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Competency Assessment process Page 1 of 3

Competency Assessment:

Step 1 : Effective Job Description:

First , We have to create an effective Job Description. Details would covered in within a job description
would be : the job title; who is accountable for the employee; the location of the job; a brief description of
what the job entails; a list of duties and responsibilities; working conditions .

An effort will be to define clearly what the job is about and what can be expected from the job .

Step 2 : Strength and Areas of improvements Approach :

Before going for self evaluation of competency approach, Strength and Weaknesses (Areas of
improvements) we need to identify. This would give fair, realistic view of the functioning characteristics of the
departments activities and would focus on the present status of the functions vis--vis establish linkage with
plant/corporate goal.

Step 3: Self evaluation of Core competencies

For each of the identified minimum ----competencies,( here , we need to come out with Numbers related to
each activities/job. ) the appraise should make a self evaluation, writing examples of evidence against each
sub requirement in column -----of the sheet. The Appraise should write Y in the column Self evalfull if the
example meet the requirement fully.
If the Appraise meets the requirements partially, s/he should write Y in the column Self-eval partial If the
Appraise falls far short of requirements, both the column should be left blank.

2. Count all the Y and write the total no. of Y under each of the two Evaluation column Full and Partial

3. Calculate the score based on the Y scores .Each core competency has 2 points if it is fully meet and 1
point if it is partially meet.

Step 4: Self evaluation of Skill levels

Based on the Skill description , the Appraise should make self evaluation in terms of his/her level for each
skill .The reason for the level rating should be described in column-------of the excel sheet . The level will be
determined based on the following definitions:

a Level 1: Has basic knowledge/ awareness of the skill

b Level 2: Has /possesses working knowledge of the skill
c Level 3: Has/possesses comprehensive skill to the job well
d Level 4: Has mastered /can coach the skill and can guide others

2. Add up the scores in both the column Required Level and Actual level .The skill index will be
calculated as the % of actual scores to the required Scores , as follows :

Step 5: Assess Core Competencies:

1. The self evaluation by the Appraisee becomes the basic for assessment of the core competencies
.For each of the sub requirements, if the Appraisee meets the defined requirements fully, write
Yin the column in the Evaluation full .If the Appraisee meets the requirements partially, write Y
in the column Evaluation partial .If the Appraisee fails far short of requirements, keep the
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3. columns blank. Substantiate Y by providing specific evidence/examples documentary,

statistical, or otherwise in the Example column.

4. Enter specific observation (s) in the column OFI (Opportunity for improvements ) .These
observations should lead to identification of specific Methodologies for Competency

5. Count all Y ,and write the total number of Y under each of the two Evaluation columns Full
and Partial

6. Calculate the score based on the: Y scores. Each core competency has two points if it is fully met
and 1 point if it is partially met.
7. In the Table for Competency Improvement Plan write a plan of action to deal with OFI.

a) Identify a Training input if the Appraisee had not been exposed to the core competencies, of if
S/he needs an advanced input.

b) If there are attitudinal issues impacting the exhibition of the Core competencies, a
personal counseling by Appraiser, Reviewer, and HR should be planned and this should
be documented.
c) If the conceptual input have already been provided, or if such input are easily available
(through books, Professional magazine, Manulas, Internet) to the Appraisee, then it is a
question of Self development.

Step 6 : Assess Skill Level :

a) For each position, the skills should be defined . Based on the Skill Dictionary (which
we have to prepare for the positions), need to be assessed. The Appraiser will conduct
this assessment, based on the reasons given by the Appraisee in the Self evaluation.
Before commencing the Appraiser should seek the view of the Reviewer on the

b) Based on the discussion, the Apprise actual level should be determined and entered in
column F for each skill.
c) Wherever the Actual scores are lower , enter specific comments in Remarks column to
Identify Training and Self development opportunities for the Appraisee.

d) Add up the scores in both the columns Required level and Actual level .The skill
Index is calculated as the % of Actual Scores to Required Score.

e) In the table for Skill Improvements plan identify specific plans for improvement. Identify
An appropriate Training input, Self development plans, assignments etc to help the
Appraisee improve his/her skill level.

Step 7 : Calculate Competency Index::

a) The Competency Index for the Appraisee is calculated on the basis of weighted indices
for Core Competency and Skills. For start, weight age can be assigned as follows:

Heads Others
a Core Competencies ------ -----
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b. Skills ----- -----( to discuss)

The Composite Competency index for the Appraisee will be: ( to discuss ..)

Competency Index (Heads) = (Core Competency Index)*50 %+( Skill Index)*50%

Competency Index (Others) = (Core Competency Index)*35 %+( Skill Index)*60%