Competence Assessment Form

Purpose

This form is used to assess employee competence against role requirements, identify gaps, and plan development actions. It ensures that Swedwise staff have the necessary skills, knowledge, and experience to fulfill their IMS responsibilities effectively.

Instructions

1. Schedule assessments: Conduct at hiring, role change, annually, or when competence concerns arise
2. Complete collaboratively: Manager and employee discuss and agree on ratings
3. Be objective: Use evidence (certifications, performance, feedback) to support ratings
4. Identify gaps: Focus on meaningful gaps affecting job performance or IMS compliance
5. Plan development: Define specific, actionable development actions with timelines
6. Follow up: Track development progress and reassess competence

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Section 1: Assessment Information

Field	Details
Assessment Date	[YYYY-MM-DD]
Assessment Type	[ ] New Hire [ ] Role Change [ ] Annual Review [ ] Competence Concern [ ] Post-Training [ ] Other: _______
Assessment Period	[If annual, specify period covered]
Assessor (Manager)
Assessor Title

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Section 2: Employee Information

Field	Details
Employee Name
Employee Email
Current Role/Title
Department
Reports to
Hire Date
Time in Current Role

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Section 3: Role Requirements

3.1 Role Summary

Primary Responsibilities:

[List 3-5 key responsibilities for this role]

Critical Deliverables/Outcomes:

[What must this role deliver for Swedwise to succeed?]

3.2 IMS Responsibilities

IMS-specific responsibilities for this role:

• Compliance with policies and procedures
• Process ownership
• Risk management
• Document control
• Quality assurance
• Information security controls
• Environmental practices
• Customer satisfaction
• Audit participation
• Incident response
• Training delivery
• Other: _______________________

Reference: [Link to role description if available]

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Section 4: Competence Areas

Competence Rating Scale

Rating	Level	Description
0	No Knowledge/Skill	Unfamiliar with this area; no ability to perform
1	Basic Awareness	Understands concepts; can perform with significant guidance
2	Working Knowledge	Can perform routine tasks with occasional guidance
3	Proficient	Can perform independently and handle most situations
4	Expert	Deep expertise; can handle complex situations and mentor others
5	Master	Industry-recognized expert; innovates and leads in this area

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4.1 Core Competencies (All Roles)

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
Communication (written & verbal)				[ ] Yes [ ] No
Teamwork & Collaboration				[ ] Yes [ ] No
Problem Solving				[ ] Yes [ ] No
Customer Focus				[ ] Yes [ ] No
Time Management				[ ] Yes [ ] No
Adaptability/Learning Agility				[ ] Yes [ ] No
Digital Literacy				[ ] Yes [ ] No

4.2 IMS Competencies

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
Quality Management Awareness			[Understanding of QMS, customer focus, continuous improvement]	[ ] Yes [ ] No
Environmental Awareness			[Understanding of environmental impacts, responsibilities]	[ ] Yes [ ] No
Information Security Awareness			[Understanding of security risks, controls, responsibilities]	[ ] Yes [ ] No
Risk Management			[Ability to identify and manage risks in area of work]	[ ] Yes [ ] No
Process Adherence			[Following documented procedures and work instructions]	[ ] Yes [ ] No
Documentation			[Creating and maintaining accurate records]	[ ] Yes [ ] No
Incident Response			[Recognizing and reporting incidents/nonconformities]	[ ] Yes [ ] No

4.3 Technical/Role-Specific Competencies

[Customize based on role; examples provided for common Swedwise roles]

For Consultants/Technical Roles:

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
[Platform/Technology - e.g., OpenText Exstream]			[Certifications, project experience]	[ ] Yes [ ] No
[Platform/Technology - e.g., Salesforce]				[ ] Yes [ ] No
System Integration				[ ] Yes [ ] No
Requirements Analysis				[ ] Yes [ ] No
Solution Design				[ ] Yes [ ] No
Testing & Quality Assurance				[ ] Yes [ ] No
Technical Documentation				[ ] Yes [ ] No

For Sales Roles:

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
Product/Service Knowledge				[ ] Yes [ ] No
Needs Analysis				[ ] Yes [ ] No
Solution Selling				[ ] Yes [ ] No
Negotiation				[ ] Yes [ ] No
CRM (Salesforce)				[ ] Yes [ ] No
Proposal Development				[ ] Yes [ ] No

For Customer Success Roles:

