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Adding a

new

competency

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.

In the Administration block, go to Site Administration >

item

You can add competency items to a competency framework individually, via Bulk actions or via HR Import.

Adding a competency itemImage Added

To add competency items individually:

  1. In the Administration menu, go to Hierarchies > Competencies.
  2. Select Manage Competencies.
  3. If you've not already created a framework Choose a competency framework to which you want Click on the Name of the competency framework in which you would like to add a Competency competency item to.
  4. Click Add new Competency.
  5. Configure the settings to your preference. competency item Settings as required.

  6. Click Save changes.

Your new Competency competency item now appears in the Competency Frameworkselected competency framework.

Settings 
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itemsettings

SettingDescriptionNotes
Competency framework

This field cannot be edited and simply shoes shows the selected compentency competency framework.

This field cannot be edited and simply displays information.
ParentThe Parent Competency competency allows you to build parent/child relationships between the individual Competency competency items in your hierarchy framework. You must have at least one Competency competency item set up in your framework for this option to be available. The default value is Top.This option will not appear on the first competency item you create within a framework, however it will be available for all subsequent ones or when editing the initial one (after creating subsequent items).
NameYou need to give the Enter the name of competency item a name.-
Competency ID numberCompetency ID number is a unique number used to represent the competency.

If you try to use an ID that already exists you will get the following validation error Record with this ID number already exists.

DescriptionPresents a free-text field for providing more details about this competency. This data is displayed when viewing the hierarchy listing, and the individual competency page.-
Type

Choose whether you want to set a Competency Type.

Types are containers for custom fields. When you assign a Competency competency to a type, the Competency 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.

-

.

If a competency is assigned a type it inherits any custom fields that have been assigned to that type. This allows you to organise metadata relating to your competencies and only show the fields that each sort of competency needs.
HR Import?Checking this field will enable HR Import and will allow the competency element to be updated/deleted from an external source (if configured).The idnumber field MUST have a value to enable this field as per the HR Import settings.
Aggregation method

The aggregation method sets how the system will calculate the competency achievement. The options are:

  • All: This means that all the child competencies will have to be achieved for the parent competency to be declared achieved.
  • Any: This means that only one of the child competencies needs to be met to successfully achieve the parent competency.
  • Off: Automatic achievement will be deactivated for this competency. (It may still be marked achieved manually.)
-

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aggregationmethod

Scale

Scale This is the name of the Competency Scale that is used in the competency framework. The competency scale is set in the competency framework. Only one competency scale can be used in each framework.

This field cannot be edited and simply displays information.


Added Competency itemImage Added

Aggregation

If the aggregation method of a parent competency is set as All then it will be automatically marked as complete on the next cron run after all of the child competencies have been marked as competent. Likewise, for the Any option, the parent competency will be marked as complete when the cron runs after one child competency is marked as complete.

The scheduled task responsible for updating competency status is totara_hierarchy\task\update_competencies_task. By default this is set to run every hour.

If the parent competency requires all child competencies to be complete but only a subset of the child competencies are assigned to the given user, the parent competency will not be marked as complete.

Editing a competency item

  1. In Site Administration > the Administration menu, go to Hierarchies > Competencies.
  2. Click Manage Competencies.
  3. Click the name of the Competency competency framework you want wish to work inupdate.
  4. Click the Edit icon (Image Added) in the Actions column for the Competency Itemcorresponding competency item.
  5. Make the required changes.
  6. Click Save changes.

Deleting a competency item

  1. In Site Administration > the Administration menu, go to Hierarchies > Competencies.

  2. Click Manage Competencies.

  3. Click the name of the Competency competency framework you want wish to work inupdate.
  4. Click the Delete icon (Image Added) in the Actions column for the Competency Itemcorresponding competency item.
  5. A warning message is will be displayed. Carefully read the confirmation message, and once you understand the what is going to happen the implications of deleting the competency item, click Continue. If you do not wish to continue click Cancel.

Moving a competency item

  1. In the Administration menu, go to Hierarchies > Competencies.

Bulk actions
  1. Click Manage Competencies.

  2. Click the name of the competency framework you want to update.
  3. Click the Move up (Image Added) or Move down (Image Added) icon in the Actions column for the corresponding competency Item to rearrange the order items display.

Note
Moving competency Parent items up or down in a framework list will move all associated child competency items. 
Note
A child competency cannot be removed from a Parent item via the Move up or Move down options.  To change a competency Parent use the Edit icon.

Competency items with detailsImage Added


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bulkactions

Bulk actions 

Bulk actions allow you to add Add, delete Delete, and move many Competency Move and Reclassify multiple competency items in one action.

Create

Add competency items

using bulk actionsAdd, in

In the Bulk actions dropdown list , allows you to add multiple Competency items to select Add to create multiple competency items with the same Parent and and Type in one action.

