Introduction
The Competency Management module is a great tool to have control over your employee’s competency and information. This will help you to do a better GAP-analysis of your needs and plan jobs that need a specific competency, i.e. The system can also send out automatic reminders about the expiry dates of courses and certificates.
It is important to keep track of your employee’s competence. One example could be if you had an accident, which could lead to an investigation. In this case, your organization needs to have an overview of the involved employees and if they have the correct competency and training for the job. For this purpose, you can’t delete former employees that have left your company, but you can deactivate the user.
1.0 Get started
1.0.1 You will find the competency module in the menu on the left. If you don’t have extended access, you can only see your own information. The image above depicts the competency module for a user with extended access.
In the tab menu, you can see expired users, export the list to excel, edit the list or add new users.
Selecting a user will open the user information page.
1.2 User information
The user information document contains information about employees, such as personal information, next of kin etc. From this page, you are also able to upload attachments such as a CV or other relevant documents. You can also enable a trigger mail, which can be sent if a certificate, i.e. is about to expire.
The second part of the document is called Competency. This is an overview of the user’s competency and the status of that competency.
1.2.1 To add a new field in the competency section of the document, click the add new button, from where you can add a predefined competency, as illustrated above.
Your organization can also set predefined capsules witch contains competencies connected to a role or position in the organization. If you choose to use such a capsule, simply fill in information such as certificates and expirationdates, what level of competency the user currently has and what level the user wants to have in the given competency.
2.0 Report
The next tab after user information is the report. This is also where the admin chooses who gets access to what. This is a useful report of what competency you got in the organisation. In the colourful tabs, you can choose to see status information about Open, Planned, Performed or/and Expired Competency. The numbers are the actual level first and the wanted level of competency after. Over the status, you can also filter on Capsules / Competencies or other filters. You can also export the report to excel. The report is a good tool for job planning and can, therefore, give access to people who don’t have the overall competency responsibility, i.e. that have access to the user information.
3.0 Analysis
In the analysis tab, users with extended access to user data in the competency module can create graphs and perform analysis. The graph function should be familiar to users of other modules i.e. the NCR module.
You can make a predefined graph by clicking on the +add new chart and selecting «store as predefined chart».
In adding a new chart box, you have many different options to make a graph of your choice.
When you have made the graph, you also have possibilities on the graph. When you click on the graph name in the blue field over the graph- you will get this box up. From here 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.
4.0 Admin
This is what the admin tab looks like. From this tab, you can manage the competency module.
4.1 Trigger
In the trigger tab, you can enable notifications for users with certificates that may need to be renewed. Under the recipient’s column, you can add multiple users who will get a trigger notification when the expiry date is nearing. The certificate holder will get a notice by default.
The Time frame for the first notification column lets you set a number of days before the expiry date when you want to be notified.
4.2 Competencies
The competencies tab lets you add, edit and delete competencies relevant to your organization. You can also enable triggers for each competence and add attachments from this tab. You can add competence to several different capsules.
This window will show up when you click on the edit mode (the pen) on a competency. The field «No. of Employees» is the number of employees your organization needs with this competency. This will help with the GAP- analysis.
Here you can edit the competancy.
4.3 Capsules
In the third tab, you can edit capsules. This enables you to define competencies for the roles or positions in your organization. E.g. you can create a mechanic position or role and add the competencies that a mechanic in your organization needs. You can drag and drop competencies from the competencies tab to the capsule tab.
4.5 Organisations
In the organisations’ tab, you can add or delete values in global fields like company, country, department, location, and titles.
4.6 Access Rights
This tab lets you manage the access rights for the competency module. It is important to be selective here because of the GDPR. When you select a responsible user for a value, e.g. Location, the responsible user will have access to all the users registered at that Location. You can also use the field other rights to give users access to view reports without having an access right. Meaning they will not see user information or edit any data.
If your organization needs users with access rights on different levels, We recommend making custom access groups.
| Access rigth | What can you do |
|---|---|
| Read | See only your personal card and competence, Not able to edit |
| Edit | See only your personal card and competence, Able to edit profile and competence |
| Create | See only your personal card and competence, Able to edit profile and competence |
| Approve | See and edit personal profile and competency, and users in location or department you are set as responsible for. And see Report and personell report for those. |
| Manage | See all users, All reports, All Personell reports and can create new competence users, Dont see admin Tab, Can be set as responsible for location and department |
| Archive | See all users, All reports, All Personell reports and can create new competence users, Dont see admin Tab, Can be set as responsible for location and department |
| Admin | See´s all users and information and have the Admin Tab also. Can be set as responsible for location and department |
