Symerge Database Software Programmes & Methodology Overview
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This document provides an overview of Symerge's integrated database, software applications, and job profiling methodology. The database contains over 1,300 unique job titles across various sectors and industries. Six software applications are integrated with the database to support job profiling, performance management, competence assessment, and training forecasting. The methodology involves profiling jobs by capturing outcomes, activities, performance standards, competencies, and the ideal candidate attributes. Tools are used to assess and compare individual attributes to the job profile.
Symerge Database Software Programmes & Methodology Overview
- 1. 11/06/2015 Symerge Database, Software Applications & Profiling Methodology This document is in 4 parts. Part 1, Provides an Overview of Our Database. Part 2, of our current Suite of Software Applications which are integrated with the Database Part 3, Our Profiling Methodology and Part 4, Our Job & Person Profiling Applications
- 2. 11/06/2015 People Management Challenges our Database, Software, Methodology & Programmes provide Solutions for Creating & Administering Job Data which allows for the effective Management of all Jobs & People against the Job Requirements Integrating your Internal People Management Systems i.e. Allowing these Systems to “Talk to one another” KPI / Performance Management Forecasting / Budgeting Job Evaluation, Grading & Job Comparison Recruitment, Selection, Training & Development, Competence Assessment, Talent Management / Succession Planning Career Pathways based on levels of Competence Integrated Solution for Leadership i.e. creating and linking all of the following: Levels of Leadership / Management Job Complexity Selection Criteria Tools for Measuring Potential, Job Suitability, Behaviours, Competence & Performance Criteria for Succession Planning Management “Platform” Training / Assessment Programme (MAP)
- 3. 11/06/2015 Database Job Data Base Our database has been developed over the last 17 years, in a range of countries including Australia, Mongolia, South Africa, Tanzania, Uganda, Mozambique, Namibia, Kenya in approximately 28 Organizations across most sectors/industries.
- 4. Job Data Base Overview Our database has been developed over the last 16 years, in a range of countries including Australia, Mongolia, South Africa, Tanzania, Uganda, Mozambique, Namibia, Kenya in approximately 28 Organizations across most sectors/industries. Sectors Industries Specialization Areas/Departments i.e. the associated Jobs that are unique to the industry and for which we have detailed Job Profiles Service Functions/Departments i.e. the associated Jobs that are common to most of the industries & for which we have detailed Job Profiles Resources Mining Drill & Blast, Load & Haul, Power Station, Concentrator (Processing), Dewatering, Desalination, Port, Geology, Geotechnical Engineering/Trades Management / Leadership Maintenance Administration Logistics Quality Risk Safety Finance Purchasing Human Resources Information Technology Sales Project Management Marketing Stores Security Medical/Emergency Services Environment Corporate/Community Affairs Resources Construction Project Management (Planning/Scheduling), Engineering, Procurement, Engineering/Trades Mining Includes Professional Engineers, Engineers, Technicians, Artisans & Handymen in the following fields of Engineering/Trades: Product & Component Civil Mechanical Electrical Quality Maintenance Engineering/Trades Motor Vehicle Engineering/Trades Beverage / Confectionery Engineering/Trades Tyre & Rubber Engineering/Trades Paint/Chemicals Engineering/Trades Power Cabling Engineering/Trades Rail Engineering/Trades Components Engineering/Trades Industrial FMCG Confectionery Chocolate Production, Packaging / Wrapping, Distribution, Sales, R&D FMCG Beverage Carbonated Drink Production, Packaging, Bottling, Sales/Distribution, R&D, Laboratory Financial Banking Business Banking, Personal Banking, Tellers, Loans, Customer Service Financial Insurance Actuaries, Agents, Broking, Claims, Risk, Loss Control, Underwriting Manufacturing Motor Vehicle Manufacturing Press & Body Parts, Painting, Final Assembly, Product Engineering, Engine Reconditioning, R&D / Testing Manufacturing Tyre & Rubber Preparation & Mixing, Cord Manufacture, Calendaring, Cutting, Extruding, Building, Curing, Inspection Manufacturing Beverage Mixing, Filling, Bottling, Packaging, Palleting, Distribution Manufacturing Chocolate Raw Material Processing, Secondary (recipe) processing, Mixing, Tempering, Moulding, Packaging / Wrapping, Distribution Manufacturing Locomotives Stripping, Refurbishing, Stripping, Painting Rewiring, Equipping, Manufacturing of Wheels / Motors / Bogies / Components Manufacturing Paint Product Formulation, Sampling, Mixing, Grinding, Letting Down, Filling, Weighing, Tinting