SKILLS AUDITS The Skills Framework Tel: (011) 442 0162

OUTLINE The Skills Audit Benefits Techniques Competence Current strategies Case study Implementation in different organisations Cost implications Problems of not conducting a skills audit The Skills Framework Tel: (011) 442 0162

The Skills Audit “A key piece of information an organisation needs to improve is to know what skills and knowledge the organisation requires and what skills and knowledge the organisation currently has’ (www.cognology.biz/sawhatis.htm) The Skills Framework Tel: (011) 442 0162

Definition of a Skills Audit “ a process for measuring the skills of an individual or group” The Skills Framework Tel: (011) 442 0162

Purpose and uses of skills audits The key piece of information an organisation needs to improve and to deliver to its Mission Statement and strategy is to know what skills and knowledge the organisation requires and what skills and knowledge the organisation currently has. The Skills Framework Tel: (011) 442 0162

Purpose and uses of skills audits This information is essential for a number of reasons: know where to improve. better planned and more focused T&D. better defined recruitment needs. easier placement decisions. enablement of career pathing and succession planning. The Skills Framework Tel: (011) 442 0162

Benefits Valid and valuable workplace skills plans Improved skills and knowledge. Lower training and development costs because development efforts are more focused. Acquisition and use of information that can be used for purposes such as internal employee selection and placement. Increased productivity as people are better matched to their positions. The Skills Framework Tel: (011) 442 0162

Techniques Skills matrix Skills audit results Plans The Skills Framework Tel: (011) 442 0162

Applied competence The Skills Framework Tel: (011) 442 0162

Foundational competence “The demonstrated understanding of what the learner is doing and why. “ This underpins the practical competence and therefore the actions taken. The Skills Framework Tel: (011) 442 0162

Practical competence The Skills Framework Tel: (011) 442 0162

Reflexive competence “The learner demonstrates the ability to integrate or connect performance with understanding so as to show the learner is able to adapt to changed circumstances appropriately and responsibly, and to explain the reason behind an action.” The Skills Framework Tel: (011) 442 0162

Competency development The Skills Framework Tel: (011) 442 0162

Current Strategies 1. Self-audits 2. Panel audits 3. Consultant audits 4. One-on-one audits The Skills Framework Tel: (011) 442 0162

Skills audit process flow 2. Scheduling 3. Preparation Gap analysis 1. Communication - Training - Information sharing - Instructions for self-audits. 4. Conduct panel audits Rating Evidence 6. Reporting Individual Divisional Organisational 5. Feedback The Skills Framework Tel: (011) 442 0162

Rating scale Rating Description Example 0 No evidence of An individual does not currently display competence display any form or level of competence in the skill listed. He or she may require formal training and exposure to the skill in the workplace. 0.25 Some evidence of The individual may demonstrate part competence competence, but definitely needs formal training and exposure to the skill in the workplace. 0.5 Evidence of An individual is competent, but needs to competence, needs improve. Training is the most effective solution. further training The individual may be at a lower level than the position requires, i.e. at linear, instead of complex level. 0.75 Evidence of The individual is competent and has undergone competence, needs training. Further exposure in the workplace more exposure to the would ensure improvement and full competence. skill The individual may be at a lower level than the position requires, i.e. at linear, instead of intermediate level. 1 Full evidence of The individual is competent in the skills at the competence level allocated to his/ her position. The Skills Framework Tel: (011) 442 0162

Types of evidence 1. Direct - evidence produced by the employee 2. Indirect - Evidence produced about the employee 3. Historical - Evidence about the employee’s past performance The Skills Framework Tel: (011) 442 0162

Pitfalls to avoid during a skills audit 1. The Halo Effect 2. Perfectionism/Non- Perfectionism 3. External Factors 4. Self-perception The Skills Framework Tel: (011) 442 0162

Self-perception “... the way in which we know and think about ourselves, in other words the characteristics, qualities and inner states that we attribute to ourselves.” The individual self-audit is effected by a person’s self-perception. The Skills Framework Tel: (011) 442 0162

The principles of good skills audits 1. Fairness 2. Validity & Reliability 3. Transparency/ Openness 4. Constructive feedback 5. Evaluation of evidence The Skills Framework Tel: (011) 442 0162

Constructive feedback Turn problems into opportunities Provide constructive feedback Be objective Relate feedback to the employee’s needs Discuss the company’s grievance procedure in an open, non-threatening manner. The Skills Framework Tel: (011) 442 0162

Evaluation of evidence Use the VACCS checklist. Is the evidence; valid authentic current consistent sufficient The Skills Framework Tel: (011) 442 0162

Questions Examples of questions to ask when conducting a skills audit: Does this individual demonstrate competence in this particular skill in the workplace? How does the individual demonstrate competence? What evidence is available that proves competence? Is this evidence valid, authentic, consistent, current and sufficient to prove competence? What specific examples of competent behaviour exist? When have you observed or heard of evidence of competence? Is the rating justified in terms of the available evidence? Does the individual’s knowledge allow competent application of a particular skill? The Skills Framework Tel: (011) 442 0162

Reporting skills audit results 1. Organisational pie chart 2. Divisional radar report 3. Individual competence profile The Skills Framework Tel: (011) 442 0162

1. Organisational pie chart The Skills Framework Tel: (011) 442 0162

2. Divisional radar report The Skills Framework Tel: (011) 442 0162

3. Individual competence profile The Skills Framework Tel: (011) 442 0162

Case study Large agricultural bank implemented over 5 months with scope of over 900 employees in 329 sites across the country. Process involved: Skills matrix development (competencies) Training Individual self-audit Panel skills audit Rating verification Individual feedback Analysis and reporting The Skills Framework Tel: (011) 442 0162

Different size organisations Implementation in SMME versus larger organisations only differs with regards to project timeframes and costs. timeframes and costs are established by identifying number of departments, number of jobs, number of individuals, purpose of the skills audit, skills audit approach and whether external consultants are to be used or not. In smaller organisations, the most basic and essential skills audit steps include competence identification and rating individual competence levels. The key objective of the skills audit is to ensure usefulness of information in achieving organisational strategy through skills development. The Skills Framework Tel: (011) 442 0162

Cost implications Training Time Administrative expenses Information systems/ software Communication Use of consultants, where necessary The Skills Framework Tel: (011) 442 0162

Problems in not implementing skills audits Invalid and unreliable training plans Non-specific training plans Little or no commitment to training & development Little or no alignment of training and development to organisational strategy and objectives Non-implementation of the workplace skills plan and therefore the organisation will not be able to claim reporting grants The Skills Framework Tel: (011) 442 0162

Questions Heather Watson 082 773 7779 wit@mweb.co.za The Skills Framework (011) 442 0162 The Skills Framework Tel: (011) 442 0162