SYNOPSIS

ON

COMPETANCY MAPPING

BY

Manraj Singh

120426027

Competency mapping is the process of identifying key competencies for a particular position in an organisation. Once this process is complete, the map becomes an input for several other HR processes such as job-evaluation; recruitment; training and development; performance management; and succession planning. For competency mapping to be productive, the organisation has to be clear about its business goals in the short- as well as long-term and the capability-building imperatives for achieving these business goals.

The process starts from as macro an endeavour as understanding the vision and mission of the organisation and how that translates into specific, time-bound business goals. It then goes on to delineating the organisation structure clearly, and identifying the various levels and positions, as well as the reporting relationships obtaining within that. For each position / level, the mapping exercise should outline the roles and responsibilities of the position; short-term goals to the extent that they are qualified; skill sets required for the job; and soft skill sets required for the job plus interaction with other units / personnel. Once this is done as specifically as possible, the next step would be to assess where the individual currently filling the position stands in terms of what is required. This would indicate the gaps between the skill sets required and the skill sets possessed. It is also useful if the competency of the current incumbent is assessed keeping in mind the next promotion and the competencies required for that position. This will enable the organisation to remain one jump ahead of the game.

The assessment of the competencies required as well as the current competency level should be completed using a combination of structured and in-depth interviews with the person supervising the position and with others in the hierarchy. Though there are well-accepted guidelines and assessment tools such as psychometric tests, the assessors skill will play an important role in deciding when a gap calls for training and when it calls for redeployment Competency mapping comes in very useful in the following situations: candidate appraisal for recruitment; employee potential appraisal for promotion; training needs identification; performance diagnostics; and self-development initiatives. Apart from the above situations, organisations would also be well-advised to carry out a comprehensive, company-wide mapping exercise if it has never been done before. As is the case with any HR appraisal activity, competency mapping too places emphasis on transparency, objectivity and quantification. OBJECTIVES :

1- To understand the concept of competency mapping, its utility and scope.

2- To list the competencies against individual roles and responsibilities 3- To measure the knowledge, skill and attitude with the help of ranking method.

4- To identify the competence gap between the required performance and actual performance.

5- To suggest the best Competency based training and development programs.

SCOPE OF STUDY:

Competency Mapping is the process of identifying key competencies for organization and/or a job and incorporating those competencies throughout the various process (that is job evaluation, training, recruitment) of organization. It is the traits, abilities and behavior demonstrated by the leader, which are decisive for success in the assignment.

The scope includes:

1) To understand the interrelated set of skills, behavior, attitude and knowledge needed by an individual to be effective in most professional and managerial position.

2) To understand the ability to assess own strengths and weakness; set and pursue professional and personal goals; balance work and personal life; and engage a new learning- including new or changed skills, behavior and attitude.

3) To study the demonstration by the employee in the current job, in comparison with the standard requirements of the job/ responsibility level.

4) To understand various managerial competency fields in term of Entrepreneurial mindset, Leadership Competence, Technical and Methodological Competence.

RESEARCH DESIGN

A research design is purely and simply the frame work (or) plan for a study that guides the collection and analysis of the data. In consumers surveys I here adopted this descriptive research design in collecting and analyzing data

Descriptive research design is one that simply describes something such as demographic characteristics of investors who use contracts. The descriptive study is typically concerned with determining the frequency with which something occurs. This study is typically guided by an initial hypothesis

For example an investigation of trends in using futures and options with respects to socioeconomic characteristic such as age, sex, occupation, income and so an would from a description study

Steps involved in Competency Mapping

The steps involved in competency mapping with an end result of job evaluation include the following:

1) Conduct a job analysis by asking incumbents to complete a position information questionnaire (PIQ). This can be provided for incumbents to complete, or you can conduct one-on-one interviews using the PIQ as a guide. The primary goal is to gather from incumbents what they feel are the key behaviours necessary to perform their respective jobs.

2) Using the results of the job analysis, you are ready to develop a competency based job description. A sample of a competency based job description generated from the PIQ may be analyzed. This can be developed after carefully analyzing the input from the represented group of incumbents and converting it to standard competencies.

3) With a competency based job description, you are on your way to begin mapping the competencies throughout your human resources processes. The competencies of the respective job description become your factors for assessment on the performance evaluation. Using competencies will help guide you to perform more objective evaluations based on displayed or not displayed behaviours.

4) Taking the competency mapping one step further, you can use the results of your evaluation to identify in what competencies individuals need additional development or training. This will help you focus your training needs on the goals of the position and company and help your employees develop toward the ultimate success of the organization.JOB ANALYSIS & JOB DESCRIPTION

JOB TITLE

DEPARTMENT

REPORTING TO

SUPPORTED BY

JOB PURPOSE

(WHY JOB EXISTS)

KEY PERFORMANCE AREA

KEY COMPETENCIES

REQUIRED

AUTHORITY

RELATIONSINTERNAL

EXTERNAL

WORK CONDITION

PREFERED QUALIFICATION

EXPERIENCE

COMPETENCY FEEDBACK FORMName of Person :

Age : Date of Joining:-Designation :

Department :

Date :Feedback Given BY (Respondent):-

RATING:

1=BELOW AVERAGE, 2= AVRAGE, 3=GOOD, 4=VERY GOOD, 5= EXCELLENT Key SkillQuestion feedback question Rating

1Strategic Orientation

(Result oriented)1Takes a long term and visionary view of the direction to be followed in the future

2Identifies gaps and seeks to overcome them

3Sets targets, monitors efficiency and effectiveness.

