Competence in QM365
The competence function consists of several lists and functions. Built up in the right order, these enable you to work effectively with competence planning, and ensure that the organization has the right competence. It will also be easy to document the current status and future changes to be made. The function is structured as this illustration shows, as well as an additional function, "Competence matrix" for GAP analysis of departments' competence:
The lists with a red background have their own access control depending on the setting. In addition, everyone who is in the user group has "Competence Administrator". This is to ensure that only those who need to see each individual employee's competence have access to this information (Managers and HR).
All lists are readable by default. A system administrator must set up user rights for this configuration if determined appropriate (first two lists open, second three lists closed).
In addition, the system provides a competence planner, called "Competence matrix", where the user group "Competence Administrator" can select a department and see what competence is available, register the needs and see the gaps that need to be filled. This planning tool uses the data in the skills register and provides a good overview and planning functionality.
Define and register the necessary competence
Competences are registered by title. For each competence, you must register two levels of categories. These categories are called:
Competence area (level 1)
Competence category (level 2)
Before recording competencies, be sure to list them all, ie in an Excel sheet, and see how best to categorize them using these two levels.
In addition, you must select one competence type for each competence (Experience, Education, Course, Certificate, Skill). For each of these types, you can later register additional information for each person linked to the competence type. In addition, you can register process.
If the competence is no longer in use, remove the tag in the "Selectable" field.
Register and work with positions and roles
The data recorded here can either be positions or roles, or both. Each element will be marked if it is either a position or a role. If you have the Enterprise edition, you can also set different location types.
Positions
If you register positions, you can add a job description for each one. Always start recording the top positions first since the bottom ones can refer to which position they report to in the "Reports to" field.
Roles
Most employees have at least one role, perhaps several, so you can register one person in several roles in addition to the position the person holds.
Other data
For each registration (both positions and roles) you can register the person(s) who have a role in the field called "Staffed by".
If a position/role has a deputy, this can be registered in "Deputy" - only one allowed.
Short name role is used for those organizations that use short names - maximum five characters.
Do not set it to selectable if the role/position is no longer in use.
The organization is tagged to identify where in the organization this position/role is used.
Competence can be marked to identify the competence(s) required to hold this position/role. Tagging this field will be of great help when you have to carry out personnel assessments later, as this competence(s) can automatically be added to the person who holds this position/role.
Videoer
Register/edit position/role:
Document and role description:
Define competences needed for a position/role:
Add employees to position/role:
Using role filters in process maps: