Page | 1

Succession Planning Module MenaITech Company

Ali Shannak, HRMS Implementer

Executive Summary

Succession Planning is a process for identifying and developing new leaders who can replace old leaders

that occupying critical positions in the company when they retire, ill, or leave for unforeseen reasons, by

determining specific criteria and requirement that are needed to occupy that position, then determining

and preparing suitable employees as an alternative for those leaders, so that business runs smoothly

with the least undesirable results.

As a part of the new Talent Management System (Curio) MenaHR allows the user to create a Succession

Plan for the key positions existing in the system, and to compare between the candidates to choose the

most fit that meets the requirements for this position, and to develop and assists these candidates to

meet the requirements by providing them the suitable training and experiences that they might need to

fill the key position.

This document will discuss the following:

- How to identify a key position.

- How to create a succession plan for a key position.

- How to compare between candidates and chose the most fit.

Page | 2

Identify a key position

As we have mentioned before succession plans usually made for certain positions, in order to identify

key position user should do the following:

From the details button beside the position, system will show the following screen:

Figure #1 Showing Position Details Screen

After Doing the required Steps, the System Will Make the position as key position to create a Succession

Plan for.

Check Key Position Option (Check above Red highlighted)

Press Save

Press Exit

MenaHR Settings Personnel Setup Employment Classifications Positions

Page | 3

Prerequisites Setup for Succession Planning

In order to allow the user to determine the levels and what should be taken into considerations when

filtering the succession plan, MenaHRMS allows the user to define readiness and superiority levels as

the following:

Figure #2 Showing Readiness Levels Screen

From - To

Used to Determine range of points related

to each Level

English - Arabic Description

Used To Define Name Of Each

Level

Color

Used To Select Color Of Each

Level

Talent Management Succession Planning Module Setup Readiness Levels

Readiness Levels

Page | 4

Figure #3 Showing Superiority Levels Screen

Note: After creating a succession plan for a key position, and select the best fit successor for it, system

will compare between successor profile and succession plan, then will provide the user the level of

readiness and superiority of the employee based on the score that the employee gained.

From - To

Used to Determine range of points related

to each Level

English - Arabic Description

Used To Define Name Of Each

Level

Color

Used To Select Color Of Each

Level

Superiority Level

Talent Management Succession Planning Module Setup Superiority Levels

Page | 5

Create a Succession Plan

Please follow the following steps in order to create a succession plan:

Figure #4 succession plan Screen

Note: After saving the plan a new option will appear (Edit ), click on it in order to define the

criteria’s of this plan.

HR user can create the plan based on the following criteria’s (Check Following Pages):

Determine Plan in Arabic description

Determine Plan in English description

Key Position: Select The Key Postion from Drop-Down List

Total Points : Showing Plan Total Points based on Every criteria point with Ability to Modify

Press Save in order to Save The new created Plan

Talent Management Succession Planning Manage Plans New

Page | 6

Education is one of the factors that affects the selection process amongst the nominees, and user can

set it as following:

Figure #5 Succession PlanEducation Tab

Passing Points: User Has to determine passing grade in Education Criteria.

Max Points: System will automatically appear the Highest Qualification Point.

Note:

Qualification defined in the Academic Degrees: (Personnel Setup Academic Classifications Academic Degrees). Qualification Majors can be defined in Majors: (Personnel Setup Academic Classifications Majors)

Qualification Level: select the needed qualification from the drop-down list

Qualification Majors: select the needed Major from the drop-down list

Points: Number of points that the candidate will gain if he has this Education Level.

Press Save

Education Criteria

Page | 7

Training courses can affect the nomination, since the more training courses that employee gained the

more opportunity to hold the position, to set the requirements of training courses

Figure #6 Succession PlanTraining Tab

Passing Points: User Has to determine passing grade in Training Criteria.

Total Points: System will automatically appear the Total of Training Courses Points.

Note: Courses can be defined in Training Module:

(Talent Management Training Module Setup Training Courses)

Training Course: chose the training course needed from the drop-down list,

Points: number of points that the employee will gain if he has this course.

Press Save

Training Criteria:

Page | 8

user can define capabilities related to the plan by adding them manually, or by choosing Predetermined Capabilities, this option will retrieve the capabilities defined

in the job description that this key position is related to as the following.

Figure #7 Succession Plan Capabilities Tab

After choosing the needed capabilities, user should set the points that the employee will gain for every level of this capability.

Passing Points: User Has to determine passing grade in Capabilities Criteria.

Total Max Levels: System will automatically appear the total of highest Capability Points.

Capabilities Criteria

Page | 9

Certificate is one of the important factors that need to be measured when evaluating nominees, user

can set the certificates as the following:

Figure #8 Succession Plan Certification Tab

Passing Points: User Has to determine passing grade in certificate Criteria.

Total Points: System will automatically appear the Total of certificate Points.

Certificates can be defined in Certificates:

(Talent Management Training Module Setup Certificates)

Certification Name: chose the needed certificate from the drop-down list

Points: number of points that the employee will gain if he has this certificate.

Press Save

Certification Criteria

Page | 10

Appraisal Is one of the criteria that MenaHRMS provides to the user to evaluate the employee based on.

Figure #9 Succession Plan Appraisal Tab

In this screen user can define the average of the appraisal that employees have

from-to, and number of points that employee will gain for every average as that

appears in the above.

Also, user can set the number of appraisals to include up to 6 appraisals, so for

example if the user chose 2 appraisals, the system will calculate employees last two

appraisal results average, and give the employee the points based on this average.

Passing Points: User Has to determine passing grade in Appraisal Criteria.

Max Points: System will automatically appear the Highest Appraisal Point.

