User Guide – Competence

1 Introduction

1.1 Target Audience

This guide is intended for competence administrators and system administrators.

1.2 Purpose and Goals

The goal is for competence and system administrators to understand the possibilities offered by the Competence Assessment Module and how to work with it in the Netcompetence Talent Portal.

2 Process Description

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3 Define Roles

To enable employees to assess themselves against competencies, the competencies must be linked to roles. When the employee enters their competence page, their role will be displayed along with the competencies associated with it.
(It’s possible to link competencies to other groups, such as job titles or geographic regions. In this guide, however, we will use role as the example for linking and assessing competencies.)

Define roles

Define competencies
Define requirement profiles
Link competence to learning
Competence analysis
Competence assessment

3.1 Add New Role

If roles are not created via user import, they must be added manually. To add new roles, go to:
Administrator > User Groups
In the dropdown, select Role.

Click Create. Enter the role name and, optionally, a description. This description will be visible on the competence page of users who have this role — a good place to write the role description.

3.2 Delete Role

You can delete a role by selecting it and clicking the Delete button.
If you delete a role, any links to competencies and users will be removed.
However, any existing assessments made by employees for those competencies will not be deleted.

4 Define Competencies

To create and manage competencies, go to:
Administrator > Competencies

4.1 Add Competence Area

A Competence Area is a grouping of competencies that are unique to that area.
(Note: You cannot assess against a competence area, nor generate results for it.)

To add a competence area, click Add.
Enter the name of the area and check the box to mark it as a Competence Area.
If it should be part of another area, select that under “Included in Competence Area.”
You can also enter a description of the competence area.

4.2 Add Competence

You can also add individual competencies in the same way.
Enter the name of the competence. If it should be included in a competence area, select it from the dropdown.

The description helps clarify the meaning of the competence for both managers and employees.
This text will appear when hovering the cursor over the competence on the employee's assessment page.

Level Descriptions – These explain what each level of competence means.
They appear when hovering over the levels on the assessment page.
There are predefined level descriptions in the portal, which serve as a default for all competencies.
These can be changed — contact Netcompetence to update the default settings.

You can also create custom level descriptions per competence.

Click on Custom Level Descriptions to edit each level’s text.

Language – Names and descriptions of competencies should be written in the system’s default language.

To add translations, log in using the language you want to add. Fields for that language will then be shown.

If you name a competence in another language, you must also fill in its descriptions in that language.
If Swedish is the default, you don’t need to fill out the Swedish fields.

To delete a competence, click its name (from the Manage Competencies page), then click Delete.

Note: Deleting a competence also removes all its links (e.g., to roles and self-assessments).

4.2.1 Change Number of Competence Levels

By default, competencies can have 1 to 4 levels, each with its own description.
If you delete the description for level 4, only 3 levels will be shown.
The 4-level limit can be changed in System Settings by Netcompetence.

4.3 Change Order of Competencies

Competencies are automatically sorted alphabetically (in both admin and user views).
You can also choose Custom Order to rearrange them manually using arrow buttons.

5 Define Requirement Profiles

5.1 Set Competence Requirements for a Role

On the Requirement Profiles page, you specify which competencies are linked to each role.
Click Select Groups for Competence Requirements to pick one or more roles.
(Selecting similar roles makes it easier to compare them.)
You can compare up to 3 roles at a time.

Then, check the appropriate level for each competence that the role requires.

For example, selecting level 2 sets that as the requirement.
Any employee with that role who hasn't reached level 2 will show a competence gap.

5.2 Link Competence to Role Without a Requirement

You can also link a competence to a role without specifying a required level.
This allows employees to assess themselves against it, but there's no defined expectation.

To do this, just click the pin icon.

5.2.1 Remove Competence Requirement

Hover over the assessment boxes for the competence and click the black X.

6 Link Competence to Learning

To actively work on improving a competence, employees and managers can set up activities to develop it.
These can be general tasks or formal training from the course catalog.

6.1 Search the Course Catalog

When employees use the course catalog, they can search for activities that address their gaps.
To enable suggestions, administrators link specific activities to specific competencies and levels via the Admin Course Catalog.
To do this, open an activity and click the Competence tab.

6.2 Automatic Competence Increase

If you click Auto, the competence will automatically increase to the specified level when the employee completes the activity.

7 Competence Assessment

Once roles, competencies, and requirement profiles are set, you can generate competence and gap analyses at both individual and group level.
Each individual must be assessed — the method depends on their level of access.

7.1 Read-Only Access to Competence

This is the most limited level.
The employee can view their competence page but cannot make assessments.
The manager performs all assessments.

7.2 Suggest Competence Increases

This is a mid-level access.
Employees can propose levels, but the manager sets the final ratings.

The employee proposes a level.'

On the individual’s competence page, the manager can approve or decline the proposals.

7.3 Free Competence Assessment (Recommended)

With this setting, both employees and managers can freely assess without requiring approval.
The most recent assessment is what counts.

8 Competence Analysis and Follow-Up

8.1 Employee Role Fulfillment

On the competence page, there's a progress bar for the employee.
Managers can also see it on the team competence page.
The percentage shows how much of the role’s expected competence the employee fulfills.
100% means all required levels are met or exceeded.

8.2 Compare Competence to Other Roles

Employees can assess themselves against other roles or competencies they don’t currently have.
These appear at the bottom of the competence page.
To show a role here, the assessor must have permission for it, and the role must have linked competencies.

These assessments do not appear in group reports — they are mainly for comparison between roles.

8.3 Manager Adds Future Role

Managers can assign a future role to an employee.
They can choose whether it’s visible to the employee or only to themselves.

8.4 Employee Adds Development Activities

To develop specific competencies, employees and managers can define activities.
These may be informal or from the course catalog.

8.5 Employee Searches for Gap-Filling Courses

Employees can search for gap-closing courses in the course catalog.
By selecting the Competence filter, they will see all courses linked to competencies they currently lack in relation to their role.