Competencies Individual

Introduction

This section provides the procedures required for entering or updating an individual's Competencies (formerly known as Qualification Codes) in the system.

Use the Competencies Multiple application to enter competencies earned by more than one member of the same subdepartment at the same time.

Reference

Refer to the following directives for additional information about the Competency Management System

Competency Dictionary

The Competency Dictionary, a complete listing of Coast Guard competency codes is available for download (The links below will open an Excel spreadsheet, which you can save to your local directory. If you do choose to save the file, remember to check back here periodically for updates.

Competency Dictionary - WWW/Internet Link

The Competency Dictionary is also available in the CG Portal. Go to Coast Guard Places: Competency Management Systems: Competency Dictionary.

Process

Update a member's Competencies upon receipt of:

Competency Code Assignment Letter from Unit Commanding Officer
Other form/correspondence authorizing assignment or removal of a Competency Code.

Competency Dictionary - WWW/Internet Link

The Competency Dictionary is also available in the CG Portal. Go to Coast Guard Places: Competency Management Systems: Competency Dictionary.

Procedure

Follow the steps below to access, enter and/or modify Competencies.

Step

Action

1. Menu sequence

Select menu items in the following order.

Main Menu> Develop Workforce > Manage Competencies (GBL) > Use > Competencies

2. Locate Member

Enter the employee ID in the Emplid field or the members SSN in the Social Security Number field and check the "Correct History" box at the bottom of the page.

The Correct History box needs to be checked. If it is not checked you will only be able to use the current date as the effective date for any competency codes you add.

Then, press the button.

See Search Tips for help on locating a member.

When choosing a member from the search results, please be sure you are choosing the person you actually want to change data on. Verify the employee ID or national ID before making any changes. Also, since one member can have multiple records if they're both a Regular or Reserve Member and an Auxiliary Member or Civilian Employee, please be sure you are selecting the correct Employee Classification.

Competency Assignment Page

The first page of three pages that makes up Competencies, the Competency Assignment page, for the member you selected is displayed. A listing of the members current competencies is located on the left side of this page.

Using the right side of this page, you can add additional competencies by searching and selecting then moving them to the Assigned Competencies section using the left arrow button.

Note: The Career Planning link and Populate from Job Button should not be clicked. No functionality is attached to either of these items.

Searching for a Competency

Follow these steps to search for the competency you want to add.

See Search Tips for help on performing searches.

Step

Action

Click the drop-down arrow under Type in the "Search by" area.

Choose a type to search. Examples of Competency types are listed below. The drop-down menu lists the Short Description.

Type	Description	Short Description
ATON	Aids to Navigation	ATON
AVI	Aviation	Aviation
BOAT	Boat Operations	Boat Ops
C4IT	Cmd/Ctrl/Comms/ Computers & IT	C4IT
CMDS	Command and Staff	Cmd&Staff
COMP	Comptrollership	Comptrollr
ENGI	Engineering	Engineer
HLTH	Health Services	Health Svc
HR	Human Resources	HR
INAC	Inactive	Inactive
INTEL	Intelligence	Intel
LE	Law Enforcement	LE
LEGAL	Legal	Legal
MARSAF	Marine Safety	Marine Saf
OBC	Officer Billet Code	OBC
OPSAFL	Operations Afloat	OPS Afloat
OPSASH	Operations Ashore	OPS Ashore
WEPS	Weapons	Weapons

Note: Refer to the Competency Dictionary to determine the type for the Competency you want to add. The Competency Dictionary is also available in the CG Portal. Go to Coast Guard Places: Competency Management Systems: Competency Dictionary.

The system will display the first ten available source competencies. Click the "View xx" link to show additional (up to 300) competencies.

View more Link

To quickly find a particular competency on the list displayed, press Ctrl+F on the keyboard or choose Edit > Find (on This Page)... from the Internet Explorer menu bar at the top of the window.

The Find dialog box will box will display.

Provide some search criteria and click Find Next.

The search will stop at each matching text string on the page. Click the Find Next button to continue searching. Click the Cancel button when you locate the competency.

