This chapter contains the following topics:
You use competency management to track the competencies that employees possess and to compare them with those that are required for the employee jobs. You can track these types of employee competencies:
Training
Skills
Accomplishments
Certificates
Degrees
Languages
You can track a variety of competencies for each competency type. For example, for the Skills competency type, you can track programming skills, communication skills, and so on.
Before you enter competency information for employees, you must define the scales that you use to rate the levels of proficiency that employees demonstrate in each competency. You must also define the specific employee competencies that you are tracking for each competency type. You also can define training courses and specify the competencies that they fulfill.
You set up security for competency levels so that you can specify the type of user within the organization who is responsible for entering competency levels for employee competencies. This feature is particularly useful if the organization enables employees and managers to enter and update competency information using self service. In some cases, when the organization is using employee self service, you might also want to set up routing instructions for competency approvals. Routing instructions enable you to identify a person, other than an employee's supervisor, who is responsible for approving specific employee competencies or competency types.
When you assign competencies to an employee, you list each competency that the employee possesses, along with the level of proficiency that the employee demonstrates.
Enter a code that specifies the method to use for measuring an employee level of proficiency in a particular competency. The scale uses a series of competency levels to represent standards of relative proficiency.
This section provides an overview of scales for employee competencies and discusses how to:
Define basic information for scales.
Generate values for scales automatically.
Enter values for scales manually.
A competency scale is a method of measuring an employee level of proficiency in a particular competency. You must associate a scale with each competency before you can begin entering competency information for employees. You can use the same scale for every competency, or you can define a separate scale for each competency. For example, for C programming ability, in the Skill competency type, you might define the numeric scale as described in this table:
Scale Value | Description |
---|---|
1 | Beginner |
2 | Competent |
3 | Accomplished |
4 | Expert |
For each level on a scale, you define a low value and a high value. Scale values always increase from low to high; therefore, low values always mean less proficient and high values mean more proficient. You can either enter the scale values manually or have the system generate them automatically.
If you are also tracking job competencies, the scales that you define for employee competencies are the same scales that you use for job competencies.
Access the Review Scales form.
Enter the lowest rating on the scale, level, or range.
Enter the highest rating on the scale, level, or range.
Access the Generate Competency Levels/Ranges form.
Figure 20-1 Generate Competency Levels/Ranges form
Enter a numeric value that differentiates a competency level from the next level in a series.
Select this option to specify distinct values for each scale level.
Select this option to specify a range of values for the scale.
Access the Define Competency Levels form.
Figure 20-2 Define Competency Levels form
This section provides an overview of employee competencies and discusses how to define employee competencies.
You define employee competencies to quantify the skills, training, and expertise that employees possess. You categorize competencies by competency type and then track multiple competencies for that competency type. For example, for the competency type Training you might track these competencies:
Employee orientation
Foundation class
Benefits Administration class
After you define employee competencies, you can assign these competencies to employees and indicate the levels of proficiency that employees demonstrate in each competency.
Review UDC 05/CY for a list of available competency types. Each of the values in this UDC list represents a competency table. The values in this list are hard coded and cannot be changed. Adding additional values to this list requires that you customize the system.
Access the Review Competencies form.
Enter a division or rating based on some common attribute among competencies.
Select this option to indicates this competency can be automatically calculated during an employee performance appraisal.
During an employee performance appraisal, supervisors might have the option to complete only the job competency ratings and have the program derive the new competency ratings for the employee. This option decreases the time required to complete performance appraisals and keeps the employee competency ratings up-to-date.
For some competencies, automatically calculated values would be erroneous. For example, if a job requires a training class, you typically would not want the system to automatically calculate a rating of 3 (Complete) if the employee has not completed the class.
You set up the default value for this option when you define job competency options. You can override the default value at any level where you attach job competency options.
This section provides an overview of training course definitions and discusses how to:
Define training courses.
Review available courses by competency.
In some cases, a training course might help employees attain a variety of competencies in addition to a specific training competency. For example, a training course in JD Edwards EnterpriseOne Foundation might help employees acquire the competencies described in this table:
Competency | Description |
---|---|
Training | Foundation training |
Skills | Basic system skills |
Certification | Product certification |
When you define a training course, you can specify the competencies that it affects. Assigning competencies to training courses helps ensure that you consistently update the competency information for the employees who complete those training courses.
After you define a training course, you can use the Define Class/Competency X-Reference form to do any of these:
Review the competencies that are attached to the training course.
Attach additional competencies to the training course.
Delete (detach) competencies from the training course.
To access the Define Class/Competency X-Reference form, select Define X-Reference from the Row menu on Work with Course Information.
When you enter course information into the system, you can associate each course with a number of different competency areas. You associate a course with the competencies that the course might help to improve. When you assign competencies to an employee, you can then review the courses that are available for each specified competency area.
Reviewing the available courses by competency area enables you to easily create comprehensive training development plans for employees.
