Ramco HCM: Application Reference Manual

Ramco HCM
Application Reference Manual
Succession Planning
Application Reference Manual – Succession Planning
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This document is published for the offering

Ramco HCM Version Magna 2.1
and has been issued in June 2018.
© Copyright 2018, Ramco Systems www.ramco.com Ramco HCM | 2

Table of Contents
1 Introduction .......................................................................................................................................................... 5
1.1 Overview ....................................................................................................................................................... 5
1.2 Typical Succession Planning process ............................................................................................................ 5
1.3 Details of the process in brief ....................................................................................................................... 5
1.3.1 Identifying critical positions in the organization ...................................................................................... 5
1.3.2 Identifying successors based on a set of criteria ...................................................................................... 5
1.3.3 Identify Training Needs for Successors..................................................................................................... 6
1.3.4 Review Status of Succession Plans ........................................................................................................... 6
2 Key Concepts – Succession Planning .................................................................................................................... 6
2.1 Critical Positions ........................................................................................................................................... 6
2.2 Bench Strength Indicators ............................................................................................................................ 6
2.3 Planning Perspectives ................................................................................................................................... 6
2.4 Succession Planning – Dashboard ................................................................................................................ 7
2.5 Succession Chart ........................................................................................................................................... 7
2.6 Incumbent Panel ........................................................................................................................................... 7
2.7 Incumbent Chart ........................................................................................................................................... 8
3 Succession Planning Process................................................................................................................................. 8
3.1 Process Flow ................................................................................................................................................. 8
3.2 The Process Overview................................................................................................................................... 8
3.3 Prerequisites ................................................................................................................................................. 8
3.4 Process in detail ............................................................................................................................................ 9
3.4.1 Configuring Critical Positions in organizations ......................................................................................... 9
3.4.2 Specify Value Ranges for Bench Strength Indicators ................................................................................ 9
3.4.3 Succession Planning dashboard ..............................................................................................................11
3.4.4 Incumbent Panel .....................................................................................................................................14
3.4.5 Search Criteria – Job Specific Attributes .................................................................................................18
3.4.6 Search Criteria – Expertise ......................................................................................................................18
3.4.7 Search Criteria – Talent Qualifiers ..........................................................................................................18
3.4.8 Search Criteria – Additional Attributes ...................................................................................................19
3.4.9 Successors List ........................................................................................................................................19
4 Additional Topics ................................................................................................................................................22
5 Country Specific Details ......................................................................................................................................22
6 Financial Postings ...............................................................................................................................................22
7 Details of Algorithm / Logic ................................................................................................................................22
8 Components and Activities .................................................................................................................................23
9 Integration Details with other Business Process Chains.....................................................................................23
10 Deployment Scenario .........................................................................................................................................24
11 Security ...............................................................................................................................................................24
11.1 Activity Access ............................................................................................................................................24
11.2 Data Level Security .....................................................................................................................................24
12 Process Parameters ............................................................................................................................................24
13 Quick Codes ........................................................................................................................................................24
14 Screen Customization – Literal changes .............................................................................................................25
15 Work Flow ...........................................................................................................................................................25
16 Business Rule Builder ..........................................................................................................................................25
17 Component Interaction Rules.............................................................................................................................25

18 Workflow Configuration .....................................................................................................................................25

19 Writing Rules using Business Rule Builder..........................................................................................................25

Basic Reference Section

1 Introduction
1.1 Overview
Organizations have critical positions in the organization. Employees occupying such positions contribute a higher
value to the organization compared to others in the organization. When such critical positions fall vacant or
employees occupying the critical positions leave the organization then that would have a detrimental impact on
the organization. Therefore organizations need to have a plan on who would occupy the vacant post(s) when
incumbent(s) of critical positions leave the organization. Such a plan is called as a Succession Plan. Succession Plan
specifies the employees who would occupy the vacant posts of critical positions when the incumbents leave the
organization. To come up with a plan, the HR Manager or the employee doing Succession Planning would look for
successors within the organization who satisfy a set of criteria. Succession Planning also involves planning the
development of employees identified as successors in case those employees are not immediately placed to
succeed.
1.2 Typical Succession Planning process

A typical succession planning process involves the following steps:
• Identifying critical positions in the organization
• Come up with a set of criteria or parameters for identifying successors for critical positions
• Use the criteria or parameters to get the list of potential successors
• Shortlist a list of successors from the list of potential successors
• Identify primary and secondary or backup successors
• Identify the training needs for development of successors
• Check the bench strength and readiness status of the succession plan
• If the bench strength and readiness status are not satisfactory then revisit the plan
• Review the Succession Plan from time to time and update details if needed
1.3 Details of the process in brief

1.3.1 Identifying critical positions in the organization
Succession planning is usually done for critical positions and employees occupying critical positions in the
organization. Critical positions are identified or configured in the Position Master.
1.3.2 Identifying successors based on a set of criteria

The HR manager or business manager would come up with a set of parameters or criteria to look up successors
for a position or an employee. From the list of employees who match the criteria, further shortlisting would
happen and from the shortlist primary and secondary successors would be identified. Primary successors are the
successors who would be considered first when a succession has to take place. Secondary successors are the
backup successors who would be considered in case the primary successors are not available to succeed for some
reason.

