Setting Up Competencies and Accomplishments

This chapter provides overviews of competencies and accomplishments and discusses how to:

• Set up competencies.

• Set up sub-competencies.

• Import competency data.

• Set up educational qualifications and accomplishments.

• Run competency and accomplishment reports.

Understanding Competencies

This section discusses:

• Competencies.

• Sub-competencies.

• Rating models.

• Competency and sub-competency data setup.

• Gap/match analysis.

• Integration with PeopleSoft Enterprise ePerformance and PeopleSoft Enterprise eDevelopment.

• Integration with PeopleSoft Enterprise Human Resources Administer Training.

Competencies

Competencies are directly related to an employee’s current role and may encompass skills, abilities, knowledge, or behavior, such as experience with office equipment, knowledge of special manufacturing processes, or a background in financial planning.

Unlike accomplishments, competencies are measured or evaluated using a rating model that you define (one employee might have more sophisticated computer skills than another, for example).

The system stores setup data for competencies in a table called COMPETENCY_TBL.

See Also

(USF) Administering Personnel Action Requests

Sub-competencies

A competency can have one or more sub-competencies. If you're using PeopleSoft ePerformance, you can evaluate employees on both competencies and sub-competencies. We explain how to define sub-competencies in this chapter.

Rating Models

Rating models define the values that can be used to rate an employee's performance or level of proficiency in a competency. If you're using PeopleSoft ePerformance, you can also use rating models to define values for rating sections of a performance document as well as rating overall performance.

The Manage Competencies business process comes with the PeopleSoft Competency Management Scale (PSCM) rating model, shown in the following table. You can both modify this rating model and create new ones; different competencies can be associated with different rating models.

Review Bands

When you create a rating model, you can define a review band that associates each rating with a range of points. For example, employees who earn from 81 to 90 points, receive a rating of B; while employees who earn from 91 to 100 points receive a rating of A.

Competency and Sub-Competency Data Setup

Two options are available for defining competency and sub-competency data:

• Import data from selected third-party suppliers.

  You can import rating model definitions, competency definitions, and proficiency values. If you have licensed ePerformance you can import data for development tips, and Results Writer text for competencies and sub-competencies.

• Manually define competencies and sub-competencies.

We discuss both methods in this chapter.

Gap/Match Analysis

You can match employees to roles, roles to employees, teams to projects, and new-hire candidates to open roles. You can award points to employees, applicants, or teams based on their assigned competencies, competency proficiency ratings, and accomplishments. You can also weight the evaluation in favor of the important values you’ve assigned to each competency and accomplishment.

To implement Manage Competencies for gap and match analysis, you can:

• Set up match evaluation types.

• Perform matching processes to match employees to roles, roles to employees, and teams to projects.

• Search your database for job candidates who match open jobs/roles.

Integration with ePerformance and eDevelopment

Manage Competencies shares competency data with PeopleSoft ePerformance and eDevelopment. All three applications provide a method for rating employee competencies:

• Manage Competencies enables human resources administrators to enter competency ratings on the Competency Rating page.

• ePerformance enables the evaluation of an employee's competencies as a part of the performance management process.

• eDevelopment enables employees to complete a self-assessment of their own competencies independent of the performance management process.

Integration with Administer Training

By assigning competencies to training, you can better match employees to appropriate training options. You can also automatically schedule the courses. And when a course is completed, the system automatically updates the employee’s competency profile. You can assign competencies to courses and to other forms of training, such as computer-based programs.

To implement Manage Competencies for managing employee training, you can:

• Assign competencies to training courses or other training options.

• Develop training programs for specified job codes.

• Set up personalized training programs for employees.

• Search for courses that address a specified competency.

Understanding Accomplishments

Accomplishments are tangible, typically one-time achievements. An accomplishment might be a degree, license, language, test score, honor or award, or membership.

The system stores setup table data for accomplishments in the installation record ACCOMP_TBL.

Setting Up Competencies

To set up competencies, use the following components: Rating Model (RATING_MDL_TBL), Competency Types (CM_TYPE_TABLE), Competency Criteria (CM_CRITERIA_TBL), Competency Element (CM_ELEMENT_TBL), and Competency Summary (COMPETENCY_SUMM).

This section lists prerequisites and discusses how to:

• Set up rating models.

• Define competency elements.

• Define individual competencies.

• (Optional) Create proficiency descriptions.

• (Optional) Associate elements with competencies.

• Locate and review competency information.

• (Optional) Set up competency trees.

Note. Most of the PeopleSoft Manage Competencies tables are effective-dated, which means that you can chronologically track changes that you make to the data. When you create codes in these tables, be sure to enter effective dates that are before the effective dates of any recruit data that you process; if you don’t, the system will not display all of the valid codes when you select from the prompt list in the Manage Competencies pages. We recommend that you use a date such as January 1, 1980, to ensure that the effective date accounts for assignment history.

