Performing Gap and Match Analyses on a Workforce

This chapter provides an overview of gap and match analyses and discusses how to:

Set up match evaluation types.
Match employees to roles.
Match roles to employees.
Match teams to projects.
Search for job candidates.

Understanding Gap and Match Analyses

This section discusses:

Point awards and importance levels.
Multiple evaluations.

Point Awards and Importance Levels

You run different inquiries to match:

Employees to roles.
Roles to employees.
Teams to projects.
Candidates to open roles.

However, all inquiries are performed the same way. The system awards points to employees, applicants, or teams based on their assigned competencies, competency proficiency ratings, and accomplishments. The system weights the evaluation in favor of the importance values that you assign to each competency and accomplishment.

The system assigns the following point values to importance levels:

Importance Level	Points
High	5
Above Average	4
Average	3
Below Average	2
Low	1
None	0

The following table shows the competency requirements for a human resources (HR) specialist position and the points awarded for each competency:

Competency	Importance Level	Points Assigned
Communication	High	5
Leadership	Average	3
Interpersonal Effectiveness	Above Average	4
Planning	Low	1
Decision Making	Above Average	4
Adaptability to Change	Below Average	2

The total match value for a position represents the maximum number of points available if the employee meets all the requirements. In the preceding example, the total match equals 19 (the sum of the points in the Points Assigned column). Points are assigned differently for accomplishments and competencies.

Employee Points for Accomplishments

Accomplishment points are calculated by the system. If the accomplishment exists in an employee’s profile, the system awards points to the employee based on the importance value that you assign to the accomplishment.

Employee Points for Competencies

Unlike accomplishments, competencies have proficiency ratings associated with them. These ratings indicate a level of expertise. When you assign competencies to a role, you also define the rating required for each competency. Similarly, you give employees a rating for each competency that you assign to them.

The system assigns points to an employee only if the individual has the required proficiency level for the competency. However, the system also indicates when employees have a required competency but not at the required proficiency level.

Here are the match indicator icons:

	A blue filled circle indicates that the employee possesses the required competency and has the required proficiency rating. If the employee’s rating is more than one level higher than the rating required for the role, the system displays a plus sign (+) beside the circle.
	A green half-filled circle indicates that the employee has a rating that is one level lower than that required for the role.
	A red circle outline indicates that the employee’s rating in this competency is multiple levels below that required for the role.

Because proficiency ratings vary according to the rating model, the system uses the review points value associated with the rating to perform the match analysis. In some cases, the value in Review Points field is the same as the rating. For example, the PSCM rating model uses ratings from 0 (none) to 5 (expert), and these ratings have the associated review points of 0 to 5.

Note. You can change the match indicator icon images by using PeopleSoft Application Designer.

The following table shows an example of the ratings required for an HR specialist position, and it shows a hypothetical employee profile. The competencies in the profile are assigned to the PSCM rating model. The Match Indicator column shows describes the icon that appears for the particular scenario.

Competency	Required Rating	Employee Rating	Match Indicator
Communication	5	5	Blue filled circle
Leadership	4	3	Green half-filed circle
Interpersonal Effectiveness	3	5	+ Blue filled circle
Planning	3	1	Red circle outline
Decision Making	2	3	Blue filled circle
Adaptability to Change	3	None	None

Tracking Employee Competencies and Accomplishments

Setting Up Competencies and Accomplishments

Multiple Evaluations

If multiple people evaluate an employee or group of employees, each evaluation might include different competencies, competency ratings, and accomplishments.

To control which evaluations are used in match and gap analyses, you define match evaluation types. For example, you might include only evaluations with the status of Approved/Official.

To understand how the system performs a match analysis with multiple evaluations, consider the following example:

Competency	Manager Evaluation	Peer 1 Evaluation	Peer 2 Evaluation	Average Rating
Communication	5	4	5	4.67
Leadership	4	3	3	3.33
Interpersonal Effectiveness	5	5	5	5
Planning	NA	NA	NA	NA
Decision Making	3	2	3	2.67
Adaptability to Change	2	1	2	1.67

If you use manager and peer evaluations for match analysis, the system calculates the average rating based on the three evaluations: manager, peer 1, and peer 2.

The following table shows the results if this employee is compared with the HR specialist position. The Employee Match column describes the icon that appears for the particular scenario.

