Contents
3 Search for Profiles
3.3 Search Results – Filter and Side-by-Side comparison
3.4 Request Anonymized Profiles
4.4.1 Maintain/edit all profiles for his/her direct reports
4.6.1 Maintain/edit all profiles for within own BSU
5.1 Add / Change / Delete Category / Subcategory
5.2 Add Terms to a Category or Subcategory
5.4 Delete Terms from a Category or Subcategory
6.2 Viewing own suggested Terms
6.3.1 Search and Suggest new Skills
6.3.2 Check / Accept / Reject new Skills
6.6 Editing existing Skills, Certificates, Clients
6.7.1 Deactivate and Re-activate Term in Data Curation
6.7.2 Display of deactivated Terms in Profile Management
6.7.3 Remove deactivated Term from Profile
7.1 General Terms and Copyright
Information regarding reading this document:
In the whole document the terms “skills” and “competencies” are used as synonyms. Both terms are used throughout the whole documents and the meaning is identical.
Login
To log in to the system, one needs to navigate to www.profilemap.de and type in the Active Directory credentials. The user is prompted to use either the Azure Multi-Factor Authentication or the SecurID Authentication Method, otherwise the user is taken directly to the dashboard screen if connected through the msg VPN.
Figure 1: Login Screen
User Management
The user management section provides the opportunity to assign specific roles to certain users.
Basic User
Every user automatically has the authorizations of a Basic User and can therefore maintain their own profile.
*see “2. Profile Management” for further details on how to edit and maintain a profile.
Super User
The Super User role has the permission to assign the role of BSU Admin to anyone in the application (For more information about Role management see Authorization Concept).
*The Assignee needs to be logged in at least once.
Step 1:
Click on the „User Management“ button in the dashboard. This will take you to an overview of all names registered in the system.
Figure 8: Dashboard – User Management
Step 2:
Now enter the name of the person to be assigned as BSU Admin in the search bar or search for them by scrolling through the panel.
Step 3:
As soon as the desired person has been found, click the Change Role button.
Figure 9: User Management – Overview
Step 4:
A small window will open showing the role BSU Admin and the associated privileges. Here you have to set a check box and then click on „Continue“ to assign the role.
Figure 8: User Management – Assign BSU Admin
Step 5:
In the next field you have to select „Confirm“ to confirm the assignment.
Figure 8: User Management – Confirm Role Assignment
BSU Admin
The BSU Admin role has the permission to assign Sourcing Manager and Profile Manager roles for users in their respective BSU.
Assign the roles Sourcing Manager and Profile Manager
Step 1:
To do this, click on the „User Management“ button on the dashboard. This will take you to an overview of all names registered in a particular Business Unit.
Step 2:
Now enter the name of the person you want to assign a new role to in the search bar or search for them by scrolling through the panel.
As soon as the desired person has been found, click on the „Change Role“ button.
Step 3:
A small window will open showing the roles Sourcing Manager and Profile Manager with the associated privileges. Here you must place a check mark next to the role you want to assign to the person and then click „Next“ to assign the role.
Step 4:
In the next field you need to click the „Confirm“ button to confirm the assignment.
Line Manager
The Line Manager role can edit his own profile, as well as the profiles of employees who report directly to him.
Maintain/edit all profiles for his/her direct reports
Step 1:
To view or edit the profiles of any employee, click on the „Profile Management“ button on the dashboard.
Step 2:
In Profile Management the user’s own profile will be displayed at first. On the left side of the screen the names of all employees who report directly to the Line Manager are displayed. Click the desired employee’s name to edit his profile.
Step 3:
Editing employees’ profiles is the same as editing own profile (see „3 Profile Management“).
Submit Request
The Line Manager role can submit requests. It also has access to profile information of direct reports and anonymized profile information of all remaining candidates.
For more information on how to submit a request please refer to section “4. Search for Candidates”.
Show Request History
The Line Manager role has access to its’ own request history.
For more information on how to use search history please refer to section “5. Search History”.
