Populating Worker Talent Data
Overview
You can gain significant benefits with the business intelligence that talent attributes provide. Whichever talent attributes you decide to use, try to use the most current information, and keep that data up to date. Workday provides several methods to capture talent information.
Managers can assess a worker's potential during the talent review process. Additionally, the Assess My Team's Potential business process allows managers the option of assessing potential for their entire team at one time. In this chapter, we will explore talent reviews and processes for assessing potential.
Objectives
By the end of this chapter, you will be able to:
- Analyze workers' talent information.
- Create a talent review template.
- Configure talent attributes.
- Define the talent-related business processes.
- Launch a talent review.
- Explore Skills Cloud.
More About The Career Profile Group
If configured, customers can allow workers to update their career information via self-service. These self-service tasks use the Workday business process framework. Below are examples of career profile-related business processes:
- Manage Career Interests
- Manage Certifications
- Manage Education
- Manage Languages
- Manage Relocation Preferences
- Manage Travel Preferences
- Manage Work Experience
Talent Reviews
Through the
Talent Review
business process, a member of Human Resources can push an event out to employees and managers to gather or update their talent information. This information can include:- Skills and experience
- Performance and potential
- Career interests and mobility preferences
Rather than expecting employees and managers to remember to update their information, this event sends a task to their Inbox to complete. It is an orchestrated task within Workday, built by first configuring a template, and then by defining the business process.
Talent Review Template
You can use the
Create Talent Review Template
task to create and configure your template. You can set guidelines by creating a template that defines:- Who is the target population.
- What type of talent information to capture.
- How to organize the information.
- What employees and managers see when they complete the review.
When configuring the template, you have the option to enter a rule that identifies a specific population (i.e., new hires, employees in Japan). Use the
Create Talent Review Rule
task to define the rule. Once you define the rule, you can then add it to the Applied to field on the template.The sections you select for your template determine what type of data you will capture. Workday provides multiple sections to choose from. Sections include:
- Awards and Activities
- Career Interests
- Certifications
- Competencies
- Development Items
- Education
- Employee Potential
- Internal Job Profile History
- Job Details
- Job History
- Languages
- Publications
- Relocation Preferences
- Skills
- Talent and Performance Details
- Talent Statement
- Talent Summary
- Training
- Travel Preferences
- Work Experience
Resource
: Explore the Workday Community Administrator Guide for more information on talent review templates. Search: Create Talent Review Templates. Education and Training Attributes
Workday delivers over 19,000 educational institutions, in over 180 countries. However, you can add to the existing values. Use the
Create Schools
and Maintain School Types
tasks.Note
: If you delete a used school from the setup table, it becomes a custom school on the worker's Worker Profile Summary. Workday does not add any custom schools to the setup table.To define the degrees and fields of study your organization tracks, use the
Maintain Degrees
and Maintain Fields of Study
tasks.Experience and Affiliations Attributes
Workers can update their experience and affiliations during a talent review. Examples include:
- Professional affiliations
- Work experience
- Achievements
- Publications
Skills
Workers can update their skills during a talent review. Workers can use Skills Cloud to add additional skills to their Worker Profile. You can also define skills that workers can add by using the
Maintain Skills
task. You can group skills into categories, merge duplicate skills, delete, and inactivate skills.Note
: If you delete a used skill from the setup table, it becomes a custom skill on the worker's Worker Profile Summary. Workday does not add any custom skills created by a worker to the setup table.Skills Cloud
Skills Cloud is an optional feature that provides workers access to existing skills. The benefits of using Skills Cloud include:
- Offers access to a remote collection of several thousand skills
- Reduces manual effort to maintain skill libraries
- Helps to maintain skills in your tenant
- Increases the quality of skills data on talent profiles
Deploying Skills Cloud is an optional configuration, yet it improves the user experience by making it easier for workers and candidates to find and select skills. This feature enables Workday to collect crowdsourced information that improves the quality of the skills provided by the Skills Cloud.
To access this optional feature, you must sign either an additional Innovation Service Agreement or the Universal Main Subscription Agreement.
Resource
: Explore the Workday Community Administrator Guide for detailed information. Search: Skills Cloud.Automatic Duplicate and Synonym Skill Management
Automated Skill Management is available when opting into the Skills Cloud. This allows Workday to automatically replace tenanted skills with a synonymous Skills Cloud skill. This option reduces the number of redundant skills in your tenant. Additionally, it improves the user experience when interacting with skills by ensuring that your workers are using the most updated version of skills. Access the
Maintain Skills
report to review your maintained skills.The
Maintain Skills and Experience Setup task
, provides you with the following options:- Select the Exclude Maintained Skills from Synonym Management by Default checkbox to prevent Workday from migrating maintained skills as synonyms. This prevents any of your newly created maintained skills from automatically being replaced with the synonymous Skills Cloud skill.
