Integrated Competency Management Information System

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EURO XXIII, Bonn 2009

Integrated Competency Management

Information System

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Nikos Tsotsolas

Department of Statistics and Insurance Science, University of [email protected]

Eleni Koutsouraki

R&D Dept., AmbienceIntelligent Engineering

Dimitrios DrososDepartment of Business Administration, Graduate Technological Education Institute of Piraeus
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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Definitions

CompetenceA specific, identifiable, definable, and measurable knowledge, skill,ability and/or other deployment-related characteristic (e.g. attitude,behaviour, physical ability) which a human resource may possess andwhich is necessary for, or material to, the performance of an activitywithin a specific business context. (HR-XML (www.hr-xml.org))

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Competency ManagementCompetency Management is defined to encompass all instruments andmethods used in an organisation to systematically assess current andfuture competencies required for the work to be performed, and toassess available competencies of workforce (Tobias, 2006).
http://www.hr-xml.org/http://www.hr-xml.org/http://www.hr-xml.org/http://www.hr-xml.org/


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Competency Management Phases

According to Draganidis & Mentzas (Draganidis & Mentzas, 2006), thecompetency life cycle is the aggregation of four phases which aim atthe continuous enhancement and development of individual andorganizational competencies.

The four macro-phases are as follows: competency mapping;

competency diagnosis;

competency development and

competency monitoring

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CMIS Phases (1)

Following this approach and adopting as organisation competencymapping method, the job analysis, the system covers:

Job analysis, providing a detailed job profile that includes all the

required competencies and the corresponding proficiency level

Employee analysis, providing a detailed employee profile thatincludes the employees competencies and the equivalent

proficiency level that each employee possesses

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CMIS Phases (2)

Assessing the competencies need of the workforce, through thecomparison of job and employee profiles, using gap analysis, in

order to define the competencies that required development

Design, planning and implementation of individualized training

programs and activities so as to develop employeesqualifications according to job requirements

Monitoring of the training results through evaluation and profileupdating

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ematicRepresentationoftheSystem

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Employees

Competency

Profile

Job PositionEmployee

Job Profile

Training Needs Diagnosis

Training Programmes Designing &Planning

Training

Programme

Tr.. Unit 1

Tr.. Unit 2

Tr.. Unit 5

.

.

.

Tr.. Unit

Training

Programme 2

Tr.. Unit 1

Tr.. Unit3

Tr.. Unit 7

.

Training

Programme

Category

Competency1

Competency2

Competency3

Category

Competency 1

Competency 2

Competency 3

Category

Competency 1

Competency 2

Competency 3

Implementation of Training

Programmes

Evaluation

UpdateEmployeeProfile

Competency Base


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Competencies Proficiency Level

The proficiency levels of the competencies are based on the EuropeanQualifications Framework (EQF).

The core element of the EQF is a set of eight reference levelsdescribing:

what the learner (employee) knows;

what the learner (employee) understands; what the learner (employee) is able to do, regardless of the systemunder which a particular qualification was awarded.

Unlike systems which guarantee academic recognition based on theduration of studies, the EQF covers learning as a whole, in particular

learning which takes place outside formal education and traininginstitutions.

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CMIS gives to any organisation the capability to:

1. Get to know its personnel competencies

2. Describe every job position in terms of definable competencies

3. Indentify its personnel training needs

4. Design training programs

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5. Implement training programs

6. Evaluate the training results and update personnel profile



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CMIS Subsystems

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CMIS

Analysis of Job Position

Profile

Design & Planning

Individualized

Training Programsand Activities

Evalution

Implementation of Training

Programmes and Activities

(E-Learning)

Analysis of Employees

Profile

Training Needs

Diagnosis



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Analysis of Job Position Profile

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The term Job Position Profile is used to describe the group of

competencies that are required for the successful performance of anemployees work role in a specific job position. In order to create ajob position profile the user must take the following steps:

Specify Organization Chart and locate Job Position in the

organization chart

Define the Job Position (title, description etc)

Define the Work Roles assigned to the Job Position

Define the Tasks of each Work Role

Define the required Competencies of each Task

Define the Proficiency Level (based on the eight reference levels of

EQF) of each Competency


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Job Profile Representation

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Job Position j

Job Roles: R1, R5, , Rn

CompetencyCompetency

ACompetency

BCompetency

CCompetency

DCompetency

E

Tasks

1 Task 1 5 4 1 3

2 Task 2 2 2 3 4

3 Task 3 1 3 5

4 Task 4 2 4 4

5 Task 5 5 5 2

6 Task 6 3 2

7 Task 7 4 4 3 6


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Analysis of Job Position Profile Subsystem

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Analysis of Employees Profile

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The term Employee Profile is used to describe the competencies that anemployee already has and those that are acquired either throughexperience, educational background or training courses.

The employee profile that is created according to employeescompetencies, will use a proficiency level that will follow the ordinalscale of the EFQ.


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Analysis of Employees Profile

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In order to create a employee profile the user must take the followingsteps:

Define the Personal Data of the employee (name, surname,educational background, communication data, cv etc)

Define employees current job position

Define Employees Competencies and the way they are acquired

Define the Proficiency Level (based on the eight reference levels ofEQF) of each Competency


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Analysis of Employees ProfileSubsystem



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Training Needs Diagnosis

Training Needs

C1=3

C3=6

Job Profile Employee Profile

C2=4

C3=5

C1=2

C2=4

Cn=0Cn=2

C1=-1

Cn=-2



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Training Needs Analysis

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The Training Needs Diagnosis is based on the Gap Analysis.

