You can add competency items to a competency framework individually, via Bulk actions or via HR import.
To add competency items individually:
Configure the competency item Settings as required.
Click Save changes.
Your new competency item now appears in the selected competency framework.
Setting | Description | Notes |
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Competency framework | This field cannot be edited and simply shows the selected competency framework. | This field cannot be edited and simply displays information. |
Parent | 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. | 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). |
Name | Enter the name of competency item. | - |
Competency ID number | Competency 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. |
Description | Presents 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. | 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:
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Scale | This is 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. |
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.
In the Administration menu, go to Hierarchies > Competencies.
Click Manage Competencies.
In the Administration menu, go to Hierarchies > Competencies.
Click Manage Competencies.
Moving competency Parent items up or down in a framework list will move all associated child competency items. |
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. |
Bulk actions allow you to Add, Delete, Move and Reclassify multiple competency items in one action.
In the Bulk actions dropdown list select Add to create multiple competency items with the same Parent and Type.
Select the Parent competency.
Set the Competency Type (optional).
Enter each competency item you wish to add on a new line (i.e. one per line).
Your new competency items now appear in the competency framework.
In the Bulk actions dropdown list select Delete to remove multiple competency items with the same Parent and Type .
The selected competency items will be deleted.
In the Bulk actions dropdown list select Move to transfer multiple Competency items with the same Parent
The selected Competency items are now moved.
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.
Once you have set up competency items you can link them to any number of courses which may be completed to achieve a level of proficiency for the competency.
Competencies assigned to a course can be:
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 courses to a competency:
You can remove a selected course by clicking the Delete icon () under Options.
To remove any courses from the Items to add list, hover over the name of the course and use the Delete icon (![]() |
You can also link competencies with Organisations and/or a Positions within the corresponding position and/or organisation items. For instructions on this process please refer to Organisations and Positions.
Site administrators can export all competency items within the selected competency framework in either Excel, .csv or .ods format.
To export competency items:
Read more about how Totara can help with competency-based training on our website.
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