Succession (A Guide to using the Succession Module)

‌A Guide to Using the Succession Module

 Before using the succession module, please ensure the following:

Identify and Prioritize Critical Roles: Collaborate with department managers to pinpoint roles essential for business continuity and strategic objectives. Define criticality levels (e.g., Priority 1, Priority 2) for these roles and assign specific jobs to each level based on their importance and impact on the organization. This structure helps ensure a targeted approach to succession planning for high-impact positions.
Set Up Manager Assessment for Employees: Define descriptive rating categories and assign point values for assessing employees’ readiness or risk levels. Establish overall rating bands to provide final qualitative ratings based on assessment scores, ensuring alignment with the 360 Multi-Rater and Performance Appraisal modules. Create targeted assessment questions for managers focused on evaluating employees' leadership potential.
Define Availability Reasons: Determine and document specific reasons why a successor position might become available (e.g., retirement, resignation, promotion). This helps the organization anticipate and prepare for future vacancies.
Designate Succession Staff: Assign individuals responsible for setting up and managing succession planning processes within the module. Clearly define their roles and responsibilities.
Set Up 9-Box Indicators: Configure the 9-Box grid by defining descriptions and suggested actions for employees based on their placement in the grid.
Customize 9-Box Indicator Mapping: Personalize the 9-Box grid by assigning user-defined labels to each quadrant, reflecting the organization's talent strategy.
Choose Criteria for 9-Box Placement: Decide which criteria to use for calculating an employee’s position on the 9-box grid (performance appraisal, employee assessment, and/or 360 multi-rater feedback).
Map Performance Appraisal Scores: Establish a mapping process that converts performance appraisal scores to a standardized 3-point scale for the 9-Box grid’s performance dimension.
Map 360 Multi-Rater Feedback: Map 360 feedback scores to a standardized 3-point scale to be used for the 9-Box grid's potential dimension. Define rating bands for the potential score based on the maximum possible 360 score.
Map Employee Assessment Scores: Establish a mapping process that translates manager-assessed potential scores to a standardized 3-point scale for the 9-Box grid’s potential dimension.
Set Weighting for Potential Criteria: Determine the relative importance of different evaluation sources, such as 360-degree feedback and the manager's assessment of the employee, by assigning percentage weights for the overall potential calculation.
Set Up HR Administrator for the Succession Module: Designate HR administrators who will be responsible for setting up, managing, and overseeing events related to the succession module.

Roles and Responsibilities

HR Administrator: Manages the succession module, handles nominations, updates talent pool, identifies critical roles, initiates nominations, oversees 9-box placement, and aligns development efforts.

Manager: Nominates and assesses talent, collaborates with HR on critical roles, aligns calibration, provides feedback on leadership, supports and aligns employee development efforts.

Executive Management: Recommends talent pool additions, identifies critical roles, and evaluates candidates for succession.

Employee: Participates in appraisal and 360 feedback, receives development plans, can be nominated to the talent pool, and assessed for succession readiness.

Steps	Description
Step 1	Succession Setup:
	Succession>>Succession setup>>Assessment Setup>>Assessment Ratings Succession>>Succession setup>>Assessment Setup>>Overall Ratings Succession>>Succession setup>>Assessment Setup>>Assessment Questions Succession>>Succession setup>>Critical Jobs Mapping Succession>>Succession Setup>>Availability Reasons Succession>>Succession Setup>>Succession Staff
	How to Set Up Assessment Ratings	Details the process of creating rating scales for evaluating employee potential, establishing standardized criteria for assessment and talent pool selection. How to Set Up Assessment Ratings
	How to Set Up Assessment Overall Ratings	Explains how to configure overall rating bands for assessments, ensuring consistency in evaluating employee potential and aligning with performance management systems. How to Set Up Assessment Overall Ratings

Steps

Description

How to Set Up Assessment Questions

Guides users on creating specific assessment questions focused on employee potential and risk of leaving, providing structured insights for talent evaluation.

How to Set Up Assessment Questions

How to Set Up Critical Jobs

Outlines the process of identifying and categorizing critical job roles, prioritizing positions requiring succession planning due to their strategic importance.

How to set up Critical Jobs

How to Set Up Availability Reasons

Details the steps for defining reasons why successor positions become available, supporting proactive planning for transitions and talent readiness.

How to Set Up Availability Reasons

How to Set Up Succession Staff

Guides users on assigning personnel responsible for managing the Succession Module, ensuring clear roles and responsibilities in the succession planning process.

