Competency Bank - Overview

Competencies are qualities that employees may possess. You create and store them in the Competency Bank. When you create competency models, you add competencies to describe the qualities you want a position or role to possess.

To access the Competency Bank page, go to Admin > Tools > Performance Management > Competency Bank.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Competency Assessment Bank Admin - Edit Grants ability to edit competencies in the Competency Bank. Administrators can only edit a competency if they have this permission and are also included in the Admin Visibility settings for the competency. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Bank Admin - Manage Grants ability to create, copy, edit, view, and delete competencies in the Competency Bank. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Bank Admin - View Grants ability to view competencies in the Competency Bank. Administrators can only view a competency if they have this permission and are also included in the Admin Visibility settings for the competency. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Model Admin - Edit Grants ability to edit competency models. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Model Admin - Manage Grants ability to create, edit, delete, and view competency models. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Model Admin - View Grants ability to view competency models. This permission cannot be constrained. This is an administrator permission. Performance - Administration
Competency Assessment Model

Grants access to define competency categories, competency model categories, and the default rating scale for competency models. This permission cannot be constrained. This is an administrator permission.

For organizations using the Data Load Wizard Competency Bank Data General Information load, this permission is required to utilize custom fields in the data load.

 Performance - Administration

Search Competencies

To search for an existing competency, enter the following search criteria and click Search.

  • Keyword - This field searches competencies by name.
  • Category Type - This drop-down determines which options are available in the Category drop-down. Select the category type by which you are filtering competencies.
  • Category - This drop-down is disabled until a category type is selected from the Category Type drop-down. Once a category type is selected, all available categories from the selected category type are displayed. Select the appropriate category. When the Search button is clicked, only competencies from the selected competency category are displayed. If no category is selected and the Search button is clicked, only competencies that have any category set for the selected category type are displayed.

Show Inactive

When this option is selected, inactive and active competencies are displayed in the Competency Bank table. When this option is not selected, only active competencies are displayed in the Competency Bank table.

Create Competency

To create a new competency, click the Create New Competency link. This link is only available to administrators who have permission to manage competencies. See Competency - Create/Edit.

Define Competency Categories

To define the default competency categories, click the Define Competency Categories link. This link is only available to administrators who have the Competency Assessment Model permission. See Competency Model Category - Create.

Competency Bank Table

The Group By option allows you to organize the competencies in the Competency Bank table by competency category. Select a category from the drop-down to display the competencies in the groups that are associated with the selected category. If a competency is not associated with the category, then the competency appears in a group titled "[Competency Category]:None."

Within the Competency Bank table, a competency is only displayed if the administrator is within the Admin Visibility set for the competency. In addition, the administrator must also have permission to view, edit, or manage competencies.

The following information is displayed for each competency:

  • Name - For competencies with multiple versions, an expand icon appears to the left of the competency name. Click this icon to view the additional versions. The following information is displayed for previous versions:
    • Name - This displays the competency name prior to the new version being created.
    • Version - This displays the competency version number.
    • View Description - Select this option to view the competency details, including all items or behaviors for the competency version.
  • Version - This column displays the version number for the associated competency.
  • Active - This option is only available if the administrator has permission to edit or manage competencies. When this option is not selected, the competency is inactive and cannot be added to new skills matrix roles and competency models. However, inactive competencies are still available in any competency model, competency assessment, performance review, skills matrix role, or any other place that it is in use by a user. Also, inactive competencies are available in reporting and when selecting competencies from an existing competency model. For example, a Competency performance review section can be configured to allow users to select competencies from a competency model. If inactive competencies exist in the competency model, then they can still be selected.
    • If this option is modified for a competency, then the administrator must click the Save button to save the competency's Active status. If the updated Active status is not saved, then the updated status is not implemented.

Competency Bank Options

The following options are available for all existing competencies in the Options column:

  • View Description - Select this option to view the competency details, including all items or behaviors for the competency. This option is only available if the administrator has permission to view, edit, or manage competencies.
  • Edit - The process of editing a competency is similar to creating a competency. This option is only available if the administrator has permission to edit or manage competencies. See Competency - Create/Edit. When editing a competency or competency model that has been used in a Competency Assessment type performance review section, a warning message is displayed at the top of the Edit Competency Model page. This warning is intended to prevent modifications to the competency model from affecting In Progress or Competed performance reviews.
  • Copy - Select this option to copy the competency. This option is only available if the administrator has permission to manage competencies. See Competency - Create/Edit.
  • Delete - A competency cannot be deleted if it is used in a competency model, regardless of competency version. This option is only available if the administrator has permission to manage competencies.

Save/Back

To save any changes to the Active status of one or more competencies, click the Save button. Or, do discard any unsaved changes, click the Back button to return to the Admin Tools page.