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Managing Competencies

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Introduction

The Competency hierarchy allows you to set up one or multiple Competency structures.

The Competency structure defines skills, knowledge and behaviour you measure staff performance against.

Benefits

The benefits to setting up your Competency hierarchy in Totara are:

  • The ability to assign courses to competencies and competencies to a particular part of the organisation or job role.
  • A user’s learning plan can automatically pull in all competencies and courses assigned to their organisation and job role.

Setting up a Competency Hierarchy

There are three steps to setting up your Competency hierarchy.

  1. Set up your competency scale – this enables you to define the criteria by which a competency can be measured. For example, a scale might have three values: competent, competent with supervision, not competent.
  2. Set up the framework - the space ready to capture the details of your organisational Competencies.
  3. Set up the Competency items which make up the structure.

Step one: Set up a competency scale

Competency Scale demonstration

 

Competency scales enable you to define the criteria by which a competency can be measured. There is a competency scale set up in the system by default called ‘Competency Scale’. This scale has three values; 'competent, competent with supervision, not competent’.

To set up a new competency scale:

1        Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.

2        Click ‘Manage Competencies’.

3        Scroll to the bottom of the Competency Frameworks page and click ‘Add a new scale’ under Competency scale.

4        Enter a name for your competency scale.

5        Enter your scale values, one value per line. We recommend you enter them with the highest value first through to the lowest value, e.g. competent, competent with supervision, not competent. Scale values are used to describe a learner’s progress for a competency.

6        You can add a description if required.

7        Click ‘Save changes’.

8        Your new competency scale is now added and you are able to set the default value and the proficient value:

A       The last scale value entered during set up is default value which displays on a learner’s record of learning.

B        The ‘Proficient value’ is the value automatically assigned to the learner when they complete the assigned course(s). By default the first scale value is entered/used.

9        To set the ‘Default value’ click the correct values and click ‘Update’ at the bottom of the column (Note, if you forget this step the setting reverts back to the original default setting).

10     To set the ‘Proficient value’ click ‘Edit’ next to the value you want to make the proficient value and click the ‘Proficient value’ checkbox.

11     Click ‘All competency scales’ to return to the Manage Competencies page.

Your competency scale is now set up and ready to use.

Edit a Competency Scale

Once you have set up a competency scale, you are able to edit it.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Scroll to the bottom of the Competency Frameworks page and click ‘Edit’ in the Options column, next to the competency scale you wish to edit.
  4. Make the changes required and click ‘Save changes’.

You can also edit the competency scale values.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Scroll to the bottom of the Competency Frameworks page and click the name of the competency you wish to edit the scale values of, the scale details page appears.
  4. Click ‘Edit’ next to the value you wish to change.
  5. Click ‘Add new scale value’ to add a value to your scale.
  6. Click ‘All competency scales’ to return to the Manage Competencies page.

Delete a Competency Scale

Note: You are not able to delete a competency scale that is currently in use.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Scroll to the bottom of the Competency Frameworks page and click ‘Delete’ in the Options column.
  4. A warning message appears. Click ‘Yes’ to confirm.

Step two: Set up the Framework

Hierarchy Framework demonstration

 

To set up a new Competency hierarchy:

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Click ‘Add new Competency framework’.
  4. Enter a ‘Name’ for your Competency framework
  5. You can also add an ID Number and Description if you choose.
  6. Click ‘Save changes’.

Your Competency framework is now set up and is ready for you to enter your Competency items.

Step Three: Set up your Competency items

Managing Competencies demonstration

 

Create Competencies Items

Once you have set up your Competency framework you are ready to add competencies. These are the Competency items. You can set your Competency items up individually, or you can use bulk actions.

  1. Create Competency Items.
  2. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  3. Click ‘Manage Competencies’.
  4. Select the name of the Competency framework to which you will add Competency items.
  5. Click ‘Add new Competency’.
  6. Set the ‘Parent’ Competency. The ‘Parent’ Competency allows you to build parent/child relationships between the individual Competency items in your hierarchy framework. You must have at least one Competency item set up in your framework for this option to be available. The default value is ‘Top’.
  7. Give your Competency item a name.
  8. You can give the Competency items an ID number and description if required.
  9. Set the Competency ‘Type’. Types are containers for custom fields. When you assign a Competency to a type, the Competency inherits the custom fields associated with it. This is an optional field which can be left blank or set later, see Managing Types to learn more.
  10. Click ‘Save changes’.