4Decides on optimum work approach.

5Takes on challenging but achievable goals

2Leadership

6Recognizes conflicts and acts accordingly. Senses the need to assign duties to people and delegating.

7Coaches people when required and open to give advice when asked

8Assigns responsibility to different people according to their capability and sets deadlines for the same.

9Takes advantage of most opportunities, could do more to leverage them through others.

10Foresee the conflicts and tries to minimize the same before it arises, thus takes necessary steps.

3Team work

11Participates willingly with the team by doing his/her share of the teams' work.

12Takes in charge of managing the whole business and completing it at the right time.

13Takes action outside daily work routine to build commitment to the team as a focus. Models teamwork in own behavior.

14Uses strategies to promote team effectiveness across the business such as providing information to other areas of the organization

15Communicates information about the business to management and employees. Actively organizes activities aimed at building team spirit

4Interpersonal

Decision Making

16Has ability to develop and maintain effective relationships with others in order to encourage and support communication and teamwork

17Open and honest in his communication

18Can establish a rapport wide range .

19Shares expertise in achieving team goals. Can bring people in achieving team and resolving conflict arising within.

20Cooperates with the team, get along with the people.

5Communication21Listening and Interpretation, establishing rapport, understanding needs.

22Speak confidently, gives clear direct and specific message.

23Is able to provide information in desired manner. Is able to communicate ideas.

24Is able to read, write, speak and follow instructions in order to perform his role.

25Understands the reasons behind other peoples thoughts and concerns. Uses this understanding to predict and prepare for others' reactions.

6Information Management26Knows what information is needed and whom to approach.

27Uses a wide variety of networks to collect information on key issues.

28Use existing information and resources to its maximum advantage

29Develop systems to organize and improve the quality of information and data collection

30Collect the right information for the right time

7Initiative31Takes initiative to try out new ideas at his work place to improve process.

32Challenges the status quo and suggest new ways to improve the current system

33Voice ideas on business issues without prompting, adopts changes in work place

34Able to take prompt action to accomplish objectives.

35Continuously suggests innovative changes and can translate the innovative ideas into concrete changes.

8Business Awareness36Able to continually identify and explore business opportunities and needs.

37Financial acumen.(accurate knowledge about the financial resources.)

38Understands the company's key strategies,

markets, customers, and products

39Overview of business.

40Has a clear view of the economic

environment of this industry

9Planning & Organizing41Recognize the difference between urgent and important tasks.

42Meets deadlines, delivers work on time without sacrificing quality.

43Able to assist other team members where necessary to formulate objectives.

44Is effective in planning the best balance of resources including human, financial and technological to meet goals.

45Ability of arrange and assign work to use resources efficiently.

10Budget Management46Has the basic understanding of expenditures and revenues of the department

47Ability to assess the necessary expenditures

48Capable of framing budgets.

49Ability to utilize the amount allotted to the department as planned.

50Ability of utilize the limited resources in an optimum manner.

11Coordination51Builds effectively team within a function/ country

52Encourages and supports colleagues to achieve goals.

53Develops information-sharing networks

54Creates team effectiveness using people skills.

55Able to facilitate the flow of work for a process.

12Controlling56Ability to exercise powers.

57Keep a check on the working system

58Ability to allocate decision making authority or task responsibility to others

59Ability to exercise control without compelling employees thus avoiding employee dissent.

60Ability to convince others on a particular course of action.

13(Work

Related Skills)61Regularly update knowledge ,learns new skills, technique

62Listens to customers' problems and strives

to meet the level of quality they need

63Maintains accurate documentation

Schedules projects realistically

64Strives to maximize value-added processes

and minimize non value-added processes

65Sets goals and monitors productivity

QUESIONNAIRE ON PROCESS OF COMPETENCY MAPPING PERSONAL INFORMATIONDepartment

Designation

Age

Experience

Please tick right answer

SRQUESTIONS YESNOCANTSAY

1Do you feel you are doing the job according to your job profile?

2Do you finish every work assigned to you within the time limit?

3Do you require the guidance from your superior?

4Do you feel you need training to perform your work

5Does competency mapping help you to do manpower planning?

6 Does an environment in organization helps in competency mapping & development?

7 Does competency mapping helps you in identifying gaps?

8Do you think training programs suggested after competency mapping process are relevant & useful to you?

9Does competency mapping helpful in individuals career development & company growth?

10 Do you perform competency mapping regularly in your company?

11 Does 360 degree feedback method used in competency mapping process motivate you to identify self gaps & overcome them?

12Does feedback- form provided to you competency mapping help you to understand competency level ?

13Are you Satisfied and Agree with received feedback from360 degree feedback?

14Are you now (after competency mapping) aware of what is expected from you?