How To - Configure Competencies and Core Values

Purpose Statement

This document outlines the steps for configuring competencies and core values for performance reviews.

Competency Creation via Manual Entry

1. From the Admin tab, go to Company Settings>HR Setup>Performance Reviews>Competencies
2. Click the Add New button
3. Complete the required fields for the competency you are creating
   1. Competency: The name of the competency must be provided; character limit is 75 including spaces.
   2. Active: This box must be checked off to make the competency available for adding to reviews.
   3. Code: This field could be completed if needed.
   4. Description: A description may be added, up to 4000 characters. This displays within the review form.
   5. Add Skill: If skills are previously created, a skill or skills can be added to a competency.

Note: It is important to note that skills have very limited functionality at this time; skills will not show up in the review and you cannot presently report off them in performance reviews.

1.  Once you have added the pertinent information, click save. Repeat for each competency as needed.

Competency Creation via Import

1. From the Admin tab, go to Company Settings>Imports>Overview. Download the template called Performance Review Competencies.
   1. The import works using the same fields as manual entry.
   2. Importing allows you to pull competencies in mass rather than keying individually.
   3. Active field may be left blank. By default, the newly imported competency will be active.
   4. Descriptions allows for 4,000 characters, however as will all imports, Excel will cut off anything after 1,060 characters due to the cell character limitation in Excel.
   5. Skills are also available fields in the import, but those skills must exist already in the system.

Adding Competencies to a Review

Once created, competencies can be added to the review in one of two ways; as a job competency or as a company competency. A company competency is a competency that ties at the company level. A job competency is a competency that ties to a specific job or role within the organization. Some clients have job based performance reviews; rather than creating a performance review for each different job, we have the flexibility to create one performance review and have the system look at the job assigned to an employee to determine what competencies should be included in their review.

1. From the Admin tab, go to Company Settings>HR Setup>Performance Review>Review Profiles. Select/create a review. Under the Functionality section of the Main tab, check the correct Competency box.                   

Note: Some clients will use both company and job competencies. This is actually very common in organizations that have job specific reviews, as they often have some additional criteria that all employees are measured against as well. Simply check the appropriate boxes for what you will be using.

1. Once the right competencies are enabled under the Main tab, you must add the competencies to the correct area for the competency to populate in the review

Adding Company Competencies

1. From the Admin tab, go to Company Settings>HR Setup>Performance Review>Review Profiles. Select/create a review. Under the Configuration tab of the profile review, in the section marked competencies, click on “Add Group”. This will add a new grouping to the competency section.

Note: If you do not see the add group button, you did not correctly enable the competencies under the Functionality Widget. Please repeat the previous step and save your changes.

1. Giving your competency group a name is not required, but it is helpful and presents well. From here you can either click Add Competency to add competencies one at a time or click Add All Competencies to add all existing competencies.

Adding Job Competencies

1. From the Admin tab, go to Company Settings>HR Setup>Jobs. Select the job title you wish to add the competencies to.
2. Click on the blue notepad/pencil icon to open the job details
3. In the Competencies Widget, you will see an Add Group button as shown above. Follow the same steps as previously indicated. The only difference is the location in which you are adding the competencies.

Creating Core Values

Core Values differ from Competencies in only two ways: 1. They do not allow you to attach skills to them and 2. They are a separate grouping from competencies which means you can add a different rating scale to them.

1. To add Core Values, from the Admin Tab, go to Company Settings>HR Setup>Performance Review>Core Values
2. Click on Add New.
   1. Each Core Value must have a name; character limit is 50 including spaces.
   2. The description can be up to 4,000 characters. This will appear on the review if added.
3. Click save once complete.

Note: To add a Core Value to a review, ensure the Core Values box is checked in the Functionality section of the performance review profile. Follow the same directions you would use for adding a competency but add to the Core Values section instead.

Adding Weights to Competencies and Core Values

Many clients have areas of focus that are weighted differently that others. For example, Integrity might be weighted more heavily than Attendance in a given review. We use weights to determine how much of a review’s scores are impacted by which criteria.

1. To enable Weights, navigate to the Functionality tab of the review profile and enable the Weights box.
2. In the weights section, indicate how much of the overall review is weighted for each grouping being used.
3. Click Save to keep your changes.
4. Once the weights have been enabled and the percentages determined, you will have to tell the system what weight each individual item within the competencies and/or core values should have. The default setting for core values is no current weight assignments. For the review to work, we must either choose to weight all items evenly, or we can assign individual weights to each item. The system will look at the weights and the scoring method and score appropriately.