Gap Analysis helps to compare data of two states. Two questions haveto be answered:

"Where are we?" (Current State Employee Profile) and

"Where do we want to get to?" (Desirable State Job Profile)


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Job Profile

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(1)

Where:P (j): represents the profile of Jobjci(j): represents the required proficiency level of Competency i

of Jobj.

( ) ( ( )) | ( )iP j c j i P j


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Employee Profile

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(2)

where:

ci(e) = ci(e) | i P(e) ci = 0| i P(e) (3)

and:P(e) : represents the profile of the current state of the employee e

ci(e) : represents the proficiency level of competencyiof theemployee e

( ) ( ( )) | ( )iP e c e i P j


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Gap Analysis

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In order to compare the two states according to the Gap Analysis -

we calculate:

(3)

where:

gi(e,j): represents the difference between the proficiency level ofthe employee eand the required proficiency

level of jobj on competency i.

( ) ( )P e P j

( , ) ( ) ( )i i ig e j c e c j


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Training Needs

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(4)

Based on the above equation, the employee ehas a training need only ifgi(e,j)


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An example

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Job Position j

Job Roles: R1, R5, , Rn

Competency A B C D E

Tasks

1 Task 1 5 4 1 3

2 Task 2 2 2 3 4

3 Task 3 1 3 5

4 Task 4 2 4 4

5 Task 5 5 5 2

6 Task 6 3 2

7 Task 7 4 4 3 6

14 16 18 14 15

Weights 18.18% 20.78% 23.38% 18.18% 19.48%

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Calculating the gap

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Using (3) the system calculates the weighting difference for eachcompetency:

(6)

where:

Gi(e,j): represents the weighting difference between employees (e)proficiency level and jobs (j) required proficiency level

wi(j): represents the weight of competency ifor job positionj.

The Giis calculated in order to sort Training Needs.

( , ) ( ) ( , )i i iG e j w j g e j

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Calculating the gap

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Also the system calculates a total gap index, in order to provide a totalview of employees Training Needs:

(7)

where:

S(e,j): is the sum of the weighting difference of proficiency levelfor employee eand jobj

n: is the total number of competencies in job profilej

1

( , ) ( , )n

i

i

S e j G e j

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What-if gap analysis

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The CMIS offers also the capability to run what-if scenarios in whichthe employee is supposed that he/her has improved his/her profile. Torun these scenarios somebody shall choose one or more trainingprograms and then ask the system to recalculate the total gap index.

For this recalculation the hypothetical profile is considered to be thepresent state of the employees profile:

(8)

where:ci(e)= ci(e) if no training program that improves competency i

has been chosenci(e)= ci(tpm) if a training programtpm that improves

competency i has been chosen

'( ) ( '( )) | ( )i

P e c e i P j

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What-if gap analysis

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Then the relations (3), (6) and (7) are recalculated:

(9)

(10)

(11)

In case where ci(e) > ci(j) then Gi(e,j)=0, so that the result of relation(11) shall be valid and the actual improvement can be estimated

through the difference between S(e,j) and S(e,j) .

'( , ) '( ) ( )i i ig e j c e c j

'( , ) ( ) '( , )i i iG e j w j g e j

1'( , ) '( , )

n

i

iS e j G e j

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Training Needs Diagnosis Subsystem


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Design & Planning Individualized Training Programs

Training Activity

Training Program

Training Unit


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Training

Unit

Each Training Unit is linked with:a set of competenciesthat leads to a specific proficiency level

Design Training Units

Training Unit

A set of learning outcomes (knowledge,skills, abilities) which constitute the smallerpart of a qualification.

The definition of unit indicates the nature

of knowledge, skills and competence to beacquired within various learning contexts(qualitative dimension)


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Design Individualized Training Programs

Unit 1

Unitn

Unit 5

Unit2

TrainingP

rogram


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Design Individualized Training Activities

Training Program

Training Provider

Start and Finish DateTraining Activity

Cost

Status (On going, Cancelled etc)

Trainees


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3

Design & Planning Training Programs Subsystem


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The decision whether an employee shall participate in a trainingprogram has to do with the result of the Training Needs Analysis

For each training need the appropriate training program is chosen inorder to improve employees profile.


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A list of the appropriate training program for each employee is

produced.

Then the corresponding training activities are selected.


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E-Learning

In CMIS the Moodle (Modular Object Oriented Developmental Learning

Environment) platform is used for the provision of e-learning services

Moodle is an open source Learning Management System (LMS) platform.

Moodle supports fully:

Management of learning activities

Management of training material

Design and develop training material - Authoring Tool

Design and develop of on-line tests - Assessment Tool

Monitor the whole training procedure


CMIS communicate directly with Moodle using web services infrastructure.

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E-Learning


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E-Learning


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Evalution

The results of the training activities, either from on-line or classical training, are

validated by the organisation:

In case of success the employees profile is updated: By adding new competencies By updating the proficiency level of old competencies

By updating the training record of the employee

In case of failure or cancelation of an activity only the training record of theemployee is updated


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Evalution Subsystem


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Implementations

Bank of Chania (a local bank with 250 employees)

Hellenic Organization of Small and Medium Sized

Enterprises & Handicraft EOMMEX S.A. (a cut-downversion of CMIS will be available for free to every SME inGreece in the next couple of weeks)


Integrated Competency Management Information System

Documents