Competency	Importance	Points Assigned	Rating Required	Employee Rating	Employee Match	Employee Points
Communication	High	5	5	4.67	Green half-filled circle	0
Leadership	Average	3	4	3.33	Green half-filled circle	0
Interpersonal Effectiveness	Above Average	4	3	5	+ Blue filled circle	4
Planning	Low	1	3		None	0
Decision Making	Above Average	4	2	2.67	Blue filled circle	4
Adaptability to Change	Below Average	2	3	1.67	Red circle outline	0

The total points value for the HR Specialist position is 19 (the sum of the values in the points assigned column). The employee earns the points for a competency when their rating meets or exceeds the required rating for the position being evaluated. In this case, the employee met or exceeded the required rating for two competencies. The combined point value for those two competencies is 8. Therefore, the employee's total points for evaluation against the HR Specialist position is 8.

Setting Up Match Evaluation Types

To set up match evaluation types, use the Match Evaluation Types component (MATCH_TYPES).

This section discusses how to define match evaluation types.

You must set up match evaluation types that correspond to the users for whom you want to run match analyses. Evaluation types determine which evaluations are included in each analysis.

Page Used to Set Up Match Evaluation Types

Page Name	Object Name	Navigation	Usage
Match Evaluation Types	CM_MATCH_INSTR	Workforce Development, Competency Management, Match Competencies to Roles, Match Evaluation Types, Match Evaluation Types	Define the types of inquiries a user can run and the evaluation types a user can access. To run the match analyses, you must first set up evaluation types and user access.

Defining Match Evaluation Types

Access the Match Evaluation Types page.

Search Type

Select one or both search types.

Competency Search: Enables the selected user ID to search the database for candidates that fit a specified role.

Role/Person: Enables the selected user ID to match roles to employees, employees to roles, and teams to projects.

Evaluation Type

Select evaluation types.

These control which competency ratings the system includes when performing the analysis. For example, when performing a gap analysis for an individual (as opposed to a project team), you might include manager and peer evaluations and exclude customer evaluations.

If Self is selected as the evaluation type, only self-evaluations that have been approved by the employee's manager are included in the matching and searching process.

Matching Employees to Roles

This section discusses how to:

Specify a role and analyze cluster matches.
View cluster details.
Analyze competency matches.
View competency match details.
Analyze accomplishment matches.
Perform a gap analysis on the employee and role.

Pages Used to Match Employees to Roles

Page Name	Object Name	Navigation	Usage
Person to Role Match - Cluster Match	CM_PERSON_CLUSTER1	Workforce Development, Competency Management, Match Competencies to Roles, Person to Role, Cluster Match	Specify the role (position, job code, or job task) with which you want to compare the employee.
Cluster Detail	CM_PERSON_CLST_SEC	Click the Competency Cluster link on the Person to Role Match - Cluster Match page. Click the Competency Cluster link on the Role to Person Match - Cluster Match page.	View details of the employee’s ratings for competencies and accomplishments in the selected cluster.
Person to Role Match - Competency Match	CM_PERSON_ROLE	Workforce Development, Competency Management, Match Competencies to Roles, Person to Role, Competency Match	See how well the employee matches the individual competencies and competency clusters required for a given role.
Person to Role Match - Competency Match Detail	CM_COMP_MATCH_SEC	Workforce Development, Competency Management, Match Competencies to Roles, Person to Role, Competency Match Click Competency Match Detail on the Competency Match page.	View details of the employee’s ratings in each competency assigned to the role.
Person to Role Match - Accomplishment Match	CM_PERSON_ROLE2	Workforce Development, Competency Management, Match Competencies to Roles, Person to Role, Accomplishment Match	Review how well an employee matches individual and cluster accomplishments for a given role.
Person to Role Match - Gap-Fit Measurement	CM_PERSON_ROLE3	Workforce Development, Competency Management, Match Competencies to Roles, Person to Role, Gap-Fit Measurement	Compare an employee’s ratings in each required competency with the rating expected for the role, and view the percentage difference. The sum of these percentages provides an overall indication of how well the employee matches the requirements of the role.

Specifying a Role and Analyzing Cluster Matches

Access the Person to Role Match - Cluster Match page.

When you select the role, the system analyzes how well the employee matches the required competency clusters. If no clusters are assigned to a role, the system still returns results on this page.

You must set up the competency profile for the role and the employee to use this inquiry. You must also set up the Match Evaluation Types Setup page for the user ID of the person running the search, to control which evaluations are considered.

Position Number, Job Code and Job Task

Select a position, job code, or job task.

When you move the cursor out of the field, the system compares the employee’s competencies and accomplishments with the role that you selected and displays the results of the analysis.

