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IDP: Surveys and assessment. Competence assessment: creating an assessment session

IDP, Surveys and assessment, Competence assessment: creating an assessment session

General information

Competency assessment is an assessment format designed to determine an employee's level of development of specific skills and their compliance with the requirements of a job or position . The assessment is conducted using predefined competencies and scales and is used as a tool for diagnosing, planning, and monitoring employee development. The assessment results are directly applied to the creation and adjustment of individual development plans, as well as to analyze the effectiveness of training and competency development over time.

Unlike the 360° assessment , which is aimed at obtaining comprehensive feedback on the employee’s behavior, interaction style, and management manifestations, competency assessment has a clear focus on target skills and is more practical in nature.

360° assessment, in turn, is used primarily to obtain a comprehensive picture of feedback from different groups of respondents and is better suited for analyzing behavioral and managerial aspects, but does not always provide a direct link between results and specific skills and IPR.

Key features of competency assessment:

  • The assessment is based on the skills of the job profile and/or staffing unit , which ensures a direct link between the results and the requirements of the role;
  • either the skills themselves or questions related to these skills are used as the basis for assessment , depending on the chosen methodology;
  • The results can be uploaded to the employee's profile and used as an up-to-date assessment of their skills;
  • the format is suitable for both  initial diagnostics and for assessing learning outcomes, regular monitoring of the development of competencies ;
  • flexible adjustment of the weights of respondent groups is possible without changing the composition of the participants;
  • Using assessment session templates ensures a unified approach to competency assessment across the company and reduces the workload for administrators by allowing them to launch assessments from the user interface.

Thus, competency assessment is a tool for targeted, measurable, and development-oriented evaluation, while 360° assessment addresses the challenges of broad analysis and the formation of a general understanding of an employee’s behavior in the work environment.

Setting up a competency assessment session is similar in logic to setting up a 360° assessment, but has a number of significant differences.

Contents of the Competency Assessment tab

Table of assessment sessions

By clicking on the Competency Assessment tab  in the additional menu of  the Surveys and Assessment section  , the administrator is redirected to the list of surveys for competency assessment.

The main work area contains a table with the created assessments , and also displays the following information about them:

Title - the title of the assessment session (if necessary, you can use the search by title);

Template - allows the administrator to track which assessment sessions can be used in the custom version to create new employee assessments, as well as see which sessions have already been created based on these templates;

  • The "copy" icon is a template,
  • The "link" icon is created from a template.

Status - the status of the evaluation session with a color indicator:

  • Draft - gray;
  • Planned - orange;
  • In process - the main color of your company;
  • Completed - green.

Progress is a percentage that shows how much of the survey has already been completed by participants. It is calculated as the ratio of the number of completed questionnaires to the total number of assigned respondents.
Formula: (employees assessed by all respondents / total number of respondents) * 100);

Participants  – the number of assessed participants in the format “ n/m ”, where n is the number of assessed participants,  m is the total number of participants in the assessment;

Initiator - Specify the first and last name of the account that created the assessment session.
If the session creator's account is not linked to another account (only an employee), the message "No employee" will be displayed .

Start date – the start date of the assessment  in the format “ dd.mm.yyyy ”;

Completion Date  – the assessment completion date  in the format “ dd.mm.yyyy ”.

Filters and sorting

The table of competency assessment sessions can be sorted in ascending or descending order by the following fields: Participants , Start Date , and End Date . The Title and Initiator fields are searchable , allowing you to quickly find the sessions you need.

To the left of the main table are filters that allow you to customize its display:

By assessed skill - filter Skills with assessments ;

By the status of the assessment session;

The Template filter allows you to display assessment sessions:

  • All - all available assessment sessions (selected by default);
  • Is a template - assessment sessions that are selected as a template for possible launch from the user interface;
  • Not a template - sessions that are not templated and cannot be launched in the user interface;
  • Created from a template - sessions that were created in the custom version using a template.

The Rated filter allows you to display sessions in which a specific user is rated (searching and selection of multiple users is supported):

The Scheduled Periods filter allows you to display assessment sessions scheduled for specific dates.

