Customised Competency Profile Systems

The Complete Competency Management Software (CCMS) is a fully tailored program for identifying, assessing and tracking the currency of the knowledge and skills required to fulfil each role within your organisation. The software can utilise the existing PPG assessments as the basis for the a complete competency profile and be extended through customisation to include all the components required for candidates to be competent within the various roles within your organisation.

As organisations become more complex and stakeholders demand evidence that project people are competent to do their job, competency management is of key importance to organisations who wish to stay ahead of the pack. CCMS provides organisations with the framework for managing the myriad of competencies required for each role.

There are three (3) key components of CCMS

• Experience
• Current Competence
• Maintaining Competence

CCMS is typically delivered as an Internet application however it can be installed on an Intranet if required.

Experience

For each role there will be a minimum set of qualifications, a number of various environments for experience and training courses that are required for staff members to fulfil each role. These minimum requirements are stored within the system and are unique to your organisation and role definition.

Assess Current Competence

CCMS uses a combination of knowledge tests and competency assessments against a selection of performance based standards to assess current competence.

Knowledge tests are defined for each organisation and are usually based on internal policies and procedures. They may include topics such as

• OHS
• Project Management
• Risk Management
• Procurement Guidelines or Vendor Engagement Protocols
• Features and functions of an ERP/Accounting/HR System

Knowledge tests are randomly generated from a bank of questions and timed.

PPG can create organisational specific knowledge test questions or guide organisations in creating their own banks of questions. The latter is recommended as the IP remains the property of the organisation and can be reused for other applications.

The competency assessment component makes use of national and global performance based standards. PPG can select and tailor units of competence from the available standards.

Knowledge tests and competency assessments are set for each role within the system. When each candidate logs onto the system they are presented with a suite of knowledge tests and competency assessments to complete based on their role selection.

Roles are defined by both the type and level within the organisation.

For Example in the Private Sector

For Example in the Public Sector

After each test or assessment is completed a summary report is provided including a gap analysis and suggested development activities. This report is available to both the candidates and their managers.

Maintain Competence

In a fast paced world it is essential to not only develop the competence required to fulfil a role but also to maintain that competence. Maintenance of competence is tracked in the system through a points scheme similar to the Continuous Professional Development (CPD) programs run by professional associations to maintain professional certifications. For each role a number of topics are selected as required and/or optional. Candidates must, over a fixed time period (set by the organisation), say 4 years for example, gain a minimum number of CDP points. Points are awarded for the completion of a range of maintenance activities which can include, attending conferences, conducting research, coaching others, attending training, leading training and making presentations.

Manager Involvement

The CCMS is designed to support the wider performance management program. The reports from each knowledge test and competency assessment and the maintenance log are made available to managers throughout the system. These are used as the basis for a one-on-one discussion to plan the development and maintenance activities for each individual going forward.

Accuracy of the System

Accuracy of the data within the system is paramount to success. To safe guard this, managers have the right to amend, approve or reject the experience information provided by the candidate. Managers have the same rights in relation to the maintenance activities logged for points in the CPD program.

Knowledge test questions are randomly generated and the order of the multiple choice answers is rotated with each test to increase the likelihood of accuracy. Tests are also timed to reduce the ability of individuals to use “open book” methods. Alternatively tests can be taken in a controlled environment.

Competency assessments are self assessed however in a developmental context the PPG system of assessment has been proven to be highly accurate. This is especially so when it is known that managers are presented with the reports as it encourages the candidates to be sincere.

Corporate Reporting

Periodic reporting (quarterly or bi-annually) can be provided by PPG. PPG downloads all the competency data across all roles and a PPG competency expert analyses the data and reports back on findings. Each report is customised to the organisation’s specific roles, experience requirements, knowledge and skill topics.