Prerequisites

Make sure both the core and the relevant local country control tables are set up before you start working with the Manage Competencies pages.

If you’ve implemented multiple business units and setIDs in your Human Resources system, the information that you use and create will be determined by how the business unit and setID functionality has been set up for your user ID.

Pages Used to Set Up Competencies

See Also

PeopleSoft Enterprise ePerformance 8.9 PeopleBook

PeopleSoft Enterprise Human Resources 8.9 PeopleBook: Administer Training

Setting Up Rating Models

Access the Rating Model page.

Review Band

Select this check box if you want to define this rating model as a Review Band Rating model. Note. To use the JPN Grade Advance Candidate List and the JPN Salary Increase processes, the performance reviews in ePerformance must use a Review Band Rating model for overall review ratings. See (JPN) Updating Salaries for Japan.

General Tab

Define all possible rating levels that can be used to evaluate an employee when this rating model is used. At least two rating levels are required. You can add as many rows as necessary.

Review Points tab

Access the Rating Model page – Review Points tab.

Complete the fields on this tab if you want to associate a number of points, or a points range with each rating level defined on the General tab.

Federal tab

Access the Rating Model page - Federal tab.

This tab appears only when Federal is selected on the Products page and the user is logged on as a Federal user.

See Selecting PeopleSoft Applications for Your Installation.

See Also

Performing Gap and Match Analyses on a Workforce

Synchronizing with Plan Careers

Defining Competency Elements

An element is a required outcome or criterion for assessing a competency. Use the Element Table page to establish methods to satisfy an element—training courses, on-the-job training, licenses, and so forth.

Access the Competency Element page.

Satisfaction Method	Identifies how this element can be satisfied or achieved. Valid values are Attend Training Course, Dispensation Given, Off the Job Training, On the Job Training, Possess License/Certificate, Recognition of Prior Learning, and Supervisor Assessment.
Title	Enter a longer description of the element using up to 50 characters.
Criteria Code	Enter the code associated with the element. This is optional information to assist in assessing an employee against the element. For example, you could create a competency element called Presentation and attach a specific criteria to this element, including a Professional Standard of Dress. This would become part of the requirements of the Presentation competency element. When you specify a code, its description appears on the page. These codes are stored on the Criteria Table.

Defining Individual Competencies

Access the Competency Table page.

Before you set up competency codes, define competency types using the Competency Type Table Setup page. You also must set up the rating models that define how you measure a competency using the Rating Model Table Setup page.

Creating Proficiency Descriptions

Access the Competencies - Proficiency Descriptions page.

You must set up competencies before you can define proficiency descriptions.

See Also

PeopleSoft Enterprise ePerformance 8.9 PeopleBook

Associating Elements with Competencies

Access the Element page.

Element Code

Select elements, defined on the Element Table, to further define a competency through associated elements. For example, the competency Product Expertise might have Knowledge of Competitor's Products as one of the elements.

Locating and Reviewing Competency Information

Access the Competency Summary page.

To search for a particular competency, select a category or type.

Results are sorted by competency code. You can change the category or type from the results list; if you do, remember to save the page.

Note. Any changes that you make on the Competency Summary page will update the Competencies table.

Setting Up Competency Trees

Competency trees are pictorial representations of the Competency Table. You can use a tree to organize your competencies into hierarchies based on competency types. This organizational method can be helpful if you maintain many competencies or if your competencies are easily organized into definable hierarchies.

You build a competency tree with PeopleSoft Tree Manager the same way you build any other tree. You enter competency types, and Tree Manager defines their relative hierarchical organization.

You don’t have to order competency codes into a particular sequence to use a competency tree. That means you don’t need to set up your management level competencies in the range of 100 to 199 or your technical competencies in the range of 200 to 299.

You can build as many competency trees as necessary.

Using Competency Trees

To use a competency tree, select Tree Manager, and then open the tree.

You can organize competencies under competency types, such as ADMIN, EXPER, MGMT, and TECH. You can also maintain competency types within related types and define competency trees to be as shallow or deep as you need.

To view the competencies in a particular type, use the dynamic detail feature of the Tree Manager. Dynamic details are represented by the square brackets [ ]) nodes in the tree. When you select the square brackets ([ ]) node under a competency type, the system displays a list of the competencies maintained under that type.

Select a competency to see the Competency Table detail. You can make any changes or updates to the competency as necessary. Any changes that you make here will update the Competency Table.

To see details about any competency type, double-click the type node. The Competency Type Table appears.

See Also

PeopleTools PeopleBook: PeopleSoft Tree Manager

Setting Up Sub-Competencies

To set up sub-compenencies, use the Sub-Competencies component (EP_SUB_COMP_TBL).

This section discusses how to:

• Define sub-competencies.