For example, the organization might offer the course Introduction to Microsoft Excel. This course might assist employees with a number of different competency areas, such as data analysis skills or knowledge of Microsoft Office products. Therefore, you would assign the data analysis and Microsoft Office competencies to the training course.
Subsequently, when you assign the Microsoft Office competency to an employee, and you review the available courses in that competency area, the system displays the Introduction to Microsoft Excel course, along with any other courses that have been associated with that competency area.
Note: You can also review available course information at the time that you assign competencies to an employee. |
Before you complete the tasks in this section:
Define each training course and associate it with all relevant competency areas.
Assign competencies to employees.
Access the Course Information Revisions form.
Figure 20-4 Course Information Revisions form
To define training courses:
Course Code
Provider
Effective From Date
Effective Thru Date
Course Name
Units
Cost
Training Type
On the lower left portion of the form, select the competency type that the training course affects.
On the lower right portion of the form, the system displays the competency codes for the competency type that you selected.
Select the competency code that the training course affects and then click the left arrow button in the lower middle portion of the form.
A + sign appears next to the competency type. When you click it, the system displays the competency code under the competency type.
Repeat steps 2 and 3 for as many competencies as the training course affects.
You can select multiple competency codes for each competency type.
Click OK.
Enter a code that represents a training course.
Enter a person or institution that provides training.
Enter the date on which the offered course becomes effective.
Enter the date when the course is no longer offered.
Enter the text that describes a training course.
Enter a unit of measure for calculating student credits for training courses.
Enter the cost of the training course.
Enter a defined code (05/TY) that you use to categorize the type of training.
Examples of training types include classroom training and computer based training.
This section provides an overview of employee competency assignment and discusses how to:
Set processing options for Resource Competency Information (P05100).
Assign training competencies.
Assign skill competencies.
Assign accomplishment competencies.
Assign certification competencies.
Assign education competencies.
Assign language competencies.
Set processing options for the Competency History program (P05120).
Review competency history for employees.
After you define employee competencies, you can assign those competencies to employees and indicate the level of proficiency that employees demonstrate in each competency. By tracking competencies for employees, you can determine the competencies that they need in order to satisfy the requirements of their current jobs and any jobs that they hope to obtain in the future. You can also create clear career goals and performance objectives for employees.
When you assign competencies to an employee, you can then review the courses that are available to assist the employee in gaining a higher proficiency level in each competency area. Reviewing courses that are associated with assigned competencies can help you develop a training development plan for the employee.
Because maintaining competency information for all of the employees in an organization can be a time consuming task for human resources representatives, the organization might have set up the employee competency programs as self service programs that managers can access from the Managers Workbench program (P08712). Managers can enter and review competency information for only those employees who report to them.
The organization can also activate the employee self service programs for competency management. Employees can use these programs to enter their own competency information and then request that their managers approve the information. The employee self service programs for competency management are slightly different from the competency programs that you access from the Competency Management menu and the Managers Workbench program; however, the two sets of programs contain essentially the same information.
Each time someone enters or changes competency information for an employee, the system creates a historical record of the new information. You can review this history to determine whether an employee is becoming more proficient in a particular competency.
Enter an organizational business unit for each employee for whom you plan to assign competencies. You enter organizational business units on the Organizational Assignment form (W0801ORGA).
Processing options enable you to specify the default processing for programs and reports.
For programs, you can specify options such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.
For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.
Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.
This processing option specifies the Competency Update Event Code.
Use this processing option to enter a code that specifies a type of user that has access to employee competency information. The code that you enter must exist in the defined code list for competency update codes (05/CU). This code also corresponds to a code that you entered in the Competency Update Event Code field in the Competency Update Events program (P05106).
You use this processing option in conjunction with the Competency Update Events program to control access to the Competency Level field for specific types of users. You set up different versions of Resource Competency Information for each type of user. For example, you might define a Competency Update Event Code called Train that you use to represent the organization training manager. You can use the Competency Update Events program to grant Train the ability to update competency levels for all training competencies.
You then set up a version of the Resource Competency Information program for Train.
Access the Review Training & Development form.
Figure 20-5 Review Training and Development form: Training/Development tab
To assign training competencies:
Enter 001 in the Competency Type field and then click Add.
On Review Training & Development, complete these fields:
Address Number
Competency Code
Competency Level
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
On the Review Training & Development form, complete these fields in the detail area:
Provider
Course Code
Start Date
End Date
Grade
Location Room
Delivery Type
Units
Cost
Training Reason
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many training courses as you need to enter for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Review Training & Development form, click Close.
On the Review Training & Development form, click OK.
Enter a code that refers to the level of proficiency that a person or asset has demonstrated for a specific competency type and competency code.
Enter the person or institution that provides training.
Enter a code that represents a training course.
Enter the date on which the training course started.
Enter the date on which the training course ended.
Enter the grade that the employee received for the course.
Enter the classroom or location where the training course is held.
Enter a code that specifies the way in which a course is delivered or presented.
Examples of delivery type include classroom training and computer based training.
Enter a unit of measure for calculating student credits for training courses.
Enter the cost of the training course.