Pharmaceutical / Chemical Medicines Manufacturing injectable products i.e. IV bags, glass vials and ampoules Transport Rail Locomotive production & Operation Transport Port Barging, Transshipment, Salvage, Cargo Handling/Loading, Warehousing Entertainment Movie Theatres Managing Cinemas, Showing Movies, Serving Customers, Distributing Movies, Developing Cinemas, Procuring and Advertising Movies, Exhibitions/Campaigns Education & Training Colleges Teaching/Lecturing, Student Management, Learner assessment, Counseling, Marketing/Advertising Education & Training Registered Training Organizations Customer Liaisn, Presenting/Facilitating Qualifications/Skill sets, Assessing learners, Programme Development Media Newspapers Print Media Production, Editorial, News Reporting, Distribution/Sales of Print Media,
- 6. Job Profiles in our Database Job Family No of unique Job Titles in Database Mining & Geology 70 Construction & Civils 98 Engineering & Maintenance 160 Technical & Trades 42 Marine & Port 40 Logistics & Stores 118 Safety, Heritage, Environment 46 Production – Manufacturing 43 Information Technology / Systems 63 Operations – Rail 13 Operations – Movies / Cinema 23 QA / QC / BI 96 Operations – Print Media 20 Purchasing / Procurement 29 Administration 38 Sales – After Sales Service 24 Sales – Dealer Franchise 21 Education, Training, Development 28 HR / IR 76 Finance 98 Marketing 44 Sales – Parts & Accessories 22 Risk / Security 14 Management 15 Sales 23 Print Media – Editorial 22 Business Development / Improvement 14 Corporate Affairs / Communication 10 Travel Logistics 14 Contracts / Legal 18 Total 1342
- 7. 11/06/2015 Integrated Software Applications We have 6 Software Application which are integrated with our Database Application 1 – Job Profiler & Data Manager Application 2 – Job Advert Manager Application 3 – KPI Performance Manager Application 4 – Competence & Training Manager Application 5 – Job Description Generator Application 6 – Training Budget Forecaster
- 8. Integrated Database & Software Apps - Screenshot
- 9. Application 1 - Job Profiler (& Database) Job Profiler is used for the dual purposes of Creating Job Profiles and for linking Job Data to the other user applications i.e. Job Advert Generation, Performance Management, Competence and Training Management When Jobs (done by Job Groups/Departments) are profiled the following data is captured and the stored in the Database: What is needed to “enter” a job i.e. the Qualifications, Compliances, Licenses, Tickets etc What a job should be delivering i.e. the Outcomes What Activities are performed in delivering the outcome The Measures of Outcome delivery i.e. the Performance Standards/Measures which tell you whether or not the Outcome was well delivered The Competencies (Specific Job Knowledge/Skills) required to deliver the Outcomes and needed to perform the activities The Success Profile (Attributes – Cognitive/Trait/Aptitude) of the “best match” candidate
- 10. Job Profiler & Database - Screenshot
- 11. Application 2 - Job Advert Generator Generates Job Adverts from the Profiled Job Data. Generates an Advert and allows for quick editing. Standardizes Job Advert Formats. The Job Advert contains the following data and is automated from the database: Key Job Responsibilities Essential Competencies Preferred Competencies Compliances/Qualifications Attributes Profile (this is what is used by the psychometrist/psychologist for assessing and measuring the persons “match” against)
- 12. Job Advert Generator - Screenshot
- 14. Application 3 – KPI Performance Manager The Performance Manager application is used for: Setting KPI’s per Business Area & and aligning each KPI with.. Setting of individuals Objectives & Performance Measures Management sign off of objectives/measures Individual self review, amendment and rating of performance and behaviours Managers review, amendment and rating of performance and behaviours Automated calculation of Final Performance & Behaviour ratings Historical archive of individual objectives, reviews and ratings Individual / team performance reports
- 15. KPI Performance Manager - Screenshot
- 16. KPI Selection & Objective Setting BUSINESS KPI’S & INDIVIDUAL PERFORMANCE OBJECTIVES / MEASURES Job Family: Safety Jobs: Safety Advisor KPI Type (Cost, Time, Quality, Quantity, Improvement etc): KPI (Examples per Job Family & KPI Type): Created Date: Individuals Objective (a statement that describes what needs to be done to achieve the KPI): Audit / Inspect Contractor Compliance to HSMP Performance Measures (What Measures show the Objective has been achieved) 100% Compliance by all contractors Audits to be conducted prior to contractor mobilization 0 Incidents due to non compliance Comments (record any changes/amendments to the objectives, measures or deadlines):
- 17. KPI Performance Manager – Screenshot – Reviewing Objectives
- 18. Performance Manager – Screenshot – Rating Objectives/Performance