1.3.3 Identify Training Needs for Successors

It is possible that successors who have been identified for a critical position or employee are not immediately
placed to succeed but might be able to succeed at some time in future. And for that to happen, the successors
have to be developed. A possible approach for developing successors is through Training. So as part of Succession
planning, training needs are identified.
1.3.4 Review Status of Succession Plans

The status of succession plans need to be reviewed from time to time. Important metrics that need to be
reviewed in a Succession Plan are the Bench Strength and the Readiness Status. Both these values give an idea
about the health of the Succession pipeline for a position or an employee. Apart from these values, other values
with regard to the status of a succession plan that could be reviewed from time to time are the overall status of
the plan, linkage of the plan to any talent pool, the timeline by when successors would be ready to succeed, etc.
2 Key Concepts – Succession Planning

This section explains different important concepts that are part of the Succession Planning process.
2.1 Critical Positions

Critical positions refer to positions in which employees occupying that position contribute a relatively higher value
to the organization compared to the others in the organization. Critical positions are identified or configured
through the Position Master i.e. the ‘HR Setup > Unit Structure > Create Position’ or the ‘HR Setup > Unit
Structure > Edit Position’ screens.
2.2 Bench Strength Indicators

Bench refers to the succession pipeline for a position. Bench strength indicators provide us an indication of the
health of the succession pipeline for a position. There are 2 bench strength indicators: 1. Bench Strength 2.
Readiness Status.
The Bench Strength value tells us the number of successors who have been identified for the position. In the
Succession Planning dashboard, the user gets to see an indicator on how healthy the bench strength for the
position is. Health of the bench strength is classified as ‘Healthy’, ‘Safe’ and ‘Poor’. The range between which the
number of successors value must lie for a bench strength to be classified as ‘Healthy’, ‘Safe’ or ‘Poor’ is configured
through the ‘Specify Value Ranges for Bench Strength Indicators’ screen which is accessible through Position
Master.
The Bench Strength value only tells us the number of successors in the pipeline and how healthy is the pipeline
overall. It does not tell us the earliest timeline by when successors would be able to succeed. To know the earliest
timeline by when successors would be able to succeed there is another bench strength indicator called as the
‘Readiness Status’. The Readiness Status value tells us the earliest time line by when the successors in the pipeline
would be ready to succeed. The Readiness Status is also classified as ‘Healthy’, ‘Safe’ and ‘Poor’. The range
between which the number of successors and the timeline by which they must be ready must life for a Readiness
Status value to be classified as ‘Healthy’, ‘Safe’ or ‘Poor’ is configured through the ‘Specify Value Ranges for Bench
Strength Indicators’ screen which is accessible through Position Master.
2.3 Planning Perspectives

Planning perspectives refers to different categories of planning scenarios in which succession planning can be
done. The information that is displayed in the Succession Planning dashboard differs based on the planning
perspective chosen. When the user has logged in as a Manager, the employees displayed for each perspective
would be restricted to his/her direct reports. When the user has logged in as HR Administrator, all employees

would be considered based on DLS permissions and applicability. The different planning perspective values and
their significance are explained below:
• Key Positions
Key Positions refers to critical positions in the organization. On selecting this value as the Planning
Perspective the details of succession plans of all key positions in the Unit Structure OU would be displayed
in the Succession Planning dashboard. This perspective is applicable only for HR Administrator role and
not for Manager role.
• Holders of Key Positions
On selecting this planning perspective, details of succession plans of employees holding key positions
would be displayed. On launch the details of succession plans of all employees belonging to the logged-in
Employment Unit would be displayed. The details of succession plans of employees belonging to other
Employment Units could be accessed by selecting the other employment units from the ‘Employment
Unit’ combo.
• High Flight Risk Employees
On selecting this planning perspective, details of succession plans of employees who have high flight risk
would be displayed. Flight Risk for an employee is set through Record Primary Assignment > Maintain
Additional Employment Details screen.
• Employees who are about to separate/retire in the next 6 months
This planning perspective would display the details of succession plans of employees who have initiated
their separation and employees whose retirement date is within the next 6 months.
• View Separated Employees Succession Plans
On selecting this planning perspective, details of succession plans of employees who have already
separated would be displayed.
• Pending My Approval - Employee Specific Plans
On selecting this planning perspective, succession plans that are pending for the logged in user’s approval
would be displayed.
2.4 Succession Planning – Dashboard

The Succession Planning dashboard is accessed through the activity ‘Manage Succession Planning’. The Succession
Planning dashboard displays the overall planning status of different planning perspectives, status of succession
plans under different planning perspectives, links to initiate, edit or view plans and also to map plans to talent
pool(s).
2.5 Succession Chart

The Succession chart displays the succession plan in a tree kind of structure where the position or employee for
whom succession planning is being done is displayed at the top most node and the successors are displayed as
the child node(s). On click of a particular successor node more of details of the successor are displayed in the right
panel.
2.6 Incumbent Panel

The incumbent panel is displayed in the left hand side of search screens in Succession Planning. The incumbent
panel displays more of details about the incumbent(s) for whom Succession Planning is being done. In case the
Succession Planning is being done for a position then the incumbent panel displays representative information of
the position or average data of employees occupying that position.