Match Analysis

Total Match

Indicates the employee’s points out of the total points possible for the role. This calculation includes points for both clusters and individual competencies and accomplishments.

This total is weighted for the importance of each competency or accomplishment assigned to the role. All items are used in this total, including both individual competencies and accomplishments as well as those competencies and accomplishments assigned to clusters associated with the role.

Competency Match

Indicates how many of the total points are from competencies.

Accomplishment Match

Indicates how many of the total points are from accomplishments.

Role Cluster

EE Complete (employee complete)	Indicates if the employee has all the required competencies and accomplishments assigned to the cluster.
Competency Cluster	Click to view the competencies and accomplishments assigned to the cluster.

Viewing Cluster Details

Access the Cluster Detail page.

EE Competency (employee competency)

Displays the icon that indicates if the employee has the required rating for the competency.

EE Accomplishmt(employee accomplishment)

Indicates whether the employee has the accomplishment.

Analyzing Competency Matches

Access the Person to Role Match - Competency Match page.

Match Analysis

Competency Match	Indicates the number of competency points that an employee has out of a total possible number of competency points required by the role.
Competency Match Detail	Click to view the breakdown of each competency and its match with the person and role.
Total Competencies	Displays the number of employee competencies that match the competencies required for the role.
Competencies not ranked	Displays the number of competencies required by the role that are not included in the employee’s evaluations.

Competencies

Competency	Lists competencies assigned to the role, from highest to lowest importance.
Importance	Displays importance levels, which are assigned on the Cluster Table - Cluster Competencies page or the Role Competency - Rank Competencies page.
Training Scheduled	Indicates whether the employee is already scheduled for training in the competency.
Competency Training	Click to see if any available training courses target the competency.

Viewing Competency Match Details

Access the Competency Match Detail page.

Required Points

Each rating in a rating model has points associated with it. Required points are derived from the rating (or rather a point translation of the rating) this is assigned to the competency for the specified role. You specify the number of points for each rating by using the Review Points field on the Rating Model page.

EE Review Points (employee review points)

Displays the employee’s point rating for the competency. Employee review points are the point translation of the rating that the employee receives for the competency, and these points are specified for each rating using the Review Points field on the Rating Model page.

Importance Match

If the employee possesses the required competency and has the required rating, the employee is awarded points based on the importance of the competency.

Analyzing Accomplishment Matches

Access the Person to Role Match - Accomplishment Match page.

Match Analysis

Accomplishment Match	Indicates the number of accomplishment points an employee has out of total possible number of accomplishment points required by the role. Points are derived from the rating (or rather the point translation of the rating) that is assigned to the accomplishment for the specified role. The number of points are specified for each rating using the Review Points field on the Rating Model page.
Total Accomplishments	Displays the number of employee accomplishments that match the accomplishments required for the role.

Accomplishments

Accomplishment	Lists each accomplishment assigned to the role, from highest to lowest importance.
Importance	Displays importance levels, are assigned on the Role Accomplishment page or on the Cluster Table.
Category	Displays the accomplishment category.
Employee Accomplishment	Indicates whether the employee possesses the accomplishment.

Performing a Gap Analysis on the Employee and Role

Access the Person to Role Match - Gap-Fit Measurement page.

Match Analysis

Total Competencies

Displays the number of competencies that are assigned to the role.

Total Points

Indicates how many points the employee has been awarded out of the total possible for the role. These values do not include points associated with accomplishments.

% Fit (percentage fit)

Displays the employee’s points as a percentage of the total possible. The system only includes points associated with competencies in this calculation.

For example, if the employee has 5 points and the total possible for the role is 20 points, then the percentage fit is 25%.

Gap-Fit Analysis

EE Review Points (employee review points)

Displays the employee’s point rating for the competency. For example, if you use the PSCM rating model, a rating of 5 has an associated review point value of 5.

Required Points

Each rating in a rating model has points associated with it. Points are derived from the rating (or rather a point translation of the rating) that is assigned to the competency for the specified role. You specify the number of points for each rating by using the Review Points field on the Rating Model page.

% Proficiency Deficiency (percentage proficiency deficiency)

Displays the percentage difference between the employee’s rating and the rating required for the role. The system divides the employee review points by the required points and converts the result into a percentage. For example, if the value of the employee review points is 3 but the role requires a point value of 4, then the percentage proficiency deficiency is 75%.