  1. In Site Administration > the Administration menu, go to Hierarchies > Competencies.
  2. Click Manage Competencies.
  3. Select the name of the Competency competency framework to which you want to add the Competency competency items.
  4. Select Add from the Bulk actions dropdown menu.
  5. Select the Parent Competency.

    Info
    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.

    competency.

  6. Set the Competency Type (optional).

    Info
    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

    Enter each competency item you wish to add on a new line (i.e. one per line).

  8. Select the Aggregation method.
  9. Click Save changes.

Your new Competency competency items now appear in the Competency Frameworkcompetency framework.

Bulk Add Competency ItemsImage Added

Bulk delete

Delete competency items

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

In Site Administration >

In the Bulk actions dropdown list select Delete to remove multiple competency items with the same Parent and Type .

  1. In the Administration menu, go to Hierarchies > Competencies.
  2. Click Manage Competencies.
  3. Click the name of the Competency framework from which you wish to delete Competency competency items.
  4. Select Delete from the Bulk actions dropdown menu.
  5. Select the Available Competencies you wish to delete from the left hand column and click Add Add> to add transfer them to the right hand column (Hold Ctrl down Selected Competencies area (hold Ctrl down on the keyboard to select multiple items).
  6. Click Delete selected Competenciescompetencies.
  7. A warning message is displayed, click Yes to confirm.

The selected Competency competency items are now will be deleted.

Bulk delete competency itemsImage Added

Bulk move competency items

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

In Site Administration > Hierarchies > Competencies:

In the Bulk actions dropdown list select Move to transfer multiple Competency items with the same Parent 

  1. In the Administration menu, go to 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 dropdown menu.
  5. Select the Available Competencies from the left hand column you wish to move and click Add Add> to add transfer them to the right hand column Selected Competencies area (hold Ctrl down on the key board keyboard to select multiple items).
  6. From the Move selected Competencies to: dropdown menu, select the Parent Competency competency where you wish to move the selected Competency competency items.
  7. Click the Move button.
  8. A warning message is displayed, click Continue to confirm. Alternative you can click Cancel if you do not wish to continue. 

The selected Competency items are now moved.

Bulk re-classify competency items

See Managing Types to learn about bulk reclassificationBulk move competency itemsImage Added

Reclassify competency items

In the Bulk actions dropdown list select Reclassify to assign multiple Competency items to a new Competency Type.  For instructions on reclassifying competencies please see Competency Types.

Assigning linked courses to competencies

Once you have set up competency items you can link courses to them that can them to any number of courses which may be completed to fulfil the requirements of achieve a level of proficiency for the competency. 

Competencies assigned to a course can be:

  • Mandatory: Mandatory courses must be completed by the learner. When creating a Learning Plan for a user that is set to automatically import competencies, the learner's competencies and linked mandatory courses are automatically pulled into the plan the learner is not able to delete them.
     
  • Optional: Optional courses are suggested courses that the learner could complete to help them meet a competency. When creating a Learning Plan for a user that is set to automatically import competencies, the learner's competencies and linked optional courses are automatically pulled into the plan but the learner may have permission to delete them. 

When the learning plan template is set to automatically assign competencies from position and/or automatically assign from organisation as well as to Include linked courses, courses linked to competencies automatically appear in a learners Learning Plan when they create one. 

To link a course courses to a competency:

  1. In the Administration block Administration menu, go to Site Administration > to Hierarchies > Competencies.
  2. Click Manage competencies.
  3. Click Select the name of the competency framework you wish to work inupdate.
  4. Click the name of the competency item to which you want to assign the linked add linked courses to.
  5. Click Assign course completioncompletions.
  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.the Delete icon (Image Added) under Options.

Assign course completionsImage Added

Note
To remove any courses from the Items to add list, hover over the name of the course and use the Delete icon (Image Added).


Linked courses within a competency itemImage Added

Assigning competencies to positions and

/or

organisations

You can also link a competency with either an organisationcompetencies with Organisations 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 competencyPositions within the corresponding position and/or organisation items. For instructions on this process please refer to Organisations and Positions.

Exporting competency items

Site administrators can export all competency items within the selected competency framework in either Excel, .csv or .ods format.

To export competency items:

  1. In the Administration menu go to Hierarchies > Competencies.
  2. Click Manage Competencies.
  3. Select the name of the competency framework you wish to update.
  4. Select the required format under Export all items from framework
  5. Click Export all items.
  6. Select Open or Save to view or save the export file.

Export competency itemsImage Added

Read more about how Totara can help with competency-based training on our website

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The Totara Academy has a whole course dedicated to using Competencies in Totara Learn. Here you can learn more on how to use competencies, see best practice, and give it a go yourself.