Sourcing Manager
The Sourcing Manager role is assigned by the BSU Admin.
Submit Request
The Sourcing Manager role can submit requests. It also has access to all profile information within its’ own BSU and anonymized profile information of other BSUs.
For more information on how to submit a request please refer to section “4. Search for Candidates”.
Show Request History
The Sourcing Manager role has access to its’ own request history.
For more information on how to use search history please refer to section “5. Search History”.
Profile Manager
Maintain/edit all profiles for within own BSU
The Profile Manager role has unlimited access to all profiles within its’ own business unit. This means that he can view and maintain/edit all profiles, as well as his own.
Step 1:
To view or edit the profiles of your business unit, click on the „Profile Management“ button in the dashboard.
Step 2:
In Profile Management you will first be shown your own profile. On the left side of the screen you will see the names of all persons from your business unit, where you select the person whose profile you want to maintain/edit.
Step 3:
Editing the profiles is the same as editing your own (see „2. Profile Management“).
Data Curator
The role Data Curator can only be assigned by the role Super User.
The Data Curator has access to the Data Curation and can upload new skills for the shared knowledge base (ontology).
They need to check the terms suggested by other user and decide if the new terms need to be adjusted and added or rejected.
Data curation is taking place on the shared knowledge base to which every business unit has access.
For more Details check chapter 6 Data Curation.
.
Skill Manager
The role Skill Manager is assigned by the role BSU Admin.
A Skill Manager can create categories and sub-categories specifically for their own business unit. They can add skills from the shared knowledge base which were accepted by the Data Curator to the categories.
These skills are available for the profile management of the business unit.
For more details check chapters
Chapter 5 Data Categorization
Data Categorization
Data Categorization is only available for terms already added to the ontology. A Skill Manager always manages the categories of their own BSU and can pick and categorize any skill from the ontology.
If necessary, the Skill Manager can suggest new skills.
Changes regarding categories and content of the categories are only visible for their own BSU and won’t have any impact on other BSUs.
The Data Categorization can be selected on the dashboard with click on “Ontology management”. In Ontology management click on “Data Categorization”.
Figure 63: Select Ontology management
Figure 64: Select Data Categorization
Add / Change / Delete Category / Subcategory
To add a new category or subcategory click on “Add a new category”. It’s possible to create several levels of categories.
To create a new category a German and an English name need to be assigned. After entering the name click “Done”.
Duplicate names are not possible.
To edit the names of a category or delete a category hover over the category and an edit button (form of a pencil) and a delete button (form of a trash can) will show.
For editing the names click on the pencil. To delete a category including the skills and subcategories assigned to this category click on the trash can.
The assigned skills are only deleted from the category, not from the ontology. Skills can be reassigned again to a different category.
Hint 1: in the profile itself only the first level (top level) of categories is shown. All categories are shown in the screen for adding skills to the profile.
Hint 2: The top level categories can be referenced in the profile export templates. For more details check the documentation for creating templates and the example templates marked with the tag “TRAINING”.
Figure 65: Add new category
Figure 66: Enter / change names for category
Figure 67: Edit and Delete buttons for a category
Figure 68: prompt before deleting a category
Add Terms to a Category or Subcategory
After creating a category skills can be added to it.
With click on “Import skill from ontology” a window opens where a skill can be searched and selected with click on “add”. After the necessary skills are selected click “Done” and the skills will be added to the category.
Figure 69: start adding new skill to category
Figure 70: selecting skill for category
Figure 71: New skill added to category
Suggest new Skills
If the necessary skill is not available in the ontology the Skill Manager can suggest new skills for the Data Curator to add to the ontology.
For this click the button “Suggest” in the screen for adding skills to the category. In the new window the name of the new skill can be adjusted if necessary. With click on “Suggest” the new term will be sent to the Data Curator who will check and add the new term to the ontology
Figure 72: Suggest new skill
Delete Terms from a Category or Subcategory
Skills can be deleted from a category.
While hovering over the skill a delete button in form of a trash bin appears. A click on the trash bin deletes the skill from the category.
