The Competency Management module

The Competency Management module is a great tool to have control over your employees competancy and information. This will help you to do a better GAP-analysis of you needs, and plan jobs that need a specific comptancy i.e. The system can also send out automatic reminders about expiry dates of courses and certificates. 

It is useful to have a good overview of your employees for many reasons, if there i.e is something wrong happend in a job and a serious accident happens and  «arbeidstilsynet» starts a investigation- you need to have a overview of that the involved employees have of competancy and training for the job. For this purpose you cant delete employees that has quit, but you can deactivate the user. 

Get started

You will find the competancy module in the menu on the left. In the user information you will see only yourself in the list if you dont have extended access. If you have access to see info about others they will show in a list like this abow.  In the tab menu you can choose to see expired user, export the list to excel, edit the list or add new user. 

When you click on a name this page will show up: 

Here you can add relevant information of the emplyee/or yourself and next of kin. You can also upload CV and other relevant attachments. If you want trigger mail when your competancy (certificate i.e) is soon expired, pull the tab «send trigger mail» so that its blue.    

After this there is a area called competancy, where there is a overview of the competancy and that status of the competancy. 

You can click +add new to add a a new blanc field where you can add a predefinated competancy, like illustrated. 

You can also choose select capsule where you connect the employee to a predefinated role or position i.e. And this capsule have a set of competancy connected to it. In the field of competancy you can fill in information like certificate, and expire date (where you can get a notification when its about to go out). What level the employee are in today, what level you want her/him to be- and related actions on how to get to the wanted level. 


The next tab after user information is report. This is also a area where the admin choose who got access (explained in admin). This is a useful report of what competancy you got in the organisation. In the colorful tabs you can choose to see status information about Open, Planned, Performed or/and  Expired Competancy. The numbers is the actual level first and the wanted level after. Over the status you can also filter on Capsules / Competancies/ or other filters. You can also export the report to excel. The report is a good tool for job planning, and can therefore be giving access to people that dont have the overall competancy responsibility i.e that have access to the user information. 


In the analysis tab you can make analysis based on the information you have access to in the Competancy module. The graph will therefor not show everyone in the system, unless your user is responsible for everyone in the system. The access right you can set up in admin-Access Rights. 
The graph function is more or less the same as graphs in i.e NCR. 
You can choose a predefined graph, this can be smart for department managers for use to comparison and presentation of their departments since the information is individual.

You can make predefined graph by clicking on the +add new chart, and select «store as predefined chart». 

In adding a new chart box you have many different options to make a graph of you choice. 
When you have made the graph you also have posibilities on the graph. When you are clicking on the graphname in the blue field over the graph- you will get this box up. From her you can update the chart. 

You can also filter,sort and add the graph to you top 10, as you see on the right side. 


This is how the admin tab look like. From this tab you can manage the competancy module. 


Under trigger you can choose who is getting triggers (notifications). Here you can segment in company/country/department/location after how got the responsebility where. Recipients as the person getting the trigger on the choosen segment i.e a contry or an department, and you can choose more then one person here. The person the trigger is related to (when a certificate will expire soon) will also get a trigger. 


In this field you can edit the competencies. You can add new, delete (if it is not used), edit, attach documents or add triggers. This trigger will be spesial for this comeptancy, so i.e there is a course or certificate that takes a long time to renew it can be smart to have a trigger here. Max level indicate how many levels of competancy you want (when you edit the profil and set the candidate to a level and wanted level). 

When you click on the edit mode (the pen) on a competancy this window will show up: 

Here you can edit the competancy. The field «No. of Employees» is the number of employees your organization have a need for with this competancy. This will help with the GAP- analysis, 


The next is where you can edit the Capsules. Here you can make groups after what fits best in your organization. Would recommend to use either role or position. When you have found your capsules, you can drag and drop the competancy that should be in that role or position. A competancy can be used in multiple capsules. 


The next is «organisations» her you can add or delete  values in global fields like company, country, department, location, titles. I.e you got a new department you can add it here. 

Access Rights

I «Access Rights» you manage the access rights for the different values. It it importent to be selective here because of the GDPR. So here you can choose one or more responsible user for the selected value. And the responsible will have access to the user information for the users included in the value selected i.e a department. 
Under this there is a field called «other rights» where you can give users access to view reports without having a access right. Meaning they will not see user information or edit any data. 

Get started  super user

A few steps on how to get started with the module. 

  • Add competancy and capsule in the competancy module – admin.
  • Set up the organisation under competancy module-admin-organisations
  • Give the right access to people via super->users ->Access group membership.  Then give the right access to the responsible in the competancy module in admin->access rights. Would normally recommend to have 3 access groups. 1- standar user that have read access. 2- Competancy responsible – approve + access in the module. 3-Competancy admin- admin. 
  • Create competancy users- when you add system users, they will automaticly  become competancy users. If this have not happend- add them with the same epost as system user. Add people that is not going to have system users. 
  • Add the personal information, and attach capsules and competancy to every user. Fill out. 
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