Working with Employee Competencies

This chapter provides an overview of employee competencies and discusses how to:

• Define scales for employee competencies.

• Define employee competencies.

• Define Training Courses.

• Assign competencies to employees.

Understanding Employee Competencies

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.

Common Fields Used in This Chapter

Defining Scales for Employee Competencies

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.

Understanding Scales for Employee Competencies

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:

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.

Forms Used to Work With Scales for Employee Competencies

Defining Basic Information for Scales

Access the Review Scales form.

Generating Values for Scales Automatically

Access the Generate Competency Levels/Ranges form.

Increment By	Enter a numeric value that differentiates a competency level from the next level in a series.
Distinct Values	Select this option to specify distinct values for each scale level.
Range	Select this option to specify a range of values for the scale.

Entering Values for Scales Manually

Access the Define Competency Levels form.

Defining Employee Competencies

This section provides an overview of employee competencies and discusses how to define employee competencies.

Understanding 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.

Prerequisite

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.

Form Used to Define Employee Competencies

Defining Employee Competencies

Access the Review Competencies form.

Competency Class

Enter a division or rating based on some common attribute among competencies.

Auto Calculate Competency

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.

Defining Training Courses

This section provides an overview of training course definitions and discusses how to:

• Define training courses.

• Review available courses by competency.

Understanding Training Courses Definitions

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:

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.

Reviewing Available Courses by Competency

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.

See Assigning Competencies to Employees.

Prerequisites

Before you complete the tasks in this section:

• Define each training course and associate it with all relevant competency areas.

  See Defining Training Courses.

• Assign competencies to employees.

  See Assigning Competencies to Employees.

Forms Used to Define Training Courses

Defining Training Courses

Access the Course Information Revisions form.

To define training courses:

1. Complete these fields:

   • Course Code

   • Provider

   • Effective From Date

   • Effective Thru Date

   • Course Name

   • Units

   • Cost

   • Training Type

2. 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.

3. 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.

4. Repeat steps 2 and 3 for as many competencies as the training course affects.

   You can select multiple competency codes for each competency type.

5. Click OK.

Assigning Competencies to Employees

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.

Understanding Employee Competency Assignment

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.

Self Service Considerations for Assigning Competencies to Employees

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.

See Entering Competency Information Using Self Service.

See Understanding Training Courses Definitions.

Reviewing Competency History for Employees

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.

Prerequisite

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).

See Entering Organizational Assignment Information.

Forms Used to Assign Competencies to Employees

Setting Processing Options for the Resource Competency Information Program (P05100)

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.

Edits

This processing option specifies the Competency Update Event Code.

Assigning Training Competencies

Access the Review Training & Development form.

To assign training competencies:

1. Enter 001 in the Competency Type field and then click Add.

2. On Review Training & Development, complete these fields:

   • Address Number

   • Competency Code

   • Competency Level

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. 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

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many training courses as you need to enter for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Review Training & Development form, click Close.

12. On the Review Training & Development form, click OK.

Assigning Skill Competencies

Access the Skill/Resource Revisions form.

To assign skill competencies:

1. Complete these fields:

   • Address Number

   • Competency Code

2. Review these fields:

   • Competency Level

   • Resource Type

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. On the Skills/Resource Revisions form, complete these fields in the detail area:

   • Description

   • Date Acquired

   • Verified By

   • Status

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many skills as you need to enter for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Skills/Resource Revisions form, click Close.

12. On the Skills/Resource Revisions form, click OK.

Assigning Accomplishment Competencies

Access the Review Accomplishments form.

To assign accomplishment competencies:

1. Complete these fields:

   • Address Number

   • Competency Code

2. Review the Competency Level field.

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. On the Review Accomplishments form, complete these fields in the detail area:

   • Accomplishment Type

   • Date Achieved

   • Awarding Organization

   • Date Awarded

   • Status

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many accomplishments as you need to enter for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Review Accomplishments form, click Close.

12. On the Review Accomplishments form, click OK.

Assigning Certification Competencies

Access the Certification Revisions form.

To assign certification competencies:

1. Complete these fields:

   • Address Number

   • Competency Code

2. Review these fields:

   • Resource Type

   • Competency Level

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. 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

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many certifications as you need to enter for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Certification Revisions form, click Close.

12. On the Certification Revisions form, click OK.

Assigning Education Competencies

Access Review Education form.

To assign education competencies:

1. Complete these fields:

   • Address Number

   • Competency Code

2. Review the Competency Level field.

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. On the Review Education form, complete these fields in the detail area:

   • Degree Date

   • Institution Code

   • Location

   • GPA Rating

   • Grade Base

   • Honorary

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many educational entries as you need to make for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Review Education form, click Close.

12. On the Review Education form, click OK.

Assigning Language Competencies

Access the Review Languages form.

To assign language competencies:

1. Complete these fields:

   • Address Number

   • Competency Code

2. Review these fields:

   • Resource Type

   • Competency Level

3. To attach a document that provides more detailed information about the employee level of competency, select Header Attachment from the Form menu.

4. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

5. Complete these fields in the detail area:

   • Status Date

   • Status

6. 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.

7. On the Attachment Revision form, enter or paste the text of the attachment into the text window, and then click OK.

8. Repeat steps 5 through 7 for as many languages as you need to enter for this employee and competency code.

9. To review the available courses for the competency area, select Course Information from the Form menu.

10. On the Search & Select Competency/Course form, click Find and review the course information in the detail area.

11. To return to the Review Languages form, click Close.

12. On the Review Languages form, click OK.

Setting Processing Options for the Competency History Program (P05120)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Reviewing Competency History for Employees

Access the Work With Competency History form.