Agency Competency Management System (CMS)

1. AgencyCompetency Management System (CMS) Overview and Training All Employees A One NASA Product

2. What is the Competency Management System? • Collects current competency inventory in a common language across the Agency • Identifies future competency needs tied to organizational strategies and POP cycle guidance • Assists in gap analysis and workforce planning • Provides search capabilities to find employees, positions, or projects that use competencies

3. What is a Competency?“Competencies are what you need to know, to do what you do” • COMPETENCY – A base-level of knowledge that is relevant to the Agency’s Mission. The knowledge can be applied across position and organizational boundaries. It is NOT roles or functions • SUBCOMPETENCY – Further delineation of the base-level of knowledge • WORKFORCE COMPETENCY DICTIONARY – The total collection of competencies. It categorizes the breadth of NASA’s Corporate Knowledge

4. Why was CMS created? • In response to the President’s Management Agenda and NASA‘s Strategic Human Capital Plan Strategic management of human capital is critical for strengthening the Agency. The workforce is an asset just like infrastructure or financial capital • In the spirit of “One NASA” An Agency wide system, shared by all Centers, was required for measuring and communicating workforce capability • To assess the alignment of work within the Agency A methodology was needed for measuring imbalances in the current or future workforce as compared to NASA strategies and Program/Project requirements • To support effective delivery of Human Capital Programs • A process was required to support decisions about how to invest wisely in areas such as training and development, recruiting, career planning

5. How was the Agency CMS developed? • Agency wide team was established in 2002 • Included representatives from every Center • Developed a Workforce Competency Dictionary in summer 2002 • Team members included Subject Matter Experts at every Center to help generate the titles and definitions for each competency • This resulted in a broad representation of ideas and inputs from across NASA and a level of collaboration within the communities of practice • In 2004, Headquarters Mission Directorate and Mission Support Office Subject Matter Experts and the Centers provided inputs to revise the dictionary.

6. How will the Agency use CMS? • Workforce Planning The CMS will support human capital decisions by assessing gaps between competency requirements and available competencies • Project and Organizational Profiles The CMS will provide Senior Leadership with insight into the knowledge capabilities of the workforce distributed across the programs, projects, and Centers • Knowledge Management The CMS can link together people with the same or similar competencies into communities of practice, which can then be connected to information that is relevant to that community • Integration of Business Processes The CMS will help establish and communicate priorities in Agency wide programs for staffing and education • Search for Expertise The CMS will provide employees, organizations, and functional communities with the capability to find employees, positions, or projects that utilize competencies

7. How will the Centers use CMS? • In order to provide current and useful data, it is anticipated: Centers will provide data to CMS annually, in preparation for budget planning • CMS will be incorporated into existing business processes wherever possible For example, CMS updating will be included in the process for identifying training and development priorities, identifying personnel who may be a good fit for projects or assist in finding the right people to consider for succession planning • Employees and Supervisors can use CMS to plan employee’s careers CMS can be used to identify competency gaps and target training and development to close those gaps or to prepare them to take on new roles.

8. How will Line or Project Managers use CMS? • One of NASA’s goals for successful human capital management, is the ability to staff the right people with the right skills at the right time. • The typical staffing process usually STARTS with the budget planning cycle and the question “How do we staff the Programs/Projects in dollars and FTE?” and ENDS with workforce allocation in terms of names to jobs to Projects to Time. • One goal of CMS is to help better connect these processes

9. What CMS does NOT do… It is important to note that competencies are one approach to describe one aspect of an individual’s capabilities – strictly as it relates to the Agency’s mission. Competencies do not reflect, nor are intended to capture, all of what a person knows or is capable of doing. Therefore: • CMS does NOT determine grade • CMS does NOT replace performance management • CMS is NOT a replacement for promotions and competition

10. Expectations for Employees and Managers • Expectations for Employees • Employees will build their competency portfolios • Employees will be expected to maintain their portfolios and update them as needed • Employees will be expected to respond to an annual call to verify competency data integrity • Expectations for Managers • Managers will build and maintain their personal portfolio • Managers will build competency portfolios for positions in their organizations, and review employee portfolios • Expectations for Organization Managers • Organization Managers will be asked to assess their program/project needs in terms of competencies and FTEs utilizing WISP

11. Logon Here Click Here to Download the Dictionary Accessing the CMS • The Competency Management System (CMS) is a Web-based system that is accessed through the internet • The CMS Web address is: https://cmstool.nasa.gov • We recommend that Internet Explorer be used as the Web browser for CMS

12. CMS User Logon • CMS is Agency-wide and used by all other Centers • In order to access your profile you must select “Your Center” from the drop-down box • To log on to the CMS you must use your Web TADS ID and password Select your center, then log on with your WebTADS username and password

13. First, Last (Name) CMS Start Page for Employees • Upon accessing the CMS you will be greeted by a start page (Default for supervisors is “Manager” role. Change role with pull-down, click Change Roles) • The start page will give you a general overview of the system and provide definitions of CMS related terminology • To view your portfolio select “My Portfolio” • After selecting my portfolio you will be able to view and make changes to your competencies

14. CMS Dictionary • Definitions for each of the competencies are provided in the CMS Competency Dictionary • The dictionary can be downloaded from the CMS as shown • It is recommended that you download the dictionary and review before making changes to your portfolio

15. Adding a Competency • Before adding any competencies to your portfolio please consult the Business Rules in the Competency Dictionary • Adding competencies to your portfolio is very simple • By scrolling to the bottom of the “My Portfolio” page you can chose to add additional competencies • After selecting “Add Competencies” you will be taken to a screen that provides all the competencies in expandable screens.

16. Click on the “Plus Box” to expand. Adding a Competency • The ‘ADD COMPETENCIES” screen needs to be expanded for each competency Domain that you think applies to you.

17. Select the individual competency(ies) to add to your portfolio with checkbox. Then Click on to add competencies to portfolio. Selecting One or More Competencies • To add a competency simply click the check box next to the competency name and scroll to the bottom and chose “Add competency” • Your profile will then be updated

18. Competency has now been added Adding a Competency • When you return to your Portfolio, you will see the added competency. • There is a system limit of twenty (20) competencies per portfolio. • Note: Competencies marked are required or Primary for your position. • Unmarked competencies are additional competencies in your portfolio.

19. 1 2 Enter the Tier Levels, then Click the Change Tier Button Selecting a Level of Proficiency (Tier)- Optional - • Selecting a Level of Proficiency, or Tier, requires that you understand the general guidelines for Tier selection. These guidelines are in Appendix B of the CMS Dictionary. • Determine the Tier you want to select for each competency. • Entering a Level of Proficiency is a two step process • Enter the Tier level in the Tier Level column boxes • Then simply click the Change Tier button at the bottom of the column.

20. Sub-Competencies • CMS has the ability to capture an employee’s sub-competencies. • Sub-competencies are specific areas of a competency in which an employee may have knowledge. The check boxes are indented. • Sub-competencies can be added to your portfolio by following the same procedures as “Adding a Competency” • Sub-competencies can be found in the “Add Competency” section of CMS just below a main competency

21. Deleting a Competency • Deleting a competency is simple as well • Click in the remove box next to the desired competency listed in “My Portfolio” • Then scroll to the bottom of the screen and click “Delete” • The selected competency will then be removed • If a mistake is made you can add the deleted competency by following the “Add Competency” steps

22. Skills, Experience, Training, & Position History • Within CMS you are able to document any Additional Skills that you feel may be useful to the Agency. Also, you may document the Applied Experience that enabled you to gain competencies. • This information can be accessed by selecting the appropriate option at the top of the screen under the “My Portfolio” tab • In addition, you are also able to view your training record • In the future, you will be able to view your position history

23. Feedback • The CMS is able to receive your feedback regarding the system • This feedback is routed to the System Administrator and is a permanent record • Feedback can be entered by selecting the “Feedback” tab at the top of your screen • The feedback system also allows you to direct your comments regarding a particular area of the system • This is done through making selection from the 4 feedback subjects across the top of the screen under the tabs

24. Search • CMS allows you to locate other Center and Agency employees who have the competencies of interest to you. • Word searches can also be done for Experience, Skills or Training • Searches can be Agency-wide or Center specific. • The “Search” tab takes you to a screen that allows you to find other individuals throughout the Agency by using several different filters

25. Your Center’s CMS Team • The CMS team is hard at work to make this new and useful tool as user-friendly as possible • The CMS team welcomes any comments or suggestion on how to improve the system or this briefing • If you have any questions or comments please contact: OHR Workforce Transformation Hotline-x6-7918 workforce@listserv.gsfc.nasa.gov • For more information: GSFC CMS Webpage http://ohr.gsfc.nasa.gov/cms/ NASA CMS Webpage https://cmstool.nasa.gov