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Managing 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. In Site Administration > Hierarchies > Competencies.
  2. Select Manage Competencies.
  3. Choose a competency framework to which you want add Competency item. (If you've not already created a framework you'll need to do this first).
  4. Click Add new Competency.
  5. 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’.
  6. Give your competency item a name.
  7. You can give the competency items an ID number and description if required.
  8. Choose whether you want to set a 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 Competency types to learn more.
  9. Click Save changes.

Your new competency item now appears in the competency framework.

Editing a competency item

  1. In Site Administration > Hierarchies > 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. In Site Administration > Hierarchies > 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 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. In Site Administration > Hierarchies > 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 (optional).

    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 Competency types to learn more.
  7. Enter each competency item you wish to add on a new line (i.e one per 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. In Site Administration > Hierarchies > 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 keyboard 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. In Site Administration > Hierarchies > 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

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. In Site Administration > Hierarchies > 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.

Assigning competencies to positions and/or organisations

You can also link a competency with either an organisation and/or a position, although this needs to be done in the individual positions/organisation item when you are setting it up. This is not done from within the competency. 

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