NASA Competency Management System Update Initiative: Supervisors Action

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NASA Competency Management System Update
InitiativeSupervisors Action
Laura Cochran Office of Human Capital
Management [phone]
October 2006
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Briefing Topics

• Background
• What CMS is Used For and Not Used For
• Actions for Supervisors October 31
• Platform/Browser Information and URL
  https//cmstool.nasa.gov/
• Steps to Complete Supervisor Action with Screen
  Shots
• Additional Resources

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Background

• The Agency is working to better align projected
  work and program demand with its workforce
  capacity.
• The CMS is the tool NASA is using to meet these
  workforce planning challenges and requires
  comprehensive and validated information.
• All employees and supervisors must take action to
  support this initiative, as directed in a
  memorandum from the Deputy Administrator on July
  21, 2006.
• The initiative was supported by GSFC with a
  Center-wide announcement from the Associate
  Director dated August 29, 2006.
• The update requires actions from employees and
  supervisors to be performed within the defined
  timeframe.

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What is CMS Used For?

• CMS is used for
• Human Capital Management - CMS ensures NASA has
  the competencies needed to complete its mission.
• Integrated Business Processes - CMS provides a
  frame of reference to map business objectives to
  competencies.
• Employee Development - CMS helps define training,
  development and knowledge areas for employees.
• Expertise Locator - CMS eases the search for
  expertise and knowledge within the Agency's
  Workforce.
• Knowledge Management - CMS creates communities of
  practice, a valuable resource for knowledge
  sharing.
• Communication Tool - CMS provides a consistent
  language and framework for communications.
• Source Agency CMS web-site

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What is CMS NOT Used For?

• CMS is not used for
• Job Selection - CMS is not designed or used as an
  Agency employment and selection system.
• Pay Setting - Grade and pay are determined by
  employees' duties and responsibilities defined
  through the job analysis and classification
  process, not through CMS.
• Performance Evaluation - An employee's
  performance evaluation is based on
  responsibilities and performance, not information
  in CMS.
• Task/Work Assignments - CMS provides supervisors
  with limited information about an employee - it
  does not capture everything a supervisor would
  need to assign a particular task or job.
• Source Agency CMS web-site

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Supervisor Actions (in Addition to Completing
Their Own Competency Update and Self-Rating)

• Supervisors shall log in to the CMS and review
  the portfolios for each of their assigned
  employees.
• Supervisors shall verify they have access to the
  appropriate employee records.
• Supervisors shall validate (under New
  Validation column) all competencies in the
  employees portfolio with an employee selected
  proficiency (under Self-Rated Level) of 3 or 4.
  
• Supervisors shall coordinate with their employees
  to discuss any questions or concerns.
• The deadline to complete this action is October
  31, 2006 for all NASA supervisors.

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Platform/Browser Information and URL

• https//cmstool.nasa.gov/
• CMS can be accessed by PC using Microsoft
  Internet Explorer
• CMS can be accessed by Mac using Mozilla Firefox
  or Apple Safari

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Logging In

• Select GSFC from Center drop down list
• Your ID password are the same as your WebTADs!

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Supervisor Responsibilities

• In the CMS
• Under Employee Role, Supervisors should have
  already completed
• Review/add/delete their own competencies
• Add proficiency rating to their own competencies
• Under Manager Role, Supervisors need to
• Validate each employees proficiency that has a
  self-rating of 3 or 4
• Validate each employees proficiency that has a
  non-rating of 0 (if the employee has not rated
  themselves)
• Review, discuss and document discrepancies/opportu
  nities

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Steps for Supervisor Action Validating an
Employees Proficiency
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Changing Role to Managers View

• To transition from your own portfolio review to
  employee proficiency validation, change to
  Manager on the CMS roles drop down list and
  click Change Roles

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Accessing Employee Competency Portfolios

• To access employee portfolios for validation,
  select Employees tab

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Selecting The Organization

• Select organization from drop down list and click
  Change List

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Selecting an Employee

• Select employee from drop down list and click on
  name to review their record

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Note New Enhancements to CMS as of 10/11/06

• Recent Changes to CMS (Effective October 11,
  2006)  (1) New Employee Status Page
• When you log into the system and select the
  Manager Role when you click on the "Employees"
  tab, the first page that will be displayed is a
  status that shows a listing of employees that
  either
• (A) have not completed their own review, or
• (B) they require the supervisor to validate one
  or more of their competencies.
• The employee names will appear as links. If you
  click on the link, it will bring up the
  employee's portfolio
• Also, on the Menu Bar in CMS (where you have the
  menu items "Single Edit" and "Group Edit", there
  is a new menu item "Validation Status" . Clicking
  this will display the employee status page again.
  