Figure 73: Delete skill from category
Data Curation
In Data Curation the role Data Curator can suggest and add new terms to the ontology. To access Data Curation click on “Ontology management” and “Data Curation”.
Figure 74: Select Ontology Management
Figure 75: Select Data Curation
Suggesting new Terms
New skills, customers and certificates can be suggested in different parts of the application:
- Profile Management – for details check the following chapters:
- 2.7 Suggest new Skills
- 2.15 Suggest new certificate
- 2.18 Add Projects
- Data Categorization – for more details see chapter 5.3 Suggest new Skills
- Data Curation – for more details see following chapters
Viewing own suggested Terms
To be able to keep track your own suggested terms there is a new list.
In can be accessed through the menu at the top of the screen with click on “Ontology suggestion”.
A table is shown with the terms which were suggested by the logged in user.
By clicking on a different tab the lists can be changed between skills, certificates and clients.
By click on the arrow at the beginning of the line the details for the suggestion can be viewed. If changes are necessary they can be entered by clicking on the pencil at the end of the line.
By clicking on the cross the suggestion can be deleted.
Figure 76: Suggested Skills
Figure 77: Suggested Certificates
Directly after suggesting a new term the status is set to “Pending”. This means that the Data Curator didn’t work on it yet.
When the Data Curator added the new term the status changes to “Approved”. With click on the “+”-Symbol the term can be added to the own profile.
Figure 78: Approved Term
Figure 79: Add new Term to Profile
If a term is rejected the status “Rejected” is displayed. The reason why the term wasn’t added is shown in a tooltip when moving the mouse over the “?”-Symbol next to the status.
Figure 80: Rejected Term
If it’s not deleted by the Data Curator or the user themselves, it’s removed automatically after a few weeks.
New Skills
Figure 81: Header for Data Curation
Search and Suggest new Skills
The Data Curator can search in the list of suggestions. The search string can be entered in the search field.
If the Data Curator needs to suggest a new skill click on the button “Add a new skill”. A window opens where the new skill can be added to the ontology. For a more detailed description see chapter 6.3.2 Check / Accept / Reject new Skills.
Figure 82: Button for adding a new skill
Figure 83: Screen for entering skill data
Check / Accept / Reject new Skills
If new skills are suggested in Profile Management or Data Categorization the suggested skills are listed for the Data Curator in Data Curation.
Initially the following data is listed for the skill: English name, name of user who suggested the skill, date of suggestion.
The buttons for editing (pencil) and deleting (trash can) are displayed.
Figure 84: List of newly suggested skills
To check and edit the new skill click on the pencil. The following screen will appear.
The basis of the ontology is the website wikidata.org. To search for the new skill, click on the link “Search wikidata for New Term”. A new browser tab opens with the search results for the search term.
After selecting the correct entry in wikidata the wikidata ID needs to be copied and entered in the wikidata ID-field.
With reloading the data (click on refresh arrows in field “wikidata ID”) the data connected to the wikidata ID is added to the window.
Part of the data are aliases in English and German and relationships.
If necessary, the names, aliases and relationships can be adjusted manually. If everything is OK click button “Save and accept”. The data is added to the ontology after a nightly batchjob (also see chapter 6.3.3. Nightly Batchjob).
If there are open questions the new skill can be saved (button “Save”) without accepting the data. The data is just saved and can be worked on at a later point, for example after clarifying open question with the person who suggested the new skill.
If the term already exists in the ontology a message is shown: “There is already an entry with this wikidata Id”. In this case the skill can’t be added. The button “Save and accept” is inactive and the suggested skill needs to be deleted: click on cancel, then delete the suggested term with click on the trash can.
Figure 85: Edit new skill
Figure 86: New browser tab after click on wikidata-link
Figure 87: Loading data from wikdata.org – wikidata id already exists
Figure 88: Existing terms can’t be added.