2.7 Incumbent Chart

The incumbent chart displays details of employees occupying a position in a tree kind of structure. The root node
corresponds to the position and the child node(s) correspond to the employee(s) occupying that position. On click
of a particular child node, more of details of the corresponding employee are displayed. The incumbent chart is
displayed only if the succession plan is for a position and not an employee.
3 Succession Planning Process

3.1 Process Flow
3.2 The Process Overview

The Succession Planning process begins with identification of critical positions. It is then followed up by deciding
the criteria to arrive at successors for critical positions, holders of critical positions, high flight risk employees,
employees who are about to separate / retire in the next 6 months. The list of successors is arrived at based on
the criteria which could be filtered further to arrive at the final list of successors. Primary and secondary
successors could be identified in the list of successors. Developmental measures could be identified for the
successors like identifying the training needs for successors. The potential cost savings through the succession
plan could also be determined. Succession plans created by managers for their direct reports would follow
approval workflow as per configuration. Succession plans could be reviewed from time to time and edited if
necessary.
3.3 Prerequisites
It is suggested that the following prerequisite tasks are completed before performing Succession Planning:
• The default values for Bench Strength and Readiness Status are defined at the backend by the
implementation team
• Grade sets have to be defined
• Grades have to be defined
• Departments have to be defined
• Competency masters have to be defined
• Qualifications have to be defined
• Positions have to be defined

• Jobs have to be defined

• Job Family(s) have to be defined
• Job Levels have to be defined
• Career tracks have to be defined for employee jobs in Career Planning
• Employee File / Personal records for employees have to be defined. Photos have to be uploaded for all
employees
• Authorized Employee Primary assignments have to exist
• Employees have to be mapped to competencies
• Employees should have qualifications mapped
• Employee Work Experience details have to be captured
• Tags have to be mapped to employees through ‘Employee at a glance’ screen
• Flight risk information has to be captured in ‘Maintain Additional Employment’ details screen under
Primary Assignment
• Employees have authorized compensation records
• Employees have performance appraisal ratings from a closed appraisal calendar corresponding to the
main appraisal type
• Potential appraisal ratings exists for employees from a closed appraisal calendar corresponding to the
main appraisal type
3.4 Process in detail

3.4.1 Configuring Critical Positions in organizations
Configuring critical positions in a Unit Structure Organization Unit is done through the Position Master screens. It
is done by selecting the checkbox ‘Is Key Position’ in the ‘Create Position’ or the ‘Edit Position’ screens.
3.4.2 Specify Value Ranges for Bench Strength Indicators

The value ranges for bench strength indicators for a specific position is configured through the ‘Specify Value
Ranges for Bench Strength Indicators’ screen that is accessed through the Position Master. Bench Strength
Indicators are: 1. Bench Strength 2. Readiness Status
Configuring value ranges for Bench Strength:
The value ranges for ‘Healthy’ and ‘Safe’ bench strength are configured through the ‘Specify Value Ranges for
Bench Strength Indicators’ screen. To configure the same, the minimum number of successors for ‘Safe’ bench
strength and ‘Healthy’ bench strength are specified in that screen. The range below ‘Safe’ bench strength is the
range for ‘Poor’ bench strength. So in case a bench strength value does not fall in the ‘Healthy’ or ‘Safe’ category
then it would fall into the ‘Poor’ bench strength category. The value ranges are interpreted as below:
Example:
Value ranges configured for a position P101:

Bench Strength Minimum number of successors

Safe 4
Healthy 6
i. If the number of successors identified for position P101 is 5 then the bench strength value is 5/6 and is
designated ‘Safe’
ii. If the number of successors identified for position P101 is 7 then the bench strength value is 7/6 and is
designated ‘Healthy’
iii. If the number of successors identified for position P101 is 3 then the bench strength value is 3/6 and is
designated ‘Poor’
The default values for bench strength for all positions in a Unit Structure OU is configured through backend tables
(please refer the Succession Planning Configuration Guide for details of the backend tables). For each position,
the configuration in the backend tables has to be read as percentage of number of posts. These default values
would be used to display the bench strength in case the value ranges for bench strength are not explicitly
configured through the front end.
Example:
Default Value for minimum Minimum number of

Bench number of successors in the Number of posts in successors for the
Strength backend table the position bench strength value
Safe 100% 5 5
Healthy 150% 5 8
Configuring value ranges for Readiness Status:

The value ranges for ‘Healthy’ and ‘Safe’ readiness status are configured through the ‘Specify Value Ranges for
Bench Strength Indicators’ screen. To configure the same, the minimum number of successors for ‘Safe’ and
‘Healthy’ readiness status are specified in that screen. The range below ‘Safe’ readiness status is the range for
‘Poor’ readiness status. So in case a readiness value does not fall in the ‘Healthy’ or ‘Safe’ category then it would
fall into the ‘Poor’ readiness status category. The values ‘Safe’, ‘Healthy’ and ‘Poor’ would be indicators for
Readiness Status but the actual Readiness Status value would be the least number of successors who would be
ready to succeed in the earliest possible time. The value ranges are interpreted as below:
Example:
Value ranges configured for a position P100 in ‘Specify Value Ranges for Bench Strength Indicators’ screen’:
Bench Strength Minimum number of successors Ready In (months)
Safe 4 6
Healthy 6 6
Different scenarios of number of successors, the timeline by when the successors would be ready and their
corresponding readiness status with respect to the above configuration are given below:
Number of successors Timeline by when successors Readiness status value Readiness status
would be ready indicator
6 2 successors ready in 2 2 ready in 2 months Safe
months, 2 successors ready
in 4 month, 2 successors

