Agency Competency Management System (CMS)

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AgencyCompetency Management System (CMS)

• Overview and Training
• All Employees

A One NASA Product
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What is the Competency Management System?

• Collects current competency inventory in a common
  language across the Agency
• Identifies future competency needs tied to
  organizational strategies and POP cycle guidance
• Assists in gap analysis and workforce planning
• Provides search capabilities to find employees,
  positions, or projects that use competencies

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What is a Competency? Competencies are what you
need to know, to do what you do

• COMPETENCY A base-level of knowledge that is
  relevant to the Agencys Mission. The knowledge
  can be applied across position and organizational
  boundaries. It is NOT roles or functions
• SUBCOMPETENCY Further delineation of the
  base-level of knowledge
• WORKFORCE COMPETENCY DICTIONARY The total
  collection of competencies. It categorizes the
  breadth of NASAs Corporate Knowledge

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Why was CMS created?

• In response to the Presidents Management Agenda
  and NASAs Strategic Human Capital Plan
• Strategic management of human capital is
  critical for strengthening the Agency. The
  workforce is an asset just like infrastructure or
  financial capital
• In the spirit of One NASA
• An Agency wide system, shared by all Centers,
  was required for measuring and communicating
  workforce capability
• To assess the alignment of work within the Agency
• A methodology was needed for measuring
  imbalances in the current or future workforce as
  compared to NASA strategies and Program/Project
  requirements
• To support effective delivery of Human Capital
  Programs
• A process was required to support decisions about
  how to invest wisely in areas such as training
  and development, recruiting, career planning

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How was the Agency CMS developed?

• Agency wide team was established in 2002
• Included representatives from every Center
• Developed a Workforce Competency Dictionary in
  summer 2002
• Team members included Subject Matter Experts at
  every Center to help generate the titles and
  definitions for each competency
• This resulted in a broad representation of ideas
  and inputs from across NASA and a level of
  collaboration within the communities of practice
• In 2004, Headquarters Mission Directorate and
  Mission Support Office Subject Matter Experts and
  the Centers provided inputs to revise the
  dictionary.

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How will the Agency use CMS?

• Workforce Planning
• The CMS will support human capital decisions by
  assessing gaps between competency requirements
  and available competencies
• Project and Organizational Profiles
• The CMS will provide Senior Leadership with
  insight into the knowledge capabilities of the
  workforce distributed across the programs,
  projects, and Centers
• Knowledge Management
• The CMS can link together people with the same
  or similar competencies into communities of
  practice, which can then be connected to
  information that is relevant to that community
• Integration of Business Processes
• The CMS will help establish and communicate
  priorities in Agency wide programs for staffing
  and education
• Search for Expertise
• The CMS will provide employees, organizations,
  and functional communities with the capability
  to find employees, positions, or projects that
  utilize competencies

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How will the Centers use CMS?

• In order to provide current and useful data, it
  is anticipated
• Centers will provide data to CMS annually,
  in preparation for budget planning
• CMS will be incorporated into existing business
  processes wherever possible
• For example, CMS updating will be included in
  the process for identifying training and
  development priorities, identifying personnel who
  may be a good fit for projects or assist in
  finding the right people to consider for
  succession planning
• Employees and Supervisors can use CMS to plan
  employees careers
• CMS can be used to identify competency gaps and
  target training and development to close those
  gaps or to prepare them to take on new roles.

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How will Line or Project Managers use CMS?

• One of NASAs goals for successful human capital
  management, is the ability to staff the right
  people with the right skills at the right time.
• The typical staffing process usually STARTS with
  the budget planning cycle and the question How
  do we staff the Programs/Projects in dollars and
  FTE? and ENDS with workforce allocation in terms
  of names to jobs to Projects to Time.
• One goal of CMS is to help better connect these
  processes

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What CMS does NOT do

• It is important to note that competencies are
  one approach to describe one aspect of an
  individuals capabilities strictly as it
  relates to the Agencys mission. Competencies do
  not reflect, nor are intended to capture, all of
  what a person knows or is capable of doing.
• Therefore
• CMS does NOT determine grade
• CMS does NOT replace performance management
• CMS is NOT a replacement for promotions and
  competition

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Expectations for Employees and Managers

• Expectations for Employees
• Employees will build their competency portfolios
• Employees will be expected to maintain their
  portfolios and update them as needed
• Employees will be expected to respond to an
  annual call to verify competency data integrity
• Expectations for Managers
• Managers will build and maintain their personal
  portfolio
• Managers will build competency portfolios for
  positions in their organizations, and review
  employee portfolios
• Expectations for Organization Managers
• Organization Managers will be asked to assess
  their program/project needs in terms of
  competencies and FTEs utilizing WISP

