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

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