20 Working with Employee Competencies

This chapter contains the following topics:

20.1 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.

20.2 Common Fields Used in This Chapter

Scale

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.

20.3 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.

20.3.1 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:

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.

20.3.2 Forms Used to Work With Scales for Employee Competencies

Form Name FormID Navigation Usage
Review Scales W05103B Competency Setup (G05BC4), Scale Information

On the Work With Scales form, click Add.

Define basic information for scales.

After you create a scale, you must define the values for each level. You can enter the values manually or run a program that assigns them automatically.

Generate Competency Levels/Ranges W05103D Competency Setup (G05BC4), Scale Information

On the Work With Scales form, locate and select the scale that you just created, and then select Generate Levels from the Row menu.

After you complete the steps to define basic information for scales, you can have the system automatically generate the values for the scales.
Define Competency Levels W05103C Competency Setup (G05BC4), Scale Information

On the Work With Scales form, locate and select the scale that you just created, and then select Define Levels from the Row menu.

On the Define Competency Levels form, enter the Low and High Values for as many competency levels as you need to define and then click OK.

After you complete the steps to enter basic information for scales, you can enter values for scales manually.

20.3.3 Defining Basic Information for Scales

Access the Review Scales form.

Low Value

Enter the lowest rating on the scale, level, or range.

High Value

Enter the highest rating on the scale, level, or range.

20.3.4 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.

20.3.5 Entering Values for Scales Manually

Access the Define Competency Levels form.

20.4 Defining Employee Competencies

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

20.4.1 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.

20.4.2 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.

20.4.3 Form Used to Define Employee Competencies

Form Name FormID Navigation Usage
Review Competencies W05104B Competency Management (G05BC1), Competency Information

On the Work With Competency Information form, click Add.

Define employee competencies.

20.4.4 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.

20.5 Defining Training Courses

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

  • Define training courses.

  • Review available courses by competency.

20.5.1 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:

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.

20.5.1.1 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.

20.5.2 Prerequisites

Before you complete the tasks in this section:

20.5.3 Forms Used to Define Training Courses

Form Name FormID Navigation Usage
Course Information Revisions W051011B Competency Management (G05BC1), Course Information

On the Work With Course Information form, click Add.

Define training courses.
Define Class/Competency X-Reference W051011D Competency Management (G05BC1), Course Information.

On the Work With Course Information form, select Define X-Reference from the Row menu.

Review the competencies that are attached to the training course, attach additional competencies to the training course, or delete (detach) competencies from the training course
Search & Select Competency/Course W051011E Competency Management (G05BC1), Resource Competency Information

On the Work with Competencies form, select the competency record for which you want to review the associated courses, and then select Course Information from the Row menu.

Review available courses by competency.

20.5.4 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.

Course Code

Enter a code that represents a training course.

Provider

Enter a person or institution that provides training.

Effective From Date

Enter the date on which the offered course becomes effective.

Effective Thru Date

Enter the date when the course is no longer offered.

Course Name

Enter the text that describes a training course.

Units

Enter a unit of measure for calculating student credits for training courses.

Cost

Enter the cost of the training course.

Training Type

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.

20.6 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.

20.6.1 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.

20.6.1.1 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" in the JD Edwards EnterpriseOne Applications Human Capital Management Self-Service Implementation Guide.

See Understanding Training Courses Definitions.

20.6.1.2 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.

20.6.2 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" in the JD Edwards EnterpriseOne Applications Human Capital Management Fundamentals Implementation Guide.

20.6.3 Forms Used to Assign Competencies to Employees

Form Name FormID Navigation Usage
Review Training & Development W05111B Competency Management (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 001 in the Competency Type field and then click Add.

Assign training competencies to employees.
Skills/Resource Revisions W05112B Competency Management (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 002 in the Competency Type field, and then click Add.

Assign skill competencies.
Review Accomplishments W05113B Competency Management menu (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 003 in the Competency Type field, and then click Add.

Assign accomplishment competencies.
Certification Revisions W05114B Competency Management (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 004 in the Competency Type field, and then click Add.

Assign certification competencies.
Review Education W05115B Competency Management (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 005 in the Competency Type field, and then click Add.

Assign education competencies.
Review Languages W05116B Competency Management (G05BC1), Resource Competency Information

On the Work With Competencies form, enter 006 in the Competency Type field, and then click Add.

Assign language competencies
Work With Competency History W05120A Competency Management (G05BC1), Competency History Review competency history for employees.

20.6.4 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.

20.6.4.1 Edits

This processing option specifies the Competency Update Event Code.

1. 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.

20.6.5 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.

Competency Level

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.

Provider

Enter the person or institution that provides training.

Course Code

Enter a code that represents a training course.

Start Date

Enter the date on which the training course started.

End Date

Enter the date on which the training course ended.

Grade

Enter the grade that the employee received for the course.

Location Room

Enter the classroom or location where the training course is held.

Delivery Type

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.

Units

Enter a unit of measure for calculating student credits for training courses.

Cost

Enter the cost of the training course.

Training Reason

Enter a defined code (05/TN) that indicates the reason for the training.

20.6.6 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.

Resource Type

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

Date Acquired

Enter the date on which the employee acquired the skill.

Verified By

Enter the name or address book number of the person who verified that the employee is certified in the competency.

Status

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.

20.6.7 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.

Accomplishment Type

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).

Date Achieved

Enter the date on which the employee achieved the accomplishment.

Awarding Organization

Enter the name of the organization that awards the certification or other documentation for the competency.

Date Awarded

Enter the date on which an accomplishment was formally recognized by the awarding organization.

Status

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.

20.6.8 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.

Licensing Body

Enter a defined code (05/LB) that represents the name of the organization that grants the professional license or certification.

Licensing Number

Enter the identification number of the employee professional license.

Issue Date

Enter the date on which the professional license was issued to the employee.

Expiration Date

Enter the date on which the employee professional license expires.

Verified By

Enter the name or address book number of the person who verified that the employee is certified in the competency.

Score Rating

Enter the score that the employee receives when attaining a professional license or certification.

Verification Method

Enter a defined code (05/VM) that defines the methods that you use to verify employee competency levels.

Renewal Code

Enter a defined code (05/RC) that indicates the requirements that the employee must complete to renew the license.

Cost

Enter the cost of the training course.

Status

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.

20.6.9 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.

Degree Date

Enter the date on which the employee graduated and earned a degree.

Institution Code

Enter a defined code (05/IC) that represents an educational institution from which employees obtained their degrees.

Location

Enter the city or region where the educational institution is located.

GPA Rating (grade point average rating)

Enter the overall grade or scale on which a student's grade point average is based.

Grade Base

Enter the mathematical average of all of the grades that a student earns in a class.

Honorary

Enter a value that indicates whether the student graduated with honors.

20.6.10 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.

20.6.11 Setting Processing Options for the Competency History Program (P05120)

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

20.6.11.1 Defaults

1. Resource Type

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

20.6.12 Reviewing Competency History for Employees

Access the Work With Competency History form.