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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.

  1. In the Administration block, go to Site Administration > Hierarchies > Competencies.
  2. Select Manage Competencies.
  3. If you've not already created a framework Choose a competency framework to which you want to add a Competency item to.
  4. Click Add new Competency.
  5. Configure the settings to your preference. 

  6. Click Save changes.

Your new Competency item now appears in the Competency Framework.

Settings 

SettingDescriptionNotes
Competency framework

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

This field cannot be edited and simply displays information.
ParentThe 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.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 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 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.

-
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.)
-
Scale

Scale 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.

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.

Deleting 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. Carefully read the confirmation message, and once you understand the what is going to happen click Continue. If you do not wish to continue click Cancel.

Bulk actions

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

Create competency items using bulk actions

Add, in the Bulk actions dropdown list, 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 dropdown 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 dropdown 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 dropdown 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: dropdown menu, select the Parent Competency where you wish to move the selected Competency items.
  7. Click Move.
  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 reclassification.

Assigning linked courses to competencies

Once you have set up competency items you can link courses to them that can be completed to fulfil the requirements of 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 to a competency:

  1. In the Administration block, go to 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 the linked courses 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. 

On this page

The Totara Academy has a whole course dedicated to using Competencies in Totara Learn. 

Provide feedback about this page using the link in the bottom right of this page. 

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


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