If there is an employee photo in the employee database, it will be displayed automatically. It can also be added to the image by clicking on the pen (mouse over) or removed by clicking on the trash can.

Since our profiles are the basis for applications to customers, it is advisable not to post any fantasy, holiday or cartoon characters here. to insert

Clicking on the pen opens a window with the buttons „Cancel“ or „Choose file“, here you can upload your own picture to the profile.

1.1.2CV

Can I use an existing CV in ProfileMap?

An existing CV can be transferred to ProfileMap by clicking on „CV“ (currently .doc and .pdf are supported). It can be dragged and dropped into the profile or integrated into ProfileMap with „Upload“. Skills and languages recognized by the system are then displayed in a subsequent window; they can also be deleted here by clicking on the trash can symbol. Clicking on „Done“ saves the information in the profile.

1.1.3 Export profile

How can I make my profile available to someone?

Clicking on the sheet of paper icon with an arrow opens a window in which you can choose a short PowerPoint profile or a long WORD profile. Clicking on the respective icon opens another page in which a selection of templates can be made. A template can also be called up specifically via the „Search for templates“ field. In the „Business Units“ field, the part of the company to which you belong is preset. If special skills are sought for project participants, other business units can also be selected here (e.g. by project managers).

On this page, the respective list of templates can be called up by changing the „Type“ from long to short profile without leaving the page.

Clicking on „Next“ opens the next page, it is used for the specific selection of profile data. Skills, projects, professional experience and areas of expertise can be selected as required. Customer names can be hidden on the last page with „Next“.

1.1.4 Competencies

How do I choose the right competencies?

A large selection is already stored in the Competences area. A personal selection can be made by clicking on the pen next to the „Competences“ title. The pen is only visible when the mouse pointer is in the skills area.

Clicking on the pen opens the „Edit skills“ window, with all skills listed so far in the knowledge base being selectable with sub-assignments in the left part. If the mouse pointer is moved to a suitable object, an „Add“ button appears behind it, which transfers the selection to the right-hand part of the window. A red point is automatically assigned to the selected skill (= basic knowledge), the user can then assign a different knowledge selection of up to four points (= expert).

The display of the skills can be displayed variably:

„BSU“ button (default): Skill categories and skills applicable to the respective business unit
„All“: for all skills across all units

What if competencies are not available?

If you cannot find competencies, you can use the „Search“ field to display them. If the competence you are looking for is still not available, a data record can be added via „Suggest“.

exact skill description,
explanatory web address and
short description

be entered. This record is then checked (see 2.1 Suggested skills: skills)

How are competencies changed?

If you accidentally created a competence, you have to go to “Competences” (pen), “Edit competences” and “Existing competences”. There the competence can be removed via the trash can symbol (mouse over in front of the competence points) and the action can be confirmed with „Done“.

What do I do if my expertise in a competency changes?

Access is via “Competences” (pen), “Edit competences” to “Existing competences”. There you can click on the points to change them, add them or remove them. The action is confirmed with „Done“.

1.1.5 Languages

Which language should I choose? How is the classification to be carried out?

A choice of languages should be made when one has at least basic knowledge of them. To do this, click on the pencil symbol next to „Languages“. In the „Edit languages“ window in the „Knowledge base“ area on the left, a language can be transferred to the „Existing languages“ area on the right with „+ Add“. It is also possible to enter a language you are looking for in the search field under „Knowledge base“ and have it displayed.

If you have selected a language by mistake, it can be removed again in „Available languages“ by clicking on the trash can icon (mouse over behind the language).

Note: So-called dead languages such as Latin and dialect should be used.

As soon as the selected languages are transferred to „Available languages“, the knowledge of the respective language can be noted there (click on the points):

languages are marked as mother tongue = „NATIVE“ with four dots
Three points are to be chosen if you have good knowledge and fluent use of the language
two points for general knowledge
one point for basic knowledge

Sorting is carried out by the system based on the points awarded, mother tongues are always at the top.

What do I do if my language skills change?

Access is via Languages (pen), Edit Languages to Existing Languages. There you can click on the points to change them, add them or remove them. The action is confirmed with „Done“.

1.1.6 Education

How do I record my training?

