Implementing the skills module in my company

Before you start

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 framework by yourself. This module is included in your Poplee Performance subscription.

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

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 your rollout, we've put these FAQtogether, which you can refer to throughout your rollout, as well as a glossary, which is included in our guide on this help sheet.

💡 Lucca tip: To get the most out of the module, we recommend you start by testing the various 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 0: Install the Skills module at application level

⌛️Estimated time: 1 min

At this stage, you need to install the Skills module. 
To do this, go to the Cogwheel ⚙️ > Applications (Other settings). If you don't have access to this Applications tab, please contact our client help desk.

Click on the Install an application button and install the Poplee Skills module. 

 

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

⌛️Estimated time: 1 min

At this stage, you need to grant yourself the permissions that will enable you to administer the skills framework, as well as the qualifications framework (jobs framework that will enable you to associate skills with 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 > the 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. 

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

Step 3: Initialize the general settings of the skills framework 

⌛️Estimated time: 10 min

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

• Personalize the skills assessment scale;
• Select the default language for your framework. 

✅ 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 there are no duplicates in your file before importing. To do this, think about sharing certain skills between the different jobs.

✅ You have successfully completed this step if you have created skills in your framework. If you used an import to do this, you can view 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.

✅ 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 Employees<: 

• View employees' qualifications 
• Modify employees' qualifications 
• 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 import format (make sure you have added the permission to use 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 qualifications framework to find the exact titles 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 (to encourage internal mobility, your employees will have access to all jobs grids)
3. Analysis

💡 Lucca tip: If you want to test it on an initial group before opening it up to all your employees, you can give permissions only to an initial group of users. 

Recommendation: Reuse the existing roles that include Poplee Performance

If the permissions for the Skills module need to be the same as those for Poplee Performance, we recommend that you use the roles including Poplee Performance that already exist on your database. Example: The employees with the role Poplee Performance Manager are the same as those with manager rights for the Skills module.
For them, you will then need to add the Poplee Skills application with the following permissions:

"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

Assigning Skills permissions to the primary Manager role

Alternatively, use the default Poplee Skills roles

When Poplee Skills is installed, 3 roles are created automatically. If the above recommendation is not suitable for your operation, you can use these roles to give permissions to your employees on Poplee Skills.

✅ You have successfully completed this step if you and your employees 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. 

If possible, we recommend that you provide access to the skills tabs before the reviews so that your employees have time to consult them.