How to Use Succession Planning

As an admin- import, create and nominate candidates for your organization's Succession Planning.

In this article: 

Accessing Succession Planning

Access Succession Planning by clicking and expanding Analytics in the left-hand navigation menu. Then click Succession Planning to navigate to the Talent & Succession Planning home page.

Your organization can upload a file with your current succession plan or create the plan directly within the dashboard. 

    Importing a Talent File 

    To import a talent file, click Manage in the top-right to expand a drop-down menu, then click Import Talent File to start the import process.

    Quantum Workplace has a simple CSV template that the information needs to match. You may download the template file to follow the expected format. 

    Your file should include:

    • Role: The critical role name according to your organization. This does not need to match your HRIS. That way, you can create plans for roles that already exist in your organization, roles that will exist in the future, and roles that have a pool of candidates for different locations. 
    • Critical Employee ID: The critical employee ID is the current incumbent's employee ID. 
    • Successor ID: This is the successor employee ID. There is one row per successor that correlates with their readiness level. 
    • Readiness Level: Estimate your successor's readiness. You may import these using the text value or the import value, either will work. 

      Readiness Level Import Value
      Ready Now 4
      Ready In 12 Months 3
      Ready In 24 Months 2
      Ready In 36 Months 1
      On The Radar 0

    The only required fields are the Critical Role Name and Current Incumbent. You can import a blank plan with your critical roles and current incumbents and complete the rest within the tool.

    If you have any mistakes or errors, the system will identify and explain each error.

    Once you’re satisfied with your file, you may upload the file by either dragging the file into the field or clicking Browse and selecting the file. 

    Click Upload and Validate to start the import process. 

    As the file is imported, you’ll see whether the file was successfully validated or not. Click Import to continue. 

    If the file could not be validated, you’ll see an error message with details of what went wrong. Correct the errors in the original file before restarting and re-importing the updated file. 

    You will now see that your import was successful. Click View Analytics to navigate back to the Succession Planning home page where the dashboard will be populated with the imported information. 

    Creating a Succession Plan in the Dashboard

    You can quickly create your succession plan within the dashboard with a few simple clicks. Begin by creating a critical role, and then adding candidates to the roles. 

    Create a Critical Role

    To create a critical role, click New Critical Role.

    In the pop-up, fill out the Role Name field. Optionally, you can search for employees in the Incumbent field. Click Save to add the role. 

    The incumbent must be in your HRIS for them to appear in the search. 

    Add a Candidate

    If you have a candidate for a critical role, click the role title to expand the role view. Next, click Add Candidate.

    Alternatively, click the role's corresponding ⋮ icon and click Add + Candidate. 

    In the pop-up, fill out as many fields as necessary. Click Save to finalize your notes and add your candidate.

    You can always return to the candidate's card and update these details as needed. 

    Now that you have uploaded your succession plan, you're ready to use the software. Click here to learn more about Succession Planning.

    Candidate Nominations

    Requesting Nominations

    As an admin, you can request candidate nominations for a specified role in your organization. These requests are sent to the managers of the role who can then nominate potential successors to step into the role. Nominated successors will be added to your Succession Plan.

    To request nominations, click and expand the Manage drop-down menu before clicking Request Nominations. 

    From the Nomination Management page, select the role to solicit nominations for by clicking the corresponding checkbox. You may request nominations for multiple roles by selecting the checkbox for each role. Then, click Request Nominations.

    In the modal, confirm the number of nomination requests being sent to your manager(s). To see a sample of the email being sent out, click Email Preview. To finalize your request, click Yes, Send Requests. 

    Note: The contents of the Nomination Request email are not customizable. 

    Nominating Candidates

    As a manager, you can nominate a potential successor for a downline role when requested to do so by an admin. 

    To nominate a candidate, click and expand the Manage drop-down menu, then click Nominate. Alternatively, you can use the link in the email when you've been requested to nominate a candidate. 

    This will navigate you to the Candidate Nomination page where any nomination requests are displayed. 

    To nominate a candidate, click Add Nomination for the role and click Select for the candidate(s). In the text field, add a description explaining why the nominated candidate is a great candidate. You can also give a readiness estimate of when the candidate can responsibly assume the position. 

    To nominate a non-direct report candidate, use the Nominate Someone Else field to select an employee who is already in the platform and outside of your direct reports. 

    Click Finalize Nomination to add your nominations to the Succession Plan.

    candidate nomination 2