Who is this article for?

Administrators who want to learn to create a Competency role.

Administrator permissions are required.

Creating and editing Competency roles is a fundamental aspect of structuring your organisation's training and development framework. This article will guide you through the process of establishing new roles and modifying existing ones, enabling you to define the specific competencies required for each position within your company and ensure that your training programmes align precisely with your organisational needs and objectives.

1. Roles

Video: Roles Overview

Video: Roles and Self-Ticket Management Webinar

Watch the video to view a 40 minute comprehensive training Webinar focusing on all aspects of Roles and the Self-Ticket Management Feature in Lucidity Competency. 

• Roles: starts immediately and continues to the 30 minute mark.
• Self-Ticket Management: starts at the 30 minute mark and continues for 10 minutes.

Note: This Webinar was recorded in December 2018. Any updates to the Roles or Self-Ticket Management features since then will not be included.

Roles allow Lucidity Competency to link a user with the training that they require as well as generate a Training Needs Analysis (TNA) or Training Matrix Report. This is achieved by creating roles and allocating them to users.  

When a user is allocated a role, Lucidity Competency checks the capabilities listed against each role with the records for each user and automatically:

• Recognises where there is a valid training record for a capability and performs no action.
• Creates a training need when there is an expired or lapsed training record.
• Creates a training need when there is no training record.

This process is automatic and the system constantly monitors the training records, as well as the contents of each role, to keep the list of needs up to date. This way there is always either a valid training record or an open training need for every capability that has been allocated to a user.

• Roles can consist of one or more capabilities and users can be allocated more than one role.

In the example table below, the user has been allocated four roles. They will therefore automatically be allocated all nine associated Capabilities. The administrator is only required to allocate four roles manually as opposed to ten separate needs. A training matrix report can now be run to show their existing records and required needs.

2. Creating and editing a role

To create a new Role, from the Roles page:

1. Click Add New. On the screen that appears, enter the role title and description.
2. Complete the fields (see table Definitions of fields below).
3. Click Save.

Note: The details captured for each role may vary slightly between each system configuration. Fields marked with * are mandatory.

2.1. Definition of fields

Field	Definition
Role Title	Enter a title.
Description	Enter a description. This can be used to distinguish between similar roles.
Role Category	Select the role category: For example: Induction, Employees.
Need Creation Lead Time	Enter a need creation lead time in days.
Capabilities	Select the capabilities that are to apply to this role. Click Save and Next to add additional capabilities. A Needs Classification can also be selected for each capability added.
Person	Select the person or group of people to be linked to the role. The People filter allows for the selection of division, user groups etc in order to make the bulk selection of people easier.

To edit an existing role, click the edit button on the right-hand side of the relevant role and follow the steps above.

Note: That changes to the role once saved will be reflected in the needs that have been automatically created by Lucidity Competency. If additional capabilities are added or removed, the system will review the change and automatically adjust the corresponding needs for all users allocated to the role. The same process is carried out for changes to users allocated to the role.

3. Further reading

• Copying, deleting and allocating Competency roles
• Duplicating and automatic lapsing of Competency records
• Creating Competency training records