Competency Assessment Training Career Banding Competency Assessment Training July 2008

Objectives Prepare you to conduct Competency Assessments for your employees Hands-on experience Ask and answer questions July 2008

What are competencies? Competencies are the observable and measurable set of: knowledge skills abilities that are necessary to perform the job. July 2008

Contributing Competencies Knowledge, skills, and abilities that are minimally required for an entry level employee in the band. July 2008

knowledge, skills, and abilities required for the band. Journey Competencies Fully applied body of knowledge, skills, and abilities required for the band. July 2008

Advanced Competencies Highest or broadest scope of knowledge, skills, and abilities required in the band. July 2008

Competency Profile One profile for each banded class Profile includes: Description of Work Role Description by level Competency Definitions Competencies at each level – Contributing, Journey, Advanced July 2008

Example Competency Profile http://www.osp.state.nc.us/CareerBanding/career-banding.htm July 2008

Your Role as Supervisor Evaluate employee’s initial competency level Discuss CA with employee Assess competencies on an on-going basis July 2008

Your Role (cont’d.) Provide detailed documentation for: position’s band/level placement employee CA proposed salary adjustments Plan career development activities with each employee Assess and apply pay factors equitably July 2008

Assessing Competencies How to Assess Functional Competencies July 2008

Step 1: Identify Competencies Consider what is required for position Use the competency profile. EXAMPLE Data Collection: Ability to observe, monitor, collect and record data to assess accuracy, validity and integrity of data July 2008

Step 1: Identify Competencies Functional Competencies Comp Level Competency definition Employee demonstration of competency C J A Data Collection       List competency title and definition Career Development Activities (include Supervisor and Employee responsibilities):       Overall Competency Assessment: Contributing (C) Journey (J) Advanced (A) July 2008

Step 2: Define Expectations Consider your expectations for the position (not the person in the position) Use the Competency Profile for language to describe expectations. Language for Contributing Expectations Language for Journey Expectations Language for Advanced Expectations Contributing Journey Advanced Ability to observe, collect and record a variety of data. Ability to organize and tabulate data: ability to ensure quality control of data collection. Ability to identify and report variations or discrepancies in the data; ability to organize and prepare data for analysis. July 2008

Step 2: Define Expectations Add or change language to make your description specific to the position How will they be observed and measured? Indicate C,J, or A for position expectation Competency Expectation at Journey level EXAMPLE Expectation: Ability to organize and tabulate data independently; ability to ensure quality control of data collection by ……………….......................................... July 2008

Step 2: Define Expectations Functional Competencies Comp. Level Competency definition Employee demonstration of competency C J A Data Collection J Ability to organize and tabulate data independently; ability to ensure quality control of data collection by ……………      Describe expectations Indicate level needed for this position Career Development Activities (include Supervisor and Employee responsibilities): Overall Competency Assessment: Contributing (C) Journey (J) Advanced (A) July 2008

Step 3: Document Results Write an assessment statement for the employee. Describe how the employee has demonstrated the competency Assess against expectation Assessment statements for employee EXAMPLE Jill collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and variable measurements. Jill quickly identified a variance with data collection for one of the key control variables. July 2008

Step 3: Document Results Functional Competencies Comp Level Competency definition Employee demonstration of competency C J A Data Collection J Organizes and tabulates data independently; ensures quality control of data collection by …. Jill Smith collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and variable measurements. Jill quickly identified a variance with data collection for one of the key control variables.            Write assessment statements for employee. Career Development Activities (include Supervisor and Employee responsibilities):      Overall Competency Assessment: Contributing (C) Journey (J) Advanced (A) July 2008

Competency Assessment Statements Exercise #1 Competency Assessment Statements July 2008 19 19

Competency Assessment Checklist Multiple positions? Example Competency Assessment Checklist July 2008 20 20

Employee demonstrating competency at Journey level Step 4: Determine Level Review your assessment of the employee to determine if competencies are demonstrated at the Contributing, Journey or Advanced level. Employee demonstrating competency at Journey level EXAMPLE Jill collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and variable measurements. Jill quickly identified a variance with data collection for one of the key control variables. July 2008