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Accessing the CMS

• The Competency Management System (CMS) is a
  Web-based system that is accessed through the
  internet
• The CMS Web address is https//cmstool.nasa.gov
• We recommend that Internet Explorer be used as
  the Web browser for CMS

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CMS User Logon

• CMS is Agency-wide and used by all other Centers
• In order to access your profile you must select
  Your Center from the drop-down box
• To log on to the CMS you must use your Web TADS
  ID and password

Select your center, then log on with your WebTADS
username and password
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CMS Start Page for Employees

• Upon accessing the CMS you will be greeted by a
  start page (Default for supervisors is Manager
  role. Change role with pull-down, click Change
  Roles)
• The start page will give you a general overview
  of the system and provide definitions of CMS
  related terminology
• To view your portfolio select My Portfolio
• After selecting my portfolio you will be able to
  view and make changes to your competencies

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CMS Dictionary

• Definitions for each of the competencies are
  provided in the CMS Competency Dictionary
• The dictionary can be downloaded from the CMS as
  shown
• It is recommended that you download the
  dictionary and review before making changes to
  your portfolio

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Adding a Competency

• Before adding any competencies to your portfolio
  please consult the Business Rules in the
  Competency Dictionary
• Adding competencies to your portfolio is very
  simple
• By scrolling to the bottom of the My Portfolio
  page you can chose to add additional competencies
• After selecting Add Competencies you will be
  taken to a screen that provides all the
  competencies in expandable screens.

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Adding a Competency

• The ADD COMPETENCIES screen needs to be
  expanded for each competency Domain that you
  think applies to you.

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Selecting One or More Competencies

• To add a competency simply click the check box
  next to the competency name and scroll to the
  bottom and chose Add competency
• Your profile will then be updated

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Adding a Competency

• When you return to your Portfolio, you will see
  the added competency.
• There is a system limit of twenty (20)
  competencies per portfolio.
• Note Competencies marked are
  required or Primary for your position.
• Unmarked competencies are additional competencies
  in your portfolio.

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Selecting a Level of Proficiency (Tier)-
Optional -

• Selecting a Level of Proficiency, or Tier,
  requires that you understand the general
  guidelines for Tier selection. These guidelines
  are in Appendix B of the CMS Dictionary.
• Determine the Tier you want to select for each
  competency.
• Entering a Level of Proficiency is a two step
  process
• Enter the Tier level in the Tier Level column
  boxes
• Then simply click the Change Tier button at the
  bottom of the column.

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Sub-Competencies

• CMS has the ability to capture an employees
  sub-competencies.
• Sub-competencies are specific areas of a
  competency in which an employee may have
  knowledge. The check boxes are indented.
• Sub-competencies can be added to your portfolio
  by following the same procedures as Adding a
  Competency
• Sub-competencies can be found in the Add
  Competency section of CMS just below a main
  competency

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Deleting a Competency

• Deleting a competency is simple as well
• Click in the remove box next to the desired
  competency listed in My Portfolio
• Then scroll to the bottom of the screen and click
  Delete
• The selected competency will then be removed
• If a mistake is made you can add the deleted
  competency by following the Add Competency steps

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Skills, Experience, Training, Position History

• Within CMS you are able to document any
  Additional Skills that you feel may be useful to
  the Agency. Also, you may document the Applied
  Experience that enabled you to gain competencies.
• This information can be accessed by selecting the
  appropriate option at the top of the screen under
  the My Portfolio tab
• In addition, you are also able to view your
  training record
• In the future, you will be able to view your
  position history

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Feedback

• The CMS is able to receive your feedback
  regarding the system
• This feedback is routed to the System
  Administrator and is a permanent record
• Feedback can be entered by selecting the
  Feedback tab at the top of your screen
• The feedback system also allows you to direct
  your comments regarding a particular area of the
  system
• This is done through making selection from the 4
  feedback subjects across the top of the screen
  under the tabs

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Search

• CMS allows you to locate other Center and Agency
  employees who have the competencies of interest
  to you.
• Word searches can also be done for Experience,
  Skills or Training
• Searches can be Agency-wide or Center specific.
• The Search tab takes you to a screen that
  allows you to find other individuals throughout
  the Agency by using several different filters

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Your Centers CMS Team

• The CMS team is hard at work to make this new and
  useful tool as user-friendly as possible
• The CMS team welcomes any comments or suggestion
  on how to improve the system or this briefing
• If you have any questions or comments please
  contact
• OHR Workforce Transformation Hotline-x6-7918
• workforce_at_listserv.gsfc.nasa.gov
• For more information
• GSFC CMS Webpage http//ohr.gsfc.nasa.gov/cms/
• NASA CMS Webpage https//cmstool.nasa.gov