Number of successors Timeline by when successors Readiness status value Readiness status
would be ready indicator
ready in 18 months
0 Not Applicable - Poor
3 1 successor ready in 18 1 successor ready in 18 Poor
months months
4 2 successors ready in 2 1 successor ready in 0 Safe
months, 1 successor ready months
immediately, 1 successor
ready in 8 months
8 4 successors ready in 1 4 successors ready in 1 Healthy
month, 2 successors ready in month
2 months, 1 successor ready
in 7 months, 1 successor
ready in 8 months
The default values for readiness status for all positions in a Unit Structure OU is configured through backend
tables (please refer the Succession Planning Configuration Guide for details of the backend tables). For each
position, the configuration in the backend tables for the minimum number of successors has to be read as
percentage of number of posts. The default value for the time line by which successors have to be ready for
‘Healthy’, ‘Safe’ and ‘Poor’ readiness status is ‘6 months’. These default values would be used to display the
readiness status in case the value ranges for readiness status are not explicitly configured through the front end.
Example:
Readiness Default Value for Default value for Number of posts Minimum number Timeline by
number of Ready in in the position of successors for when the
successors (months) the Readiness successors
value have to be
ready
(months)
Safe 50% 6 5 3 6
Healthy 100% 6 5 5 6
3.4.3 Succession Planning dashboard

The Succession Planning dashboard could be accessed through the activity ‘Manage Succession Planning’. More of
details on the functionalities available in the Succession Planning dashboard and the information displayed in the
dashboard are provided below:
• Successions plans can be created by HR Administrator for all employees based on DLS applicability and by
Manager for his/her direct reports
• The Succession plans corresponding to different planning perspectives can be viewed in the dashboard.
• The different planning perspectives are ‘Key Positions’, ‘Holders of Key Positions’, ‘High Flight Risk
Employees’, ‘Employees about to separate / retire in the next 6 months’, View Separated Employees’
Succession Plans, Pending My Approval –Employee Specific Plans. The perspective ‘Key Positions’ is
displayed only for HR Administrator and not for Manager
• On selecting a particular planning perspective the overall planning status corresponding to that planning
perspective is displayed in the form of a horizontal bar chart.

• The planning perspective ‘Key Positions’ display details of succession plans corresponding to positions
whereas all other planning perspectives display details of succession plans corresponding to employees.
When the planning perspective corresponds to succession plans of employees a combo to filter the plans
based on ‘Employment Unit’ is displayed.
• Corresponding to the planning perspective selected details of corresponding succession plans are
displayed in a grid in the dashboard. The different columns in the grid and their significance are provided
below:
Column Name Significance Planning Perspectives for which the
column is displayed
SM Displays the Succession Chart for the All Planning Perspectives
position
Photo Displays the photo of the employee for Holders of Key Positions, High Flight
whom succession planning is being done Risk Employees, Employees who are
about to separate / retire in the next
6 months, View Separated Employees’
Succession Plans, Pending My
Approval – Employee Specific Plans
Emp Code-Name Displays the employee code and name of Holders of Key Positions, High Flight
the employee for whom succession Risk Employees, Employees who are
planning is being done about to separate / retire in the next
6 months, View Separated Employees’
Succession Plans, Pending My
Approval – Employee Specific Plans
Position Position title of the position for which Key Positions
succession planning is being done
Department Department corresponding to the position All Planning Perspectives
for which succession planning is being done
Occupancy Occupancy of the position for which Key Positions
Successors Number of successors identified for the All Planning Perspectives
identified position/employee for which/whom
Planning Status The status of the succession plan. The Not Planned, Plan Initiated, Planned
different status values and their significance Draft, Completed. Revisit? - All
are mentioned below: Planning Perspectives
Not Planned
If succession planning has not been initiated Pending Approval – All Planning
at all, i.e. even the search criteria have not Perspectives except Key Positions
been decided for finding successors then
the status of the plan would be ‘Not
Planned’
Plan Initiated
If search criteria for finding successors has
been decided but no successors have been
selected then the status of the plan would


column is displayed
be ‘Plan – Initiated’
Planned – Draft
If search criteria have been decided by the
user and some successors have been
selected then the status of the plan would
be ‘Planned – Draft’
Pending for Approval
If successors have been selected, the
‘Complete Succession Planning’ checkbox
has been checked and the plan has been
saved’
Completed. Revisit?
For HR Admin created plans: If successors
have been selected, the ‘Complete
Succession Planning’ checkbox has been
checked and the plan has been saved’
For Manager created plans: If successors
have been selected, the ‘Complete
Succession Planning’ checkbox has been
checked and the plan has been authorized’
Bench Strength Bench Strength for the position Key Positions
Readiness Status Readiness Status of successors All Planning Perspectives
Potential Savings The potential savings that could be made All Planning Perspectives
through the succession plan in base
currency of the logged-in user.
Talent Pool This is a link to map talent pools to a Key Positions
succession plan. On click of the link a popup
displaying the list of Talent Pools mapped
to the Succession Planning Unit along with
the number of active employees in each
talent pool would be displayed. One or
more talent pools could be selected and
mapped to the Succession Plan using the
popup. Once one or more talent pools have
been mapped to the succession plan, all
employees in the talent pool would be
identified as successors in the plan and the
plan would be saved in the ‘Planned-Draft’
one or more talent pools have been
mapped to the succession plan, all
employees in the talent pool would be
identified as successors in the plan and the
plan would be saved in the ‘Planned-Draft’


column is displayed
state.
If no talent pools have been mapped to the
succession plan then the link under this
column would be displayed as ‘Not
Identified’. If one or more talent pools have
been mapped to the succession plan then
the link under this column would be
displayed as ‘Identified - <number of
employees in talent pools that have been
mapped>’.
Plan Exists for the If a plan exists for the position to which the Holders of Key Positions, High Flight
Position employee for whom succession planning is Risk Employees, Employees who are
being done then a ‘tick’ mark would be about to separate / retire in the next
displayed under this column else a ‘cross’ 6 months
mark would be displayed under this
column.
If the user wants to initiate succession planning or edit the plan that has already been created, s/he has to click
the link under the ‘Planning Status’ column. If the planning has not been completed or if a draft succession plan
does not exist then on click of the link the user is taken to one of the search criteria screens. If the planning is
being initiated then the user is taken to the first search criteria screen (which is ‘Job Specific Attributes’). If the
planning has already been initiated then the user is taken to the last search criteria screen that the user had used.
If the plan is pending for approval or has been completed or a draft plan exists then on click of the link the user is
taken to the ‘List of Successors’ screen.
3.4.4 Incumbent Panel

