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Symerge Database, Software Applications & Profiling Methodology

This document is in 4 parts.

Part 1, Provides an Overview of Our Database.Part 2, of our current Suite of Software Applications which are

integrated with the Database Part 3, Our Profiling Methodology and

Part 4, Our Job & Person Profiling Applications

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People Management Challenges our Database, Software, Methodology & Programmes provide Solutions for

Creating & Administering Job Data which allows for the effective Management of all Jobs & People against the Job Requirements

Integrating your Internal People Management Systems i.e. Allowing these Systems to “Talk to one another”

KPI / Performance ManagementForecasting / BudgetingJob Evaluation, Grading & Job ComparisonRecruitment, Selection, Training & Development, Competence Assessment, Talent Management / Succession PlanningCareer Pathways based on levels of Competence

Integrated Solution for Leadership i.e. creating and linking all of the following:

Levels of Leadership / Management Job ComplexitySelection CriteriaTools for Measuring Potential, Job Suitability, Behaviours, Competence & PerformanceCriteria for Succession PlanningManagement “Platform” Training / Assessment Programme (MAP)

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Database

Job Data Base Our database has been developed over the last 17 years, in a range of countries including Australia, Mongolia, South Africa, Tanzania,

Uganda, Mozambique, Namibia, Kenya in approximately 28 Organizations across most sectors/industries.

Job Data Base OverviewOur database has been developed over the last 16 years, in a range of countries including Australia, Mongolia, South Africa, Tanzania,

Uganda, Mozambique, Namibia, Kenya in approximately 28 Organizations across most sectors/industries.

Sectors Industries Specialization Areas/Departments i.e. the associated Jobs that are unique to the industry and for which we

have detailed Job Profiles

Service Functions/Departmentsi.e. the associated Jobs that are

common to most of the industries & for which we have detailed Job Profiles

Resources Mining Drill & Blast, Load & Haul, Power Station, Concentrator (Processing), Dewatering, Desalination, Port, Geology, Geotechnical Engineering/Trades

Management / Leadership Maintenance

Administration Logistics Quality

Risk Safety

Finance Purchasing

Human Resources Information Technology

Sales Project Management

Marketing Stores

Security Medical/Emergency Services

EnvironmentCorporate/Community Affairs

Resources Construction Project Management (Planning/Scheduling), Engineering, Procurement,

Engineering/Trades Mining Includes Professional Engineers, Engineers, Technicians, Artisans & Handymen in the following fields

of Engineering/Trades:

Product & Component

Civil

Mechanical

Electrical

Quality

Maintenance

Engineering/Trades Motor Vehicle

Engineering/Trades Beverage / Confectionery

Engineering/Trades Tyre & Rubber

Engineering/Trades Paint/Chemicals

Engineering/Trades Power Cabling

Engineering/Trades Rail

Engineering/Trades Components

Engineering/Trades Industrial

FMCG Confectionery Chocolate Production, Packaging / Wrapping, Distribution, Sales, R&D

FMCG Beverage Carbonated Drink Production, Packaging, Bottling, Sales/Distribution, R&D, Laboratory

Financial Banking Business Banking, Personal Banking, Tellers, Loans, Customer Service

Financial Insurance Actuaries, Agents, Broking, Claims, Risk, Loss Control, Underwriting

Manufacturing Motor Vehicle Manufacturing Press & Body Parts, Painting, Final Assembly, Product Engineering, Engine Reconditioning, R&D / Testing

Manufacturing Tyre & Rubber Preparation & Mixing, Cord Manufacture, Calendaring, Cutting, Extruding, Building, Curing, Inspection

Manufacturing Beverage Mixing, Filling, Bottling, Packaging, Palleting, Distribution

Manufacturing Chocolate Raw Material Processing, Secondary (recipe) processing, Mixing, Tempering, Moulding, Packaging / Wrapping, Distribution

Manufacturing Locomotives Stripping, Refurbishing, Stripping, Painting Rewiring, Equipping, Manufacturing of Wheels / Motors / Bogies / Components

Manufacturing Paint Product Formulation, Sampling, Mixing, Grinding, Letting Down, Filling, Weighing, Tinting

Pharmaceutical / Chemical Medicines Manufacturing injectable products i.e. IV bags, glass vials and ampoules

Transport Rail Locomotive production & Operation

Transport Port Barging, Transshipment, Salvage, Cargo Handling/Loading, Warehousing