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
Customer Onboarding				[ ] Yes [ ] No
Account Management				[ ] Yes [ ] No
Support & Troubleshooting				[ ] Yes [ ] No
Stakeholder Management				[ ] Yes [ ] No
Service Level Management				[ ] Yes [ ] No

For Operations/SaaS Roles:

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
System Administration				[ ] Yes [ ] No
Monitoring & Alerting				[ ] Yes [ ] No
Incident Management				[ ] Yes [ ] No
Change Management				[ ] Yes [ ] No
Backup & Recovery				[ ] Yes [ ] No
Security Operations				[ ] Yes [ ] No

Add additional role-specific competencies as needed:

Competence Area	Required Level	Current Level	Evidence/Notes	Gap?
				[ ] Yes [ ] No
				[ ] Yes [ ] No
				[ ] Yes [ ] No

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Section 5: Certifications and Qualifications

5.1 Current Certifications

Certification	Issuing Organization	Date Obtained	Expiry Date	Status
				[ ] Current [ ] Expired [ ] Renewal in Progress
				[ ] Current [ ] Expired [ ] Renewal in Progress
				[ ] Current [ ] Expired [ ] Renewal in Progress

5.2 Required Certifications

Does this role require specific certifications?

Required Certification	Timeframe	Current Status	Action Required
		[ ] Achieved [ ] In Progress [ ] Not Started
		[ ] Achieved [ ] In Progress [ ] Not Started

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Section 6: Competence Gap Analysis

6.1 Summary of Gaps

List all competence areas where Current Level < Required Level:

#	Competence Area	Required Level	Current Level	Gap Severity
1				[ ] Critical [ ] High [ ] Medium [ ] Low
2				[ ] Critical [ ] High [ ] Medium [ ] Low
3				[ ] Critical [ ] High [ ] Medium [ ] Low
4				[ ] Critical [ ] High [ ] Medium [ ] Low

Gap Severity Definitions:

• Critical: Gap prevents employee from performing essential job functions; immediate action required
• High: Gap significantly impairs performance or creates compliance risk; address within 1-3 months
• Medium: Gap limits effectiveness; address within 6 months
• Low: Gap is minor; address through normal development activities within 12 months

6.2 Overall Competence Assessment

Overall Rating:

• Exceeds Requirements: Performance consistently exceeds role requirements
• Meets Requirements: Fully competent in all required areas
• Partially Meets Requirements: Minor gaps; competent in most areas
• Below Requirements: Significant gaps; requires development plan
• Unsatisfactory: Unable to perform role; immediate action required

Assessor Comments:

[Overall impression, strengths, areas for development, context]

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Section 7: Development Plan

7.1 Development Actions

For each competence gap, define development actions:

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Gap #1

Field	Details
Competence Area
Current Gap	Required: _____ Current: _____
Target Level	[What level should be achieved?]
Target Date	[YYYY-MM-DD]

Development Actions:

#	Action	Method	Responsible	Resources	Due Date	Status
1		[ ] Training Course [ ] Certification [ ] Mentoring [ ] On-the-job [ ] Self-study [ ] Shadowing [ ] Other				[ ] Not Started [ ] In Progress [ ] Complete
2		[ ] Training Course [ ] Certification [ ] Mentoring [ ] On-the-job [ ] Self-study [ ] Shadowing [ ] Other				[ ] Not Started [ ] In Progress [ ] Complete

Success Criteria:

[How will we verify competence has been achieved?]

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Gap #2

Field	Details
Competence Area
Current Gap	Required: _____ Current: _____
Target Level
Target Date	[YYYY-MM-DD]

Development Actions:

#	Action	Method	Responsible	Resources	Due Date	Status
1		[ ] Training Course [ ] Certification [ ] Mentoring [ ] On-the-job [ ] Self-study [ ] Shadowing [ ] Other				[ ] Not Started [ ] In Progress [ ] Complete

Success Criteria:

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Gap #3

Field	Details
Competence Area
Current Gap	Required: _____ Current: _____
Target Level
Target Date	[YYYY-MM-DD]

Development Actions:

#	Action	Method	Responsible	Resources	Due Date	Status
1		[ ] Training Course [ ] Certification [ ] Mentoring [ ] On-the-job [ ] Self-study [ ] Shadowing [ ] Other				[ ] Not Started [ ] In Progress [ ] Complete

Success Criteria:

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[Continue for all identified gaps]

7.2 Development Resources Required

Summary of resources needed for development plan:

Resource Type	Requirement	Estimated Cost	Status
Training Budget			[ ] Approved [ ] Pending [ ] Not Required
Mentoring/Coaching			[ ] Arranged [ ] Pending [ ] Not Required
Time Allocation	[Hours/days]		[ ] Approved [ ] Pending [ ] Not Required
Other			[ ] Approved [ ] Pending [ ] Not Required

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Section 8: Agreement and Sign-Off

8.1 Employee Acknowledgment

I have reviewed this competence assessment and development plan. I understand the identified gaps and agree to the planned development actions.