The incumbent panel is displayed on the left hand side in the Search Criteria screens and the Successors List
screen. More of details of the incumbent panel are provided below:
• If the planning perspective is ‘Key Positions’ then in the incumbent panel, representative information or
average data of employees occupying the position that is selected from the Succession planning
dashboard are displayed.
• If the planning perspective is not ‘Key Positions’ then in the incumbent panel the details of the employee
who has been selected from the Succession planning dashboard are displayed.
• The details that are displayed in the incumbent panel are given below:
S.No. Field name Significance Displayed if Displayed if
Planning Planning
Perspective is Perspective is
'Key Positions'? not 'Key
Positions'?
1 Position If the Planning Perspective is 'Key Positions': Y N
Name The position name of the position for which
succession planning is being done is displayed
here.
For all other Planning Perspectives:

The position of the employee for whom


here.
2 Employee The name of the employee for whom succession N Y
Name planning is being done is displayed here along
with the employee code.
3 Number of This value specifies the number of posts that are Y N
incumbents occupied in this particular position. For example
for the Position of Manager, if the total number
of posts is 5 and out of 5 posts only 3 are
occupied and 2 are unoccupied, the number of
incumbents value would be 3/5. This would be
calculated by taking into account the position
and employee assignment information.
4 Gross Salary Compensation as on date. Y Y
If the Planning Perspective is 'Key Positions':
1. The average gross salary of the incumbents of
the position is displayed in the base currency.

1. The gross salary of the employee for whom
succession planning is being done is displayed in
the base currency.
5 Qualification 1. If the Planning Perspective is 'Key Positions', Y Y

the qualification from the Position Master data
for that particular position would be displayed
here.
2. If the Planning Perspective is not 'Key
Positions', the qualification from the employee
information would be displayed here.
6 Grade The grade of the employee for whom succession N Y
planning is being done, from Primary
Assignment, is displayed here.
7 Experience If the Planning Perspective is 'Key Positions': Y Y

in Current 1. The minimum and the maximum years of
Position experience of the incumbents in the current
position is displayed. The average years of
experience of the incumbents of the current
position is displayed in brackets. The experience
details are calculated from Primary Assignment -
Employment History.

1. The years of experience of the incumbent in
the current position, for whom succession
planning is being done is displayed. The
experience details are calculated from Primary
Assignment - Employment History.

8 Internal If the Planning Perspective is 'Key Positions', the Y Y

below point has to be followed:
1. The minimum and the maximum years of
experience of the incumbents in the current
organization is displayed. The average years of
experience of the incumbents of the current
organization is displayed in brackets. The
For all other Planning Perspectives, the below

point has to be followed:
1. The years of experience of the incumbent in
the current organization, for whom succession
planning is being done is displayed. The
9 Overall If the Planning Perspective is 'Key Positions': Y Y
1. The minimum and the maximum values of
overall experience of the incumbents is
displayed. The average value of overall
experience of the incumbents is displayed in
brackets. The overall experience is calculated
using Induction - Employee Personal Information
- Work Experience Information and the joining
date of the employee in the current organization.

1. The overall experience in years of the
incumbent in the current organization, for whom
succession planning is being done is displayed.
The overall experience is calculated using
Induction - Employee Personal Information -
Work Experience Information and the joining
date of the employee in the current organization.
10 Age This value would be a difference of the date of N Y
the birth of the employee and the current system
date.
11 Reporting If the Planning Perspective is 'Key Positions': Y Y
Employees 1. The average number of reports for the
incumbents of the position is displayed

1. The average number of reports for the
employee for whom the succession planning is
being done is displayed
The reporting information for all planning

perspectives could be picked up from Employee

Primary Assignment.
12 Performance If the Planning Perspective is 'Key Positions': Y Y
1. The average performance score of the
incumbents of the position, in the current
position is displayed here. The last appraisal cycle
that was completed could be used to arrive at
this value.

1. The performance score of the employee for
whom succession planning is being done is
displayed here. The last appraisal cycle that was
completed could be used to arrive at this value.
13 Potential If the Planning Perspective is 'Key Positions': Y Y
1. The number of incumbents who have low,
medium and high potential are displayed. Low is
taken as the 3 quadrants in the 1st row, medium
is taken as the 3 quadrants in the 2nd row and
high is taken as the 3 quadrants in the top most
row.