Use the next row arrow to display the next 300 competencies and repeat this step until you locate the competency you want to add.

Next 300

Assigning the Competency

Follow these steps to assign the competency to the member.

Step	Action
1	Click the Check Box next to the competency title to select it.
2	Click the Add button between the assigned and source competencies tables.
4	The selected competency will now be displayed in the members assigned competencies.
5	Click the "Competency Rating" tab at the top of the window to proceed.

Competency Rating Page

After a competency is assigned it must be rated and the correct date must be entered. Click on the Competency Rating tab to access the Competency Rating Page. Notice, the *Proficiency column is blank in the new competency you added in the previous procedure.

Deleting a Competency

This page is also used to delete or edit a competency. Use the button to delete a competency.

Update a Competency

You can change the date and proficiency fields on an existing competency.

Note: If you need to change or correct an effective date for any competency other than the most recent one, you will need to delete all the newer competencies and add them back in the order they were earned by the member.

Rating the Competency

Follow these steps to rate the competency. The Interest Level column is not used in this procedure.

Step	Action
1	The system will default to the current date. Enter the correct effective date by deleting the current date and typing in the correct date or by clicking on icon and choosing a date. Note: Do not enter the current date for an effective date unless the member received the competency on the same day that the record is being entered into Direct Access. Do not use a date in the future. When correcting a members records to include competencies that are "Inactive", you must enter the date the competency was originally issued. The effective date should be the date the competency was assigned to the member, e.g. The date the member's CO certified the member as qualified to hold the competency or the date the member graduated/completed the course of instruction. Note: You may encounter this error message when you attempt to save edits to effective date fields if you change the date of a competency using a date that precedes the competency below it. "The inserted EffDt is not within the range of effective dates in the prior and subsequent rows. (15,47) The effective date in a row must fit into the sequence of other effective dates in the same scroll. It should be before the effective date of the row above it, and after the effective date of the row below it. If you encounter this error you will need to delete all the newer competencies and add them back in the order they were earned by the member.
2	Click on the drop-down arrow in the *Proficiency column of the new competency
3	Choose "Good" from the list of options. The other options are not used at this time.
4	Click the "Competency Verification" tab at the top of the window to proceed.

Competency Verification Page

The final page in the Competency section is Competency Verification. Click on the Competency Verification tab to access the page. Notice the Verified By column is blank for the competency you added in the previous procedure. The Verified By column must be completed.

Verifying the Competency

Follow these steps to verify the competency.

Step

Action

Required

Click the drop-down arrow in Verified Column in the new competency row and select an option from the list. Refer to the table below for guidance:

Option	Use When...
NVQ Authority	(DO NOT USE) National Vocational Qualification recognized competency.
On The Job Training	Competency was received through OJT. This includes PQS/JQR earned Competencies. This value shall be used when a competency is documented by the completion of Personnel Qualifications Standards (PQS) or Job Qualification Requirements (JQR) or other recognized On-The-Job training program.
By Test	Competency was received by formal training, culminating in a written, oral, or practical examination. This value shall be used when a competency achieved through official Coast Guard or commercial training.
External Interface	Competency was assigned automatically from another application (TMT). This verification method will not be used for manual entries.

2
Required

Complete the Year Acquired: Enter the year corresponding to the year the competency was initially earned, this will usually be the current year. The system will auto fill from the Effective Date field, change only if necessary.

Required

Complete the Year Last Used: This field is used to capture currency. Enter the Year the Competency was last used. If this is the initial competency entry, enter the current year. If this a review and update of member competencies, enter the last year the member used the competency or the current year if use is on-going.

4
Optional

Complete the Years of Experience: This field is optional. If desired enter the cumulative years of experience using/demonstrating the competency.

Click the button to save your work.

Carefully review the data you have entered before saving this transaction. Be absolutely sure all that all the data is correct and that you have not made any typographical errors. Be sure you entered the correct employee ID number when you began this transaction. If you have any questions or concerns, cancel the transaction and ask for help.

Example completed Competency Verification Tab:

Competency Verification Page