Entering Your Competencies in Competency Management

Entering Your Competencies in Competency Management

Document number: 15210

Entering your competencies is the most time-consuming task of Competency Management. However, the information is critical to the entire Resource Management module. The competencies will help your managers and others in the company determine whether you are the "right" person for a particular project or client based on a comparison of the needs of the project and your abilities. The best way to learn how to enter your competencies is to view the Seminar on Demand for Competency Management. For more information on this seminar, see Eureka! document 15206 — Training for Competency Management. The Competency Management module is a limited version of our customer product. Because of its limited scope, PeopleBooks are not a good option to learn how to enter your data for our internal purposes.

Click on the link for the information you wish below:

General information about entering your competencies
Why don't my competency changes appear in Resource Management?
Accidentally submitting your competencies (wrong or incomplete information)
How to create a list of competencies using the job task listings (recommended method)
How to add to a list of competencies that didn't appear from the job tasks lists (tree method)
How to rate your competencies
Submitting your evaluation for approval
I see a link for approving evaluation - DO NOT CLICK this! (Eureka! document 15214)
Deleting a competency after your skill set changes (Eureka! document 15321)

General information about entering your competencies

Here is some information you should be aware of regarding the entering of your competencies:

Tips:
- For every competency for which you enter a proficiency higher than "0", you must also enter your years of experience or you will lose any information you do for that competency.
- "0"-Proficiency: While you can submit your evaluation to your manager with a "0" proficiency (but high interest), your manager cannot approve it with a "0" proficiency. When you submit a competency with a "0" proficiency, you can use it as a discussion point, but it must be deleted off the final evaluation. You may add the competency back to the evaluation when your proficiency is "1" or higher.
Review of your work:
- Once you have entered your competencies and proficiency levels, and your accomplishments, your manager must review your information. Your manager may conference with you regarding some of your information. Once you save and submit the information, your manager will get an email. The competencies will not be entered into the system until the manager approves each one of them.
Task List : When you begin entering your competencies, it's most efficient to choose various Job Tasks so that groups of competencies are already chosen for you to rate. You can choose several Job Tasks related to your current knowledge and training. Then you can delete competencies that are not relevant to you. When you complete the ratings of those competencies, you can then pick any remaining competencies from the Competency Tree and rate them. Each competency must be rated individually.
- Each job task template lists many skills. Why are there so many? Our applications are complicated and the skills lists to work on those applications need to reflect the large number of skills required. To save you time, and to remind you of some skills that may not immediately come to mind, all relevant skills were included on the lists. Simply delete from the list the ones you do not have or do not want to develop before you begin rating your skills. You may wish to develop your skills in other areas as well, so if your manager approves, you can include those so that you can begin to develop that particular skill.
Keeping current: The information in the Competency Management portion should be considered always current. The information you enter should be updated periodically as your skills are updated. You can update your skills at any time. Each time you submit your changes, your manager will be notified by email to review those changes. Until your manager approves your changes, your current evaluation remains in place in the system.

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Why don't my competency changes appear in Resource Management?

Any changes you make to your competencies in Competency Management will not appear in Resource Management until your manager approves them. Also, once approved, the changes will not appear immediately - they must be processed first and this may take 24 hours.

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Accidentally submitting your competencies

If you make a mistake in entering your competencies or fail to enter complete information before you click the Submit button, just wait for 24 hours, make your changes, and resubmit your competencies. You may want to inform your manager that you will be making further changes, and wait until you submit them again. If you manager has already approved your previous (but incorrect) changes, when you resubmit them, your manager may approve them again after you resubmit them.

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Create a list of competencies from Job Tasks lists

You can only prepopulate a list of competencies using the Job Task list the first time you start the competency rating process. This is called "bulk loading competencies" in the Seminar on Demand training. After you make your initial choices and submit your evaluation, you can only click the Add a competency button and use the tree method of adding competencies.

While you could use the tree method to choose every competency you would like to rate, when you initially create the list, it is better if you use the Job Task method to prepopulate ('bulk-load") your list with as many skills as possible. For more information about the task lists and their contents, click here. Follow these steps:

Log into Competency Management.

For more detailed steps on logging in, see Eureka! document 15202 — How to log into Competency Management.

From the Tasks list, click on Competencies.
You will see the screen Your Competency Self-Evaluation with your name below the title. If you have not created a list of competencies yet, you will not see any skills listed, and you should see the link Click to Create a new Competency Self-Evaluation. Click on that link.

If you do see a list of skills, you will need to add competencies using the tree method. Click here for more information on adding competencies after you have saved your initial evaluation.