How to Set Up Succession Staff

Step 2

9-Box Assessment Setup:

Succession>>9-Box Setup>>Indicators Succession>>9-Box Setup>>9-Box Indicator Mapping Succession>>9-Box Setup>>Criteria Options

Succession>>9-Box Setup>>Map Performance>>Appraisal Performance Mapping Succession>>9-Box Setup>>Map Potential>>360 Potential Mapping Succession>>9-Box Setup>>Map Potential>>Assessment Potential Mapping Succession>>9-Box Setup>>Map Potential>>Potential Weighting

How to Set Up 9-box Indicators

Provides instructions on configuring 9-Box Indicators, allowing customization of descriptions and recommendations for each quadrant, aligning with the organization's talent management philosophy.

How to Set Up 9-box Indicators

How to Set the 9-Box Indicator Mapping

Explains how to map user-defined descriptions to 9-Box quadrants, personalizing the grid to reflect organizational language and talent strategy.

How to set the 9-Box Indicator Mapping

Steps

Description

How to Set Criteria Options

Guides users on selecting the criteria used for calculating 9-Box placement, such as performance appraisals and 360-degree feedback, ensuring alignment with the chosen assessment methods.

How to Set Criteria Options

Map Performance: How to Map the Performance Appraisal to the 9-Box Grid

Details the process of mapping performance appraisal scores to the 9-Box grid, converting appraisal data into a standardized performance score for consistent evaluation.

Map Performance: How to Map the Performance Appraisal to the 9-Box Grid

Map Potential: How to Map the 360 Multi- Rater to the 9-Box Grid

Explains how to map 360 feedback scores to the 9-Box grid, aligning multi-rater feedback with potential scores for accurate talent placement.

Map Potential: How to Map the 360 Multi-Rater to the 9-Box grid

Map Potential: How to Map the Employee Assessment to the

9-Box Grid

Guides users on mapping employee assessment scores to the 9-Box grid, ensuring manager assessments contribute consistently to potential scores.

Map Potential: How to Map the Employee Assessment to the 9-Box Grid

How to Set the Weighting for Potential Criteria

Provides instructions on assigning relative weights to different potential criteria, such as 360 feedback and manager assessments, allowing organizations to prioritize evaluation sources.

How to Set the Weighting for Potential Criteria

Step 3

Employee Assessment Event Setup:

Personnel >> Event Reminders >> Master Email Settings Talent Management>>HR Events>>HR Admins

Talent Management>>HR Events>>Notification

System Configurations>>Feature Management>>Restrict Event naming Talent Management>>HR Events>>Manage Events>>Events

Understanding HR and Manager Roles in Talent Selection

This section outlines the distinct roles of HR, managers, and executive management in the talent selection and succession planning process, emphasizing a collaborative approach.

Understanding HR and Manager Roles in Talent Selection

Steps	Description
	How do I Enable External Email Notifications for 360 Multi-Rater Events?	Provides instructions on configuring external email notifications for 360 multi-rater events, ensuring timely communication with participants outside the HR system. How do I Enable External Email Notifications for 360 Multi-Rater Events? (copied)
	How to Set Up an HR Administrator for the Succession Module	Guides users on assigning HR administrators responsible for specific event types within the Succession Module, clarifying roles and permissions. How to Set Up an HR Administrator for the Succession module
	How to Set Up Status Notifications for the Succession Module	Explains how to configure status notifications for different stages of the succession planning process, keeping stakeholders informed of progress and deadlines. How to Set Up Status Notifications for the Succession Module
	How to Set Up the HR Event for the Employee Assessment	Outlines the process of creating HR events for employee assessments, including defining event details and managing event statuses. How to Set Up the HR Event for the Employee Assessment
Step 4	Managing the Talent Pool & 9 Box Placement:
	User Self Service>>Manager>>Talent>>Assessment Talent>>Succession>>Talent Pool Talent>>Succession>>Talent Pool: 9-Box Calculation
	Calibration	This section emphasizes the importance of calibration meetings between HR and managers before the 9-box calculation. It explains how calibration ensures consistency in evaluating performance and potential, leading to more accurate talent placement on the 9-box grid. Calibrating Talent: HRplus's Pre-9-Box Selection and Evaluation Process
	How To Nominate Employees for the Talent Pool as a Manager: Conducting an Employee	Details the process for managers to nominate employees for the talent pool, including conducting assessments and submitting reports to populate the talent pool. How To Nominate Employees for the Talent Pool as a Manager: Conducting an Employee Assessment