If a skill needs to be added which has no entry in wikidata.org it can be added without a wikidata Id. The necessary date needs to be added manually:
- English name
- German name
- Aliases in English and / or German (optional)
- At least one Relationship referenced to Wikidata
- Select a type from the list
- Search for skill
- Click plus button
After entering all necessary data click on button “Save and accept”.
The accepted skill is highlighted in green.
It’s possible to undo the acceptance. Edit the new skill again and click on button “Save and undo accept”. The entry is now highlighted in grey.
If a suggested skill needs to be deleted a security prompt appears which needs to be confirmed to finish deleting the skill.
Figure 89: selecting relationship type
Figure 90: selecting relationshop skill
Figure 91: Save and accept new skill
Figure 92: accepted skill highlighted in green
Figure 93: Save and undo accept
Figure 94: saved skill highlighted in grey
Figure 95: Deleting skill
Nightly Batchjob
To integrate the new skills into the ontology a nightly job runs early in the morning around five o’clock. The job is necessary to adjust the machine learning to the changed ontology.
Only after the job execution the new skills can be used in Profile Management and Data Categorization.
When the skills are integrated successfully the in green highlighted skill are deleted from the Data Curation list.
If the green entries still exist the next day the ProfileMap-Team needs to be informed and the following points checked:
- Did the job run correctly? If not, what was the reason?
- Was there any error message for this new skill?
- Depending on the result of the analysis the next steps need to be decided.
New Certificate
To switch to the newly suggested certificates click on the filter and select “Certificates”.
The list of suggested certificates is displayed.
Any user can suggest new certificates in profile management – see chapter 2.15 Suggest new certificate.
A Data Curator can also add new certificates directly in the Data Curation dialogue with click on “Add a new certificate” and “Create new”.
A new window open where the relevant data for the new certificate can be entered or edited. It’s the identical window which opens when clicking on the edit button of a suggested certificate.
Relevant data for a certificate:
- English name
- German name (can be identical to English name)
- Category, selected from a drop down list
The edit screen can be closed by click on:
- Cancel – changes will be ignored
- Save – data will be saved so it can be edited again at a later point
- Create certificate – suggested certificate will be added to the ontology at once.
The entry will be deleted from the list.
If a suggested certificate needs to be deleted, click on the delete button. The delete request needs to be confirmed.
Figure 96: Select suggested certificates
Figure 97: Suggest new certificate
Figure 98: Edit/accept button for certificate
Figure 99: Edit new or suggested certificate
Figure 100: Delete button for certificate
Figure 101: Prompt for confirming deletion of certificate
New Clients
To switch to the suggested clients, click on the filter and select “Clients”.
The newly suggested clients are listed.
Like new skills the English name, “suggested by” and the date of the suggestion are listed. Possible actions are editing (pencil button) and deleting (trash can button) the suggestion.
Any user can suggest new clients in profile management – see chapter 2.18 Add Projects.
The Data Curator can also add new clients in Data Curation with clicking on the button “Add a new client” and “Create new”.
A window opens where the data of a new client can be added:
- English name
- German name (can be identical to English name)
- Category from a drop down list
This is the same window as the edit window when the edit button of a suggested client is clicked.
After entering / editing the client data the data can be saved for a later decision or created directly and is available in profile management at once.
If the client already exists or is a duplicate the suggestion can be deleted with the delete button on form of a trash can.
Figure 102: Switch to clients and list suggestions
Figure 103: Add new client
Figure 104: Edit new / suggested client
Figure 105: Possible actions after editing a client
Figure 106: Delete a suggested client
Editing existing Skills, Certificates, Clients
Existing issues can be adjusted in data curation after adding them.
As with for new terms the filter can be adjusted for selecting for skills, certificates or clients.
Reasons for adjusting terms can be
- Removing typing errors
- Adding or removing relationships for skills
- Adding new aliases
- Adjusting name for other reasons
- Changing categories for customers or certificates
Default setting for Data Curation is “new”.
Figure 107: Display suggested terms
The display can be changed to “Existing”:
Figure 108: Display exising terms
The initial list after changing the view is empty. The list fills as soon as in the search field a search string is entered.
