Advice and answers from the Tribal Habits Team

How can I track job roles, skills and competencies?

Our Roles feature allows you to assign job roles (consisting of competencies and skills) to users and track the attainment of required skills.
Written by David King
Updated 1 month ago

Traditionally, training reporting begins after a user is enrolled in a training module - when were they enrolled, what is the due date and have they completed the module?

The Tribal Habits Roles feature allows for improved reporting on training requirements as it allows reporting to begin before enrolment.

The Roles feature allows you to assign a job role to a user that outlines a required set of skills for that role. The user then needs to seek out training to meet those skill requirements. This means that reporting begins as soon as the role is assigned and can measure training that occurs inside or outside your Tribal Habits portal.

Let's briefly review the process and then dive into detail in the sections below.

  1. Create your roles. Each role represents a position description in your organisation. Roles contain required competencies. Competencies represent a bundle of one or more required skills. So a role might require, say, three competencies with those competencies requiring, say, a total of 12 skills (so four skills in each competency). Once the user has attained the 12 required skills, then they have met the requirements of that role.
  2. Assign roles to your users. Next, your users need their assigned roles. Users can have up to five assigned roles.
  3. Assign skills to your Tribal Habits knowledge. Now users need a way to attain their skills. The first way is to complete knowledge within Tribal Habits which have assigned skills. So the next step is to assign appropriate skills to topics, articles and/or pathways in your Tribal Habits portal. 
  4. Enable external knowledge recording. Finally, users need a way to attain skills outside your Tribal Habits portal. They can do this by recording External Knowledge, which will give them the option to select from a list of their required skills and assign that to a recorded item.
  5. Report on role attainment. You can then use a variety of reports to view attainment of roles and skills, both now and in the future (as modules or knowledge expires), as well as by individual users.

Below we discuss each step in more detail. We then present two examples, with detailed images, for both employee roles and qualification tracking.

Step 1 - Create your roles

Let's consider how roles are structured in Tribal Habits.

  • Role. A role represents a single position description - Sales Manager or Financial Officer. A role would typically equate with a job title. However, a role may also represent a secondary requirement assigned to someone - say, Fire Warden. A role may also represent a qualification if your organisation is selling training to customers - e.g. Cert IV in Assessment and Training. Each person can have up to five roles assigned to them. Roles consist of one or more required competencies. 
  • Competency. A competency represents a collection of required skills. So a competency represents a 'part' of a role. Competencies can be used across multiple roles so, for example, you might have a 'Manager Skills' competency which contains all the required skills for any manager in your organisation. Every role for a management position could use that same competency (plus then have other unique competency requirements for each position). Competencies can have a single skill or dozens of skills. 
  • Skill. A skill represents a single, defined required piece of knowledge. A skill is the smallest element in the role/competency/skill model and it is also the element that can be attained directly by a user - i.e. a user attains skills, and those skills count towards competencies and roles. A user cannot directly attain a role or competency. Skills can be utilised across many different competencies and attained by many different topics, articles, pathways or external learning.

Ultimately, an organisation may have many roles, many more competencies and many, many more skills.

Roles, competencies and skills share some common features.

  • Title. Each has a short title.
  • Description (Optional). Each can have a longer description. This is particularly important for skills, to clearly outline what is required to attain a skill.
  • Code (Optional). Each can have a code. This can be useful when utilising roles for qualifications, as you can assign codes to each skill, competency or role as per the qualification and its units.
  • Active. Each can be active or inactive. Inactive means the item will no longer be available for selection (but stored for future use).

At the moment, roles, competencies and skills are created manually in your portal in the Admin/Account/Roles area. There are links to create and manage all aspects of roles. If you have a very large number of roles, competencies or skills to create, please contact Support to discuss.

Step 2 - Assign roles to your users

With your roles created, you can now assign them to your users. Each user can be assigned up to five roles. Roles can be assigned by:

  • Manual assignment. Admins can edit the profile of any user to assign or remove roles in any of the five available role positions.
  • Bulk upload. Admins can use the Upload People function to upload roles into designated Role 1 to Role 5 fields. When uploading, simply enter the exact name of the role into the cell. NB: You can only upload role titles you have already created within the portal (so create your roles before the upload).

