ISO 9000 Clause 6.2.2 - Competence - Compiling a list of required competencies

[Crodge]

Competence 6.2.2

Dear All,

I am in the process of compiling a list of competence’s required for each position in our company. Where and how do should we show these? i.e. In what format? Do we list them in a personnel file? If anyone has a copy of a template or form they use to show these competence’s it would be gratefully received.

Very Best Regards

 

[Cathy]

Cordge,

I would display this in whatever way works for the company. The idea of having the competence requirement for each position is to identify the requirements for the job and to measure the progress and training needs of the job holder. These need to be easily accessable and understandable.

If each job is filed with requirements and competence level required in each function, this can be used in the annual of half yearly apprasial.

The individual is scored and a training plan put together and at the next appraisal a new score is given. Here you have ID the competence of the employee and evidence of continually monitoring it.

If you want to diplay their competence level, you can design a training matrix and hold this on a shared drive on the network or on notice boards in departments. It is usually not a good Idea to publicly display idividuals competence levels, but I worked in a company where that was done and it meant you see at a glance who was capable of carrying out a particual task.

I hope this is of some help, it all depends on the company's focus


Cathy

 

[db]

There is no prescribed method, so the "how" is wide open. Some use job descriptions, others use some form of matrix, and still others use a check sheet for each person. What you choose to do should be dependent on your needs, the competencies of your folks, and the complexity of your processes.

I am attaching a copy of a profile as an example. This is a quick sample I made up about 5 min ago (it took me only about 10 min to develop -- Just to show how easy it is).

 

[ccochran]

Training & competency

Crodge,

Howdy! Cathy and db both had great advice. Here are a few other keys to success:

1) Make sure you address all four elements of competency: education, training, skills, and experience. People often forget one or more of these when they define competency requirements, particularly when job descriptions are used.

2) Make the competency requirements realistic. If a particular job doesn't require ANY kind of education, tell it like it is. People often define 'pie-in-the-sky' competency requirements, then are surprised to learn that they actually have to act on the requirements.

3) Aggregate jobs and functions as much as possible. You will probably be able to cut down on the sets of competency requirements this way. Not every single job has to have a unique set of competency requirements. It all depends on the requirements of the job/function.

For more info, check out this article of mine from Quality Digest (May, 2001) that addresses competency and training: https://www.qualitydigest.com/may01/html/iso9000.html.

I've also attached something called the Competency Requirements Worksheet that a number of my customers have used successfully. Feel free to use or edit it as you see fit.

Good luck,
CC

~~~~~~~~~~~~~~~~~~~~~~~~~~~
Craig Cochran
Center for International Standards & Quality
Georgia Institute of Technology
[email protected]

 

[Rosana]

Crodge,

Here you have another sample.

 

[db]

I also think it is important that we understand the difference between "competence" and "competencies". Competence is what ISO and TS are looking for, not competencies.

Competence is an output. A person is competent only if that person can perform a task with acceptable outcome.

Competencies are inputs. They are the skill sets that necessary in order to perform a task.

Too many times we focus on the competencies and never look at the competence. Most of the stuff in this thread goes along those lines. They address the inputs, not the outputs.

 

[howste]

Rosana, can I assume that the numbers 1~4 in each square represent the "levels of competence" acheived? That is what I do to distinguish between people who can barely get by and those who are experts. Here are the levels I usually use:

0 = Need identified but not completed
1 = Competent to perform task with supervision
2 = Competent to perform task without supervision
3 = Competent to lead/supervise task
4 = Competent to perform and train task (qualified trainer)

BTW, those are good points, db. As an auditor, I always look for the competencies identified and records of competence that match them. I also believe that the methods of competence evaluation are something that should be part of the "appropriate records," although often they get overlooked.

 

[Groo3]

Here are the levels I usually use:

0 = Need identified but not completed
1 = Competent to perform task with supervision
2 = Competent to perform task without supervision
3 = Competent to lead/supervise task
4 = Competent to perform and train task (qualified trainer)

We use a similar approach to define the competence of most of the union jobs at my facility. Level 0 is essentially the equivalent of a new hire, which then progresses through to at least level 2 and higher, with the level 4 employees fully competent to train other employees.

When determining your requirements, just keep in mind how critical competence is for each of the jobs / tasks. Some competencies may need to be evaluated more frequently than others. What comes to my mind are those individuals who we depend on to manage emergencies such as HAZMAT Team members, Safety Team members and the like. Such competencies should likely be assessed more frequently than once a year. Other jobs may not require frequent evaluations of competence and once a year or even once every other year may be adequate? Of course, sometimes when you are unsure of how stringent to be with the interval, it may be best to err on the side of caution or even to set a standard interval of evaluation? E

 

[Rosana]

howste,

yes each square represents the levels of competence. I use the same levels like you

0 = Need identified but not completed
1 = Competent to perform task with supervision
2 = Competent to perform task without supervision
3 = Competent to lead/supervise task
4 = Competent to perform and train task (qualified trainer)

I have it only with Production. Now I am working with the office but it is hard to find the category in each department.

 

[howste]

By the way...

Happy Birthday, Rosana!