Let's look at the main parameters and stages of working with competency assessment sessions: the procedure for creating, configuring, and launching them.

Copying, deleting and canceling an assessment session

The administrator can manage the assessment session lifecycle: create copies, delete drafts, and archive sessions. These actions allow for reuse of settings, maintain order in the workspace, and gracefully stop the assessment process when necessary.

Copying a session

Copying allows you to create a new session based on an existing one, significantly saving the administrator time and reducing the risk of setting up similar assessment sessions. When creating a copy, the parameters and settings of the original session are transferred to it.

This function is useful when necessary:

  • Repeat a regular assessment - you can copy a completed session and update the dates and participants.
  • Launching parallel sessions with a standard structure—copy a session and change the composition of participants, while maintaining the basic settings according to the standard example.

To copy a session you need to:

  1. Go to the Competency Assessment tab ;
  2. Find the required session in the list, using filters and sorting if necessary;
  3. Click on the three dots to the right of the desired session;
  4. Select the Copy function ;
  5. In the window that opens, if necessary, select the data you want to add to the copy (you can select both options):
    -Copy assessees and respondents;
    -Copy skills and questions
  6. Click the Copy button .

After creating a copy, you need to set a new period for the event, and you can also change other copied parameters.

You can copy a session in any status.

Deleting a session

Deleting assessment sessions helps keep your workspace tidy and eliminate unnecessary sessions that were created in error.

Once the deletion process is complete, the evaluation session is completely removed from the system and is not displayed in the general list of sessions.

To delete an assessment session you need to:

  1. Go to the Competency Assessment tab ;
  2. Find the required session in the list, using filters and sorting if necessary;
  3. Click on the three dots to the right of the desired session;
  4. Select the Delete function ;
  5. Click the Delete button in the confirmation window.

Deleting a session is only possible if the session status is  Draft . This function is unavailable for other statuses.

Cancel session

Cancel allows you to stop the evaluation process gracefully.

The session receives the Cancelled status , is not considered complete , and does not send notifications to participants .

This feature is useful if you need to stop a scheduled or already running session and hide it from employees. This makes the session unavailable for completion and no longer appears in the user ratings list, but the administrator can still view the session's progress.

To mark an assessment session you need to:

  1. Go to the Competency Assessment tab ;
  2. Find the required session in the list, using filters and sorting if necessary;
  3. Click on the three dots to the right of the desired session;
  4. Select the Undo function ;
  5. Click the Cancel session button in the confirmation window.

You can only cancel a session if it has the  In Progress status . This feature is unavailable for other statuses.

A canceled session retains the ability to edit the quadrants involved in the assessment. No other changes are possible. If necessary, you can duplicate the session, make changes to the copy, and rerun the assessment.

How to create a competency assessment session

To create a competency assessment session:

  1. Go to the Surveys and Evaluation section of the IPR module;
  2. Go to the Competency Assessment tab in this section;
  3. Click the "Create Session" button in the upper right corner of the screen.  This will open a window for creating and setting up a new assessment session.

Once a session is created, you need to configure the basic settings to save it to the general list: enter a name and description, and set the assessment period. Then, click the Save button. The session will be saved to the general list, and you can proceed with further configuration.

The session name must be unique and the session start date cannot be earlier than the current date.

If you create a session without filling out the Basic Settings tab and exit it without saving, the session will not be added to the platform.


How to set up a competency assessment session

After creating an assessment session, you need to configure it step by step. Below are the main steps for working with an assessment. A detailed description of the steps for each step is available via links in the corresponding knowledge base articles.

  1. Basic settings for the assessment session ;
  2. Adding assessees and respondents ;
  3. Customizing skills and assessment questions ;
  4. Setting up notifications for assessment participants ;
  5. Setting up an assessment session template.

By clicking on each item, you will be able to read detailed instructions on how to set up the corresponding step.

The employee's path in the assessment process.

This functionality is paid, and a preliminary test is available. Contact your manager to find out the cost and setup timeframe.

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