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BUILDING AN EFFECTIVE COMPETENCY SYSTEM. Presented by: Holly Elke, CRSP, CSP, CMQ/OE Senior QHSE Advisor SH&E System & SPM Solutions. TERMINOLOGY. COMPETENT

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building an effective competency system

BUILDING AN EFFECTIVE COMPETENCY SYSTEM

Presented by:

Holly Elke, CRSP, CSP, CMQ/OE

Senior QHSE Advisor

SH&E System & SPM Solutions

terminology
TERMINOLOGY

COMPETENT

IN RELATION TO A PERSON, MEANS ADEQUATELY QUALIFIED, SUITABLY TRAINED AND WITH SUFFICIENT EXPERIENCE TO SAFELY PERFORM WORK WITHOUT SUPERVISION OR A MINIMAL DEGREE OF SUPERVISION.

- Alberta OHS Code

terminology1
TERMINOLOGY

QUALIFIED

MEANS BEING KNOWLEDGEABLE OF THE WORK, THE HAZARDS INVOLVED AND THE MEANS TO CONTROL THE HAZARDS, BY REASON OF EDUCATION, TRAINING, EXPERIENCE OR A COMINATION THEREOF.

- BC (SASK) Regulations

regulations standards
REGULATIONS & STANDARDS
  • ALBERTA REGULATIONS: Section 13 TO 15 and throughout the OHS Code.
  • BC REGULATIONS – WCA – DIVISION 3 – General Duties Of Employers, PART 3 – OHS Program Contents/ New Or Young Workers, Etc.
regulations standards1
REGULATIONS & STANDARDS
  • SASKATCHEWAN – OHS Regulations – Part III General Duties and throughout the Regulations where applicable.
  • OHSAS 18001 – 2007
  • CSA Z1000 – 06
  • ANSI Z490.1- 2009: Criteria for Accepted Practices in Safety, Health & Environmental Training.
competency system components
COMPETENCY SYSTEM COMPONENTS
  • QUALIFICATION AND SELECTION (Job requirements/ Job descriptions/ Position Profiles)
  • ORIENTATION / INDUCTION (Initial and refresher)
  • SKILL TRAINING (Who needs what and when; internal vs. external providers)
competency system components1
COMPETENCY SYSTEM COMPONENTS
  • COMPETENCY DEVELOPMENT (Training plans/programs)
  • COMPETENCY EVALUATION (Progress and achievement of required performance levels)
  • COMPETENCY VERIFICATION (Required knowledge, skill, work practices maintained)
building an effective competency system1
BUILDING AN EFFECTIVE COMPETENCY SYSTEM