Entertainment Movie Theatres Managing Cinemas, Showing Movies, Serving Customers, Distributing Movies, Developing Cinemas, Procuring and Advertising Movies, Exhibitions/Campaigns

Education & Training Colleges Teaching/Lecturing, Student Management, Learner assessment, Counseling, Marketing/Advertising

Education & Training Registered Training Organizations Customer Liaisn, Presenting/Facilitating Qualifications/Skill sets, Assessing learners, Programme Development

Media Newspapers Print Media Production, Editorial, News Reporting, Distribution/Sales of Print Media,

Database - Screenshot

Job Profiles in our Database

Job Family No of unique Job Titles in Database

Mining & Geology 70

Construction & Civils 98

Engineering & Maintenance 160

Technical & Trades 42

Marine & Port 40

Logistics & Stores 118

Safety, Heritage, Environment 46

Production – Manufacturing 43

Information Technology / Systems 63

Operations – Rail 13

Operations – Movies / Cinema 23

QA / QC / BI 96

Operations – Print Media 20

Purchasing / Procurement 29

Administration 38

Sales – After Sales Service 24

Sales – Dealer Franchise 21

Education, Training, Development 28

HR / IR 76

Finance 98

Marketing 44

Sales – Parts & Accessories 22

Risk / Security 14

Management 15

Sales 23

Print Media – Editorial 22

Business Development / Improvement 14

Corporate Affairs / Communication 10

Travel Logistics 14

Contracts / Legal 18

Total 1342

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Integrated Software Applications

We have 6 Software Application which are integrated with our Database

Application 1 – Job Profiler & Data ManagerApplication 2 – Job Advert Manager

Application 3 – KPI Performance ManagerApplication 4 – Competence & Training Manager

Application 5 – Job Description GeneratorApplication 6 – Training Budget Forecaster

Integrated Database & Software Apps - Screenshot

Application 1 - Job Profiler (& Database)

Job Profiler is used for the dual purposes of Creating Job Profiles and for linking Job Data to the other user applications i.e. Job Advert Generation, Performance Management, Competence and Training Management

When Jobs (done by Job Groups/Departments) are profiled the following data is captured and the stored in the Database:

What is needed to “enter” a job i.e. the Qualifications, Compliances, Licenses, Tickets etcWhat a job should be delivering i.e. the OutcomesWhat Activities are performed in delivering the outcomeThe Measures of Outcome delivery i.e. the Performance Standards/Measures which tell you whether or not the Outcome was well deliveredThe Competencies (Specific Job Knowledge/Skills) required to deliver the Outcomes and needed to perform the activitiesThe Success Profile (Attributes – Cognitive/Trait/Aptitude) of the “best match” candidate

Job Profiler & Database - Screenshot

Application 2 - Job Advert Generator

Generates Job Adverts from the Profiled Job Data. Generates an Advert and allows for quick editing. Standardizes Job Advert Formats.

The Job Advert contains the following data and is automated from the database:

Key Job ResponsibilitiesEssential CompetenciesPreferred CompetenciesCompliances/QualificationsAttributes Profile (this is what is used by the psychometrist/psychologist for assessing and measuring the persons “match” against)

Job Advert Generator - Screenshot

Job Advert- Screenshot

Application 3 – KPI Performance Manager

The Performance Manager application is used for:

Setting KPI’s per Business Area & and aligning each KPI with..Setting of individuals Objectives & Performance MeasuresManagement sign off of objectives/measuresIndividual self review, amendment and rating of performance and behavioursManagers review, amendment and rating of performance and behavioursAutomated calculation of Final Performance & Behaviour ratingsHistorical archive of individual objectives, reviews and ratingsIndividual / team performance reports

KPI Performance Manager - Screenshot

KPI Selection & Objective Setting

BUSINESS KPI’S & INDIVIDUAL PERFORMANCE OBJECTIVES / MEASURESJob Family: Safety

Jobs: Safety Advisor

KPI Type (Cost, Time, Quality, Quantity, Improvement etc):

KPI (Examples per Job Family & KPI Type):

Created Date:

Individuals Objective (a statement that describes what needs to be done to achieve the KPI):

Audit / Inspect Contractor Compliance to HSMP

Performance Measures (What Measures show the Objective has been achieved)

100% Compliance by all contractors

Audits to be conducted prior to contractor mobilization

0 Incidents due to non compliance

Comments (record any changes/amendments to the objectives, measures or deadlines):

KPI Performance Manager – Screenshot – Reviewing Objectives

Performance Manager – Screenshot – Rating Objectives/Performance

Performance Manager – Screenshot – Rating Behaviour

Application 4 – Competence & Training Manager

This is used for individuals to assess themselves against the specific knowledge and skills required to perform their current and or other jobs in the organization.

