Competency Management Survey

The Competency Management Survey survey enables the recording of individuals proficiency level for a selected list of competencies

It may be set up as either:

  • Individual Competency Survey: Completed by individuals for their own competencies
  • Team Competency Survey: Completed by line managers on behalf of their teams

Dataset Prerequisites

Before commencing the creation of a new Competency Management survey the following Datasets will need to be present in the required tenant and accessible from the workspace:

Competencies Dataset

Competencies Dataset (required property keys: id, parentid and label)

Note: id, parentid are used to build a competency hierarchy. label (competency name)

In addition to the mandatory properties above it is possible to include Proficiency Level Name, Description and Behavioral Indicators for proficiency levels for each competency

The minimum number of proficiency levels required for a given competency is 3 and the maximum is 10

In the table below, ‘X’ represents any number between 1-10 and each level should have at least 1 or all 3 proficiency descriptions present

Property Property Key Description Mandatory / Optional
Competency Label label Competency Mandatory
Competency id id ID for competency hierarchy Mandatory
Competency Parent id parentid Parent ID for competency hierarchy Mandatory
Description description Description of Competency Recommended
Competency Type Used for grouping highest level of competencies Recommended
Competency Cluster Used for grouping secondary levels of competencies Recommended
Competency Sub-Cluster Used for grouping tertiary levels of competencies If required
Proficiency Level X proficiencylevelx High level proficiency descriptor e.g. novice, intermediate, expert, world class etc Recommended
Proficiency Level X - Description proficiencylevelxdescription Description of proficiency level X e.g. basic knowledge in the competency / extensive knowledge and skills in the competency etc Recommended
Proficiency Level X - Behavioral Indicators proficiencylevelxbehaviouralindicators More specific description of proficiency level for the individual competency e.g. for Dealing with change @ Level 1: Asks questions to understand the reason for change Clarify the impact on self Carefully evaluates the detail and takes up a clear position for or against Recommended

Note: Further levels of competencies may be added below Competency Sub-Cluster if required

If Competency Description is included in the dataset this can be viewed by participants when selecting the i icon on the My Competencies page of the survey

Proficiency Level Behavioral Indicators can be viewed by survey participants on the Competency Rating page of the survey by selecting the i icon and can be useful to aid rating selection

People Dataset

Property keys where listed are case sensitive. If no key is specified then there are no specific requirements for the property

Property Name Property Key Description Mandatory / Optional
Email Email For survey distribution Email header must be capitalized and an email present for all nodes in the people dataset Mandatory
Id ID for people hierarchy Mandatory
parent id Parent ID for people hierarchy Mandatory for Team Competency Survey
Optional for Individual
Role Role Role or role must be present to display job title during TAA completion Mandatory for Team Competency Survey job title display
Role ID roleID For Pre Selection of competencies from a completed Target Setting Survey the people dataset must contain the property roleID
The values in this property should match the Id property used in the target setting roles dataset
Mandatory for Competency Pre Selection

NOTE: The property key Email must be capitalized for Survey Admin to be able to use the people dataset

Important: People dataset must be hierarchical to enable a Team Competency Survey to be created whilst a flat or hierarchical dataset may be used for an Individual Activity Survey

Once the Datasets are set up, you are ready to create and distribute a Competency Management Survey from the Survey Admin

Create New Survey

To start creating a new competency survey, click Create survey button from the Home Screen

create survey button

  1. Select Actuals for the Survey Intent
  2. Enter a name for the survey
  3. Select Competency Management Module
  4. Select survey type either:
    • a. Individual Competency Survey
    • b. Team Competency Survey

survey type

This will start the Wizard to create your survey in four steps

Overview of four steps

  1. Set Up
    • Enter survey name
    • Choose your source People and Competency Datasets from the tenant
    • Name the Results Datasets (optional)
  2. Customize
    • Configure survey settings and branding
    • Configure survey pages
    • Add and configure questions for each page
  3. Participants
    • Define survey participant list from the chosen People dataset
    • If new people are added to the underlying people dataset during the roll-out, come back to this step and make an additional selection
  4. Distribute
    • Customize a message and send out invitations to everyone at once or by group

To view the detail of the four steps select either:

Set Up Individual Competency Survey

Set Up Team Competency Survey

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