Clicking on „+ Add“ opens the „Add entry“ window. There you can choose from the stored degrees. In addition, the start and end of the training (or tick „until today“), if applicable, a special subject and the corresponding training facility must be specified.

If you check “Pin in profile”, this degree will be displayed in the personal data, so the highest-ranking degree should always be pinned.

What about changes or incorrectly entered training?

A pen for changes and a trash can for deletions appear next to the respective entry when you mouse over it.

1.1.7 Certifications

How do I enter certifications?

In principle, only certificates obtained through an examination may be entered (example: university certificates). The specified certificates must be presented as a scan to the assistant.

Clicking on the pen next to “Certifications” (mouse over) opens the “Edit Certificates” window. The appropriate suggestion can be selected from the certificate database. With mouse over, the field „Year“ is displayed, in which the graduation year is selected and accepted by clicking on the „+ Add“ button.

What about incorrectly entered certifications?

Incorrectly or incorrectly entered certificates can be removed in the „Available certificates“ field by clicking on the trash can icon.

What if certificates are not present?

If you cannot find certificates, you can display them using the „Search“ field. If the certificate you are looking for is still not available, you can use „Suggest“ to add a data record

exact certificate designation,
explanatory web address and
short description

be entered. This record is then verified (see 2.2 Suggested Capabilities: certificates).

1.1.8 Freely definable fields: date field, text field

What are the freely definable fields intended for?

Mouse-over displays information about what these fields are used for.

We generally use it to enter a date of birth in the format „01/01/1980“ because only the year (here: 1980) appears when the profile is exported. „Date of birth“ is entered in the text field.

1.2 Projects

How do I paste projects I’ve worked on?

Projects can be entered using the „+ Add“ button. The official project name must be entered in the „Add project“ window.

In the next field „Customer“ you can search for already stored customers. If the customer is not yet known, the message “No suitable data for ……” appears with the option of clicking on “Not in the list?” The customer suggestion with customer name, customer URL and a short description (everything preferably from the Internet ) to a data curator by clicking „Suggest“. He then reviews the proposal and approves or rejects it.

What information should be given for projects?

In addition to the customer name and the official project name, role, start and description are necessary entries.

The role should be off the steps

Junior
Senior
professional
Expert

to be chosen.

The beginning and end of the project can be filled with a stored calendar. The full month is always displayed, even if a project starts or ends in a month. „To date“ should be ticked for the last/current project.

A meaningful short summary of the project goals should be entered in the description, in language the general project language. DE for German and EN for English are available.

By clicking on „Next“, skills and languages that are important for the respective project can be entered in the next window. You will then be accepted by clicking on „Done“.

An entered project can be changed by clicking on the pencil symbol or deleted by clicking on the trash can symbol.

What do I have to consider when changing entered projects?

Depending on the system, the previously made entries must be repeated in the event of changes (corrections or additions). They are not automatically taken over completely from the previous project creation!

1.3 Focus Area

How do I note areas of competence?

Clicking on „+ Add“ opens a window „Add Competency Focus“. In the „Description“ field, an entry can be made (e.g. quality) and a language can be selected. With „Next“ the system provides a selection from the skill database. In the „Skills“ and „Languages“ fields, changes can be made and other selections can be made by clicking on the pencil symbol. As described in 1.1.4 Skills, new proposals can then also be submitted for review by a data curator.

If all the necessary information is available, the areas of expertise are adopted by clicking on „Done“.

A competency focus that has been entered can be changed by clicking on the pen symbol or deleted by clicking on the trash can symbol.

1.4 Job Experience

How can I record work experience? Which entries are important for job registration?

When the “Work Experience” heading is highlighted, clicking “+ Add” opens an “Add Work Experience” window.

Must enter a role, she should be out of the steps

Junior
Senior
professional
Expert

to be chosen.

In the next field „Company“ enter the official company name, then start and end date of the activity for this company (or tick „until today“), if necessary a short description and the company language.

If all the necessary information is available, the professional experience is accepted by clicking on „Done“.

An entered professional experience can be changed by clicking on the pencil symbol or deleted by clicking on the trash can symbol.

2 Menu item: Search

2.1 Searching

How does ProfileMap extract entities from the given search request?