• Define proficiency statements for a sub-competency.

Pages Used to Set Up Sub-Competencies

Defining Sub-competencies

Access the Sub-Competency page.

Level

The rating levels are determined by the rating model used by the related competency.

Defining Proficiency Statements for a Sub-competency

Access the Sub-competencies - Proficiencies page.

Note. This page is similar to the Competency - Proficiency Descriptions page.

See Creating Proficiency Descriptions.

Importing Competency Data

This section discusses how to:

• Work with third-party vendors.

• Work with file identifiers.

• Prepare to import data.

• Import data.

Working with Third-Party Vendors

PeopleSoft has established partnerships with several third-party vendors from which you can purchase any or all of the following types of competency-related data: competency and sub-competency definitions, development tips, rating model tables, and content for the Results Writer. As of this writing, the authorized vendors are: Knowledge Point, Lominger, and PDI.

PeopleSoft Integration Broker technology receives vendor-supplied data in the form of comma delimited flat files. The flat files are imported into Human Resources using the Inbound File Publish Application Engine (AE) process. You do not need to develop an interface to load third-party content into the system—we deliver all integration functionality with the application.

Follow the procedures in this section to import data.

See Also

PeopleTools PeopleBook: PeopleSoft Integration Broker

Working with File Identifiers

The following table lists file identifiers for the inbound file rules. You'll use Inbound File Publish process to import the content of these files, as applicable.

Preparing to Import Data

Before you can import data, perform the following steps:

1. Activate messages.

   Use the File Inbound page to set the status of each message (transaction) to Active.

2. (Optional) Change the default directory for the incoming files.

   The default directory is C:\temp. To select a different directory, complete the Inbound File field on the File Inbound page.

Importing Data

To import data. perform the following steps:

1. For each file identifier, initiate the publish process.

   The publish process converts the flat file to a message.

   1. Select Define Integration Rules, Process Integration Rules, Inbound File Publish.

   2. Create a run control and initiate the process.

      See Enterprise PeopleTools PeopleBook: PeopleSoft Integration Testing Utilities and Tools

      See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

2. Confirm that the process is complete through Process Monitor.

Setting Up Educational Qualifications and Accomplishments

To set up educational qualification and accomplishments, use the following components: School Types (SCHOOL_TYPE_TABLE), Schools (SCHOOL_TABLE), Degrees (DEGREE_TABLE), Majors (MAJOR_TABLE), Education Level Achieved (EDLVL_ACHV_TBL), Faculty Table JPN (FACULTY_TABLE_JPN), Honors and Awards (HONOR_AWARD_TABLE), Languages (LANGUAGE_TABLE), Licenses and Certifications (LICENSE_CERTIF_TBL), Memberships (MEMBERSHIP_TABLE), and Test Table (TEST_TABLE).

This section discusses how to:

• Track schools.

• Track degrees.

• Track licenses and certifications.

• (JPN) Record additional education-related information.

Note. Though all accomplishment types are stored in one table, ACCOMP_TBL, the system displays only the appropriate values when you prompt for a certain code. For example, if you were to prompt for a Degree code on a PeopleSoft Human Resources page, only degree code and not licenses, honor/award, or membership codes, appear in the prompt table.

Pages Used to Set Up Educational Qualifications and Accomplishments

Tracking Schools

Access the School Table page.

Country

The Country codes are stored in the Country Table. If you select a non-U.S. Country code after you’ve already selected a State code, the system will clear the value in the State field.

Tracking Degrees

Access the Degree Table page.

Years of Education	Enter the number of years required to obtain the degree.
Education Level	Specify the education level achieved when the degree is earned.
Country	Indicate the country where the degree is earned.

(GER) Germany

(FRA) France

Tracking Licenses and Certifications

Access the License/Certification Table page.

Renewal Period

Indicate whether the license or certification must be renewed, and if so, the number of days, weeks, months, or years in the renewal period. If there is no renewal requirement, the Renewal Period fields are unavailable.

Note. To view a complete list of all licenses and certificates defined within the system, generate the License/Certification Table report.

(JPN) Recording Additional Education-Related Information

Access the Faculty Table JPN page.

Major Category	Select a major category value. The value that you select here is the default major category wherever you select this faculty, for example, on the Professional Ed. and Training page. You can also override the default.
Sub-Faculty Code	Enter a code for the sub-faculty. You can enter multiple sub-faculties. Only sub-faculties that you enter for this faculty can be selected wherever you select the faculty.

Running Competency and Accomplishment Reports

This section discusses how to run the accomplishment listing report.

Pages Used to Run the Competency and Accomplishment Reports

Running the Accomplishment Listing Report

Access the Accomplishment Listing page.

Degree Detail	Select to include full details of a degree.
License/Certification Detail	Select to include full details of licenses and certifications.