Managing employee competency and training in Effivity

Posted By Effivity Team

on Jul 23, 2026

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Managing Employee Competency and Training in Effivity

ABSTRACT

Competency management defines the skills, knowledge, and experience an employee needs for a role, assesses current competence, and addresses gaps through training. In Effivity, Designation, Ideal Competence, Employee, Competence Evaluation, and Training support this process. They link role requirements, employee assessments, training records, and available history for review. Organizations can use these records to support competence, training, and awareness requirements in their management systems.

Sandbox applicability: Create and update Designation, Ideal Competence, Employee, Competence Evaluation, and Training records in the main account. To change a process form, workflow, view, or report, the System admin opens Admin > Process > Switch to Sandbox, confirms the SANDBOX banner, and opens that process through Actions > Edit. Save the artifact, reopen it, choose Start Testing, then Publish. Review the loaded Process Publish Wizard, retain the required access selections, choose Publish Now and confirm Yes. Use Back to Main Account and check the published behavior. Saving a business record does not require publishing its process.

Examples: The screenshots follow one illustrative assessment for Alan Smith, whose designation is ISO Manager. Ideal competence is 4, the initial assessed value is 2, and the reassessed value is 4. Use your own assessment scale and evidence when entering employee results.

Section 1: Setting up Designation Competency Requirements

Overview

Before any employee can be evaluated, the organization must define the ideal (required) competency for each designation. This is done through two modules: Designation, where job titles are created, and Ideal Competence, where the required skills and their expected levels are mapped to a designation.

Step 1 - Open the Designation module.

In the main account, select QMS and open IMS > QMS > HR > Designation. You can use Quick Find to locate Designation. The Default view shows existing designations such as ISO Manager, Sr. Executive, CEO, and President.

Figure 1.1: Current Designation Default view showing existing designations and approval status

Step 2 - Create or confirm a Designation record.

Click Add New to create a designation, enter Designation Name and any required approval details, then click Submit. Confirm the record has reached the required approval stage before using it when mapping competencies.

Note: Designation identifies the job title and can include approval and supporting-file details. Enter competency requirements separately in Ideal Competence.

Step 3 - Open the Ideal Competence module.

In the main account, open IMS > QMS > HR > Ideal Competence and click Add New.

Step 4 - Select the Designation.

Choose the designation for which you are defining requirements, for example ISO Manager.

Step 5 - Define the Required Competencies.

Click Add More under Ideal Competencies. For each competency, enter:

Competence Type - choose from Education, Experience, Functional, Operational, or Technical.
Description - describe the specific competency, for example “ISO 9001 internal audit techniques.”
Ideal Value - enter the required numeric level using your organization’s assessment scale. Use the same scale for Current Value; do not assume a fixed maximum of 10.

Figure 1.2: Ideal Competence entry for ISO Manager with a Technical requirement and Ideal Value 4

Step 6 - Save the Ideal Competence record.

Click Submit to save the Ideal Competence record through its configured workflow. Confirm the correct designation and competency rows before creating employee evaluations. Save As Draft retains work for later completion where available.

Important: Keep the Ideal Competence requirements current for each designation. Confirm the employee’s assigned designation and review affected evaluations when requirements change.

Tip: Add one row per competency. A single designation can have multiple competency types, for example one Technical and one Experience requirement.

Section 2: Evaluating Employee Competency

Overview

Once ideal competencies exist for a designation, the actual competency of each employee holding that designation can be evaluated and compared automatically.

Step 1 - Open the Competence Evaluation module.

In the main account, open IMS > QMS > HR > Competence Evaluation and click Add New.

Step 2 - Select the Employee.

Choose the employee to evaluate. Designation is populated from the employee record. The relevant Ideal Competence rows should appear in Competence Evaluations. If the grid is empty, check that Ideal Competence has been saved for that exact designation and that the employee record has the correct designation.

Step 3 - Record the actual competency.

For each competency row, complete:

Current Description - a short account of the employee's actual, observed competency.
Current Value - the employee's assessed level, on the same scale as the Ideal Value.
Remarks - any assessor comments or recommendations.

Figure 2.1: Competence Evaluation for Alan Smith with Ideal Value 4, Current Value 2, and Percentage Rating 50

Click Submit and review the saved Percentage Rating. For the single competency in this guide’s example, Current Value ÷ Ideal Value × 100 gives 2 ÷ 4 × 100 = 50%. If several competencies are present, review the configured calculation with the System admin rather than treating this one-row example as the aggregate formula.

