Create and manage job roles in the Career Framework in Perform & Engage 365

Introduction

Required role: Super admin.

Job roles represent specific positions within a job family and define how employees progress through levels in a career path. For example, a job family named Engineering might contain roles such as Software Engineer, Senior Software Engineer, and Engineering Manager. Each job role belongs to one job family and follows one career path.

This article explains how to create, edit, duplicate, and delete job roles.

Before you start

To manage job roles, you must:

• Have the Super admin role in Perform & Engage 365.
• Have access to the Career Framework feature.
• Create at least one job family and one career path.

Open a job family

Job roles are created and managed within a job family.

To open a job family:

1. Select Organisation > navigation menu (the icon) in the top right-hand corner > Career Framework. The Career framework page opens.

2. Select a job family card to open it on a page of the same name.

Create a job role

1. On the Career framework page, select a job family card to open it on a page of the same name.

2. Select Add role. The Add role dialog opens.

3. Enter the Role title.

4. Select the Career path the role will follow from the drop-down list. This is the leveling pattern for this role, for example Individual Contributor, Manager, and so on.

5. Optionally enter a Description, up to 300 characters. Here, you can describe the main responsibilities of the role.

6. Select Add.

The job role is added to the job family and becomes available for employee assignments.

Understanding the role grid

Roles are displayed in a grid on the job family page. Each row represents a job role, and each column represents a job level from the role's assigned career path.

Within the grid, Super admins can:

• View levels available for a role.
• See the number of employees assigned to each level.
• Assign employees to a role and level.
• Customize level names for specific roles.
• Remove employees from role levels.

Edit a job role

1. Open the job family that contains the role you want to edit.

2. Find the job role you want to edit.

3. Select the action menu (...) for the required job role > Edit. The Edit role dialog opens.

4. Edit the required information.

You can move a role to a different career path if no employees are currently assigned to the role. If employees are assigned, the Career path drop-down list is unavailable. Additionally, you'll have to reassign or unassign employees before changing the career path.

When a role's career path changes, any customized level names associated with that role are removed.

5. Select Save.

Duplicate a job role

Duplicating a role enables you to create a new role based on an existing one.

1. Open the job family that contains the role you want to duplicate.

2. Find the job role you want to duplicate.

3. Select the action menu (...) for the required job role > Duplicate. The Duplicate role dialog opens.

By default, (copy) is added to the end of the Role title.

4. Edit the required information.

You can edit the Role title and Description, and choose a different Career path.

5. Select Duplicate. 

Delete a job role

If a job role is no longer needed, you can delete it. This action can't be undone.

1. Open the job family that contains the role you want to delete.

2. Find the job role you want to delete.

3. Select the action menu (...) for the required job role > Delete.

The dialog that opens depends whether the job family has assigned employees.

If the job role doesn't have assigned employees:

The Delete <job role>? dialog opens.

1. Review the confirmation message. You're warned that this role and all its levels will be permanently deleted.

2. Select Delete, or Cancel.

The job role and all its levels are permanently deleted from the Career Framework. 

If the job role has assigned employees:

The Delete <job role> dialog opens.

This dialog shows:

• The number of affected employees.
• An employees list, which you use to identify affected users.
• Filters that can be used to locate employees. The filters are Team and Department.

1. Review the affected employees.

2. To reassign employees to a different role, select their checkbox, then Assign role. The Assign role dialog opens.

• Select the relevant Job family, Role, and Current job level from the drop-down lists.
• Select Assign, or Cancel.

Updates are visible across your organization when the career framework is published.

3. To unassign employees from this job role and level, select their checkbox, then Unassign. The Unassign employees dialog opens.

• You're warned that if you unassign the employees, they will lose access to this role's career progression.
• Select Unassign, or Cancel.

4. When all employees are either assigned a different role or unassigned, select Delete role, or Cancel.

When you delete the role:

• The role is deleted.
• Employee role assignments are deactivated.
• Historical assignment records are retained for reference and reporting purposes.

Customize job level names for a role

You can customize how a job level is displayed for a specific role without changing the underlying career path. For example, a level might display as Staff Engineer for the Software Engineer role while showing a different name for other roles on the same career path.

To customize a job level name:

1. Select Organisation > navigation menu (the icon) in the top right-hand corner > Career Framework. The Career framework page opens.

2. Select a job family card to open it on a page of the same name.

3. Find the role and level you want to customize.

4. Select the action menu (...) on the level cell > Edit. The Edit job level dialog opens.

4. Enter the Job level title. You can use the {role} placeholder in customized level names. The placeholder is replaced automatically with the role title when displayed. For example, Junior {role} might display as Junior Software Engineer and Senior {role} might display as Senior Product Manager.

6. Select Save.

Search for roles

Use the search box on the job family page to find roles within the selected job family.

Assign employees to a role

Employees can be assigned directly from the role grid.

1. Open the required job family.

2. Find the role and level to which you want to assign employees.

3. Select + on the level cell. The Assign employees dialog opens.

4. Search for and select the employees you want to assign to the role.

5. Select Assign, or Cancel.

The initials of the selected employees are shown on the level in the role grid. The next time you open the Assign employees dialog for this level, you'll see the number of Currently assigned employees and their names.

For information about additional assignment methods, see this article.

Next steps

After creating job roles, you can:

• Assign employees to roles and levels.
• Create career plans.
• Publish Career Framework changes.

More information

• Introduction to the Career Framework
• Create and manage job families
• Create and manage career paths and job levels
• Assign employees to roles and levels
• Publish Career Framework changes
• Import and export Career Framework data
• Career Framework FAQs