Implementing the skills module in my company

Before you get started

Are you a Poplee Performance customer and do you have a skills framework? This help sheet is used to deploy skills management in Lucca in order to assess the skills of your employees using reviews.

We know that setting up a skills framework can take time, which is why we have designed this module so that you can create and, above all, update your reference document by yourself. This module, which took a lot of hard work to create, is for you. It is included in your Poplee Performance subscription. 

Before starting the installation, we would recommend that you watch this introductory video: 

If you do not have a skills framework yet and want to create one, you can read this help sheet.

Before starting the installation

The steps must be performed in the order indicated below and you must have the Poplee Performance app. 

To help you with this installation, we have put together these FAQs, to which you can refer throughout your rollout, as well as a glossary that sets out our guide on this help sheet.

💡Lucca advice: To help you get started with the module, we recommend that you start by testing the different steps on a single job. This will allow you to familiarize yourself with the interface and experience the skills assignment process as well as get a good grasp of its subtleties. By taking this step-by-step approach, you will gain a good understanding of the features and it will facilitate rollout for all of your businesses later on. 

Step 1: Enable permissions to administer the skills and qualifications frameworks 

⌛️Estimated time: 1 minute

At this step you must grant yourself the permissions needed to manage the skills framework, as well as the qualifications framework (job framework which will allow you to link skills to qualifications). You can grant these permissions to other administrator profiles that will help you set up and maintain these frameworks.

To do this, go to the Cogwheel ⚙️ Roles name of your role Other Lucca and add the following permissions to your role:

  • Manage qualifications
  • Manage the skills framework

To perform this step you must have access to the role settings. If this is not the case, contact our help desk. 

✅ You have successfully completed this step if you now have access to the Qualifications and Skills modules in the cogwheel.

Step 2: Create qualifications

⌛️Estimated time: variable depending on your number of jobs and qualifications (10 min to 1 hour)

At this step, you must initialize your qualifications framework, i.e. the professions in your company and their existing grades. You will then have the opportunity in the following steps to link skills to these qualifications. 

Jobs and associated qualifications can be created manually or via a bulk import. 

Help sheet for this step: Managing your qualifications

✅ You have successfully completed this step if your jobs and qualifications are in the Qualifications module.

Step 3: Initialize the general settings of the skills framework 

⌛️Estimated time: 10 min 

At this step, initialize the general settings of your skills framework. To do this, you have to:

  • Personalize the skills assessment scale;
  • Select the default language for your framework. 
Help sheet for this step: Configuring the rating scale

✅ You have successfully completed this step if you have set the default language for your skills framework and if you are happy with the skills assessment scale. 

Step 4: Create skills

⌛️Estimated time: variable depending on your number of skills (30 min to several hours)

At this step, you must add your skills framework, i.e. the list of skills that you want to evaluate within your company. The allocation of skills by job will be done in the next step.

You can create the skills manually directly in Lucca. Do you have more than 20 skills in your framework? We advise you to use an import to create them in bulk.

Lucca tip: Make sure you don't have duplicates in your file before importing. To do this, think about sharing certain skills between the different jobs.

Help sheets to complete this step: Create a skill manually / Import skills in bulk

✅ You have successfully completed this step if you have created skills in your framework. If you used an import to do this, you can open the details of a skill to view the imported information (Skills tab click on a skill). 

Step 5: Create skills grids

⌛️Estimated time: variable depending on your number of skills and qualifications (30 min to several hours)

At this step, you must link the skills to the qualifications and provide the expected level for each skill. 

You can create grids manually in the Skills grids tab by navigating to each job. Do you have more than 10 different jobs in your framework? We advise you to use a bulk import to create the skill grids.

Help sheet for this step: Importing skills grids

✅ You have successfully completed this step if you have linked some skills to some qualifications. If you used an import to do this, you can view the grids via the Skills grids tab.

Here is an example of a grid for a job: 

Step 6: Link qualifications to users

⌛️Estimated time: variable depending on the number of qualifications and users (10 min to 1 hour)

At this step, you must enter the qualification of each user. 

To do this, make sure you have the following permissions on your role in Co-workers

  • View employees’ career development 
  • Modify the career development of employees 
  • Import employee data 
  • Use import format

You can enter the qualification of each employee manually in the "Career" section of the employee's HR file. Do you have more than 20 employees in your company? We advise you to perform a bulk import of this data into the employees' HR file. 

1/ Go to Co-workers Reports New report 

2/ Add the "Qualification (name)" data in the report data (in addition to login, first name and last name data). To help you assign the qualification to each employee, we advise you to export other data that may be useful to you, such as the job title. 

3/ Download the report in the import format

4/ Then fill in the name of the qualification for each of your employees in the downloaded file, using the right spelling for your qualifications (example below):

Lucca tip: You can export your skills framework to find the exact names of your qualifications.

5/ Import the file using this help sheet to update the qualifications of your employees by importing user data. 

✅ You have successfully completed this step if your employees have a qualification.

Step 7: Opening access to employees

⌛️Estimated time: 5 min

At this step, you will give employees access to the new "Skills" section of Poplee Performance via the application roles. This section consists of 3 tabs: 

  1. My skills
  2. Skills grids
  3. Analysis

💡 Lucca advice: If you want to perform a test on an initial population before opening it up to all of your employees, you have the option of assigning permissions only to an initial first group of users. 

We recommend that you use roles which already exist on your database and add the following permissions in Poplee Skills:

"Poplee Skills" permissions Employee role Manager role Administrator role
View the assessed skills of User

User

+ Supervised employees

All departments
Access the grouped skills analysis of - Supervised employees All departments

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Assigning Skills permissions to the Manager role

Help sheet for this step: Setting up roles in Lucca

 

✅ You have successfully completed this step if you and your colleagues have access to the different Skills pages in Poplee Performance. 

What's next?

Congratulations, you have implemented the skills module!

You can now launch a review campaign to assess the skills of your employees. Help sheet for this step. 

 

 

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