1. The quadrant name in the 9-box rating matrix
in which the employee for whom succession
planning is being done, falls is mentioned here
along with the quadrant number in brackets
14 Flight Risk The flight risk of the employee for whom N Y
here. The flight risk information is picked up from
Primary Assignment - Additional Employment
Details.
The incumbent panel apart from displaying details related to the incumbent(s) has a link for setting the weightage
for different search criteria. On click of the link a popup to set the weightage for different search criteria is
displayed. The different search criteria for which weightages can be provided are displayed in the below table.
The weightages are used to calculate the ‘Match %’ value for the list of employees who are returned in the search
results in the ‘Successors List’ screen.
Different Search Criteria and their weightage
S.No. Search Criteria DEFAULT WEIGHTAGE REMARKS
1 Job-specific Attributes 10 The search criteria corresponding to Grade,
Department, Job Level and Job Family have
to be satisfied to score the weightage of 10.
Do not include the 'Work Experience'
attributes here.
2 Work Experience 10 All work experience attributes have to be
satisfied to score the weightage of 10.

S.No. Search Criteria DEFAULT WEIGHTAGE REMARKS

3 Flight Risk 10 -
4 Performance 10 Both Performance & Potential have to be
satisfied to score the weightage of 10
5 Competencies 10 -
6 Qualification 10 -
7 Career Plan 10 -
8 Talent Pool 10 -
9 Demographic Attributes 10 Age, Gender and Direct Reports (if any of
these have been provided) have to be
satisfied to score the weightage of 10
10 Tags 10 -
The search criteria is spread over 4 pages namely ‘Job Specific Attributes’, ‘Expertise’, ’Talent Qualifiers’,
‘Additional Attributes’.
3.4.5 Search Criteria – Job Specific Attributes

The Job specific attributes page has search filters for Grade, Department, Job Level, Job Family and Work
Experience related fields. In the search filter for ‘Grade’, the list of grades from all the Org Structure OUs that
correspond to the Succession Planning OU would be displayed. In the search filter for ‘Department’, the list of
departments from all the Org Structure OUs that correspond to the Succession Planning OU would be displayed.
In the search filter for ‘Job Level’, the list of job levels from all the Unit Structure OUs that correspond to the
Succession Planning OU would be displayed. In the search filter for ‘Job Family’, the list of job families from all the
HRGNMAS OUs that correspond to the Succession Planning OU would be displayed.
The user could select any of the search filters which would be used to bring up the list of matching employees.
3.4.6 Search Criteria – Expertise

The Expertise page has search filters for Qualifications and Competencies.
The ‘Qualifications’ section displays all qualifications from the interacting GNMAS OU. Examples of qualifications
could be Bachelor of Engineering, Bachelor of Science, Master of Engineering, etc. In the qualifications section the
user has the option of selecting one institution from which s/he had acquired the qualification(s).
The ‘Competencies’ section displays the list of all competencies from all interacting competency units.
The user has the option of specifying whether employees have to possess all the qualifications selected by the
user. For example, the user has selected the qualifications ‘Bachelor of Engineering’ and ‘Bachelor of Science’ in
the ‘Qualifications’ section and the checkbox ‘Employee should possess all the selected qualifications’ is selected
then for any employee to satisfy the search criteria for ‘Qualifications’ should possess both the qualifications
namely ‘Bachelor of Engineering’ and ‘Bachelor of Science’. A similar option to specify that an employee should
possess all the competencies selected by the user is also present.
3.4.7 Search Criteria – Talent Qualifiers

The ‘Talent Qualifiers’ section displays search filters corresponding to ‘Performance’, ‘Potential’, ‘Career Plan’ and
‘Talent Pool’.

The ‘Performance’ search filter provides an option to provide the range within the performance rating of
employee(s) should lie. The ‘Potential’ search filter lets the user specify the 9-box quadrant(s) in which the
potential rating of employee(s) should lie. The ‘Career Plan’ search filter displays the list of positions from the Unit
Structure OU corresponding to the Succession Planning OU. On selecting a particular position in the ‘Career Plan’
search filter the list of employees who have the jobs corresponding to the position selected in their career plan
would be displayed in the search results. The ‘Talent Pool’ search filter displays the list of all talent pools
corresponding to all employment units that are mapped to the Succession Planning OU. On selecting a particular
talent pool from the search filter all employees who are part of that talent pool are displayed in the search
results.
3.4.8 Search Criteria – Additional Attributes

The ‘Additional Attributes’ section has search filters for demographic attributes (age, gender), flight risk, tags and
a field to specify whether to include all direct reports of the incumbent.
The ‘Tags’ search filter would prompt the user with the list of all existing tags. On selecting one or more tags in
the search filter, the list of employees who have been tagged with those selected tags would be displayed in the
search results.
On selecting the checkbox ‘Include all direct reports’, all employees who are reporting directly to the
incumbent(s) would be displayed in the search results.
3.4.9 Successors List

The Successors List page displays the list of employees who match the search criteria provided in the different
‘Search Criteria’ pages. An ‘AND’ search is performed across different search criteria (for the list of different
search criteria and their weightage, refer the table ‘Search Criteria and their Weightage’ under section 3.4.4) and
an ‘OR’ search is performed within each search criteria. Accordingly the search results are displayed. The list of
successors who were saved earlier is also displayed here.
The list of employees or successors is displayed in a grid in this page along with more of details about them. The
list of columns in the grid along with their relevance is explained below:
Column Relevance
Photograph of the successor. This could be retrieved from
Photo Employee at a glance.
Name Name, Employee Code and Employment Unit of the successor
The age of the successor. Would be a difference of the system date
Age and the date of birth of the successor
Status of the employee could be 'Regular', 'Employee on the way

out', 'Separated'. If the employee has initiated his separation but
his last available date is a future date compared to today's date,
the status would be 'Employee on the way out'. If the last available
date has gone past by, the status would be 'Separated'. For all
Status other cases, the status would be 'Regular'.
Match % is a score calculated by adding the weightages of different
search criteria that the employee satisfies or ‘matches’. The list of
different search criteria is mentioned under the section 3.4.4 in the
table ‘Different search criteria and their weightage’
As mentioned earlier in this section, an ‘OR operation’ is
performed across different criteria attributes and an ‘AND’
Match %
operation is performed on each applicable factor of the criteria

