Interest Lists

Interest lists enable employees to maintain a list of the non-person profiles that are of interest. They can also compare the added profile to their own profile to determine degree of a fit. The interest list can include any profile. For example, employees could add profiles for jobs that they want to include in their career planning, or job profiles that are similar to their own profile. Each employee has one interest list that can be modified by the employee, the employee's manager, and the profile administrator:

• Employees maintain their own interest list using the self-service options provided in eDevelopment.

  The interest list shows who added each profile to the interest list, and employees can remove any profiles that they added. Employees cannot remove profiles added by their manager or the profile administrator.

• Managers can view and modify interest lists for their direct reports using the manager self-service options in eDevelopment.

  Managers can remove profiles that they added to an interest list only. They cannot remove profiles that are added by the employee or the profile administrator.

• Administrators have access to interest lists based on the row-level security permissions associated with their role.

  Administrator can remove any profile from an interest list, including those added by the employee and manager.

See Also

Maintaining Interest Lists

Common Elements Used in this Section

Pages Used to Manage Interest Lists

Managing Employees' Interest Lists

Access the Interest List by Person page (Workforce Development, Profile Management, Profiles, Interest List by Person, Interest List by Person).

Add Profile	Click this link to add another profile to the employee's interest list.
Compare Profiles	Click this icon to access the Compare Results page.

Viewing Interest Lists by Profile

Access the Interest List by Profile page (Workforce Development, Profile Management, Profiles, Interest List by Profile, Interest List by Profile).

Add Person	Click this link to add the profile to another employee's interest list.
Compare Profiles	Click this icon to access the Compare Results page.

Tracking Training

This section provides an overview of how to track employee training and discusses how to track employee training.

Understanding How to Track Employee Training

The Administer Training business process enables you to set up training courses and manage course sessions. If you use Administer Training to manage your training courses, the Training page (COURSE_STUDNT_ENRL) gives you a summary of employees' training history.

Use the Professional Training page (EDUCAT_TRAIN_GBL) to track other training that is not managed using Administer Training. You can use this page to track training that an employee is enrolled in, or has completed.

This section discusses how to record employee training.

See Also

Entering or Reviewing Student and Course Information

Pages Used to Track Employee Training

Recording Employee Training

Access the Professional Training page (Workforce Development, Profile Management, Profiles, Training Summary, Professional Training).

Course Title	Enter the name of the training course.
School Name	Enter the name of educational establishment or training company that runs the course.
Course Start Date and Course End Date	Enter the date on which the course was started and completed.