Integrated Competency Management Information System

EURO XXIII, Bonn 2009
Integrated Competency Management

Information System
1
Nikos Tsotsolas
Department of Statistics and Insurance Science, University of Piraeus
ntsotsol@unipi.gr

Eleni Koutsouraki
R&D Dept., Ambience Intelligent Engineering

Dimitrios Drosos
Department of Business Administration, Graduate Technological Education Institute of Piraeus
2
Aim of the CMIS
The main aim of the developed Competency Management
Information System (CMIS) is to satisfy the needs of
managers in HR departments by supporting a systematic
and well defined approach of the procedures regarding the
analysis, the designing, the implementation and the
evaluation of human resources skills development
activities.
Definitions
Competence
A 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 and
which is necessary for, or material to, the performance of an activity
within a specific business context. (HR-XML (www.hr-xml.org))
3
Competency Management
Competency Management is defined to encompass all instruments and
methods used in an organisation to systematically assess current and
future competencies required for the work to be performed, and to
assess available competencies of workforce (Tobias, 2006).

Competency Management Phases
According to Draganidis & Mentzas (Draganidis & Mentzas, 2006), the
competency life cycle is the aggregation of four phases which aim at
the continuous enhancement and development of individual and
organizational competencies.

The four macro-phases are as follows:
competency mapping;
competency diagnosis;
competency development and
competency monitoring
4
CMIS Phases (1)
Following this approach and adopting as organisation competency
mapping 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 that
includes the employees competencies and the equivalent
proficiency level that each employee possesses
5
CMIS Phases (2)

Assessing the competencies need of the workforce, through the
comparison 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 employees
qualifications according to job requirements

Monitoring of the training results through evaluation and profile
updating

6
S
c
h
e
m
a
t
i
c

R
e
p
r
e
s
e
n
t
a
t
i
o
n

o
f

t
h
e

S
y
s
t
e
m

7
Employees
Competency
Profile
Job Position
Employee
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
Competency 1
Competency 2
Competency 3
Category
Competency 1
Competency 2
Competency 3
Category
Competency 1
Competency 2
Competency 3
Implementation of Training
Programmes
Evaluation
U
p
d
a
t
e

E
m
p
l
o
y
e
e

P
r
o
f
i
l
e
Competency Base
Competencies Proficiency Level
The proficiency levels of the competencies are based on the European
Qualifications Framework (EQF).

The core element of the EQF is a set of eight reference levels
describing:
what the learner (employee) knows;
what the learner (employee) understands;
what the learner (employee) is able to do, regardless of the system
under which a particular qualification was awarded.

Unlike systems which guarantee academic recognition based on the
duration of studies, the EQF covers learning as a whole, in particular
learning which takes place outside formal education and training
institutions.
8
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
9
5. Implement training programs
6. Evaluate the training results and update personnel profile
CMIS Subsystems
10
CMIS
Analysis of Job Position
Profile
Design & Planning
Individualized
Training Programs
and Activities
Evalution
Implementation of Training
Programmes and Activities
(E-Learning)
Analysis of Employees
Profile
Training Needs
Diagnosis
Analysis of Job Position Profile
11
The term Job Position Profile is used to describe the group of
competencies that are required for the successful performance of an
employees work role in a specific job position. In order to create a
job 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
Job Profile Representation
12
Job Position j
Job Roles: R
1
, R
5
, , R
n

Competency
Competency
A
Competency
B
Competency
C
Competency
D
Competency
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
Analysis of Job Position Profile Subsystem
13
14
15
16
Analysis of Employees Profile
17
The term Employee Profile is used to describe the competencies that an
employee already has and those that are acquired either through
experience, educational background or training courses.

The employee profile that is created according to employees
competencies, will use a proficiency level that will follow the ordinal
scale of the EFQ.

Analysis of Employees Profile
18
In order to create a employee profile the user must take the following
steps:

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 of
EQF) of each Competency
19
Analysis of Employees Profile Subsystem
20
21
22
Training Needs Diagnosis
Training Needs
C1=3
C3=6
Job Profile
Employee Profile
C2=4
C3=5
C1=2
C2=4
Cn=0 Cn=2
C1=-1
Cn=-2
Training Needs Analysis
23
The Training Needs Diagnosis is based on the Gap Analysis.

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

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

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

Job Profile
24
(1)

Where:
P (j): represents the profile of Job j
c
i
(j): represents the required proficiency level of Competency i
of Job j.