Column Relevance
attribute.
Clicking the Match% link, the “Weightage” window appears
displaying different search parameters (attributes), the weightage
percentage for each attribute and the successor’s match
percentage for each attribute. The overall successor match
percentage is displayed in the header.
If the Successor is mapped to a career plan which has the key
position as one of the nodes in the track, then 'Yes' is shown else
Matches Career Plan 'No' is shown.
Shows the appraisal rating of the last completed appraisal cycle for
Last Appraisal Rating the successor
Position The current Position of the successor
Grade The current Grade of the successor
Job Level The current Job Level of the successor
Experience in the current position Time spent by the successor in the current position in years
Experience in the organization Time spent by the successor in this organization in years
Overall Experience Overall experience of the successor in years
The promotability indicator is got from the recommendations
Promotability indicator section of Employee Appraisal
Current Gross Salary of the successor in the base currency of the
Current Gross Salary logged-in user
Highest qualification of the successor. To be retrieved from the
Highest Qualification educational qualifications of the employee
Flight Risk of the successor got from Employee Primary Assignment
Flight Risk – Additional Employment Attributes
Other positions to which this successor has been identifed as
successor are displayed in a comma separated form (the position
Other positions to which identified as titles are displayed in a comma separated form). If there are no
successor? such positions, then display a blank value
This would be an editable field and would display the number of
months by which the successor would be available. Till the time
this value is updated for the first time, this field would have the
Ready in (months) value 'Select' defaulted.
Remarks Displays the remarks (if any) against the successor.
Displays the classification of successors as 'Primary' or 'Secondary'
successor. ‘Primary’ successor(s) are successors who would be
considered first and ‘Secondary’ successor(s) are backup
successors. Till the time this value is updated for the first time, this
field would have the value 'Select' defaulted. This would be a quick
Classification code value.

Column Relevance
This would be a link on click of which the training needs for that
particular successor could get recorded in the training module of
Training Needs Ramco HCM.
A few points to note about the details displayed for the successors:
• The facility to classify successors as ‘Primary’ or ‘Secondary’ avoids the need for us to have different
versions of Succession Plans. When a successor identified as a ‘Primary’ successor earlier is not available
then the ‘Secondary’ successors could be considered for succeeding the incumbent(s).
• The training needs provided against each employee are visible to the training administrator with the
source as ‘Succession Planning’.
• The list of employees who match the search criteria are arranged in the descending order of the ‘Match
%’ value. The ‘Match %’ value helps us in filtering the list of employees displayed in the search results and
viewing employees who match the search criteria to a good extent.
• A sample illustration on how the Match % is calculated is given below:
Parameter to calculate weightage Weightage (%) Successor 1 Successor 2

(Specified through the weightages link)
Job-specific Attributes 10 Matching Not Matching

Work Experience 10 Matching Not Matching
Flight Risk 10 Matching Not Matching
Performance 10 Matching Matching
Competencies 10 Matching Matching
Qualification 10 Matching Matching
Career Plan 10 Matching Matching
Talent Pool 10 Matching Matching
Demographic Attributes 10 Not Matching Matching
Tags 10 Not Matching Matching
Match % 80% 70%
Cost Savings through Succession Planning

In this page, the user would be able to calculate the cost savings that could be achieved through succession
planning. The approach / formula to calculate the cost savings is given below:
Cost Savings = (Cost of hiring successors from outside the organization) – (Cost of internal successors, i.e.
successors from within the organization)
Where
Cost of hiring successors from outside the organization = Total cost of recruiting and hiring successors including
the annual CTC to be incurred by the company for the successors

Cost of internal successors, i.e. successors from within the organization = Total incumbents(s) salary + Change (%)
in salary + Cost of developing internal successors
The cost savings is calculated in terms of the base currency of the logged-in user.
Comparing Successors
There is an option to compare successors in the ‘Successors List’ page. On click of the ‘Compare Successors’
button, the ‘Succession Chart’ for the succession plan is displayed to the user.
Complete Succession Planning
On selecting the ‘Complete Succession Planning’ checkbox in this page and saving the succession plan, the
succession plan is routed for approval as per workflow configured. The status of the plan is then displayed as
‘Pending Approval’. (The same is applicable only when the plan is created by Manager for his/her direct reports.
In case of HR Administrator created plans, there is no approval workflow involved. The status of the plan is
directly changed to ‘Completed. Revisit?’)
In case of manager created plans, upon final approval, i.e. when the final authorizer clicks the ‘Authorize’ button,
the plan is considered to be completed. The status of the plan is then displayed as ‘Completed. Revisit?’ in the
succession planning dashboard.
If the succession plan has been saved without selecting the ‘Complete Succession Planning’ checkbox then the
status of the plan would be ‘Planned – Draft’.
A certain number of employees could be selected from the search results and then the succession plan could be
saved. The employees who are selected from the search results are considered to be identified as successors in
the succession plan and the rest of the employees are removed for the search results until the search is fired
again.
Advanced Reference Section

4 Additional Topics
Not applicable
5 Country Specific Details

There are no country specific requirements to be handled in Succession Planning.
6 Financial Postings
No financial postings are made from Succession Planning.
7 Details of Algorithm / Logic

The algorithm/logic for calculating or determining the bench strength, readiness status, match (%), cost savings
have been explained in section 3 under the corresponding sub sections.