The application links to the Competencies Database of a Job Family (department) and or a specific job which has already been profiled and enables an individual to do the following:

Select the Compliances (tickets, licenses etc.) need in order to be allowed to operate in a jobSelect the specific Knowledge and Skills needed in their jobRank the Knowledge / Skills in terms of being – Critical, Relevant or nice to haveAdd any additional knowledge / skills required to the listAssess themselves against each knowledge/skill selected i.e. from zero to specialist levelIndicate the specific training requiredManagement review of competence gaps and training requiredA detailed gap analysis and training plan is generated at the end of the assessmentHistorical archive of individual competence assessments, reviews, training and ratingsIndividual / team training reports

Competence & Training Manager - Screenshot

Competence & Training Manager - Screenshot

Competence & Training Manager - Screenshot

Competence & Training Manager - Screenshot

Application 5 – Job Description Overview

This application is used for creating a job summary from the Profiler Database of a Job Family (department) and or a specific job. The Job description summary includes data fields which would be used when:

conducting job evaluations conducting multiple job comparisonsRequiring a variety of report formats on a job/sfor internal recruitment processes

Job Description Screenshots (pages 2 of 4)

Application 6 – Training Forecaster

• Training Forecaster is a Budget Forecast application which comes with an extensive Database of Roles & Associated Compliances & Competencies per Business Area e.g. Safety, Mining, Manufacturing, Production, Maintenance, Engineering, Management, Rail, Port/Marine etc. This list of Competencies is linked to a table of Vendors, their training programmes and associated costs.

• All that is required is for Line Managers to indicate the number of individuals requiring specific training in a particular period i.e. quarter, year etc and once this is entered the costs are automatically calculated.

• A range of reports can be generated showing costs by:

Business Area Role Competency Compliance Training Vendor Contractor Internal Training

Forecasting Data Flow / Procedure

Business Area

• Mining• Processing• Desalination• Power• Port/Marine• Corporate

Work Group

• Production• Maintenance• Contractor• Management• Admin• Services

Roles• Process Operator• Process Crane

Operator

Compliances

&

Competencies

• Fixed Plant• Mobile Equipment• Business

Numbers, Hours, Costs

Forecast Database – Business Areas

Forecast Database – Workgroups per Area

Forecast Database – Roles per workgroup

Forecast Database – Compliances & Competencies per Role

Forecast Database – Report Options

Forecast Database – Vendor Report Example

Our Methodology for Profiling Jobs

Job Profiling – Creating The Data Set

What is a Job Profile?

It is a set of data about a job, defining

• What a job should be delivering – the Outcome• What Activities are performed in achieving the outcome• The Quality the Outcome delivered i.e. the Performance

Standards which tell you whether or not the Outcome was well delivered

• The Competencies (Knowledge/Skills) required to deliver the Outcomes and needed to perform the activities

• The Success Profile (Attributes) of the ideal candidate

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Job Profiling – Overview

Job Profiling 37

COMPETENCE

Acquired Job Knowledge

Acquired Job Skills

Inherent Attributes /Traits / Aptitudes

PERFORMANCE

VALUES & BEHAVIOURShow the organization expects the incumbent to behave

ACQUIRED BY

EDUCATIONTRAINING

DEVELOPMENT

Outputs

Activities

PerformanceStandards

NEEDED TO PERFORM

TARGETS / MEASURESPERFORMANCE STANDARDSPERFORMANCE RATING

J O B PROFILE

Job Incumbent

The Integrated People Modeli.e. What a Job Profile should allow for

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Job Profile

Recruit &Select

Assess Competence &Train / Develop

Career / SuccessionPlan

Forecast / Budget

Manage Performance

Job Profiling – Context

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What are the 3 “pillars” of Competence

COMPETENT

i.e. Has the Ability to Perform

Inherent Attributes

(Cognitive, Aptitude &

Personality)

Acquired

Job Skills / Techniques

Acquired

Job Knowledge

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How each Competency needs to be Assessed

Values / Behaviors

Values Based Psychometric Assessments & Observation

Traits

Personality Based Psychometric Assessments

Aptitudes

Aptitude Assessments

Cognitive AbilitiesCognitive Psychometric Assessments only!