Once assigned, roles are visible in the list of all users (Admin/People/Users) and on user profiles (on both the Profile and Roles tabs).

Step 3 - Assign skills to Tribal Habits knowledge

With roles created and assigned, the easiest way for users to attain their required skills is by completing knowledge within your Tribal Habits portal - topic, article or pathway. So your next step is to assign skills to that Tribal Habits knowledge.

You can assign one or more skills to any topic, article or pathway. The same skill can also be assigned to different topics, articles or pathways to allow users to attain a skill in a variety of methods.

Skills are assigned to topics, articles or pathways in the same way as categories.

  1. Add or remove to individual topics, articles or pathways. In this case, view the topic, article or pathway in Admin and select the Settings tab. Edit the Sorting panel to add or remove skills.
  2. Add in bulk to many topics or articles. Alternatively, view the list of topics or articles in your pathway and use the checkboxes to select multiple items. You can then use the Assign Skills action to add skills to the selected items (this process only works for adding skills).

Topics/Articles vs Pathways. You can assign skills to topics and articles, as well as to pathways. You should therefore consider if a skill is attained by an individual topic or only when a pathway is completed. You may allow learners to acquire different skills as they complete different topics in a pathway (in which case, assign skills to each topic and not to the pathway), or only when a learner completes an entire pathway (in which case, do not assign skills to the topics and instead assign all the skills to the pathway).

When is a skill attained? Skills are attained when an explorer conquers a topic, article or pathway.

  • This means that skills are NOT attained simply by enrolling someone in a topic, article or pathway.
  • It also means that skills are NOT attained if someone has already conquered a topic, article or pathway and you later assign a skill to that topic, article or pathway - since those users have already conquered the knowledge. Assigning a skill (or removing a skill) from knowledge does not impact enrolments that are already conquered.

Step 4 - Enable external knowledge recording

A second way for users to attain a skill is by recording external knowledge. By default, this option is enabled for all users. When a user records knowledge on their profile, they will have the option to assign one of their required skills to that knowledge. Users will only be able to select from skills required as part of the roles they have been assigned.

Step 5 - Report on role attainment

At this point, your users have assigned roles and can now attain their required skills. As this occurs, you can monitor role attainment in several ways.

When admins view a user, there will be a new Roles tab for users with assigned roles. This tab shows the user's progress towards attaining their required roles. Each required skill will be shown as:

  • Missing - The skill has not been attained.
  • Current - The skill has been attained and has not expired.
  • Expired - The skill has been attained by has been expired.

Only current skills are counted towards overall role attainment.

There are also a variety of reports in the Analytics area which admins can use to review skill and role attainment in more detail.

Example 1 - Employee roles

Let's now consider some examples. In this first example, let's say an organisation has two roles - Sales Manager and Operations Manager. We can initially create those two roles with no assigned competencies.

Next, we can determine the required competencies. We end up creating these four competencies, with no assigned skills for now.

  • Both roles need Manager Compliance.
  • Both roles need Management Skills.
  • The Sales Manager role needs specific skills in Sales Management.
  • The Operation Manager roles needs specific skills in Project Management.

Next, we create all the required skills for these competencies. Let's say we end up with these skills...

We can now assign those skills into their competencies.

We can then assign the competencies to the roles.

We can then assign roles to users. So in this example, we can see the Sales Manager role is assigned but the competencies and skills are all in the 'Missing' status at this point.

Next, we can assign some skills to some internal knowledge in Tribal Habits. In this case, we have a Trust building in sales topic and we can assign it with the skill of the same name.

Finally, as the sales manager completes that topic, they attain that skill and their role attainment improves - they are now 9% towards their role.

As time passes and the user completes more training and records more knowledge, they continue to improve their role attainment.

Example 2 - Qualification role

In this example, let's use Roles to help manage a qualification. Let's say we are creating a Certificate III in Tribal Habits. So that will be the role.

The Certificate III consists of four units of competency, with each unit of competency consisting of a number of modules (skills). So we can bundle up skills (as modules), competencies (as competencies) and roles (as the qualification) as follows.

We can then assign our role/qualification to customers to better track how they are progressing towards a qualification that may span across several pathways and involve external knowledge or assessments.

 

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