Configuration Reference Section

8 Components and Activities
Component Activity Description Typical User
Succession Planning Manage Succession Planning To access the Succession planning HR User
dashboard and other planning
screens of the Succession Planning
module
Unit Structure Position Master – Specify Value To specify the value ranges for HR User
Ranges for Bench Strength bench strength and readiness status
Indicators for a position
9 Integration Details with other Business Process Chains

Business Process Chain Functional Area Details
To view employee name in a preferred
HR Set up User Preferences format.
To set data level security for accessing
HR set up Security Definition data of employees
HR set up User Permission Service Provider Permission Details
Employee Induction General Masters For Quick codes
Employee Induction Employee Code Setup User Employee Mapping
Employee Induction Job Competency To get Job Competency Details
Employee personal information –
To get Qualification and Competency
Employee Induction Personal Information Details for the Employee.
Employee Induction Organization Structure Work Location and Department Details
Employee Induction Unit Structure Job and Position Details
To view details of courses from course
Ramco Training Training General Information master while providing training needs
To provide training needs for Training
Ramco Training Training Administration Courses
Ramco Appraisal Appraisal To get Appraisal Ratings for Employees
To use employee career plan to decide on
Ramco Career Planning Career Planning succession plans.

10 Deployment Scenario
A typical Deployment Scenario of Ramco Succession Planning is given below.
Figure 1: Deployment Scenario
11 Security
11.1 Activity Access
Activity level security is set for a role, during deployment in the Deployment Workbench. Typical roles would be
that of an employee, supervisor, HR User, HR Manager and so on. These roles are identified based on the
functions each role is expected to perform. The activities required by a role in order to carry out the functions, are
set in the Deployment Workbench. Users to Ramco Succession Planning will be mapped to one of these roles. A
user mapped to a role will have access to the activities that are set for the role.
11.2 Data Level Security

In every organization, there is a need to restrict access to employee data. Through security definitions, it is
possible to specify the set of employees whose data can be accessed by a user. Options are also available to
provide access to data of direct reportees (direct span of control) or indirect reportees (in-direct span of control).
12 Process Parameters
Details on process parameters have been moved to the configuration guide. Please refer the Succession Planning
configuration guide for details on process parameters related to Succession Planning.
13 Quick Codes
Details on quick codes have been moved to the configuration guide. Please refer the Succession Planning
configuration guide for details on quick codes related to Succession Planning.

14 Screen Customization – Literal changes

Ramco Human Resources Management Solution allows for screen customization by allowing literal changes for
some fields. In Ramco Succession Planning, there is no screen customization.
15 Work Flow
Details on Workflow have been moved to the configuration guide. Please refer the Succession Planning
configuration guide for details on Workflow related to Succession Planning.
16 Business Rule Builder

There are no business rules applicable to the Succession Planning module.
Technical Reference Section

17 Component Interaction Rules
Details on Component Interaction Rules have been moved to the configuration guide. Please refer the Succession
Planning configuration guide for details on Component Interaction Rules related to Succession Planning.
18 Workflow Configuration
Details on Workflow have been moved to the configuration guide. Please refer the Succession Planning
configuration guide for details on Workflow related to Succession Planning.
19 Writing Rules using Business Rule Builder

There are no business rules applicable to the Succession Planning module.

Corporate Office and R&D Centre

Ramco Systems Limited,
64, Sardar Patel Road, Taramani,
Chennai – 600 113, India
Office + 91 44 2235 4510 / 3090 4000
Fax +91 44 2235 2884
Website - www.ramco.com

Ramco HCM: Application Reference Manual

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Application Reference Manual

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This document is published for the offering

and has been issued in June 2018.

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18 Workflow Configuration .....................................................................................................................................25

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Basic Reference Section

1.2 Typical Succession Planning process

1.3 Details of the process in brief

1.3.2 Identifying successors based on a set of criteria

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1.3.3 Identify Training Needs for Successors

1.3.4 Review Status of Succession Plans

2 Key Concepts – Succession Planning

2.1 Critical Positions

2.2 Bench Strength Indicators

2.3 Planning Perspectives

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2.4 Succession Planning – Dashboard

2.5 Succession Chart

2.6 Incumbent Panel

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2.7 Incumbent Chart

3 Succession Planning Process

3.2 The Process Overview

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• Jobs have to be defined

3.4 Process in detail

3.4.2 Specify Value Ranges for Bench Strength Indicators

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Bench Strength Minimum number of successors

Default Value for minimum Minimum number of

Configuring value ranges for Readiness Status:

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3.4.3 Succession Planning dashboard

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Column Name Significance Planning Perspectives for which the

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Column Name Significance Planning Perspectives for which the

3.4.4 Incumbent Panel

For all other Planning Perspectives:

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succession planning is being done is displayed

For all other Planning Perspectives:

5 Qualification 1. If the Planning Perspective is 'Key Positions', Y Y

7 Experience If the Planning Perspective is 'Key Positions': Y Y

For all other Planning Perspectives:

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8 Internal If the Planning Perspective is 'Key Positions', the Y Y

For all other Planning Perspectives, the below

For all other Planning Perspectives:

For all other Planning Perspectives:

The reporting information for all planning

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For all other Planning Perspectives:

For all other Planning Perspectives:

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S.No. Search Criteria DEFAULT WEIGHTAGE REMARKS

3.4.5 Search Criteria – Job Specific Attributes