- 19. Performance Manager – Screenshot – Rating Behaviour
- 20. Application 4 – Competence & Training Manager This is used for individuals to assess themselves against the specific knowledge and skills required to perform their current and or other jobs in the organization. The application links to the Competencies Database of a Job Family (department) and or a specific job which has already been profiled and enables an individual to do the following: Select the Compliances (tickets, licenses etc.) need in order to be allowed to operate in a job Select the specific Knowledge and Skills needed in their job Rank the Knowledge / Skills in terms of being – Critical, Relevant or nice to have Add any additional knowledge / skills required to the list Assess themselves against each knowledge/skill selected i.e. from zero to specialist level Indicate the specific training required Management review of competence gaps and training required A detailed gap analysis and training plan is generated at the end of the assessment Historical archive of individual competence assessments, reviews, training and ratings Individual / team training reports
- 21. Competence & Training Manager - Screenshot
- 22. Competence & Training Manager - Screenshot
- 23. Competence & Training Manager - Screenshot
- 24. Competence & Training Manager - Screenshot
- 25. Application 5 – Job Description Overview This application is used for creating a job summary from the Profiler Database of a Job Family (department) and or a specific job. The Job description summary includes data fields which would be used when: conducting job evaluations conducting multiple job comparisons Requiring a variety of report formats on a job/s for internal recruitment processes
- 26. Job Description Screenshots (pages 2 of 4)
- 27. Application 6 – Training Forecaster • Training Forecaster is a Budget Forecast application which comes with an extensive Database of Roles & Associated Compliances & Competencies per Business Area e.g. Safety, Mining, Manufacturing, Production, Maintenance, Engineering, Management, Rail, Port/Marine etc. This list of Competencies is linked to a table of Vendors, their training programmes and associated costs. • All that is required is for Line Managers to indicate the number of individuals requiring specific training in a particular period i.e. quarter, year etc and once this is entered the costs are automatically calculated. • A range of reports can be generated showing costs by: Business Area Role Competency Compliance Training Vendor Contractor Internal Training
- 28. Forecasting Data Flow / Procedure Business Area • Mining • Processing • Desalination • Power • Port/Marine • Corporate Work Group • Production • Maintenance • Contractor • Management • Admin • Services Roles • Process Operator • Process Crane Operator Compliances & Competencies • Fixed Plant • Mobile Equipment • Business Numbers, Hours, Costs
- 29. Forecast Database – Business Areas
- 30. Forecast Database – Workgroups per Area
- 31. Forecast Database – Roles per workgroup
- 32. Forecast Database – Compliances & Competencies per Role
- 33. Forecast Database – Report Options
- 34. Forecast Database – Vendor Report Example
- 35. Our Methodology for Profiling Jobs
- 36. Job Profiling – Creating The Data Set What is a Job Profile? It is a set of data about a job, defining • What a job should be delivering – the Outcome • What Activities are performed in achieving the outcome • The Quality the Outcome delivered i.e. the Performance Standards which tell you whether or not the Outcome was well delivered • The Competencies (Knowledge/Skills) required to deliver the Outcomes and needed to perform the activities • The Success Profile (Attributes) of the ideal candidate 36
- 37. Job Profiling – Overview Job Profiling 37 C O M P E T E N C E Acquired Job Knowledge Acquired Job Skills Inherent Attributes / Traits / Aptitudes P E R F O R M A N C E VALUES & BEHAVIOURS how the organization expects the incumbent to behave ACQUIRED BY EDUCATION TRAINING DEVELOPMENT Outputs Activities Performance Standards NEEDED TO PERFORM TARGETS / MEASURES PERFORMANCE STANDARDS PERFORMANCE RATING J O B PROFILE Job Incumbent
- 38. The Integrated People Model i.e. What a Job Profile should allow for 38 Job Profile Recruit & Select Assess Competence & Train / Develop Career / Succession Plan Forecast / Budget Manage Performance
- 39. Job Profiling – Context 39
- 40. What are the 3 “pillars” of Competence COMPETENT i.e. Has the Ability to Perform Inherent Attributes (Cognitive, Aptitude & Personality) Acquired Job Skills / Techniques Acquired Job Knowledge 40
- 41. How each Competency needs to be Assessed Values / Behaviors Values Based Psychometric Assessments & Observation Traits Personality Based Psychometric Assessments Aptitudes Aptitude Assessments Cognitive Abilities Cognitive Psychometric Assessments only! Job Skills / Techniques Demonstration & Observation Job Knowledge Verbal / Written Assessment 41
