Create and Manage Role Guides

While the Human Resources department defines requirements for canonical job or positions, as organizational leaders, you may want to extend these requirements to drive upskilling of strategic resource pools to drive market competitiveness. To address this need, you can now create role guides to define the skills that employees must possess in order to meet the requirements of their role. As part of the role guide definition, you can also include development resources that help employees attain the skills needed for their role.

The following features are provided by role guides:

• You can create the overall definition of a role guide. This includes its description, visibility (that is, who can see the role guide on the Role Guides listing page), and users who are authorized to collaborate on its creation.
• You can define capability guides within a role guide. A capability guide allows you to group related skills. To a capability guide, you can add the development tasks that need to be completed to attain the skills required for the role. You can also provide supplemental development resources that may be helpful, but may not necessarily result in skill attainment.
• You can assign the role guide to a target list of workers, based on a pre-defined filtered list, which allows you to target specific jobs. Based on the worker security privilege of the role guide owner, a scheduled process can be run to assign the role guide to workers who meet the filtered list criteria. This process also reconciles the assignments when workers no longer meet the criteria of the filtered list.
• An assigned role guide will result in displaying a list of outstanding development tasks on an employee’s Grow page, under the Skills and tasks assigned by your leadership swim lane. Employees can also see the entire role guide on their career role details page (when they click the Know Your Role button in Grow).
• A role guide can also be associated to either a job or position. When an employee looks at a career role whose associated job or position profile is the same as the job or position the role guide is associated to, they can view this role guide as part of the career role details. For example, when they view their career role details in Opportunity Marketplace, they can view the role guide as a tab on that page.

To view and manage role guides, go to My Team > Learning and Development, and click the Role Guides tab. Here you’ll see a list of role guides, depending on the access privilege you have and role guide visibility settings. 

On this page, you can search for role guides based on their title or description. You can also filter role guides based on the names of capability guides, or the skills and qualifications that are included in the capability guides.

Role Guide Listing Page

You can also sort the role guides based on their last updated date or role name. 

Clicking the role guide name takes you to the role guide details page. Clicking the capability guide number takes you the list of capability guides included in the role guide.

Role guides enable organizational leaders to clearly define role expectations for a segment of employees and help guide those employees to attain the needed skills. Business leaders are able drive the development of their employees in specific ways that their business requires, without having to push for job architecture changes or changes to job or position definitions shared by many other organizations within their company.

Steps to Enable

Creating and Activating a Role Guide

The process of creating a role guide includes the following steps:

1. Provide basic details.
2. Add capability guides to the role guide.
3. Define the target audience to be assigned the role guide.
4. Associate the role guide to a job or position, so it can be accessible through the career role details page in Opportunity Marketplace.

After you create the role guide, you must activate it for it to be published and used by workers. Until you activate the role guide, it’ll be in Draft status.

To create a role guide, click Add on the Role Guides listing page.

Step 1: Add basic details

In the Basic Info tab, provide a name and description for the role guide, and include the names of the collaborators who may want to co-author the role guide with you. 

Select the role guide visibility settings as required:

• Collaborators: Anyone with the WLF_MANAGE_ROLE_GUIDES privilege and designated as a collaborator can see this role guide on the Role Guides listing page.
• Everyone: This includes collaborators and non collaborators. Anyone with the WLF_MANAGE_ROLE_GUIDES privilege and designated as a collaborator can see this role guide. Non collaborators can only see the listings and they can view the role guide in read-only mode.

Adding Basic Details to a Role Guide

Step 2: Add capability guides

Using the Capability Guides tab, you can add one or more capability guides. You can either create a capability guide from scratch or reuse an existing capability guide. 

You can reuse an existing capability guide in one of two ways:

• Reuse it only by reference, which means you can’t edit the capability guide. Whenever the collaborators or the author of the source capability guide updates it, those changes will be reflected in the capability guide in your role guide.

-OR-

• Make a copy of an existing capability guide and make changes to that copy. However, any changes that the author or collaborators make to the original capability guide won’t reflect in your copy.