Steps	Description
	Assessment
	How to Archive Employees in the Talent Pool	Guides users on archiving employee records in the talent pool, removing outdated or irrelevant data and ensuring the talent pool reflects current talent landscape. How to Archive Employees in the Talent Pool
	How to Run the 9-Box Calculation	Provides step-by-step instructions on running the 9-box calculation, using defined criteria to place employees on the 9-Box grid based on their performance and potential scores. How to Run the 9-Box Calculation
	Interpreting the 9-Box Grid Results	Explains how to interpret the 9-Box grid, outlining the characteristics and recommended actions for each quadrant, supporting informed decision-making regarding talent development and succession planning. Interpreting the 9-Box Grid Results
	How to Recalculate the 9-Box Placement	Guides users on recalculating 9-box placements, providing options to either overwrite existing results or archive previous calculations for historical reference. How to Recalculate the 9-Box Placement
Step 5	Identifying Potential Candidates:
	Succession>>Potential Candidates>>expand record for candidate profile Succession>>Potential Candidates>>Potential Candidates By Job
	Overview of the Selection Process After 9-Box Assessment	This section outlines the steps involved in selecting potential candidates after the 9-box assessment. It explains how to review candidate profiles, analyze skills gaps, conduct further assessments, and create development plans for high-potential individuals. Overview of the Selection Process After 9-Box Assessment
	How to Review Candidate Profiles After 9-Box Assessment	Provides instructions on accessing and reviewing candidate profiles within the Succession Module, highlighting key information for evaluating suitability for leadership roles. How to Review Candidate Profiles After 9-Box Assessment

Steps	Description
	How to Select Potential Jobs for Candidates	Guides users on linking potential candidates to suitable job roles, facilitating the matching process and enabling gap analysis for targeted development. How to Select Potential Jobs for Candidates
	How to Assess Candidates for Successor Roles Using Job Gap Analysis	Explains how to use job gap analysis to compare candidate profiles against job requirements, supporting informed decisions when selecting successors for specific roles. How to Assess Candidates for Successor Roles Using Job Gap Analysis
Step 6	Filling Successor Positions:
	Succession>>Successor Positions>>Successor Positions
	How to Select a Successor	Guides users on selecting successors for vacant positions, utilizing readiness assessments and candidate profiles to ensure smooth transitions and minimize disruption. How to Select a Successor

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Succession (A Guide to using the Succession Module)

Succession (A Guide to using the Succession Module)

‌A Guide to Using the Succession Module

Define Availability Reasons: Determine and document specific reasons why a successor position might become available (e.g., retirement, resignation, promotion). This helps the organization anticipate and prepare for future vacancies.

Designate Succession Staff: Assign individuals responsible for setting up and managing succession planning processes within the module. Clearly define their roles and responsibilities.

Set Up 9-Box Indicators: Configure the 9-Box grid by defining descriptions and suggested actions for employees based on their placement in the grid.

Customize 9-Box Indicator Mapping: Personalize the 9-Box grid by assigning user-defined labels to each quadrant, reflecting the organization's talent strategy.

Choose Criteria for 9-Box Placement: Decide which criteria to use for calculating an employee’s position on the 9-box grid (performance appraisal, employee assessment, and/or 360 multi-rater feedback).

Map Performance Appraisal Scores: Establish a mapping process that converts performance appraisal scores to a standardized 3-point scale for the 9-Box grid’s performance dimension.

Map 360 Multi-Rater Feedback: Map 360 feedback scores to a standardized 3-point scale to be used for the 9-Box grid's potential dimension. Define rating bands for the potential score based on the maximum possible 360 score.

Map Employee Assessment Scores: Establish a mapping process that translates manager-assessed potential scores to a standardized 3-point scale for the 9-Box grid’s potential dimension.

Set Weighting for Potential Criteria: Determine the relative importance of different evaluation sources, such as 360-degree feedback and the manager's assessment of the employee, by assigning percentage weights for the overall potential calculation.

Set Up HR Administrator for the Succession Module: Designate HR administrators who will be responsible for setting up, managing, and overseeing events related to the succession module.

Roles and Responsibilities

HR Administrator: Manages the succession module, handles nominations, updates talent pool, identifies critical roles, initiates nominations, oversees 9-box placement, and aligns development efforts.

Manager: Nominates and assesses talent, collaborates with HR on critical roles, aligns calibration, provides feedback on leadership, supports and aligns employee development efforts.

Executive Management: Recommends talent pool additions, identifies critical roles, and evaluates candidates for succession.

Employee: Participates in appraisal and 360 feedback, receives development plans, can be nominated to the talent pool, and assessed for succession readiness.

Related Articles

Succession (Setup)

Succession (FAQs)

Succession (Employee Assessment Event Setup)

Succession (9-Box Assessment Setup)

Succession (Managing the Talent Pool & 9 Box Placement)