• (2) New column "Has Info" when displaying the
  employee's portfolio
• This is just for the "Manager Role"
• When the user clicks on the "Employees" tab and
  then selects an employee, when their listing of
  competencies is displayed, there is an additional
  column titled "Has Info". This will indicate to
  the supervisor, for which (if any) of the
  competencies that are listed, the employee has
  submitted additional information in the
  "evidences" block.
• If there are evidences available, the table will
  display a "YES" highlighted in green.
• If no evidences are present for the competency,
  then nothing will be displayed in that column.

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Review Tier Levels and Validate Proficiency 3 or 4

• If you agree with the employees self-assessment,
  type number for validation under New Validation
  and click Validate

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The Result of Validating

• Rinse and repeat, as needed

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If Supervisor Does Not Agree With Employee
Self-Rating

• Check to see if employee has listed evidences and
  review by clicking on competency

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Reviewing Competency Evidences

• Review listed evidence and click on Perform New
  Validation to update

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Review New Validation Instructions

• Information on Current Tier Level

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Information on All Tiers

• Tier 1 Basic knowledgeAn individual has a
  basic knowledge of the subject matter and shows
  an awareness of how this competency relates to
  their job.
• Tier 2 Working knowledgeAn individual has a
  working knowledge of the subject matter such that
  they are able to effectively apply that in their
  job.
• Tier 3 ProficientThrough the experience of
  applying their knowledge on the job, or other
  related activities, an individual has developed a
  thorough understanding of the subject matter AND
  is highly proficient in being able to apply that
  knowledge in their work environment.
• Tier 4 Subject matter expertThrough years of
  experience, or advanced study, an individual has
  developed a comprehensive understanding of the
  subject matter and its interactions with other
  disciplines/competencies. The individual has
  advanced their set of skills to be able to apply
  their expertise to a multitude of projects and
  situations. The individual utilizes their
  in-depth knowledge to communicate and collaborate
  with peers within their normal work environment
  and outside to other professional business or
  technical communities.

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Inputting a Rating on this Page (page 1 of 2)

• To input/update rating pull down menu to select
  appropriate level and input comments in text field

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Inputting a Rating on this Page (page 2 of 2)

• Click on Submit Validation level to record new
  validation and comments

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What To Do If Supervisor and Employee Still Dont
Agree

• Supervisors should
• If not familiar with the employees background or
  work history, ask for information from the
  employee on their professional background
  (credentials, experience, training and
  education).
• Allow the employee to provide evidence of
  professional work history via SF50s, resumes,
  performance reports, training records, or other
  documentation which substantiates proficiency
  information.
• If there is a disagreement about the level of
  proficiency, seek input from peers in the
  employees professional community.
• If after seeking resolution on an agreed upon
  proficiency level there remains disparity,
  supervisors and employees are encouraged to
  document the disagreement in the free text block
  in the CMS Tool.  The notes would outline the
  disparity, including rationale, but would also
  identify the opportunity to review the issue at a
  reasonable point in the future.   The note by the
  supervisor should also indicate developmental
  opportunities to gain the higher proficiency
  rating in any competency required for the
  employees current position.  Opportunities to
  include  training, detail to another assignment,
  shadowing a Subject Matter Expert, etc. 

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Additional Resources
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Quick Guides - https//cmstool.nasa.gov/qguides.ht
m
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Points of Contact for Help
Additional support is available to you OHCM
Workforce Hotline [phone] OHCM
Workforce Listserv workforce_at_listserv.gsfc.nasa
.gov OHCM CMS Team Laura Cochran, GSFC CMS
Manager 301-286-5757 Dyron Gunter,
Alternate 301-286-8052 Crystal
Gayhart, Alternate
301-286-8851 Competency Development Talent
Cultivation Office 301-286-9122 Performa
nce Management Performance Work-Life
Dynamics Office 301-286-9218