Entities are detected by looking for the name and synonyms of the entity within the provided text. If multiple entities have the same name or synonym all of them will appear in the list of returned entities.

How do I remove an entity from the search criteria, how do I add an additional one?

Entities can be removed by hovering over them with the mouse and clicking on the garbage bin icon that appears next to the entity level.

Entities can be added using the respective search bars. These searches offer suggestions while the user types into the text field by comparing the inserted text with the names and synonyms of the respective entities. An entity is added to the search criteria by clicking on it.

What does it mean to search for the BSU or All competencies?

For competencies, the search is by default restricted to the business unit (BSU) of the user. Depending on how this is set up at your company there could be one business unit for the whole company or different ones for different groups within the company. Each business unit can define its own taxonomy. Searching for BSU competencies means that only competencies defined in the business unit taxonomy will be suggested. This can be changed by selecting the “All” radio button, which will result in all non-deactivated competencies in the ontology being considered for suggestion.

How does the search behave if I request different levels for competencies or languages?

The required competency and language levels can be set to a value between 1 and 4. Only if a profile contains at least one requested entity at the required level or higher or if it contains a competency that makes it very likely that the candidate has the requested competency at the required level even though it is not explicitly mentioned in the profile (e.g. knowing a library of a programming language indicates that the candidate knows the programming language), the profile will appear in the result list. The language and competency levels can also affect whether candidates appear higher or lower in the result list.

How do I set an entity to be mandatory and how does this influence the search?

Entities can be made mandatory by hovering over their name with the mouse and selecting the checkbox.

If one or more entities are made mandatory only candidates that have all the mandatory entities with at least the required level in their profile will be in the result list. Indirectly matching a competency is not enough in this case.

2.2Search Results

Which profiles end up in the search result list?

If no entities are made mandatory, only if a profile contains at least one requested entity at the required level or higher or if it contains a competency that makes it very likely that the candidate has the requested competency at the required level even though it is not explicitly mentioned in the profile (e.g. knowing a library of a programming language indicates that the candidate knows the programming language), the profile will appear in the result list.

On the search results page a sorted list of candidates is displayed. The candidates are ordered by how good the system thinks a candidate’s profile fits the entered search request. For each request, at maximum 20 candidates will be displayed.

How is the order in which the profiles are displayed determined?

To come up with this assessment, for each candidate the system calculates how similar the candidate is with respect to different aspects of the request. For example, one aspect used in the search is checking how similar a candidate’s profile is to the search request with respect to academic disciplines. An academic discipline is a field of study or profession like “Marketing”, “Software Architecture” or “Machine Learning”.

The system uses different measures to determine the similarity of an aspect, but typically, the request and the profile are considered to be more similar if the overlap between the entities is larger and if the entities that are not directly matching are closer related to other entities in the candidate’s profile.

The different aspect similarities are then given to a machine learning model that provides the overall ranking score based on them. The model has been trained on feedbacks by users rating how good a candidate’s profile fits the respective search request. From this, the model learns how important which aspects and which combinations of aspects are for different kinds of search requests. It tries to predict how many stars an expert would give the fit between request and profile. The results are ordered by how high the prediction of the machine learning model for the corresponding profile is.

What do the percentage values mean?

The large percentage value on the entries of the search result list and at the top of the side-by-side comparison is the overall score. A machine learning model has been trained on feedbacks by users rating how good a candidate’s profile fits the respective search request. It tries to predict how many stars an expert would give the fit between request and profile. The prediction is then scaled up to 0-100%.

In addition to this there are scores for competencies, projects, and certificates displayed on the entries of the search result list and the side-by-side comparison as well as for languages only on the side-by-side comparison. The language score corresponds to the fraction of requested languages that are in the profile of the candidate. So, if three languages are requested but the candidate only has one of these in his or her profile, then the score will be 33%. Likewise, the certificate score is the fraction of the requested certificates that are in the profile of the candidate and the project score provides the fraction of competencies and languages that are in at least one of the candidate’s projects.

For competencies, the machine learning model takes different indirect ontology relationships of these competencies into consideration. To account for this, the competency score is not calculated as a fraction of matching competencies but rather linked to the overall score calculated by the complex machine learning model and corrected for the results of the other three scores. This way the overall score can be seen as a combination of competency, language, certificates, and project scores, with the competency score accounting for the largest part of the overall score.

