1. Competency Assessment Training
Career Banding
Competency Assessment Training
July 2008

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

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

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

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

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

7. 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

8. Example Competency Profile
July 2008

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

10. 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

11. Assessing Competencies
How to
Assess
Functional Competencies
July 2008

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

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

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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

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

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

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

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

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

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

36. 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

37. QUESTIONS?