Figure 109: Searching existing terms
Editing Skills
For editing skills click on the button “Edit item”, also marked with a pecil.
The following window will be displayed with the data already available.
As soon as data is changed, the “Save”-button is activated and can be clicked to save the changed data.
Figure 110: Data Curation – Editing Skills
Editing Certificates
The edit screen for certificates looks like this.
Figure 111: Data Curation – Editing Certificates
Editing Clients
For clients also the logo can be changed / added. If it’s available in wikidata.org it’s already loaded when adding the new client.
If the client was added before making the link to wikidata.org available, the data including the logo can be reloaded be adding the wikidata-ID and reloading the data.
If necessary the logo can be added, deleted or changed.
For this click on the logo. For deleting the logo click on the wastebin on the right. For changing or uploading a logo click on the pencil on the left.
The logo is shown in the project part of the profile and can be exported in the profile export.
After all changes are done click on the “Save”-button to save all changes.
Deactivating Terms
If there are duplicates or obsolete terms (skills, certificates, clients) the data curator needs to be able to remove them from the ontology.
There is no physical removal from the ontology, the term will only get a flag that it’s deleted, and it will not be shown in any selection screen anymore.
Deactivated terms which are still used in the profile management are shown as striked through (strike through). This is a signal for the user to remove this term from the profile and if necessary, use the correct one.
Deactivate and Re-activate Term in Data Curation
To deactivate an existing term, eg. a skill, go to the Data Curation Screen.
Select “existing terms” and search for the relevant skill.
Figure 112: Data Curation – existing skills
To deactivate this skill, klick on the red cross on the right side.
The following warning message will be displayed:
Figure 113: warning message to confirm deactivating a term
After confirming this notification, the skill will be deactivated.
Figure 114: Data Curation after deactivating a term
If the term was deactivated by mistake or if the term needs to be reactivated for other reasons, klick on the green circle arrow.
After that the term is active again.
Display of deactivated Terms in Profile Management
Before deactivating a skill, the profile would look like this:
Figure 115: active skill in profile
After deactivating the skill it looks like this:
Figure 116: deactivated skill in profile
According to skills, other deactivated terms are shown like this:
Figure 117: deactivated certificate in profile
Figure 118: deactivated client in profile (projects)
Remove deactivated Term from Profile
Remove Skill
Click on “Edit Skills” (see chapter above).
The following window will be shown. Deactivated skills are shown here striked through, too. To delete the skill, mouse over the skill and click on the trash can.
Adding new skills to the profile works the same as described in a chapter above.
Figure 119: remove deactivated skill from profile
Certificates can remove in a similar way: edit profiles and remove the deactivated ones. Add new ones as required.
For clients in projects, it works a bit differently. Here you need to replace the client with the correct one or remove the client altogether.
Otherwise you can’t save any changes in the project.
Document Overview
General Terms and Copyright
© msg systems ag, 2023
Version History
Version | Description | Author | Date |
1.0 | Initial Creation | Eva Forster | 16.09.2020 |
2.0 | Uptate for UAT | Adrian Mandra | 04.03.2021 |
3.0 | Including Data Curation and Data Categorization | Susanne Maier | Nov / Dec 2021 |
3.0 | Adjustments for Data Curation: Editing existing terms (skills, certificates, clients)
Edit Skills: Skilllevel |
Susanne Maier
Monique Strehlow |
May 2022
July 2022 |
3.1 | Asynchronous search calls and subscores | Philipp Blohm | Feb 2023 |
Change History
Version | Chapter | Description | Author | Date |
3.0 | Data Curation | Adding new feature „Deactivating Terms in Ontology” | Susanne Maier | August 2022 |
3.0 | Remove Skill Search | Skill Search needs to be removed from User Manual | Georg Jülke | September 2022 |
3.1 | Edit Projects and Focus Area | Competencies in Projects and Focus Area can be changed without loosing already set competencies | Susanne Maier | Feb 2023 |
Reference Documents
Ref. | Document | Version | Date |