3 Setting Up Competency Management

This chapter contains the following topics:

3.1 Setting Up Security for Competency Levels

This section provides an overview of security for competency levels and discusses how to set up security for competency levels.

3.1.1 Understanding Security for Competency Levels

After an employee or an employee supervisor enters competency information, another person in the organization, such as a member of the human resources department, might be responsible for assigning a competency level (the employee level of proficiency) to each competency. You can select a different person to enter competency levels for each competency type or individual competency.

You set up security for competency levels so that you can specify the type of user who has permission to update the competency levels for each competency that the employee enters. For example, you might set up the training competency type so that the training development manager is responsible for approving each employee training competencies and entering the competency levels for each employee. In this case, the employee supervisor could select the Job Camp. In An Or Form exit (P08006) from the Managers Workbench program (P08712) to enter and review employee training competencies, but the supervisors would not be allowed to enter the competency levels for training competencies.

You use the Competency Update Events program (P05106) to set up security for competency levels. This program works in conjunction with a processing option on the Resource Competency Information program (P05100) to control access to the Competency Level field. You enter codes in the Competency Update Events program that represent a type of user, such as supervisors. These codes correspond to the values that you enter in a processing option on Resource Competency Information. You set up different versions of Resource Competency Information for each type of user.

3.1.2 Prerequisites

Before you complete the tasks in this section:

  • Set up the defined code list for competency update codes (05/CU). The codes that you enter in this list correspond to the values that you enter in the Competency Update Event Code processing option for the Resource Competency Information program (P05100).

  • Define employee competencies.

    See Defining Employee Competencies.

3.1.3 Form Used to Set Up Security for Competency Levels

Form Name FormID Navigation Usage
Competency Update Event Revisions W05106A Competency Setup (G05BC4), Competency Update Events Set up security for competency levels.

3.1.4 Setting Up Security for Competency Levels

Access the Competency Update Event Revisions form.

To set up security for competency levels:

  1. Complete the Competency Update Event Code field to specify a category of user who is responsible for approving competencies.

    To give the users who are assigned to this competency update event code access to the competency levels for all employee competencies, leave the remaining fields on the form blank.

  2. To limit the users who are assigned to this competency update event code to a specific competency type, complete the Competency Type field.

  3. To limit the users who are assigned to this competency update event code to a specific competency within the competency type, complete the Competency Code field.

    If you enter a competency code, you must enter a competency type.

  4. To limit the users who are assigned to this competency update event code to a specific competency class, complete the Competency Class field.

  5. Repeat steps 1 through 4 for as many competencies, competency classes, and competency types as you need to assign to a competency update event code, and then click OK.

3.2 Setting Up Routing Instructions for Competency Approvals

This section provides an overview of routing instruction for competency approvals and discusses how to set up routing instructions for competency approvals.

3.2.1 Understanding Routing Instructions for Competency Approvals

the organization might enable employees to use self service to enter their own competency information. After the employee enters competency information, the system sends an email message to the person who is responsible for approving the employee competencies. Typically, employee supervisors are responsible for approving the information that employees enter and for assigning a competency level (the employee level of proficiency) to each competency. In some cases, however, you might want someone other than the employee supervisors to assign competency levels. For example, the training development manager might be responsible for approving training competencies. Routing also occurs when another person adds competency information for an employee but is unable to update the competency levels.

You set up routing instructions for competency approvals so that you can identify a person, other than the employee supervisor, who is responsible for approving specific employee competencies or competency types. You can select a different person to approve each competency type or individual competency. For example, you can set up the routing instructions so that the training development manager is responsible for approving employee training competencies, and the employee supervisor is responsible for approving all other types of competencies.

When you set up routing instructions for a competency, the system sends an approval message to the person specified in the routing instructions when any other user enters information in that employee competency. For example, supervisors might be allowed to enter competency information for their employees, but they might not be responsible for approving training competency information. In this case, when a supervisor enters a training competency for an employee, the training development manager receives the approval message, just as he would if the employee entered the training competency.

If one or more competencies have no routing instructions specified, the system automatically routes approval messages for those competencies to the employee supervisor.

These examples illustrate the routing instructions for competency approvals, as specified on the Competency Approval Routing Revision form (W05107A):

  • If the Send Msg Flag (Send Message Flag) field is set to Yes, and if the Address Number field contains a value, then the competency message is sent to the individual indicated in the Address Number field.

  • If the Send Msg Flag field is set to Yes, and if the Address Number field does not contain a value, then the competency message is sent to the person who is specified as the employee supervisor in the Employee Master Information table (F060116).

  • If the Send Msg Flag field is set to Yes, and the employee does not have a supervisor, complete the 2nd Address Number field to specify who will receive the competency message.

  • If you do not want to send a message, set the Send Msg Flag field to No.

    Note:

    You can complete only one of the address number fields on the Competency Approval Routing Revisions form. When either field contains a value, the other is disabled.

3.2.2 Form Used to Set Up Routing Instructions for Competency Approvals

Form Name FormID Navigation Usage
Competency Approval Routing Revision W05107A Competency Setup (G05BC4), Competency Update Approval Routing Set up routing instructions for competency approvals.

3.2.3 Setting Up Routing Instructions for Competency Approvals

Access the Competency Approval Routing Revision form.

To set up routing instructions for competency approvals:

  1. Complete the Organizational Business Unit field to limit the approver authority to only those employees who are in a particular organizational business unit.

  2. To enter routing instructions for a particular competency type, complete the Competency Type field:

  3. To enter routing instructions for a particular competency code within a competency type, complete the Competency Code field:

    If you enter a competency code, you must enter a competency type.

  4. To indicate whether the system should send an email as a competency notification, complete the Send Msg Flag field.

    If you set this flag to Yes, you must complete step 5 or 6.

  5. To indicate who will receive email notification, complete the Address Number field.

    If left blank, the system sends the approval to the employee supervisor. Complete this field to route all approvals to someone other than the supervisor.

  6. If the employee does not have an immediate supervisor, complete the 2nd Address Number field with the address book number of the person whom you want to receive the email notification:

    You can complete only one of the address number fields. When either field is completed, the other is disabled.

  7. Repeat steps 1 through 6 for as many routing instructions as you need to add, and then click OK.

Send Msg Flag (send message flag)

Enter a code that specifies whether the system sends an email message as a competency notification. Values are:

0: No, do not send a message.

1: Yes, send a message.

2nd Address Number

Enter the address book number of the person whom you want to receive the email notification if the employee does not have an immediate supervisor.