Your new Competency item now appears in the Competency Framework.

Editing a Competency Item

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Click the name of the Competency framework you want to work in.
  4. Click ‘Edit’ in the Actions column for the Competency Item.
  5. Make the required changes.
  6. Click ‘Save changes’.

Delete a Competency Item

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Click the name of the Competency framework you want to work in.
  4. Click ‘Delete’ in the Actions column for the Competency Item.
  5. A warning message is displayed, click ‘Yes’ to confirm.

Bulk Actions

Bulk Actions demonstration

 

Bulk actions allow you to add, delete and move many Competency items in one action.

Create Competency Items using Bulk Actions

Add, under Bulk actions, allows you to add multiple Competency items to the same ‘Parent’ and ‘Type’ in one action.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Select the name of the Competency framework to which you want to add the Competency items.
  4. Select ‘Add’ from the Bulk actions drop down menu.
  5. Select the ‘Parent’ Competency. The ‘Parent’ Competency allows you to build parent/child relationships between the individual Competencies in your hierarchy framework. You must have at least one Competency set up in your framework for this option to be available. The default value is ‘Top’.
  6. Set the Competency ‘Type’. Types are containers for custom fields. When you assign a Competency to a type, the Competency inherits the custom fields associated with it. This is an optional field which can be left blank or set later, see Managing Types to learn more.
  7. Enter each Competency item you wish to add on a new line.
  8. Click ‘Save changes’.

Your new Competency items now appear in the Competency Framework.

Bulk Delete Competency Items

Delete, under Bulk Actions, allows you to delete many Competency items from a framework in one step.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Click the name of the Competency framework from which you wish to delete Competency items.
  4. Select ‘Delete’ from the Bulk actions drop down menu.
  5. Select the Competencies you wish to delete from the left hand column and click ‘Add’ to add them to the right hand column (Hold ctrl down on the key board to select multiple items).
  6. Click ‘Delete selected Competencies’.
  7. A warning message is displayed, click ‘Yes’ to confirm.

The selected Competency items are now deleted.

Bulk Move Competency Items

Move under Bulk Actions allows you to move many Competency items from one Parent to another in one step.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage Competencies’.
  3. Click the name of the Competency framework where you wish to move Competency items in bulk.
  4. Select ‘Move’ from the Bulk actions drop down menu.
  5. Select the Competencies from the left hand column you wish to move and click ‘Add’ to add them to the right hand column (hold ctrl down on the key board to select multiple items).
  6. From the ‘Move selected Competencies to:’ drop down menu, select the ‘Parent’ Competency where you wish to move the selected Competency items.
  7. Click ‘Move’.
  8. A warning message is displayed, click ‘Yes’ to confirm.

The selected Competency items are now moved.

Bulk Re-classify Competency Items

See Managing Types to learn about bulk reclassification.

Assigning Evidence Items to Competencies

Assigning Evidence Items to Competencies demonstration

 

Once you have set up competency items you can assign evidence items to them. An evidence item is a course set up in Totara. The course could be face to face, eLearning or a blended course.

Competencies assigned to a position item can have two states -

  • Mandatory: Mandatory courses must be completed by the learner. When mandatory competencies (and any linked courses) are automatically pulled into a learning plan the learner is not able to delete them.
  • Optional: Optional course are suggested competencies to help the learner in their role. When optional competencies (and any linked courses) are automatically pulled into a learning plan the learner is able to delete them.

When the learning plan template is set to ‘automatically assign competencies from position’ and/or ‘automatically assign from organisation’ and to ‘Include linked courses’, courses linked to competencies as evidence items automatically appear in their learning plan when they create one. See Learning Plan templates to learn more.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Competencies’.
  2. Click ‘Manage competencies’.
  3. Click the name of the competency framework you wish to work in.
  4. Click the name of the competency item you want to assign evidence items to.
  5. Click ‘Assign course completion’.
  6. Select the course(s) you wish to assign to the competency.
  7. The selected courses appear in the ‘Current selection’ list on the right, repeat step 4 until you have selected all the required courses. Use the ‘Delete’ button to remove a selected course from the list.
  8. Click ‘Save’ to save the selected course(s).
  9. Set the ‘Link type’ this affects whether the course is mandatory or optional. The default state is ‘Optional’.
  10. Click ‘Return to competency framework’ when finished.

You can remove a selected course by clicking ‘Delete’ if required.

 

 

 

Still have questions? Why not post them in the forums of the Totara Community.

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