Competency

• Competency Matrix
• Staff Competency
• Competency
• Assessments
• Documents
• Videos

Your access to each tab depends on your permissions. A tab can be unavailable when you do not have permission to view it. Contact your administrator if you need access.

Key concepts

• Competency: The skill or capability you want to track. A Competency has a code and name, and can be linked to a Competency Group, an Assessment Template, and a score preset.
• Competency Group: A grouping used to organize Competency records and associate them with roles.
• Staff Competency: A staff member’s record for a Competency. It can include a level, acquisition date, expiry date, and certificates.
• Assessment Template: The questions and scoring approach used for an Assessment.
• Assessment: A recorded evaluation of a Staff Competency. It can include answers, scores, issues, an outcome level, an assessor, and an expiry date.
• Competency Matrix: A view for comparing staff capability across Competency records.

A Staff Competency can be awaiting assessment before it has a level or acquisition date. Assessment progress can be shown as pending, started, or submitted. Staff Competency records can also show completed or re-booked status.

How to manage Competency

1. Open Competency and select the Competency tab.
2. Review the list of Competency records.
3. Open a Competency to review its overview and related staff information.
4. Create a Competency or open an existing one to update it.
5. Enter or update the Competency code and name.
6. Select the relevant Competency Group and Assessment Template.
7. Set the reassessment period in months when the Competency needs regular reassessment.
8. Set whether certificates are required.
9. Save the Competency.

A Competency overview can show the code, name, reassessment period, and whether certificates are required. Use the list controls to find and review records, and use the available record actions to maintain them.

How to assess staff skills

1. Open Competency and select Staff Competency to review staff skill records, or select Assessments to review scheduled and recorded Assessments.
2. Open the relevant Staff Competency or Assessment.
3. For a new assessment, select the staff member and Competency, then provide the assessment details.
4. Complete the questions from the Assessment Template.
5. Record an answer and score for each question.
6. Add any issues and issue details that need to be retained with the Assessment.
7. Select the outcome level when the assessment is complete.
8. Add the expiry date when applicable.
9. Submit the Assessment.

When an assessor opens an Assessment, its related Staff Competency can move to started. An Assessment that has been submitted shows submitted. The Staff Competency can then include its level, acquisition date, expiry date, and certificates.

To add certificates, upload them in the Staff Competency record when certificates are required. A Staff Competency may be created without a level or acquisition date when it is being prepared for assessment.

How to manage competency templates

1. Open Competency and go to the area where Assessment Templates are managed.
2. Review the available Assessment Templates.
3. Create an Assessment Template or open an existing one.
4. Set the template name and scoring approach.
5. Add or update the questions used during the Assessment.
6. Save the Assessment Template.
7. Link the Assessment Template to the relevant Competency.

An Assessment Template is used by an Assessment, so update the template before starting new Assessments that should use the revised questions or scoring approach. Existing Assessment results retain their recorded questions, answers, and scores.

How to review assessments

1. Open Competency and select Assessments.
2. Find the Assessment you want to review.
3. Open it to view the staff member, Competency, assessor, Assessment Template, questions, answers, scores, and issues.
4. Review the outcome level and expiry date.
5. Use the related Staff Competency record to review the resulting level, acquisition date, certificates, and status.
6. Use Competency Matrix when you need to compare staff Competency information across the organization.

Assessments can be booked and can have a booked date. The Assessment record can show pending, started, or submitted. Use Staff Competency to review the current staff skill record alongside the Assessment history.

Tips & things to know

• Set the reassessment period in months on the Competency when the skill must be reviewed regularly.
• Turn on certificates required when staff must provide certificates for that Competency.
• Link each Competency to the correct Assessment Template before assessing staff.
• Use a Staff Competency without a level or acquisition date when you need to prepare a record for an upcoming Assessment.
• Record issues in the Assessment so they remain available during review.
• Check the expiry date and outcome level after submitting an Assessment.
• Use Documents and Videos in Competency to access supporting material.
• If a tab is locked or unavailable, ask your administrator to review your permissions.

FAQ