Competency Module Workflow
Administrator Process Map
Administrator Process Map
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flowchart TB
subgraph DEFINE["DEFINE PHASE"]
direction TB
A1[/"Define Competencies<br/>Leadership & Technical"/]
A2["Set Proficiency Levels<br/>Basic - Intermediate<br/>Advanced - Expert"]
A3["Add Behavioral Indicators<br/>Per level per competency"]
A1 --> A2 --> A3
end
subgraph STRUCTURE["STRUCTURE PHASE"]
direction TB
B1["Define Job Series<br/>0201 - 0570 - 2210 etc."]
B2["Define Grade Levels<br/>CG-07 through CG-15"]
B3["Create Position Profiles<br/>Title - Series - Grade - Division<br/>Details & Capabilities"]
B4["Map Competencies to Profiles<br/>Required level per competency"]
B1 --> B3
B2 --> B3
B3 --> B4
end
subgraph CAREER["CAREER PATHS"]
direction TB
C1["Define Career Paths<br/>Progression ladders per series"]
C2["Order Path Steps<br/>Grade progression with optional<br/>cross-series transitions"]
C1 --> C2
end
subgraph ROSTER["ROSTER PHASE"]
direction TB
D1[/"Add Employees<br/>Individual or Bulk CSV"/]
D2["Assign Supervisors"]
D3["Organize Divisions"]
D1 --> D2
D1 --> D3
end
subgraph ASSESS["ASSESSMENT PHASE"]
direction TB
E1["Create Assessment Period<br/>Set dates - Select recipients"]
E2["Customize Invite Templates<br/>Email subject - body - merge fields"]
E3["Send Invitations<br/>Self-rating - Supervisor - Both"]
E4["Employees Self-Rate<br/>Rate competencies by proficiency"]
E5["Supervisors Rate<br/>Rate direct reports"]
E6["Track Progress<br/>Monitor completion - Send reminders"]
E1 --> E2 --> E3
E3 --> E4
E3 --> E5
E4 --> E6
E5 --> E6
end
subgraph RESULTS["RESULTS PHASE"]
direction TB
F1["View Gap Analysis<br/>Self vs. required vs. supervisor"]
F2["Career Path Matching<br/>Ranked position matches"]
F3["Development Planning<br/>Targeted competency growth"]
F1 --> F2 --> F3
end
DEFINE --> STRUCTURE
STRUCTURE --> CAREER
STRUCTURE --> ROSTER
CAREER -.->|"Enables"| RESULTS
ROSTER --> ASSESS
ASSESS --> RESULTS
subgraph COMMS["COMMUNICATIONS"]
direction TB
T1["Email Templates<br/>Invitation - Reminder - Results"]
T2["Test Email<br/>Preview with sample data"]
end
COMMS -.->|"Configure anytime"| ASSESS
click A1 "/adminportal-competencies.html#competencies" "Go to Competencies tab"
click A2 "/adminportal-competencies.html#competencies" "Go to Competencies tab"
click A3 "/adminportal-competencies.html#competencies" "Go to Competencies tab"
click B1 "/adminportal-competencies.html#seriesgrades" "Go to Series & Grades tab"
click B2 "/adminportal-competencies.html#seriesgrades" "Go to Series & Grades tab"
click B3 "/adminportal-competencies.html#profiles" "Go to Profiles tab"
click B4 "/adminportal-competencies.html#mappings" "Go to Mappings tab"
click C1 "/adminportal-competencies.html#careerpaths" "Go to Career Paths tab"
click C2 "/adminportal-competencies.html#careerpaths" "Go to Career Paths tab"
click D1 "/adminportal-competencies.html#employees" "Go to Employees tab"
click D2 "/adminportal-competencies.html#supervisors" "Go to Supervisors tab"
click D3 "/adminportal-competencies.html#divisions" "Go to Divisions tab"
click E1 "/adminportal-competencies.html#invitations" "Go to Invitations tab"
click E2 "/adminportal-competencies.html#invitations" "Go to Communication Templates"
click E3 "/adminportal-competencies.html#invitations" "Go to Invitations tab"
click E4 "/competency-dashboard.html" "Go to Employee Dashboard"
click E5 "/competency-rate.html" "Go to Rating Form"
click E6 "/adminportal-competencies.html#invitations" "Go to Invitations tab"
click F1 "/competency-dashboard.html" "Go to Employee Dashboard"
click F2 "/competency-career-matches.html" "Go to Career Matches"
click F3 "/competency-career-path.html" "Go to Career Path Planning"
click T1 "/adminportal-competencies.html#invitations" "Go to Communication Templates"
click T2 "/adminportal-competencies.html#invitations" "Go to Communication Templates"
Define leadership and technical competencies with four proficiency levels (Basic, Intermediate, Advanced, Expert). Add behavioral indicators that describe observable actions at each level.
Set up job series (0201, 0570, 2210) and grade levels (CG-07 through CG-15). Create position profiles that combine title, series, grade, and division with position details (span of control, budget, impact, principal responsibilities, key relationships) and capabilities (required certifications, beneficial experiences). Map required competencies and minimum proficiency levels to each profile.
Create named career paths within each series, defining grade-based progression steps with optional cross-series transitions (e.g., 0570 to 0301 at the CG-14 level). Used for career matching and development planning on the employee side.
Add employees individually or via bulk CSV import. Assign supervisors for rating workflows and organize employees into divisions. Each employee is linked to a position profile via their series and grade.
Create assessment periods with date ranges and recipient targeting (by series, grade, or division). Customize invitation email templates with merge fields. Send invitations for self-assessment, supervisor rating, or both. Track completion and send reminders.
Employees view gap analysis comparing self-ratings against required levels and supervisor ratings. Career path matching ranks positions by competency fit. Development plans target specific competency gaps for growth.
Configure five email templates: Assessment Invitation, Supervisor Rating Request, Reminder, Completion Confirmation, and Results Available. Each supports merge fields for personalization and can be previewed with sample data before sending.