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In the Role Manager, HRmonise offers the feature of designing and profiling roles.
In this issue we will elaborate on the importance and how to profile a role.
Designing a role includes the objectives, outcomes, performance measures, profile
and other information such as qualifications, interactions and attributes.
The role definition flow is shown in the following diagram: |
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The definition of the role is a progressive process that specifies the:
1. Outcomes produced by the role.
2. Standard of the outcomes through the performance measures for each role.
3. Competences required in delivering the outcomes at the defined standard.
For the role profiling we are interested in determining the competencies required
to deliver the outcomes at the required standard. Competences provide the
check for BALANCE in the role.
The following documents are available from the Report Manager/ Tools window to assist
in profiling a role:
1. Role Design Worksheet.
2. Competency Model and Framework.
Note: the impact definition document can be viewed on the role
profile form by pointing to the tool tip on the impact header.
Competence Components
Each competence has a number of components:
- Definition
- Criticality or impact
- Levels of Complexity
Each of the components combine to create the role size.
Definition:
This is the definition of the competence. It can be viewed by holding the mouse
over the Competence name in HRmonise (as shown below)
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Criticality or Impact:
Critical and High Impact Competencies are those competencies that have
a direct impact / influence on the role’s outcomes and therefore the role’s performance
measures. These competencies will have a critical/ high impact on the profile and
are generally the competencies or competency levels that distinguish the role from
the roles above or below.
Impact Definitions
1. Critical
Competencies ranked ‘Critical’ should
define the responsibilities of the role. They are the competences required to deliver
the outcomes and the required level of performance. Possessing the critical competences
are what we pay an employee for and what we consider first in a selection process
for the position. They are the competencies that the employee uses consistently
in this role. The employee must demonstrate these competencies. A lack of any one
of these competencies would imply the employee could not adequately perform the
role.
2. High
Competencies ranked High include
those that are regularly required for the role. A lack of these competencies would
have a high impact on the role and the individual’s ability to perform the role
at the required level. They support the critical competencies. Any shortfalls would
need to be identified and immediately addressed by the relevant supervisor / manager.
3. Moderate
Moderate impact indicates that the competence is used to perform the role, but has
a lesser impact than the Critical and High competences. If an employee does not
have the competence they can ask for assistance and/or training should be scheduled.
4. Low
Low impact competencies are those that are “nice to have for the job” but not necessary.
For example they may assist in the effective running of the business e.g. having
an understanding of the purchasing / procurement policy so that shortages of photocopying
paper in the work area can be replenished. Not having these competencies will have
only minimal impact on the running of the business.
5. Negligible
Negligible or outgrown competencies are those where the impact on the role is minimal
or where the competency has been outgrown e.g. a manager may no longer need to operate
the equipment but his ability/knowledge of how to is of some value to the business. |
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Levels of Complexity
Each competence has a number of levels of complexity. The correct level needs to
be identified for each role. The levels are cumulative with A the lowest. Selecting
D implies that levels A, B and C are also required.
Profiling a Role in HRmonise
Select the role to be profiled from the role manager tree.
Click on Edit Profile |
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To enter the role profile into HRmonise:
1. Add a Role Profile by entering the Impact and Level for every competency. Move
around the window using the mouse or tab.
2. The Level is an A, B, C, D, or E (depending on the number of competence elements
in the model) or N for Not Applicable.
Note: tool tips for each competence level are also available on
the role profiling table. Click on the 
beside the level menu to view the complexity
level details |
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3. Competencies with an Impact “Critical” will automatically “Show” on the role
description – a check mark appears in the column beside each critical competency.
4. Competencies with an Impact “High” can show on the role description by selecting
the check box in the “Show on Description” column.
5. Click the Save button to save changes.
6. The calculated pay and band size are is automatically displayed and updated when
the profile is saved.
Note: the calculated pay will only be visible to users who have
access to view pay Note: When the user clicks Save, any missing information will
result in a message prompting the user to enter the appropriate details.
To prevent loss of information it is recommended the user saves the profiles every
5 minutes.
When profiling a role the user does not need to finish profiling a role at once.
HRmonise provides the flexibility of saving part of a role profile, and complete
profiling it at a later convenient time.
Note: The copy Role function allows the user to copy a profile
from another role to use as a template to create the new profile. |
Note: Additional help on this and other topics can be obtained by
logging into HRmonise and clicking Help from the menu.
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