On the next screen, you should see a field called Job Task: and that field should have a magnifying glass next to it. Click on the magnifying glass.
The Lookup Job Task screen should appear. Click on the Lookup button.
From Job Task Description list, choose the Job Task that best suits your current position.
You will be taken back to Your Competency Self-Evaluation screen, but now a list of skills appears.
If you wish to choose another list of skills from the Job Task list to add to this list, click on the magnifying glass next to the Job Task: field that shows your current choice.

You will be taken to the Lookup Job Task screen again. Click on the Lookup button again.
You'll be taken to the Job Task Description list again, where you may choose another Job Task from the list.
If any skills overlap in the 2 different Job Tasks, the skill will appear only once.

Repeat this process for as many Job Tasks as you feel apply to you. Be aware though, that every choice you make will add to you list skills you will need to rate.

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Add to your list of bulk-added competencies to rate using the tree

Once you are done choosing lists of competencies by selecting Job Tasks, you can add individual competencies that were not on the pre-populated list. Follow these steps:

At the bottom of the list of bulk-added competencies, there is a button labeled Add a Competency. Click on that button.
A screen listing competencies in a tree format appears.
Open each branch of the tree to show the various skills.
An icon of a yellow folder with a plus sign means that there are more branches contained within that branch. A icon of a leaf indicates an end of branch. Clicking on the leaf will provide a list on the right side of the Competency Types box.
When the list appears, you can pick any of the listed skills by clicking in the box next to the skill.
To choose more skills from another branch, navigate to that branch and click on its leaf. A new list should appear from which you may choose more skills (any previous lists will not show on the screen, but your choices are still there).
Once you choose all the skills you wish from the tree, click on the Populate Competencies button to add the skills to your competency list to be rated.

Your additional skills will be added for you to rate.

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How to rate your competencies

Once you have chosen all the competencies, or at least all the job tasks that generate a list of competencies for you, you will need to rate each of the skills. You should ask your manager for any specific instructions before proceeding, to make sure you follow the format they wish. Follow these steps:

It is not unusual for an employee to have a list of several hundred skills to rate. The first thing you probably want to do is to eliminate all the skills that are not relevant to you.
For every skill, at the end of the row on the right side, there is a Delete? column. To delete the skills you don't want or need to rate, click the box in that column for each of those skills. Then click on the Save As Draft button to save your changes.
After your list of skills is saved, you will need to go through each skill and choose a Proficiency Level for each one. The default value is "0-No proficiency."

The Rating link next to the Proficiency field tells you what each level means. Click on the link for an explanation of the levels. There could be different ratings for different skills, so you should check the rating for each.
While you can mark a skill with "0-No proficiency" and save the evaluation, your manager will not be able to approve the evaluation with the proficiency at that level. "0-No proficiency" skills must be deleted from the list before it is approved, but you can leave them there so that you and your manager can discuss it together before it is removed. Once you reach at least a level 1 proficiency, you can add the skill back to the list.

Choose an Interest Level for each skill.

Once you enter a Proficiency Level, you MUST enter an Interest Level for the skill, or you will not be able to save the evaluation.

Enter the Years of Work Experience for each skill.

The years should be entered in as decimals, so 2 years and 6 months would be entered as "2.5." The field will only allow one decimal place.
Once you enter a Proficiency Level, you MUST enter Years of Work Experience for the skill, or you will not be able to save the evaluation.

(Optional) Enter the Year Acquired, and Year Last Used as it pertains for each skill.
You may periodically click on Save As Draft to save your work, or if you cannot finish rating all of your skills in one session.
Remember, even after you delete skills off your list, your competencies list may be several pages long, so please make sure you rate all skills on all pages of your self-evaluation. Use the navigation buttons ( First, Last, and the black arrows in the yellow boxes) at the top of your list to get to the additional pages:

Your skills will be rated. Once all the skills are rated, you can submit the list for approval.

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Submitting your competency evaluation for approval

Note: Some employees get an Approve All and an Approve Evaluation button at the bottom of their competencies list. DO NOT click those buttons. See Eureka! document 15214 — Accidentally approved your own evaluation.

Generally, you will have rated all your skills before submitting it for approval (you and your manager may have decided to rate them together, so you will not have rated all of them at that point). Just click the Submit for Approval button at the bottom of your competencies screen. Here is some additional information about the submission process:

Your manager will receive an email letting them know your evaluation has been submitted and is awaiting his or her approval. This is the only notification your manager will receive.
You may submit an evaluation for approval only once a day. However, you may continue changing your ratings and your manager will see your changes made until he or she logs in and views your submitted evaluation.

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