Step 4: Determine Level Indicate demonstrated competency level – J Functional Competencies Comp Level Competency definition Employee demonstration of competency C J A Data Collection J Organizes and tabulates data independently; ensures quality control of data collection by ….. Jill Smith collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and variable measurements. Jill quickly identified a variance with data collection for one of the key control variables. Indicate demonstrated competency level – J Career Development Activities (include Supervisor and Employee responsibilities):    Overall Competency Assessment: Contributing (C) Journey (J) Advanced (A) July 2008

Step 5: Determine Overall Level Functional Competencies Comp. Level Competency definition Employee demonstration of competency C J A Knowledge J Data Collection Organizes and tabulates data independently; ensures quality control of …… Jill Smith collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and variable measurements. Jill quickly identified…. Ops. – Res. Support C Lab. Care       Check overall competency rating - J Career Development Activities (include Supervisor and Employee responsibilities):       Overall Competency Assessment: Contributing (C) X Journey (J) Advanced (A) July 2008

Step 5: Determine Overall Level Overall level = same level as majority of individual competencies Exception - if one or more competencies is more critical to the organization, may carry more “weight” in overall assessment. Explain and justify in “Comments” section. Generally, if most Competencies are Contributing, overall level should be Contributing. July 2008 24 24

Step 6: Plan Career Development Organizational need? Competencies to develop or strengthen to meet organizational need? Employee interests and motivation? Attainable in current position & work unit? Generally, if most Competencies are Contributing, overall level should be Contributing. July 2008

Step 6: Plan Career Development Resources available? Reasonable time frame? Specific activities and/or training to improve the competency? Responsibilities – employee & supervisor Generally, if most Competencies are Contributing, overall level should be Contributing. July 2008

Step 6: Plan Career Development Functional Competencies Comp. Level Competency definition Employee demonstration of competency C J A Knowledge J Data Collection Organizes and tabulates data independently; ensures …… Jill Smith collected data for the Drought-Resistant Soybean research project. She maintained consistent and current calculations of plant growth and..…. Ops – Res Support C Lab Care       Document Career Development activities Career Development Activities (include Supervisor and Employee responsibilities): Develop skills in mixing chemicals – read product specifications and procedure manual; assist S. Johnson in mixing feeding solution for 2 weeks; perform independently by no later than September 1, 2008; document activity for 30 days. Overall Competency Assessment: Contributing (C) Journey (J) Advanced (A) July 2008

Review of Steps Step 1: Identify competencies For each competency……….. Step 2: Define expectations (use profile) Step 3: Document results Step 4: Determine level – C, J or A Step 5: Determine overall level Step 6: Plan Career Development activities TOOLS= Prior PM work plans Blank assessment form Position descriptions Banded class profiles (leveling documents) July 2008

Competency Assessment Example Employee Competency Assessment July 2008 29 29

What Not to Consider ….. Performance (U, BG, G, VG, O) Volume of same work Years of service Personal characteristics July 2008

Avoid Rater Bias Horns effect Halo effect Stereotyping Recency effect Leniency effect Strictness effect July 2008

Competency Assessment Statements Exercise #2 Writing Competency Assessment Statements July 2008

Putting it All Together Position competency requirements Employee competencies Employee performance July 2008

POSITION AND INCUMBENT REQUIRED COMPETENCIES INCUMBENT Contributing COMPETENCY ASSESSMENT Journey Advanced July 2008

POSITION AND INCUMBENT REQUIRED COMPETENCIES INCUMBENT Contributing COMPETENCY ASSESSMENT Journey Advanced CONTRIBUTING JOURNEY ADVANCED SALARY DETERMINATION CAREER DEVELOPMENT PLAN July 2008

POSITION AND INCUMBENT REQUIRED COMPETENCIES INCUMBENT Contributing COMPETENCY ASSESSMENT PERFORMANCE MANAGEMENT Journey Advanced OUTSTANDING VERY GOOD GOOD BELOW GOOD UNSATISFACTORY CONTRIBUTING JOURNEY ADVANCED SALARY DETERMINATION CAREER DEVELOPMENT PLAN July 2008

QUESTIONS?