If you’re creating a capability guide from scratch, these are the details you need to provide:

• Specify how others can reuse the guide. You can also choose not to allow its reuse.
• Specify how many days an employee (who’s assigned the role guide) can take to complete the tasks that are listed in the capability guide, in order to acquire the skills included in that guide.
• In the Required skills section, add the skills that an employee must acquire to fulfill the requirements of the capability guide. After adding a skill, you can click the skill to view the skill attributes such as whether the skill is required for achieving readiness for the role, or whether it’s required for achieving mastery in the role, and optionally, what level is required for readiness and mastery. Note that skills can be configured to only achieve one of the two, readiness or mastery. You can edit the skill to modify these details.
• In the Task to attain required skills section, search for and add learning courses that will help the employee acquire those skills. When you click inside the search box, you’ll see a list of suggested learning items that have outcomes that are the same as one or more of the skills you added in the Required skills section. When the employee completes the learning item, their talent profile is updated with these skill outcomes.
• In the Resources for required skills section, search for and add additional learning resources that will supplement the learning tasks. The learning resources suggested in this search box don’t update an employee’s talent profile on completion.

Creating a Capability Guide from Scratch

Step 3: Assign workers

The next step is to assign the role guide to worker roles so that they can view the role guide when they see their career role details in Grow. The assigned role guide will be visible in the Skills Assigned by Your Leadership tab of their career role details page when they click the Know Your Role button in Grow.  Additionally, workers will be able to see the tasks they are yet to complete in the Skills and tasks assigned by your leadership swim lane on their Grow page.

You can use filtered lists to define the target audience for the role guide. On this tab, click Add to select from existing filtered lists, or click the Manage Worker Lists button to create a new filtered list for role guide assignments. When creating the filtered list, select the Object as Workers and Subscriber as Grow.

You also need to schedule a process on a date of your choice so that role guide assignments are made from that date.

Note: If changes are made to the role guide, changes to assigned skills or tasks won’t take effect until this process has been run. Therefore, schedule it accordingly. This process will also take care of adding and removing workers when they no longer meet the criteria of the filtered list.

Assigning Workers

Step 4: Associate the role guide to a job or position

To make the role guide appear as part of the career role details page accessible in Opportunity Marketplace, you need to associate it with a relevant job or position.

Associating the Role Guide to a Job or Position

When you view a career role from Opportunity Marketplace, the role guide details appear in the Role Guide tab of the career role details page, for the job project or position profile that’s associated to the same job or position this role guide is associated to.

Run the Scheduled Process

Ensure that you've run the scheduled process, ESS job to create index definition and perform initial ingest to OSCS, with the Index Name to Reingest Parameter as fa-hcm-careerrole.

Tips And Considerations

• You’ll be able to activate a role guide only if you add at least one capability guide.
• You can make changes to an active role guide.  However, when you do so, you’ll see a Reconcile banner message. Reconcile the guide if you want the changes to be available to employees who’ve already been assigned this role guide.
• While you can delete a draft version of the role guide, you can’t delete an active version. If you don’t want the role guide to be used, remove all assigned users and any associated jobs or positions.
• When a role guide is assigned to a worker, the associated skills are also assigned to the worker, but the learning tasks aren’t assigned. The user must self-enroll into them. This is because there are often many different resources that can be used to attain the same skill.

Key Resources

• For more information on using filtered lists, see Create Filtered Lists.
• For more information on the career role details page in Opportunity Marketplace, see the 25A What’s New feature, View Role Guides for Career Roles , available in Learning and Development > Opportunity Marketplace.

Access Requirements

To view and manage role guides, a user role needs to have the following the aggregate privileges:

Action	Privilege Code	Privilege Name	Delivered Roles that Have this Privilege by Default
Manage role guides where the user is either the creator or collaborator	ORA_WLF_MANAGE_ROLE_GUIDE	Manage Role Guide	Career Growth Access by Manager Duty Role
Manage all role guides in the enterprise	ORA_WLF_MANAGE_ALL_ROLE_GUIDES	Manage All Role Guides	Career Growth Access by Administrator Duty Role
View those role guides where the user is either the creator or collaborator	ORA_WLF_VIEW_ROLE_GUIDE	View Role Guide	Career Growth Access by Manager Duty Role
View all role guides in the enterprise	ORA_WLF_VIEW_ALL_ROLE_GUIDES	View All Role Guides	Career Growth Access by Administrator Duty Role

If you’re creating custom roles, you need to add the above privileges to those roles for users to be able to view and manage role guides.