- Clear the Exclude from Synonym Management checkbox for any maintained skills you want replaced with Skills Cloud skills. Workday automatically processes your other tenanted skills and replaces them with the matching Skills Cloud skill. (The option to exclude a skill from automated skill migration only applies to synonymous maintained skills.)
Resource
: For more information on opting into the Skills Cloud or Automatic Duplicate and Synonym Skill Management, reference Workday Community.Skill Level
Skill level helps users and your organization better understand a worker's skill capabilities. You can enable Workday to calculate skill levels for worker skills that other users can view. When you enable skill level, Workday displays a pop-up modal when workers select a skill from the worker profile.
The modal displays:
- The calculated skill level.
- Different skill level sources depending on your configuration.
- A breakdown of the skill level calculation and a link to the Skill Detail report for the skill.
Workers are then able to self-rate their skill level if they have enabled skills self-assessment.
In order for Workday to calculate skill levels, you must enable skill ratings as a skill level source. You can create custom labels for Workday to display on a worker's skill details instead of the default skill level labels. You can set these up using the task,
Maintain Skill Level Setup
.Note
: In order to use this functionality, you must enable Skills Cloud and enable workers to self-assess their skill levels. Additionally, you should enable skill ratings in feedback templates.Skills Verification
Workday can suggest skills to workers based on data from their worker profile. You can also have workers add suggested skills and skill sources on their profile. Skill suggestions make it easier for workers to find relevant skills based on their experience. Access the
Maintain Skills and Experience Setup
task and select the Populate Suggested Skills for Workers checkbox to enable the suggested skills background job.Workday runs the background job every weekday and suggests Skills Cloud skills based on a worker's:
- Certifications
- Completed learning courses
- Completed projects
- Job history
- Public anytime feedback
- Skills
Workday displays up to 10 skills in the Suggested Skills section on the
Edit Skills
task. The skill suggestions refresh and improve each time a worker selects a skill.Skills Maintenance
Workday allows you to delete all maintained and crowdsourced skills in your tenant. Use the
Maintain Skills
report to add new skills, delete skills, or maintain your existing crowdsourced skills.Note
: When you delete a skill, Workday removes the skill from specific objects (e.g., job profiles, job requisitions). If a worker has the skill on their profile, Workday replaces the deleted skill with a crowdsourced skill.Skills Cloud Skills, Multi-Categories, and Skill Category Groups
You can organize and report on skills. You can add an individual skill to multiple categories and organize categories under category groups. Additionally, you can categorize Skills Cloud skills. Use the
Maintain Skill Item Categories
task to create, delete, or edit a skill category.Critical Skills
The critical skills feature allows you to identify and track important skills across your organization. You can tag skills and skill categories as critical. You can configure the critical skills for the entire tenant. Alternatively, you can configure critical skills for a:
- Job family
- Job profile
- Supervisory organization
Use the
Maintain Skill Criticalities
task to add, edit, or delete critical skills.Mass Populate Worker Profiles with Skills
The
Mass Populate Worker Profile Skills
task, enables you to mass populate worker profiles with skills. The task allows you to choose the skills you want to populate based on these possible sources:- Explicit skills for workers' primary job profiles.
- Suggested skills based on workers' primary job profiles.
This mass population applies to all the workers in your organization who meet your selected criteria for:
- Location
- Supervisory organization
- The number of skills on a worker's profile that triggers the skill population.
When you populate skills using explicit job profile skills, Workday adds all skills on the workers' job profiles to their work profiles. When you populate the suggested skills based on workers' primary job profiles, Workday only adds the number suggested skills you specify (ten is the default).
When the mass population completes, Workday directs users to review their worker profiles to see the added skills with a message that you can configure in the
Maintain Skills and Experience Setup
task. Workers can choose to remove skills added by this task. Once you run this task, the changes can't be undone.Important
: You must enable Skills Cloud in order to use this task.Competencies
You can add a competency section to your talent review template. Note that Workday does not get this information from the worker's position. Instead, the competencies in talent reviews are more general, company-wide competencies. These competencies help you rate or assess workers on how competent they might be in another role. When configuring the talent review template, you can determine which competencies to include.