If an employee’s rating exactly matches the required rating, then the percentage proficiency deficiency is 100%. A percentage less than 100% indicates that the employee has not met the required rating, and a percentage greater than 100% indicates that the employee’s rating exceeds the rating required for the role.

Matching Roles to Employees

This section discusses how to:

Specify an employee and analyze cluster matches.
Analyze competency matches.
View competency match details.
Analyze accomplishments.
Perform a gap analysis on the role and employee.

Pages Used to Match Roles to Employees

Page Name	Object Name	Navigation	Usage
Role to Person Match - Cluster Match	CM_ROLE_CLUSTER1	Workforce Development, Competency Management, Match Competencies to Roles, Role to Person, Cluster Match	Specify an employee with whom to compare the selected role to see how well the employee matches required clusters.
Role to Person Match - Competency Match	CM_ROLE_PERSON	Workforce Development, Competency Management, Match Competencies to Roles, Role to Person, Competency Match	Determine how an employee matches both individual competencies and competency clusters.
Competency Match Detail	CM_ROLE_PERSON_SEC	Workforce Development, Competency Management, Match Competencies to Roles, Role to Person, Competency Match Click Competency Match Detail on the Role to Person Match - Competency Match page.	View details of the employee’s ratings in each competency assigned to the role.
Role to Person Match - Accomplishment Match	CM_ROLE_PERSON2	Workforce Development, Competency Management, Match Competencies to Roles, Role to Person, Accomplishment Match	Determine how well an employee’s accomplishments match the accomplishments that are required for the role.
Role to Person Match - Gap-Fit Measurement	CM_ROLE_PERSON3	Workforce Development, Competency Management, Match Competencies to Roles, Role to Person, Gap-Fit Measurement	Compare an employee’s ratings in each required competency with the rating expected for the role, and calculate the percentage difference. The sum of these percentages provides an overall indication of how well the employee matches the requirements of the role.

Specifying an Employee and Analyzing Cluster Matches

Access the Role to Person Match - Cluster Match page.

You must set up the competency profile for the role and the employee to use this inquiry. To control which evaluations are considered, you must also set up the Match Evaluation Types Setup page for the user ID of the person running the search.

EmplID (employee ID)

Select an employee.

When you move the cursor out of the field, the system compares the employee’s competencies and accomplishments with the selected role and displays the results of the analysis.

The rest of the fields on this page are identical to the Person to Role Match - Cluster Match page.

Analyzing Competency Matches

Access the Role to Person Match - Competency Match page.

This page displays details of the selected role and employee ID.

The rest of the fields on this page are identical to the Person to Role Match - Competency Match page.

See Also

Analyzing Competency Matches

Viewing Competency Match Details

Access the Competency Match Detail page.

This page displays the selected role and employee ID, along with the role description and the employee’s name.

The rest of the fields on this page are identical to the Person to Role Match - Competency Match Details page.

Analyzing Accomplishments

Access the Role to Person Match - Accomplishment Match page.

At the top of this page, the system displays the selected role and employee ID, along with the role description and employee’s name.

Match Analysis

Accomplishment Match

Displays the number of accomplishment points that an employee has been awarded out of total possible number of accomplishment points required by the role. Points are derived from the rating (or rather a point translation of the rating) that is assigned to the accomplishment for the specified role. You specify the number of points for each rating by using the Review Points field on the Rating Model page.

Total Accomplishments

Displays the number of employee accomplishments that match the accomplishments required for the role.

Accomplishment

Accomplishment	Lists each accomplishment assigned to the role, from highest to lowest importance.
Importance	Displays importance levels, which are assigned on the Role Accomplishment page or on the Cluster Table.
Category	Displays the accomplishment category.
Employee Accomplishment	Indicates whether the employee possesses the accomplishment.

Performing a Gap Analysis on the Role and Employee

Access the Role to Person Match - Gap-Fit Measurement page.

This page displays details of the selected role and employee ID. The rest of the fields on this page are identical to the Person to Role Match - Gap-Fit Measurement page.

Matching Teams to Projects

This section discusses how to:

Set up employee teams.
Analyze team competency matches.
Analyze team accomplishment matches.

