Managing qualifications

Before you get started

The qualifications module is at your disposal to help you organize the different jobs available within your company. In Poplee Files HR, each employee is associated with a qualification, which is the combination of a job and a grade.

Definitions: qualification, job, branch and grade

Each employee has one qualification, and only one. The qualification is the combination of a job and a grade. Just as there cannot be more than one qualification per employee, there cannot be more than one qualification for a given job and level.

The jobs are fully configurable and defined according to your activity and your needs. They may also reflect the occupations of your collective agreement or company agreement. 

Each job is linked to a sector. The sectors cannot be modified. There are 14 of them. The sectors offered are the result of a study of the training catalogs offered by the training organizations commonly used by our clients (Cegos, OPCO, Skillup, MonCompteFormation).

The grade is a numerical piece of information, corresponding to a level of expertise within a job, often linked to seniority or a rank. The grade is used to indicate the potential advancement levels within a job.

Why use qualifications?

There can be a number of goals to implementing qualifications within your company:

• Clarify and standardize the jobs of your company in keeping with the job titles and grades (or levels);
• Give an employee a more detailed vision of their career advancement opportunities;
• Drawing up your salary grid and working on any differences between employees with the same qualification.

Using the qualifications, you can identify your jobs, the grades of each job and the potential career path for each of your employees (promotion, mobility from one job to another, specialization).

Some good practices

If you are in the process of organizing your qualifications, here are some best practices:

Define enough grades.

For a workforce of up to 500 people, 10 grades should be enough so that you can manage qualifications easily by referring to:

• Job seniority
• Job performance: attainment of goals, validation of the skills of the current qualification

Distinguish between expertise tracks and management tracks.

When taking stock of the different jobs, this distinction is used to suggest more flexible career paths to your employees.

Example: the job of developer with 5 grades:

Distinguish between the qualification and the employee's job title. 

The job title is a configurable label (Director of Operations, Business Developer, Chief Happiness Officer, consultants or Talent Acquisition) which is mainly intended for external use via their business cards or their LinkedIn profiles.

For example:

You decide to create the sales job (which you will attach to the eponymous sector).

You decide that within this job, 4 grade levels are needed.

You will then be able to create up to 4 qualifications: junior salesperson, experienced salesperson, senior salesperson and sales manager.

Their job title will, however, be identical: Business Developer.

Differentiate the job from the department.

A particular department can be made up of several jobs, and vice versa (e.g. we can find Developers within the Products department as well as within the Technical Management department).

The job definition therefore implies leaving the organization of your company (Establishment + departments) to focus on identifying the groups of skills required to develop.

How to administer your qualifications?

The qualification settings module can be accessed from the cogwheel (Organization section). 

The module is built as a table with:

• On the x-axis, the list of jobs to be created and or administered, within a sector
• On the y-axis, the grades

The sectors and grades are predefined and cannot be modified.

You can hide a sector by checking the "Hide empty files" checkbox and ignore the grades if necessary.

When initializing, you will find examples of qualifications suggested by default:

You are free to use them by adapting or deleting them.

Job administration

You can create as many jobs as you want.

To create your jobs, open the sector and click "Add a profession".

Each created job can be edited or moved to another sector.

If you delete a job, you will delete the entire line of associated qualifications.

Qualification administration

You can customize the qualification with a name that reflects the job & level (grade):

FAQ 

What is the list of available sectors?

I need to change the list of suggested sectors

We will be delighted to find out your development needs. To do this, do not hesitate to share your ideas and needs from our ProductBoard portalby clicking on the Core Portal (Poplee Core HR, Lucca Homepage, Client center, Lucca Hub).

How to assign a qualification to an employee?

Qualifications can be managed from the HR file (or the employee file if you don't have Poplee Core HR).

Which apps use qualifications?

The concept of qualifications is new at Lucca. It is a structuring tool for your human resources management. For now, the information is used through a data report in Poplee Core HR and Timmi Projects with the management of price lists. It is also used in Poplee Engagement.

In the future, it will be used in Pagga Compensation to obtain salary statistics by job.

Why don't I see the qualifications module in the cogwheel?

Access to the qualifications administration module requires a specific permission. To do this, from the role administration module, add the "Administer qualifications" permission for the required role.