Interest and Mobility Attributes
Workers can share interests and mobility during the talent review. This section can include:
- Career Preferences
- Travel Amounts
- Relocation Areas
Potential Attributes
You can include an employee potential section in the talent review template. Potential is the employee's ability to undertake more responsibility or to move into a position marked for succession. You can add or update your organization's potential values at any time. These values include:
- Achievable Levels
- Loss Impact
- Potential
- Retention
Use the
Maintain Potential
task.Note
: If you include the Employee Potential section on your template, Workday only displays it to the manager or an individual with the appropriate security.Potential is the employee's ability to undertake more responsibility or to move into a position marked for succession. The assessments of potential that you can complete for a worker include:
- Achievable Levels
- Loss Impact
- Potential
- Retention
You can configure the assessment values in Workday. Use the
Maintain Potential
task.Many reports and analytics use these values to provide insight into the quality of the workforce. You can also use assessment values to group employees for succession planning or development plans.
Resource
: Explore the Workday Community Administrator Guide for detailed information. Search: Steps: Set Up Assess Potential.You can also include an employee potential section in the talent review template.
Note
: If you include the Employee Potential section on your template, Workday only displays it to the manager or individual with the appropriate security.Talent Attributes at the Job Level
You can associate talent attributes with job profiles to indicate desired characteristics for that job. This feature is useful in recruiting, because the qualifications are "built in" to the job profile and you can easily identify them when matching to potential candidates.
Job Profile Talent Attributes
You can associate the following talent attributes with job profiles:
- Certifications
- Competencies
- Education
- Languages
- Responsibilities
- Skills
- Training
- Work Experience
Assigning values to these attributes defines guidelines and qualifications for filling a job. When you create a position and assign the job profile, Workday automatically populates the talent attributes associated with that job profile. However, you can override the attributes for the position.
Additionally, you can use the
Create Qualification Equivalence Rule
task to create qualification equivalence rules to define complex certification requirements for job profiles. You can satisfy multiple certification requirements using this rule. You can also track worker compliance with the certification requirements on their job profiles. Use the Job Profile Qualification Equivalence Rule Compliance
report to find workers who are not in compliance.Skills and Skill Level on Job Profiles
For any skills included on a job profile, you can define whether or not it is required, as well as the desired proficiency level. This allows you to determine the needed skills and proficiencies for a job. When needed, you can compare worker skill data to determine if a worker needs to improve their skills or if they match the necessary skills to fill an available position.
To do so, populate the Skill Level prompt field on the following tasks:
- Edit Job Profile
- Create Job Profile
You can customize the Skill Level names and Skill Level Descriptions using the task,
Maintain Skill Level Setup
.Talent Related Business Processes
You can configure the
Talent Review
business process. You can build in approvals and notifications where you need them. The most common configuration is to send the Update My Talent Profile step to workers. Once the worker completes their talent profile, Workday can then send a step to the manager to complete the talent review. Any security group listed under Security Group Restrictions can initiate the Talent Review
business process.Note
: You can add the Start Talent Review
task as a subprocess on your Onboarding business process.Launching a Talent Review
Once you configure your template and business process, you can use the
Launch Talent Review
process. You can initiate the talent review for a worker or a group of workers by using the Start Talent Review for Worker
task. The Start Talent Review for Organization
task allows you to initiate a talent review for supervisory organizations or for a talent pool.Once initiated, the Update My Talent Profile step distributes to workers in the supervisory organizations or talent pool selected. When they open the task, Workday displays the welcome text and two methods for completing the information. The guided editor takes them through a one page per section entry template, with the last page consisting of a summary of all the previous pages. The summary editor displays all the sections on one page for entry and review. The employee can then add or update the talent information requested, as defined by your template.
After the employee completes their update, the business process then moves to the manager. The manager can view and update information, and enter the potential assessment, if applicable.
Note
: You may want to add an approval step by Human Resources after the manager completes their updates.Talent Review Status Summary
Managers can access the
Talent Review Status Summary
report to see key attributes of the talent review process for their team. They can take immediate action if needed. Additionally, they can see each employee's current performance rating and most recent potential assessment.Talent Calibration
As previously mentioned, in talent calibration, you calibrate two ratings - the worker's performance rating and their potential. Human Resources professionals in your organization can review all workers ratings, discuss and adjust those ratings, and then use the calibrated information to develop plans. This process can help manage talent across organizations. Although performed on a limited basis, you can include a calibration within the
Talent Review
business process.The steps to configure a talent calibration are the same as with a performance calibration:
- Create an nBox report.
- Set up the nBox report.
- Create a Calibration program.
- Define business processes.