Pages Used to Match Teams to Projects

Page Name	Object Name	Navigation	Usage
Employee Teams	EE_TEAMS	Workforce Development, Competency Management, Match Competencies to Roles, Create Employee Teams, Employee Teams	Set up employee teams.
Team to Job Task - Competency Match	CM_TEAM_ROLE	Workforce Development, Competency Management, Match Competencies to Roles, Team to Job Task, Competency Match	Compare the competencies assigned to a job task with the competency profiles of team members.
Competency Match Detail	CM_TEAM_ROLE_SEC	Workforce Development, Competency Management, Match Competencies to Roles, Team to Job Task, Competency Match Click Competency Match Detail on the Competency Match page.	View the team members with the competency at the required proficiency.
Team to Job Task - Accomplishment Match	CM_TEAM_ROLE2	Workforce Development, Competency Management, Match Competencies to Roles, Team to Job Task, Accomplishment Match	Compare the accomplishments required by a job task with the team members’ accomplishments.
Accomplishment Match Detail	CM_TEAM_ROLE2_SEC	Workforce Development, Competency Management, Match Competencies to Roles, Team to Job Task, Accomplishment Match Click Accomplishment Match Detail on the Accomplishment Match page.	View a list of the team members with the required accomplishment.

Setting Up Employee Teams

Access the Employee Teams page.

Team Members

Add members by selecting from the list of employee IDs. Insert new rows to add more employees.

Analyzing Team Competency Matches

Access the Team to Job Task - Competency Match page.

You must set up the competency profile for the job task and the team members, as well as the employee team. To control which evaluations are considered, you must also set up the Match Evaluation Types Setup page for the user ID of the person running the search.

Total Points	Indicates how many points the team has earned out of the total points possible for the task.
Competency Points	Indicates how many of the total points are from competencies.

Team Competency	Indicates whether any member of the team has the competency at the required proficiency.
Number of Employees	Displays how many team members have the competency at the required proficiency level.
Competency Detail	Click to determine which team members have the required competency.

Analyzing Team Accomplishment Matches

Access the Team to Job Task - Accomplishment Match page.

Total Points

Indicates how many points the team has out of the total points possible for the task.

Accomplishment Points

Indicates how many of the total points are from accomplishments.

Team Accomplishment

Team Accomplishment	Indicates whether any team member has the required accomplishment.
Number of Employees	Displays how many team members have the accomplishment.
Accomplishment Detail	Click to determine which team members have the required accomplishment.

Searching for Job Candidates

This section discusses how to conduct a competency search.

Note. To review employee competencies and view their current roles, run the Competency Inventory report. The report lists all workers in a department and provides their competencies, their proficiency in each competency, and their current roles.

Page Used to Search for Job Candidates

Page Name	Object Name	Navigation	Usage
Competency Search - All, Competency Search - Applicants, Competency Search - Contractor, and Competency Search - Employee	CM_SEARCH_ALL	Workforce Development, Competency Management, Perform Competency Search, Search All, Competency Search - All Workforce Development, Competency Management, Perform Competency Search, Search Applicants, Competency Search - Applicants Workforce Development, Competency Management, Perform Competency Search, Search Contractors, Competency Search - Contractor Workforce Development, Competency Management, Perform Competency Search, Search Employees, Competency Search - Employees	Search for employees, contractors, and applicants who have the competencies and accomplishments required for a selected role.

Conducting a Competency Search

Access the Competency Search - All page, or the Competency Search - Applicants, Competency Search - Contractor, or Competency Search - Employees pages.

Note. All of the Competency Search pages work the same way, but display data only for the role (applicants, contractor, or employees) that you select in the menu navigation when accessing the page.

To use this inquiry, you must first set up the competency profile for the role. To control which employee evaluations are considered, you must also set up the Match Evaluation Types Setup page for the user ID of the person running the search.

Minimum Competency Match	Enter the minimum number of points a candidate must have to qualify for the position.
Total Match (with Accomplishments)	Displays the maximum number of points possible for the role. This value includes points for required accomplishments.
	Click the Search button to perform the search. Results appear in the Competency Search Results group box.

Competency Search Results

ID	Depending on the selected inquiry, the system displays the IDs of all employees, contractors, and applicants who meet your minimum requirements, and it ranks the qualified individuals by competency match and total match points.
Competency Match	Indicates how many of the employee’s total points are from competencies.
Total Match	Displays the employee’s total points for competencies and accomplishments.
Interest Level	Indicates the employee’s interest in developing the given competency. The value is based on a summary of the employee’s interest levels assigned on the Competencies - Competency Rating page.

EE Competency (employee competency)	Displays the icon that indicates if the employee has the required rating for the competency.
EE Accomplishmt(employee accomplishment)	Indicates whether the employee has the accomplishment.

Total Points	Indicates how many points the team has out of the total points possible for the task.
Accomplishment Points	Indicates how many of the total points are from accomplishments.