Appraisal Criteria

Page | 11

user can set points for the employees based on number of experience years that

the employee has as the following:

Figure #10 Succession Plan experience Tab

Experience Criteria

Page | 12

In addition to the previous criteria that has been mentioned, user might have additional criteria that this

position needs and it is not available in Curio, so the user can add those criteria as additional criteria by

defining here.

Figure #11 Succession Plan Additional Tab

To add an additional criteria user should do the following:

Passing Points: User Has to determine passing grade in certificate Criteria.

Total Points: System will automatically appear the Total of additional criteria Points.

Note: After defining all the criteria’s that the candidates need to fill this key

position, user can compare between candidates and chose the most fit of them

based on the number of points that he/she has gained as the following.

Additional criteria name: drop down list that contain all the additional criteria’s that has been defined in the system, in order to define one user should do the following:

(Talent Management Succession Planning Setup Additional Criteria)

Points: number of points that the employee shall gain if he/she has these criteria.

Press Save

Additional Criteria

Page | 13

Assign an Employee into a Succession Plan user can search for, compare and assign employees in Curio from Manage Plans

screen, which can be accessed from criteria’s screen by clicking on Add Successor

button, or from the home screen.

When the user creates a plan for key position, this plan will appear as a card on the

home screen, this card will show the status of the plan as Healthy, Essential or

Risky.

Please follow the following steps in order to Add Successor into a succession plan:

Figure #12 Succession Plan Home Page

Talent Management Succession Planning Home Page Plan Card Add Successor

means that this position is occupied

means that this position is occupied

but there are no successors for.

means that this position is not

occupied and there are no successors for

Page | 14

When the user clicks on the card, system will show the following screen:

Figure #13 Plan Details Page

when the user click on this button system will show the following screen:

Figure #14 Add Successor Page

Add Successor

Page | 15

The left side of the screen shows filters that the user can use to search for the best

candidate, these filters are:

1- General Filters: as the following

- Display the top: used to view a certain number of candidates who has score

the best points.

- Gender.

- Nationality.

- Employee Code/Name.

- Passed/Not Passed.

2- Criteria Filter: to show the best candidates based on a specified filter or all

the following filters:

- All Criteria.

- Education.

- Training.

- Capabilities.

- Certifications.

- Appraisal.

- Experiences.

- Additional Criteria.

The right side of the screen will show the candidates who fit the selected filter, after

selecting the candidates two option will appear

1- Compare: allows the user to compare between candidate in order to choose

the most fit of them.

When clicking on Compare system will compare between the selected and view the

following screen:

System will show the candidates results and the points that they have

achieved based on the plan criteria to give the user the needed information

to select the most fit successor.

Page | 16

2- Add to Pool: this button will allow the user to add successor for the key

position, once the user click on it, candidate will be assigned to the plan as a

successor.

system will show the position holder card in this screen, when the user click

on this card system will show the following screen:

This screen will contain employee card and information as above.

Position Holder

Page | 17

also, the system will show successors for this position as cards, this card

contains the following:

1- Employee Information.

2- Achieved Points.

3- Total Points.

4- Criteria points.

5- HIPO Information.

6- Readiness Level.

7- Superiority Levels.

HIPO Information’s.

HIPO stands for high potential employees, High potential employees are that

illustrious group of individuals who are the rising stars in the organization.

Using 9 Boxes strategy, curio provides MenaHRMS user an easy way to determine

the status of this HIPOs, so when the user clicks on HIPO Info button in the

successor card as below,

System will show the following screen

Successors

Page | 18

The above diagram represents the potential and performance level of the

successor, so when the user changes the HIPO info from the left side of the screen,

the position of the box in the diagram will change automatically as well, and every

box stands for characteristics and suggested actions below:

Box #1: Talent Risk.

Characteristics: -

- underperformer

Suggested Actions:

- on an action contract.

- Exit if no improvement within three months.

Box #2: Solid Professional.

Characteristics:

- little ambition.

- Meets basic requirement.

Suggested Actions:

- same job, same role forever.

Box #3: High Professional.

Characteristics:

- over performer but not ambitious.

- At end of their stretch.

- Loves their job

Suggested actions:

Page | 19

- Future holds same type of role and same team type.

Box #4: Inconsistent Player.

Characteristics:

- Underperformer.

- Likely to be in wrong role.

Suggested Actions:

- Crucial conversion.

- Move out of role or manage out of business.

Box #5: Key Player

Characteristics:

- Meets all targets.

- Some potential for growth.

Suggested Actions:

- Provide training & development opportunities.

Box #6: Current Star:

Characteristics:

- Exceeds targets.

- Needs greater challenge.

Suggested Actions:

- Provide development.

- Give stretch targets.

Box #7: Rough Diamond.

Characteristics:

- Under performer but loads of potential.

- Definitely in wrong role.

Suggested Actions:

- Definitely in wrong role.

- Move out of role or you will lose this person.

Box #8: Future Star.

Page | 20

Characteristics:

- Meets all targets.

- Demonstrates lots of potential.

Suggested actions:

- Likely candidate for promotion.

- Develop and coach.

Box #9: Rising Star.

Chrematistics:

- Top talent.

- Strong candidate for promotion.

Suggested Action:

- Include in strategic initiatives.

- Provide special development.

- Successor details.

Curio provides the user the ability to view successor details from this page, by

clicking on successor details button in Successor Card.

Pressing on this button will lead to open the following screen:

Page | 21

Page | 22

Note: in order to add one of the additional criteria to the successor user should

select the check box that located next to it, this way system will add criteria points

to the successor.

If a successor on a succession plan also occupying a key position, and there are

successors for the position that he/she is holding, system will show the user the

successors for him/her by clicking on Successors button on the card.

When clicking on this button system will show the following screen:

Chain of Successors

Page | 23