Talentpools

Talentpools are a group of people for whom you want to set up talent reviews. You can base talent reviews on the position of the people (e.g. all business unit managers) or on department (e.g. sales department) or on a certain level (e.g. all first line managers). You decide for your organization what is useful.

Go to the Talent review module, click on Talent pools. In the overview you can see the talent pools that have been created. There are three categories: The ones you have created, the ones others have created and the ones you have deactivated.

Add talent pool

Click on Add talentpool at the upper right side. Enter the name of your talent pool. You can add a whole group at once by using the filters. You can filter on job, location or department. Once you filter you can still leave out certain employees by clicking on the "x" in the photo of the employee. You will also see an alert when employees are already included in other talent pools. This is just an alert, you can add people to multiple talent pools if necessary. 

You can also add persons without using the filter. At the bottom you can click on assign extra person and you can enter the name of the person you would like to add.

Editing talent pools

You can edit a talent pool by clicking on the talent pool and adding or removing persons from the talent pool. Then click on save.

You can delete a talent pool by clicking on the talent pool and then clicking on Delete at the upper right side. Talent pools cannot be deleted when there are already talent reviews registered for this talent pool. In this case you can deactivate the talent pool by clicking on Deactivate on the upper right side.

Starting a talent review

There are two ways to start a talent review:

• Go to talentpools, click on the talentpool you want to start talent reviews for and click on add review at the upper right side.
• Go to reviews and click on Add review on the upper right side. Click on the talentpool and click on Add review.

Choose the deadline for your talent review. You will see all the people that are included in that talent pool. It could be however that for a certain talent review you don't want to include a person in the talent review e.g. because the person is absent for a longer period. You don't have to remove the person from the talent pool, but you can exclude the person in the talent review by clicking on the "X" in the photo, the person will not disappear from the list but it will be visible that he/she is excluded (green + icon in the photo). It is also possible to add new people (that are not in the talent pool) to the talent review by clicking on the gray add photo. Click save at the upper right side.

You can now email the manager of those people to let them know that they have to fill in a talent review. Click on Save and send communication in the upper right side. You will see a list of the recipients (the managers). If you hoover over the photo, you will see whose manager they are. If you don't want to send the message to a specific manager, click on the "X" on the photo.

You can then add the subject and the body of your message. If your managers don't speak the same languages, you will have the opportunity to add the message in different languages. Click send in the upper right corner.
In the overview you will now see to whom you've sent the communication and who hasn't received an email. 

If later on you still want to send them a message, you can go the talent review by going to the talent pool and in the tab of reviews clicking on the right review.

Click on "Save and send communication" and you can again enter a title and a message. In this screen you will also see when the communication was last sent.

Filling in the talent review

In the overview the manager will see which talent review he needs to fill in and what talent reviews he needs to approve.

In the tool we can install an approval flow which means that for instance after the manager has filled in the talent review, the N+2 needs to approve and afterwards the HR director needs to approve.

The manager click on start beside the name of the employee. He fills in the different fields of the talent review document. He can choose to save the document or to save and send the talent review. The first option means that the manager saves his text but that he continues later. Saving and sending means that the manager saves the talent review and that it becomes visible to the approver. Once the approver has approved, the manager will not be able to make any changes anymore.

Approving the talent review

In the overview the approver will see a list of the talent reviews that need to be approved. The approver will see the element the manager has filled in. He can add his own remarks, but it will always stay clear who has filled in what. If there are multiple approvers, the contribution of each will be saved. The version of the last approver will be considered the final version.

Talent review result

In the tab reviews you can see the overview of the talent reviews. In the list view you can see the details of the talent review and follow up on the deadline. In the nine box view you see the positioning of the different employees for whom a review has been filled in. By using the filters you can narrow down the results.

In the tab Succession you can consult the organization chart with indication of the successors (when they will be ready) and an indication of the risk of leaving and the criticalness of the position.

Additional elements

Critical positions

In the talent review there is a field to fill in if the position is a critical position. At the position level however you can also indicate that the position is critical. This will be then automatically copied into the talent review. If the reviewer wants he can change it in the talent review, this will however remain in the talent review and will have no effect at the position level. 

To change the aspect of critical position on the position, go to Admin - Job & competence profiler - Jobs. Search for the position and click edit. Check the box next to critical.

Link with performance management

In order to prefill the score on performance, you can change the configuration of the document template that is used for performance management. Go to admin - performance management - document templates. Choose the template that you want to use. Click on the tab talent review and fill in the requested fields to determine what performance score corresponds with a low, a medium and a hight performance, that is used in the talent review.

Elements HR/Admin can add to the talent review

As an admin you can add additional info. Go to Admin - Personnel administration - Search person. Look for the person and go to the section Career

1. Development paths
   1. Here you can choose which paths/training the person has already followed and when. This is a predefined list. The list itself can be added by going to Admin - General - Lists - Base list - Development paths
   2. Once you have entered the information, this will become visible for the manager/approver who fills in the talent review. If there is no information in this section, then there will be no mentioning of development paths in the talent review.
2. Development attachments
   1. You can add attachments. 
   2. Once you have added attachments, these will become visible for the manager/approver who fills in the talent review. If there is no information in this section, then there will be no mentioning of attachments in the talent review.
3. Development needs
   1. Here you can add information about development needs. In the field development needs you enter information that will also be visible to the manager/approver. 
      The HR comment will only be visible to the administrator and will not appear in the talent review.
   2.  If there is no information in this section, then there will be no mentioning of development needs in the talent review.

Access rights

Go to Admin > General > Groups. Select the group whom you want to grant access. Check the rights you want to give to the group.