Section 3: Identifying Competency Gaps

Overview

The Percentage Rating on the Competence Evaluation record is the built-in gap indicator. It shows briefly how close an employee is to the required competency level for their designation.

Step 1 - Compare employee competency against designation.

Open IMS > QMS > HR > Competence Evaluation. The list columns include Employee, Percentage Rating, Designation, and Department. Use Actions > View or the permitted evaluation action to review the supporting competency rows.

Step 2 - View the competency gap.

For a single competency assessed on the same scale, a rating below 100% means Current Value is below Ideal Value. In this example, Alan Smith has Current Value 2 against Ideal Value 4, giving 50%. The saved list displays this rating.

Figure 3.1: Saved Competence Evaluation list showing Alan Smith at a 50% rating

Step 3 - Understand the gap indicator.

In this one-row example, 100% means the assessed value meets the ideal value. A lower rating identifies a gap for review. Your organization should define acceptable levels and follow-up actions; confirm any configured thresholds or validation rules with the System admin.

Section 4: Planning Training

Overview

Plan training through the Training module. A record includes the topic, proposed trainer, planned date, and trainees. The creation workflow displays Create Training > Training Attendance > Training Evaluation > End. Complete assigned tasks according to your role. Where permitted, the saved record’s row menu also provides Add/Edit Attendance and Evaluate Trainees actions.

Step 1 - Open the Training module.

In the main account, open IMS > QMS > HR > Training and click Add New.

Step 2 - Capture Training details

Enter the Training Topic - Type a clear, specific topic, for example “ISO 9001 internal audit techniques.” This should directly address the competency gap identified earlier.
Select the Training Type - Choose Classroom, Online, or On the Job, depending on how the training will be delivered.
Assign the Proposed Trainer - Enter the name of the person or organization who will deliver the training.
Set the Planned Date - use the calendar picker to select the intended date. Check the selected date before submission.
Select Employees (Trainees) - Expand the Trainees section and click Add More. Select the Attendee Name from the employee list. Repeat for each employee who needs the training.

Figure 4.1: Training Identification with topic, Classroom training, proposed trainer, and planned date

Note: Multiple trainees can be added to a single Training record. Each trainee has an independent set of competency and attendance fields.

Step 3 - Recording Pre-Training Competency

Overview

Before training is delivered, the trainee's competency level at the time of nomination is recorded in the Trainees grid. This becomes the "before" baseline used later for comparison.
Open the trainee row - expand Trainees and locate the selected employee. Use Add More for each additional attendee.
Enter the Pre-Training Competence value - In the Pre-Training Competence field, enter the employee's competency level as assessed before the training, for example 2. This is usually the same figure captured in the employee's most recent Competence Evaluation.

Figure 4.2: Trainees panel with Alan Smith and a Pre-Training Competence value of 2

Section 5: Recording Post-Training Competency

Overview

After training, record attendance and reassess the trainee. Complete the assigned Training Attendance and Training Evaluation stages or use the permitted row actions. In Add/Edit Attendance, complete Actual Trainer, Actual Date, Proposed Evaluation Date, Proposed Evaluation Methodology, and Evaluators. Select the HR Representative where applicable, mark Attended in the trainee row, and click Submit. In this example, the saved Evaluation Status changes from No Attendees to Not Done. Then open Evaluate Trainees to record the assessment below.

Step 1 - Select the Evaluator.

In Evaluated By, select the person responsible for the post-training assessment, for example Priya Shah. Confirm the trainee’s Attended checkbox reflects the actual attendance record.

Step 2 - Enter the Post-Training Competence value.

In the Post-Training Competence field, enter the employee's new assessed level, for example 4.

Step 3 - Record the Evaluation Date and Methodology.

Set Actual Evaluation Date with the calendar picker. Enter Actual Evaluation Methodology, for example “Written test and practical mock audit assessment.”

Step 4 - Add Evaluator Remarks.

Enter Evaluator Remarks describing the assessed outcome and any further action required. Do not record that a gap is closed unless the evidence supports it.

Figure 5.1: Training Evaluation showing attendance, evaluator, pre-training 2, post-training 4, date, methodology, and remarks

Step 5 - Submit the Training record.

Click Submit to save the evaluation or complete the assigned stage. Review the saved Evaluation Status. In this example, after attendance and evaluation were submitted, the Training list shows Completed. Check assigned tasks separately: completion of a record action does not establish that every workflow task is closed.