Employee Name	Date	Signature

Employee Comments: (Optional)

8.2 Manager Approval

I confirm this assessment is accurate and the development plan is appropriate and achievable.

Manager Name	Date	Signature

Manager Comments: (Optional)

8.3 Resource Management / HR Review

Development plan reviewed for resource availability and competence framework alignment.

HR/Resource Manager Name	Date	Signature

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Section 9: Follow-Up and Reassessment

9.1 Progress Reviews

Schedule regular check-ins to monitor development progress:

Review Date	Progress Summary	Updated By

9.2 Reassessment

Conduct reassessment after development actions are complete:

Competence Area	Previous Level	Reassessed Level	Gap Closed?	Evidence
			[ ] Yes [ ] No [ ] Partially
			[ ] Yes [ ] No [ ] Partially
			[ ] Yes [ ] No [ ] Partially

Reassessment Date: __________

Reassessed By: __________

Overall Outcome:

• All gaps closed; competence meets requirements
• Significant progress; some gaps remain
• Insufficient progress; revised development plan required
• Other: _______________________

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Notes for Users

When to Conduct Competence Assessments

Mandatory assessments:

• New hires: Within first 30 days (baseline assessment)
• Annual reviews: Annually for all staff
• Role changes: Before or immediately after role change

Triggered assessments:

• Competence concerns raised by manager, peer, or customer
• After significant training or development
• Process changes affecting role requirements
• Audit findings related to competence
• Preparation for customer project requiring specific skills

Evidence of Competence

Good sources of competence evidence:

• Formal: Certifications, degrees, transcripts, training records
• Demonstrated: Project deliverables, work samples, customer feedback, performance reviews
• Observed: Manager observations, peer feedback, audit results
• Tested: Assessments, examinations, practical demonstrations

Avoid relying solely on self-assessment—use objective evidence where possible.

Development Methods

Choose development methods based on competence type and gap severity:

Method	Best For	Pros	Cons
Formal Training	Technical skills, certifications	Structured, recognized credentials	Higher cost, time away from work
On-the-Job Training	Practical skills, process knowledge	Immediate application, low cost	Requires capable mentor/supervisor
Mentoring/Coaching	Leadership, soft skills, domain expertise	Personalized, relationship-building	Depends on mentor availability/skill
Self-Study	Theoretical knowledge, emerging topics	Flexible, low cost	Requires self-discipline, no verification
Job Shadowing	Process understanding, role transition	Real-world context, low cost	Time-intensive for both parties
Job Rotation	Broad organizational understanding	Diverse experience	Disrupts productivity

Combine methods for best results (e.g., formal training + on-the-job practice + mentoring).

Addressing Critical Gaps

If critical competence gaps are identified:

1. Immediate mitigation: Adjust workload, increase supervision, pair with competent colleague
2. Accelerated development: Prioritize gap closure with intensive training/mentoring
3. Role adjustment: Consider temporary or permanent role adjustment if gap cannot be closed
4. Performance management: If gaps persist despite support, escalate to formal performance process

Integration with Training Requests

• Competence assessments should inform training requests (SW-IMS-FRM-007)
• Reference this assessment when justifying training needs
• Update this assessment after training completion to verify gap closure

Competence Records

Maintain competence records for:

• IMS compliance: Evidence that personnel are competent (ISO requirement)
• Customer assurance: Demonstrate staff qualifications for projects
• Resource planning: Identify skills available and needed
• Succession planning: Prepare for role transitions

Retention: Maintain for duration of employment + [TBD - e.g., 3 years].

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Document Control

Version	Date	Author	Changes	Approved By
1.0	[TBD]	HR / Resource Management	Initial template creation	[TBD]

Next Review Date: [TBD]

Document Classification: Internal

Document Owner: HR / Resource Management