Job Skills / Techniques

Demonstration & Observation

Job Knowledge

Verbal / Written Assessment

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Our Methodology & Tools for Profiling Job & Persons Attributes

For a Person to Perform in any given Job / Role a combination of the below is essential

•Relating to the Field of work e.g. Operator•e.g. an understanding of Safety Practices

Job Knowledge

•Relating to the Field of work e.g. Operator•e.g. Driving Skills

Job Skills / Techniques

•A Persons Intellectual / Mental / Emotional Skills•e.g. Conceptual Thinking, Numerical Reasoning, Problem Solving – this is not an inherent requirement for an operator

Cognitive Abilities

•The natural talents for doing, or learning to do, certain kinds of things easily and quickly.•e.g. Language, Literacy

Aptitudes

•Distinguishing qualities or characteristics of a person i.e. Personality Traits•e.g. Resilience, Traditional etc.

Traits

Values / Behaviors

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What are Attributes

• Attributes are the Inherent part of a person's make-up which in most cases cannot be acquired or is too complex / costly / time consuming to do so.

• In a case where an Inherent Attribute may be acquired the time and associated cost usually makes this prohibitive as an option

• Attributes for all/any jobs fall broadly into 3 groups– Cognitive i.e. A Persons Intellectual / Mental / Emotional Skills. For example Cognitive

Complexity, Conceptual Thinking, Numerical Reasoning, Problem Solving– Personality Traits i.e. Distinguishing qualities or characteristics of a person - Personality

Traits e.g. Resilience, Traditional etc– Aptitudes i.e. The natural talents for doing, or learning to do, certain kinds of things

easily and quickly e.g. Language, Literacy, Eye Hand Coordination• All Jobs / Job Types have different combinations of the 3 groups based on

the Dominant, Recurring Type of Work/Environment involved

Attributes Profiler Screenshot

Attributes Example Screenshot

Rule No 1 – Process, Process, Process

•Identify combination of attributes required for job Success in Ranking Order of Importance

Define Success Profile of the Job

•Determine Level of Work / Cognitive Complexity required by Job – This is critically important particularly in Management Positions

Determine Level of Complexity •Select best combination

of “tools” required to assess the attributes identified in step 1

Select Assessment “Tools”

•Assess individual and compare Individuals profile to Job Profile

Assess Individuals “Match”

Job Assessment Tools

2 Main Tools are used:

1. Job Profiler for determining the Cognitive, Trait and or Aptitudes “Success Profile” for a Job AND

2. Complexity Manager for determining the level of Cognitive Complexity of a position. This is a critical component of ALL Management Functions

Summary Report Example of Complexity Manager

DIAGNOSTIC (L2): 15%

TACTICAL (L3): 69%

STRATEGIC INTENT (L4): 16%

LEVELS OF WORK

JOB LEVEL OF WORK REQUIREMENTS 

This position has been assessed as being most closely aligned to the following level of work: TACTICAL (L3): Middle Management or Subject Matter Specialist (a tactical environment). This level of work was given a weighting of 0.692682926829268 %.This type of working environment normally requires the incumbent to be able to deal with tasks which occur within a time frame of approximately 1-2 years for the most complex tasks. Here the focus is on the first level of organizational improvement. It is often associated with middle and senior management positions, as well as senior specialist and professional roles in the organization (e.g. middle manager, divisional manager, principal specialist). Incumbents are typically involved in managing direct operating systems and evaluating practices and systems to identify and co - ordinate optimal methods.

This position also contains elements of the following level of work: STRATEGIC INTENT (L4): Senior Management or Advanced Subject Matter Specialist (parallel processing environment). This level of work was given a weighting of 0.15609756097561 %.This type of working environment normally requires the incumbent to be able to deal with tasks which occur within a time frame of approximately 3 - 5 years for the most complex tasks. It is often associated with general management, senior management positions, as well as chief specialist and professional roles in the organization. Here the challenge lies in synchronizing and connecting efforts of the different functional and/or business units and in pursuing and coordinating multiple parallel pathways to achieve broad objectives. Incumbents are often required to deal with several interacting projects simultaneously and to plan and implement long term business solutions. The challenge also lies in translating abstract structures and functions into strategies and tactics. The focus is on business processes and strategy and on ensuring organizational viability. There is a conceptual focus and terms like talent pool, culture, values, capital accumulation, assets, labour etc. punctuate the vocabulary at this level.