Competency Mapping Feb 07, 2009 1

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COMPETENCY mapping –

Essential FOR HR Applications

Introduction:

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"Competency Mapping" refers to a process through which the competencies of the necessary process are identified. It is done to determine the critical activities of the mandatory processes of the organization. If Competency Mapping is done, then the organization can identify its area of thrust and can take necessary actions for future implementation of the activities. In the Competency Mapping, the process is break down into sub components named as activities and the competency of all these activities are identified.

Organizations perform the task of Competency Mapping to determine the areas which are crucial for its proper working and success. The competencies which are included in the identification are Managerial, Behavioral, Technical, Skill based, Attitude based and Conceptual Knowledge based. All these aspects together lead to determine the actual status of the activity completion and process functioning which is important for the organization.

Competency Mapping is made up of two terms – Competency + Mapping, Where, Competency refers to clarify any underlying characteristic that is required to perform the process or the activity and Mapping refers to the scheduling of the activities in a sequential order. Together,

Competency Mapping refers to the proper scheduling of the activities which are required for the completion of the crucial processes.

Competency has following three parameters:

           

                                                       Skills

                                                   Knowledge

                                                    Attitude

                    

Mapping the Competencies – The Process:

In any organization, one of the major concern areas for the Human Resource Department is to determine the competencies of the processes and to evaluate the strength level of the person working on it. Competency Mapping has emerged as a major concern for the organization in the recent times and has attracted the attention of the top management. To conduct the competency mapping certain steps needs to be followed, which can be summarized as follows:

1. At the initial level, H.R. Personnel should select the job(s) from which the competencies are to be identifies.

2. Before starting the competency procedure, a specific profile is to be set for the jobs which are to be evaluated in the future.

3. A small meeting with the person who is handling the process or the job is done.

4. People (on the job) are asked about the responsibility, duties, pressure, performance limits and power structure.

5. All the data collected is to be recorded in a systematic sequence.

6. All the activities which are crucial for the proper execution of the activity of the process are marked separately.

7. Information from the superiors, peers, co-workers and subordinates are also collected.

8. All the people who are not directly attached to the process but indirectly are attached to it are asked about the major competency issues.

9. The information can be collected from direct interview or through questionnaires or e-mails (whatever is suitable).

10. All the information is collected, systematically evaluated and processed by the H.R. personnel and the crucial factors (which are necessary for the success of the process) are determined.

11. These competencies are noted for the future reference of the job and the job holder respectively.

12. After assessing the competency requirement for the job, the present level of the individual working on the process is judged.

13. In case of discrepancy in between the actual requirement of the capability and the desired level, the individual working with the specific set of process (s) is provided with the training.

14. For determining the present level of the individual (working on the process), Competency Identification worksheet can be prepared.

15. The worksheet includes all the issues related to the job and the data collected form the individuals directly or indirectly in the organization.

16. All the employees would be properly informed about the competencies which are crucial for performing their task or job.

17. The data collected will be reserved with the HR Department for the future reference (for next competency mapping or job up-gradation process).

 

 

 

Competency Identification Worksheet:

Competency Identification worksheet is prepared by the H.R. Department personnel for assessing the level of the employee working on a specific process. Through the worksheet, the H.R. Personnel can determine the present standard of working of the employee and the required level of skills. These worksheets are constructed to attain knowledge about the present level of working and gap in contrast to the desired standards. It can be prepared by the organization on the basis of their requirements. An example of the worksheet which can be constructed for the identification of the competencies is:

·        Rating is done on 1- 7 parameter.

·        All the fields are mandatory to be filled.

·        1 = Not Known/Absent

2 = Slightly Known

3 = Known

4 = Well Knowledge

5 = Average Known

6 = Above Average Knowledge

7 = Excellent knowledge

Hypothetical Example (A small practical worksheet)

Duty/ Role of the Employee (Suppose Sales Manager):

 

a. To assess the monthly sales.

b. To determine the new areas.

c. To manage the team members.

d. To evaluate the Data sheet on weekly basis.

e. To establish a proper communication channel between the employees.

f. To maintain high rate of customer satisfaction.

Match Competency level with the employee:

       S.No                                      1         2            3         4          5           6        7           

            

         Communication

            

         Leadership Skills

            

         Proactivity

         Clarity in concepts          

           

         Innovativeness and

         Creativity

         Team Building skills

·        In this worksheet a number of issues can be added according to the job requirement. After filling of all the sheets, total score is calculated and the result is generated.

Implementation of Competency Model:

 

The Competency Model can be implemented in various areas of Human Resource. Some of them can be listed as follows:

Recruitment and Selection

 

Competency

Model

Training and Development

Reward and Recognition system

Performance Management and Administration

Career and Succession Planning

In each field of Human Resources, Competency Mapping plays a vital role. If the Competency Mapping is done in a planned manner then the various functions of H.R. department can be functioned systematically. Through the help of the competency mapping, the crucial activities of each activity is generated and the task force working on the same (job/process) can be provided with the training to perform the work with correct and with accuracy.

Reasons for Competency Mapping:

 

Competency Mapping is excessively used in the organization to determine the crucial elements and activities. The basic reasons due to which the mapping of the competencies is done are as follows:

1. Once the competencies are determined, proper training can be provided to the individuals to work more efficiently on the processes.

2. Key performance areas can be improved by understanding the fields where there is a gap between the actual and the desired results.

3. If the competencies are determined for the given job, then the person whose career panning phase is taking place can consider those competencies and can be ready for the same.

4. Through competency mapping, the individual is preparing himself for the next set of responsibilities.

5. With the help of the competency mapping the individual can alter the style of work where the gap exists.

6.   By overcoming the differences in the desired level and the actual status of performance the individual can feel the increase in the self confidence and the motivation level.

7. Competency based approach can lead the individual to derive much efficient results (with more accuracy) as compared to work in a non-competency derived situation.

8. Helps the individual to determine the areas where the development is required and thus leads the individual to develop a self development plan.

9. Competency mapping leads the individual to understand the actual position and the gap from the desired status of work.

10. Competency mapping plays a crucial role in career planning of the individual in the organization.

David McClelland said that "definitions for various competencies, which contain real-life examples of more competent behavior, provide specific guideposts as to how to develop the competency. The feedback information also provides a basis for career counseling or explaining why a person should or should not be promoted." (McClelland, 1994, p. 10)