Figure 5.2: Saved Training list showing Evaluation Status Completed for training record 1

Section 6: Viewing Employee Competency History

Overview

Use the available History action to review earlier saved versions of an employee’s competence evaluation. Compare those values with the current assessment and retain the supporting training evidence according to your organization’s record policy.

Step 1 - Update the Competence Evaluation after training.

Open IMS > QMS > HR > Competence Evaluation. Locate the employee’s record and use Actions > Edit if available. Update Current Value, Current Description, and Remarks using the assessed post-training evidence, then click Submit. Do not assume that entering a Training result has updated this separate evaluation automatically.

Step 2 - Compare before and after.

In this example, the before-training evaluation is 50% (2 against 4), and the updated evaluation is 100% (4 against 4). Use the record’s Actions > History to review available prior versions and Actions > View to check the current result.

Figure 6.1: Competence Evaluation History retaining Current Value 2 and Percentage Rating 50

Compare the current evaluation with the prior values above. In this saved reassessment, Current Value has reached Ideal Value 4 and the displayed rating is 100%.

Figure 6.2: Saved current Competence Evaluation showing Current Value 4 and Percentage Rating 100

Important: Treat History as a read-only review of prior values. Record corrections through the permitted current-record workflow and follow your organization’s retention policy.

Section 7: Reports and Tracking

Overview

The Training report provides an employee-level view of recorded training for management review and supporting evidence. Its content depends on the saved training records and the configured report.

Step 1 - Open the Reports menu.

Select QMS in the header, open Reports in the left navigation, and choose Training.

Step 2 - View the Training Report by Employee.

Review the employee, department, designation, and associated training entries, including topic, planned date, and trainer details. If the report has no entries, check the relevant saved Training records and your access. Administrators configure report changes in the Training process’s Sandbox artifacts and publish them before checking the main-account report.

Figure 7.1: Current Training Report By Employee showing Alan Smith and training record 1

Frequently Asked Questions

1. Where do I define the competency required for a job role?

In the Ideal Competence module, under HR. Select the designation and add one or more required competencies with an Ideal Value.

2. Does the Designation record itself store competency data?

Designation stores the job title and related record details. Define competency requirements separately in Ideal Competence.

3. How does Effivity calculate the competency gap?

For the single-row example here, Percentage Rating = Current Value ÷ Ideal Value × 100. Confirm the configured aggregate calculation if the evaluation contains several competencies.

4. Can one employee have multiple competencies evaluated at once?

Yes. Define the required rows in Ideal Competence for the employee’s designation, then check the rows loaded into Competence Evaluations and assess each independently.

5. What is the difference between Competence Evaluation and the Training module's competency fields?

Competence Evaluation is the employee's master competency record used for the competency matrix. The Pre-Training and Post-Training Competence fields inside a Training record capture the specific before/after result of one training event.

6. How do I record that an employee attended a training session?

Mark Attended in the Trainees row through the assigned attendance stage or permitted Add/Edit Attendance action. Complete the required attendance details, click Submit, and check the saved record and any assigned next task.

7. Who records the Post-Training Competence value?

The person entered in the Evaluated By field, typically the trainer or a qualified assessor, after conducting a post-training assessment.

8. How can I see an employee's full training history?

Select QMS, open Reports in the left navigation, and choose Training. Review the Training Report By Employee.

9. Is there a dedicated Competency Matrix screen?

Use the Competence Evaluation list to compare employees’ displayed ratings, designations, and departments, then open a record to inspect Ideal and Current values. Additional matrix reports or screens depend on your organization’s configuration.

10. Can I see what an employee's competency record looked like before it was updated?

Yes. Use the History option from the record's row menu to view previous versions.

11. What happens if an employee does not reach 100% after training?

The Percentage Rating simply reflects the updated Current Value. The organization should plan further training or coaching and re-evaluate later.

12. Can I attach training certificates or attendance sheets?

Yes, using the Support Files section at the bottom of the Training record.

13. Does updating a Competence Evaluation after training overwrite the pre-training data permanently?

Use History to review available earlier saved versions. Check the current evaluation after submission and keep the training evidence required by your record policy.

14. What competency types can I choose from when defining Ideal Competence?

Education, Experience, Functional, Operational, and Technical.

15. Should I update the Ideal Competence record if job requirements change?

Yes. Keep Ideal Competence aligned with current role requirements, and review affected employee evaluations when those requirements change.

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