Enter a defined code (05/TN) that indicates the reason for the training.
Access the Skill/Resource Revisions form.
Figure 20-6 Skills/Resources Revisions: Skill/Resource tab
To assign skill competencies:
Address Number
Competency Code
Review these fields:
Competency Level
Resource Type
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
On the Skills/Resource Revisions form, complete these fields in the detail area:
Description
Date Acquired
Verified By
Status
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many skills as you need to enter for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Skills/Resource Revisions form, click Close.
On the Skills/Resource Revisions form, click OK.
Enter a code that identifies the type of resource for which you are entering competency information. This is a defined code (05/RT). Values are:
01: Individual
02: Asset, such as equipment
Enter the date on which the employee acquired the skill.
Enter the name or address book number of the person who verified that the employee is certified in the competency.
Enter a defined code (05/CR) that indicates the progress that the employee has made toward a level of proficiency in a particular competency. For example, for certification competencies, you might define a status, Pending, to indicate that the employee has completed a certification test but has not yet received his or her test scores.
Access the Review Accomplishments form.
Figure 20-7 Review Accomplishments form: Accomplishments tab
To assign accomplishment competencies:
Address Number
Competency Code
Review the Competency Level field.
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
On the Review Accomplishments form, complete these fields in the detail area:
Accomplishment Type
Date Achieved
Awarding Organization
Date Awarded
Status
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many accomplishments as you need to enter for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Review Accomplishments form, click Close.
On the Review Accomplishments form, click OK.
Enter a code that indicates an accomplishment. For example, you could define an accomplishment for Network Administration as Certification. It is a defined code (05/AT).
Enter the date on which the employee achieved the accomplishment.
Enter the name of the organization that awards the certification or other documentation for the competency.
Enter the date on which an accomplishment was formally recognized by the awarding organization.
Enter a defined code (05/CR) that indicates the progress that the employee has made toward a level of proficiency in a particular competency. For example, for certification competencies, you might define a status, Pending, to indicate that the employee has completed a certification test but has not yet received his or her test scores.
Access the Certification Revisions form.
Figure 20-8 Certification Revisions: Certifications tab
To assign certification competencies:
Address Number
Competency Code
Review these fields:
Resource Type
Competency Level
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
On the Certification Revisions form, complete these fields in the detail area:
Licensing Body
Licensing Number
Issue Date
Expiration Date
Verified By
Score Rating
Verification Method
Renewal Code
Cost
Status
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many certifications as you need to enter for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Certification Revisions form, click Close.
On the Certification Revisions form, click OK.
Enter a defined code (05/LB) that represents the name of the organization that grants the professional license or certification.
Enter the identification number of the employee professional license.
Enter the date on which the professional license was issued to the employee.
Enter the date on which the employee professional license expires.
Enter the name or address book number of the person who verified that the employee is certified in the competency.
Enter the score that the employee receives when attaining a professional license or certification.
Enter a defined code (05/VM) that defines the methods that you use to verify employee competency levels.
Enter a defined code (05/RC) that indicates the requirements that the employee must complete to renew the license.
Enter the cost of the training course.
Enter a defined code (05/CR) that indicates the progress that the employee has made toward a level of proficiency in a particular competency. For example, for certification competencies, you might define a status, Pending, to indicate that the employee has completed a certification test but has not yet received his or her test scores.
Access Review Education form.
Figure 20-9 Review Education: Education tab
To assign education competencies:
Address Number
Competency Code
Review the Competency Level field.
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
On the Review Education form, complete these fields in the detail area:
Degree Date
Institution Code
Location
GPA Rating
Grade Base
Honorary
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many educational entries as you need to make for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Review Education form, click Close.
On the Review Education form, click OK.
Enter the date on which the employee graduated and earned a degree.
Enter a defined code (05/IC) that represents an educational institution from which employees obtained their degrees.
Enter the city or region where the educational institution is located.
Enter the overall grade or scale on which a student's grade point average is based.
Enter the mathematical average of all of the grades that a student earns in a class.
Enter a value that indicates whether the student graduated with honors.
Access the Review Languages form.
Figure 20-10 Review Languages form: Language tab
To assign language competencies:
Address Number
Competency Code
Review these fields:
Resource Type
Competency Level
To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Complete these fields in the detail area:
Status Date
Status
To attach a document that provides more detailed information about a record in the detail area, select the record, and then select Detail Attachment from the Row menu.
On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.
Repeat steps 5 through 7 for as many languages as you need to enter for this employee and competency code.
To review the available courses for the competency area, select Course Information from the Form menu.
On the Search & Select Competency/Course form, click Find and review the course information in the detail area.
To return to the Review Languages form, click Close.
On the Review Languages form, click OK.
Processing options enable you to specify the default processing for programs and reports.
Specify a code that identifies the type of resource for which you are entering competency information. This is a user-defined code (05/RT). Values are:
01: Individual
02: Asset, such as equipment
Access the Work With Competency History form.
Figure 20-11 Work With Competency History form