Why are the overall and the competency score not at 100% even though all search criteria are met?

In contrast to the other scores, the overall and the competency score depend on a complex machine learning model. Since this model tends to be cautious to predict very large and very low values and since the amount of considered information goes beyond what is displayed in the side-by-side comparison, both the overall score and the competency score will typically not be around 100% when all shown criteria are met and not be around 0% when hardly any are.

How do you interpret the side-by-side comparison?

The side-by-side comparison screen is split into two sides. On the left side, the request text and the requested competencies, languages and certificates are shown. On the right side, the corresponding relevant parts of the candidate’s profile are displayed. Here, requested entities that are missing from the candidate’s profile are displayed in red and crossed out. Requested entities that are also in the candidate’s profile are displayed in black. Related competencies that support that a candidate possesses a certain competency are displayed indented and in grey. Relevant projects are displayed on the right with directly or indirectly matching tags being highlighted in green.

When does ProfileMap consider a project to be relevant in the side-by-side comparison?

Projects are tagged with competencies and languages. If at least one of the tags matches one of the requested entities directly or indirectly, the project is considered relevant and displayed.

How can I provide feedback concerning the quality of the search results?

On the search results page, if the search is saved, the user has the possibility to provide feedback to the system how well a candidate’s profile fits the search request by selecting one to five stars for each candidate. Giving a candidate’s profile five stars means that his or her profile fit the search request very well. Giving a candidate’s profile one star means that the profile doesn’t fit the search request at all. This information can be used to further train the machine learning model that orders the search results.

2.3 Saving searches

How can I save a search?

A search can be saved by clicking on the „Save search“ button on top of the search results page. In this case, the search parameters and the search results will be saved together with additional metadata that can be set by filling out the form that appears when clicking on „Request data“.

How can I load a search?

Saved searches are listed in the search history which can be accessed through the dashboard by clicking on the “Search for Candidates” button or by clicking on “Search” in the navigational bar. The metadata field “Request title” is listed as “Name” in the search history. When clicking on the entry in the table, the saved search is loaded including previously set metadata. The search results are stored with the search making loading a search significantly quicker than executing a new one and ensuring the same results as when the search was originally executed.

How can I edit a saved search?

If the search parameters of a loaded search are changed, the search must first be executed before it is possible to save the adapted search. Saving an adapted loaded search will always lead to overwriting the original search. If a new search should be saved, the “New Search” button must be used to enter a new search request.

3 Menu item: OntologySuggestion (term/suggestion)

3.1 Suggested Skills: Competences

What if I didn’t find and re-suggested skills?

Suggestions are automatically routed to a data curator. His job is to check whether this skill already exists in our database, does not yet exist or should not be included in the database.

Under Suggested Skills, the suggestion will remain with the creation date and status of Pending until the data curator has completed their review and the status has changed to Approved or Rejected.

How do I get information about when the status of the proposal has changed?

Automatic information will not be passed on. Each proposer is responsible for checking his suggestions and adopting them in his profile if they are implemented.

3.2 Suggested Skills: Certificates

What happens if I didn’t find certificates and re-suggested them?

Suggestions are automatically routed to a data curator. His task is to check whether this certificate is already available in our database, whether it is not yet available or whether it should not be included in the database.

Under Suggested Skills, the suggestion will remain with the creation date and status of Pending until the data curator has completed their review and the status has changed to Approved or Rejected.

How do I get information about when the status of the proposal has changed?

Automatic information will not be passed on. Each proposer is responsible for checking his suggestions and adopting them in his profile if they are implemented.

3.3 Suggested Skills: Customers

What happens if I haven’t found customers and have re-suggested them?

Suggestions are automatically routed to a data curator. His task is to check whether this customer already exists in our database, does not yet exist or should not be included in the database.

Under Suggested Skills, the suggestion will remain with the creation date and status of Pending until the data curator has completed their review and the status has changed to Approved or Rejected.

How do I get information about when the status of the proposal has changed?

Automatic information will not be passed on. Each proposer is responsible for checking his suggestions and adopting them in his profile if they are implemented.