( ) ( ( )) | ( )
i
P j c j i P j
= e
Employee Profile
25
(2)

where:

c
i
(e) = c
i
(e) | i eP(e) c
i
= 0| i e P(e) (3)

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

c
i
(e) : represents the proficiency level of competency i of the
employee e
( ) ( ( )) | ( )
i
P e c e i P j
= e
Gap Analysis
26
In order to compare the two states according to the Gap Analysis -

we calculate:

(3)

where:

g
i
(e,j): represents the difference between the proficiency level of
the employee e and the required proficiency
level of job j on competency i.
( ) ( ) P e P j

| |
|
\ .
( )
( , ) ( ) ( )
i i i
g e j c e c j =
Training Needs
27
(4)

Based on the above equation, the employee e has a training need only if
g
i
(e,j)<0 (the proficiency level must increase from c
i
(e) to c
i
(j)). In
order to identify the importance of each Training Need the system
calculates automatically the weight index of each competency i in a job
position j.

(5)

where:
w
i
(j) : is the weight index for competency i for job position j
c
i
(t) : is the required proficiency level of competency i for task t
( ) ( ) | ( , ) 0
( )
0 | ( , ) 0
i i i
i
i
c e c j g e j
tn e
g e j
<

=
`
>
)
1
1 1
( )
( ) 100%
( )
k
i
t
i n k
i
i t
c t
w j
c t
=
= =
= -
An example
28
Job Position j
Job Roles: R
1
, R
5
, , R
n

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%
Calculating the gap
29
Using (3) the system calculates the weighting difference for each
competency:

(6)

where:

G
i
(e,j): represents the weighting difference between employees (e)
proficiency level and jobs (j) required proficiency level
w
i
(j): represents the weight of competency i for job position j.

The G
i
is calculated in order to sort Training Needs.
( , ) ( ) ( , )
i i i
G e j w j g e j = -
Calculating the gap
30
Also the system calculates a total gap index, in order to provide a total
view of employees Training Needs:

(7)

where:

S(e,j): is the sum of the weighting difference of proficiency level
for employee e and job j
n: is the total number of competencies in job profile j
( )
1
( , ) ( , )
n
i
i
S e j G e j
=
=
What-if gap analysis

31
The CMIS offers also the capability to run what-if scenarios in which
the employee is supposed that he/her has improved his/her profile. To
run these scenarios somebody shall choose one or more training
programs and then ask the system to recalculate the total gap index.

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

(8)

where:
c
i
(e) = c
i
(e) if no training program that improves competency i
has been chosen
c
i
(e) = c
i
(tpm) if a training program tpm that improves
competency i has been chosen
'( ) ( '( )) | ( )
i
P e c e i P j
= e
What-if gap analysis
32
Then the relations (3), (6) and (7) are recalculated:

(9)

(10)

(11)

In case where c
i
(e) > c
i
(j) then G
i
(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 i
g e j c e c j =
'( , ) ( ) '( , )
i i i
G e j w j g e j = -
( )
1
'( , ) '( , )
n
i
i
S e j G e j
=
=
33
Training Needs Diagnosis Subsystem
34
Design & Planning Individualized Training Programs
Training Activity
Training Program
Training Unit
35
Training
Unit
Each Training Unit is linked with:
a set of competencies
that leads to a specific proficiency level
Design Training Units
Training Unit

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

The definition of unit indicates the nature
of knowledge, skills and competence to be
acquired within various learning contexts
(qualitative dimension)
36
Design Individualized Training Programs
Unit 1
Unit n
Unit 5
Unit 2
T
r
a
i
n
i
n
g

P
r
o
g
r
a
m

37
Design Individualized Training Activities
Training Program
Training Provider
Start and Finish Date
Training Activity
Cost
Status (On going, Cancelled etc)
Trainees
38
Design & Planning Training Programs Subsystem
39
The decision whether an employee shall participate in a training
program has to do with the result of the Training Needs Analysis
For each training need the appropriate training program is chosen in
order to improve employees profile.
40
41
A list of the appropriate training program for each employee is
produced.
Then the corresponding training activities are selected.
42
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.
43
E-Learning
44
E-Learning
45
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 the
employee is updated
46
Evalution Subsystem
47
Implementations
Bank of Chania (a local bank with 250 employees)

Hellenic Organization of Small and Medium Sized
Enterprises & Handicraft EOMMEX S.A. (a cut-down
version of CMIS will be available for free to every SME in
Greece in the next couple of weeks)

Integrated Competency Management Information System

Transféré par

Informations du document

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Integrated Competency Management Information System

Transféré par

Droits d'auteur :

Formats disponibles

EURO XXIII, Bonn 2009

Integrated Competency Management

What-if gap analysis

Vous aimerez peut-être aussi