- 42. Our Methodology & Tools for Profiling Job & Persons Attributes
- 43. For a Person to Perform in any given Job / Role a combination of the below is essential •Relating to the Field of work e.g. Operator •e.g. an understanding of Safety Practices Job Knowledge •Relating to the Field of work e.g. Operator •e.g. Driving Skills Job Skills / Techniques •A Persons Intellectual / Mental / Emotional Skills •e.g. Conceptual Thinking, Numerical Reasoning, Problem Solving – this is not an inherent requirement for an operator Cognitive Abilities •The natural talents for doing, or learning to do, certain kinds of things easily and quickly. •e.g. Language, Literacy Aptitudes •Distinguishing qualities or characteristics of a person i.e. Personality Traits •e.g. Resilience, Traditional etc. Traits Values / Behaviors 43
- 44. What are Attributes • Attributes are the Inherent part of a person's make-up which in most cases cannot be acquired or is too complex / costly / time consuming to do so. • In a case where an Inherent Attribute may be acquired the time and associated cost usually makes this prohibitive as an option • Attributes for all/any jobs fall broadly into 3 groups – Cognitive i.e. A Persons Intellectual / Mental / Emotional Skills. For example Cognitive Complexity, Conceptual Thinking, Numerical Reasoning, Problem Solving – Personality Traits i.e. Distinguishing qualities or characteristics of a person - Personality Traits e.g. Resilience, Traditional etc – Aptitudes i.e. The natural talents for doing, or learning to do, certain kinds of things easily and quickly e.g. Language, Literacy, Eye Hand Coordination • All Jobs / Job Types have different combinations of the 3 groups based on the Dominant, Recurring Type of Work/Environment involved
- 47. Rule No 1 – Process, Process, Process •Identify combination of attributes required for job Success in Ranking Order of Importance Define Success Profile of the Job •Determine Level of Work / Cognitive Complexity required by Job – This is critically important particularly in Management Positions Determine Level of Complexity •Select best combination of “tools” required to assess the attributes identified in step 1 Select Assessment “Tools” •Assess individual and compare Individuals profile to Job Profile Assess Individuals “Match”
- 48. Job Assessment Tools 2 Main Tools are used: 1. Job Profiler for determining the Cognitive, Trait and or Aptitudes “Success Profile” for a Job AND 1. Complexity Manager for determining the level of Cognitive Complexity of a position. This is a critical component of ALL Management Functions
- 49. Summary Report Example of Complexity Manager OPERATIONAL (L1): 0% DIAGNOSTIC (L2): 15% TACTICAL (L3): 69% STRATEGIC INTENT (L4): 16% PURE STRATEGY (L5): 0% LEVELS OF WORK JOB LEVEL OF WORK REQUIREMENTS This position has been assessed as being most closely aligned to the following level of work: TACTICAL (L3): Middle Management or Subject Matter Specialist (a tactical environment). This level of work was given a weighting of 0.692682926829268 %.This type of working environment normally requires the incumbent to be able to deal with tasks which occur within a time frame of approximately 1-2 years for the most complex tasks. Here the focus is on the first level of organizational improvement. It is often associated with middle and senior management positions, as well as senior specialist and professional roles in the organization (e.g. middle manager, divisional manager, principal specialist). Incumbents are typically involved in managing direct operating systems and evaluating practices and systems to identify and co - ordinate optimal methods. This position also contains elements of the following level of work: STRATEGIC INTENT (L4): Senior Management or Advanced Subject Matter Specialist (parallel processing environment). This level of work was given a weighting of 0.15609756097561 %.This type of working environment normally requires the incumbent to be able to deal with tasks which occur within a time frame of approximately 3 - 5 years for the most complex tasks. It is often associated with general management, senior management positions, as well as chief specialist and professional roles in the organization. Here the challenge lies in synchronizing and connecting efforts of the different functional and/or business units and in pursuing and coordinating multiple parallel pathways to achieve broad objectives. Incumbents are often required to deal with several interacting projects simultaneously and to plan and implement long term business solutions. The challenge also lies in translating abstract structures and functions into strategies and tactics. The focus is on business processes and strategy and on ensuring organizational viability. There is a conceptual focus and terms like talent pool, culture, values, capital accumulation, assets, labour etc. punctuate the vocabulary at this level.