EVALUATE THE ELEMENTS THAT SUPPORT THE KEY COMPETENCY SYSTEM COMPONENTS

building an effective competency system2
BUILDING AN EFFECTIVE COMPETENCY SYSTEM
  • Identification of Training Needs & Competency Requirements
  • Planning
  • Roles & Responsibilities
  • Resource Management
  • Infrastructure
building an effective competency system3
BUILDING AN EFFECTIVE COMPETENCY SYSTEM
  • Communication
  • Document & Record Management
  • Implementation/Realization of Training Products & Services
  • Measurement & Analysis
  • Improvement
competency system evaluation checklist section 1
Competency System Evaluation Checklist: Section 1
  • Formal Training Needs and Competency Assessment for all personnel
  • Prioritized based upon Risk Level
  • Corporate policy, standards, procedures, guidelines (Learning Management standard)
competency system evaluation checklist section 2
Competency System Evaluation Checklist: Section 2
  • Corporate Strategic Plan includes training needs and competency requirements.
  • Goals & Targets set for each area /level of the company.
  • Program to measure progress and achievement.
  • Management of Change
competency system evaluation checklist section 3
Competency System Evaluation Checklist : Section 3
  • Corporate, Industry & Regulatory Roles and Responsibilities for Training, Learning & Competency activities are defined.
  • Include trainers and contractors.
  • Include in training programs, products, offerings.
competency system evaluation checklist section 4
Competency System Evaluation Checklist : Section 4
  • Adequate people resources are available to support the implementation and completion of training / learning activities, and the achievement of goals/targets.
  • Examine time commitments, number of people needed, qualification/ skill level.
competency system evaluation checklist section 5
Competency System Evaluation Checklist : Section 5
  • Infrastructure supports required training / learning activities so established goals/targets can be achieved.
  • Examine training facilities, equipment, support services and products (classroom, practical sessions – demo / simulation scenarios, e-learning, etc.
competency system evaluation checklist section 6
Competency System Evaluation Checklist : Section 6
  • Processes/ methods to share information that is created and collected by the Competency Management System are in place.
  • A process/method for obtaining and responding to stakeholder feedback is established.
competency system evaluation checklist section 7
Competency System Evaluation Checklist : Section 7
  • Critical documents/ records have been identified
  • Access, frequency of use, format, location/storage medium, retention, back-up, disposal requirements defined.
  • Legibility, version control, distribution and removal of obsolete information is checked.
competency system evaluation checklist section 8
Competency System Evaluation Checklist : Section 8
  • Training/ learning processes, products and services address training & competency requirements (corporate, industry and regulatory).
  • Qualification, orientation & skill training requirements/ programs are identified.
competency system evaluation checklist section 81
Competency System Evaluation Checklist : Section 8
  • Training methods/ processes evaluated for effectiveness; Consider variations in language, literacy , personal ability, levels of responsibility, risk exposure, organizational / cultural barriers.
  • Methods to evaluate learning / training activities (by the trainee) are established.
competency system evaluation checklist section 82
Competency System Evaluation Checklist : Section 8
  • Competency verification methods/ processes (Task observation, Demonstrations, Performance reviews, review of work orders/ project files, document audits, etc.) identified.
  • Qualification / competency requirements for training providers identified.
competency system evaluation checklist section 83
Competency System Evaluation Checklist : Section 8
  • Process / method (i.e. spread sheets, databases, custom software, etc.) to track and retain information on completed training/learning activities ( historical data on each individual )
competency system evaluation checklist section 9
Competency System Evaluation Checklist : Section 9
  • Performance Metrics to evaluate goals, objectives & targets established and collected.
  • Corporate / Management reviews include these metrics.
  • Conformity/compliance with regulatory / industry requirements tracked.
competency system evaluation checklist section 10
Competency System Evaluation Checklist : Section 10
  • Performance metrics for deficiencies, trends, OFIs and achievement evaluated.
  • Action plan (annually) to address the results/ outcomes developed.
  • Evaluate implementation and effectiveness of actions taken.
competency system evaluation results recommendations
Competency System Evaluation Results & Recommendations

There were a total of 15 system gaps identified during the evaluation; there were 13 Major and 2 Minor System Gaps.

R1 – Develop a corporate guidance document on how to conduct a training needs and competency requirement assessment.

competency system evaluation results recommendations1
Competency System Evaluation Results & Recommendations

R2 – The Task Hazard Assessment documents and outcomes should be linked to the corporate and Business Unit training needs and requirements assessment.

R3 – Establish a corporate governance/ guidance document that defines the organizational training and competency requirements, processes, methods to be used, activities to be conducted/ completed and responsibility for implementation.

competency system evaluation results recommendations2
Competency System Evaluation Results & Recommendations

R4 - Strategic Planning activities should include a review of training/competency requirements and initiatives that may affect the organization at the corporate and business unit level.

R5 – Establish measurable goals, objectives and/or targets to move the current training and competency activities from fragmented processes to a consistent and standardized management system that is defendable, effective and efficient.

competency system evaluation results recommendations3
Competency System Evaluation Results & Recommendations

R6 - Review the current organizational design and placement of training resources; current levels of operational effectiveness, efficiency and ability/ authority to respond to internal and external demands should be examined.

R7 – Assign positions, groups, committees that have the authority to manage the requirements of the corporate training and competency system.

competency system evaluation results recommendations4
Competency System Evaluation Results & Recommendations

R8 – Standardize communication processes/ methods.

R9 – Standardize document and record management methods; centralize training information and records.

R10 - Establish a performance metrics program that can evaluate the progress and achievement of strategic training goals/objectives and the effectiveness of training/ learning activities .