BUILDING AN EFFECTIVE COMPETENCY SYSTEM

1. BUILDING AN EFFECTIVE COMPETENCY SYSTEM Presented by: Holly Elke, CRSP, CSP, CMQ/OE Senior QHSE Advisor SH&E System & SPM Solutions

2. TERMINOLOGY COMPETENT IN RELATION TO A PERSON, MEANS ADEQUATELY QUALIFIED, SUITABLY TRAINED AND WITH SUFFICIENT EXPERIENCE TO SAFELY PERFORM WORK WITHOUT SUPERVISION OR A MINIMAL DEGREE OF SUPERVISION. - Alberta OHS Code

3. TERMINOLOGY QUALIFIED MEANS BEING KNOWLEDGEABLE OF THE WORK, THE HAZARDS INVOLVED AND THE MEANS TO CONTROL THE HAZARDS, BY REASON OF EDUCATION, TRAINING, EXPERIENCE OR A COMINATION THEREOF. - BC (SASK) Regulations

4. REGULATIONS & STANDARDS • ALBERTA REGULATIONS: Section 13 TO 15 and throughout the OHS Code. • BC REGULATIONS – WCA – DIVISION 3 – General Duties Of Employers, PART 3 – OHS Program Contents/ New Or Young Workers, Etc.

5. REGULATIONS & STANDARDS • SASKATCHEWAN – OHS Regulations – Part III General Duties and throughout the Regulations where applicable. • OHSAS 18001 – 2007 • CSA Z1000 – 06 • ANSI Z490.1- 2009: Criteria for Accepted Practices in Safety, Health & Environmental Training.

6. COMPETENCY SYSTEM COMPONENTS • QUALIFICATION AND SELECTION (Job requirements/ Job descriptions/ Position Profiles) • ORIENTATION / INDUCTION (Initial and refresher) • SKILL TRAINING (Who needs what and when; internal vs. external providers)

7. COMPETENCY SYSTEM COMPONENTS • COMPETENCY DEVELOPMENT (Training plans/programs) • COMPETENCY EVALUATION (Progress and achievement of required performance levels) • COMPETENCY VERIFICATION (Required knowledge, skill, work practices maintained)

8. BUILDING AN EFFECTIVE COMPETENCY SYSTEM EVALUATE THE ELEMENTS THAT SUPPORT THE KEY COMPETENCY SYSTEM COMPONENTS

9. BUILDING AN EFFECTIVE COMPETENCY SYSTEM • Identification of Training Needs & Competency Requirements • Planning • Roles & Responsibilities • Resource Management • Infrastructure

10. BUILDING AN EFFECTIVE COMPETENCY SYSTEM • Communication • Document & Record Management • Implementation/Realization of Training Products & Services • Measurement & Analysis • Improvement

11. Competency System Evaluation Checklist: Section 1 • Formal Training Needs and Competency Assessment for all personnel • Prioritized based upon Risk Level • Corporate policy, standards, procedures, guidelines (Learning Management standard)

12. Competency System Evaluation Checklist: Section 2 • Corporate Strategic Plan includes training needs and competency requirements. • Goals & Targets set for each area /level of the company. • Program to measure progress and achievement. • Management of Change

13. Competency System Evaluation Checklist : Section 3 • Corporate, Industry & Regulatory Roles and Responsibilities for Training, Learning & Competency activities are defined. • Include trainers and contractors. • Include in training programs, products, offerings.

14. Competency System Evaluation Checklist : Section 4 • Adequate people resources are available to support the implementation and completion of training / learning activities, and the achievement of goals/targets. • Examine time commitments, number of people needed, qualification/ skill level.

15. Competency System Evaluation Checklist : Section 5 • Infrastructure supports required training / learning activities so established goals/targets can be achieved. • Examine training facilities, equipment, support services and products (classroom, practical sessions – demo / simulation scenarios, e-learning, etc.

16. Competency System Evaluation Checklist : Section 6 • Processes/ methods to share information that is created and collected by the Competency Management System are in place. • A process/method for obtaining and responding to stakeholder feedback is established.

17. Competency System Evaluation Checklist : Section 7 • Critical documents/ records have been identified • Access, frequency of use, format, location/storage medium, retention, back-up, disposal requirements defined. • Legibility, version control, distribution and removal of obsolete information is checked.

18. Competency System Evaluation Checklist : Section 8 • Training/ learning processes, products and services address training & competency requirements (corporate, industry and regulatory). • Qualification, orientation & skill training requirements/ programs are identified.

19. Competency System Evaluation Checklist : Section 8 • Training methods/ processes evaluated for effectiveness; Consider variations in language, literacy , personal ability, levels of responsibility, risk exposure, organizational / cultural barriers. • Methods to evaluate learning / training activities (by the trainee) are established.

20. Competency System Evaluation Checklist : Section 8 • Competency verification methods/ processes (Task observation, Demonstrations, Performance reviews, review of work orders/ project files, document audits, etc.) identified. • Qualification / competency requirements for training providers identified.

21. Competency System Evaluation Checklist : Section 8 • Process / method (i.e. spread sheets, databases, custom software, etc.) to track and retain information on completed training/learning activities ( historical data on each individual )

22. Competency System Evaluation Checklist : Section 9 • Performance Metrics to evaluate goals, objectives & targets established and collected. • Corporate / Management reviews include these metrics. • Conformity/compliance with regulatory / industry requirements tracked.

23. Competency System Evaluation Checklist : Section 10 • Performance metrics for deficiencies, trends, OFIs and achievement evaluated. • Action plan (annually) to address the results/ outcomes developed. • Evaluate implementation and effectiveness of actions taken.

24. Competency System Evaluation Results & Recommendations There were a total of 15 system gaps identified during the evaluation; there were 13 Major and 2 Minor System Gaps. R1 – Develop a corporate guidance document on how to conduct a training needs and competency requirement assessment.

25. Competency System Evaluation Results & Recommendations R2 – The Task Hazard Assessment documents and outcomes should be linked to the corporate and Business Unit training needs and requirements assessment. R3 – Establish a corporate governance/ guidance document that defines the organizational training and competency requirements, processes, methods to be used, activities to be conducted/ completed and responsibility for implementation.

26. Competency System Evaluation Results & Recommendations R4 - Strategic Planning activities should include a review of training/competency requirements and initiatives that may affect the organization at the corporate and business unit level. R5 – Establish measurable goals, objectives and/or targets to move the current training and competency activities from fragmented processes to a consistent and standardized management system that is defendable, effective and efficient.

27. Competency System Evaluation Results & Recommendations R6 - Review the current organizational design and placement of training resources; current levels of operational effectiveness, efficiency and ability/ authority to respond to internal and external demands should be examined. R7 – Assign positions, groups, committees that have the authority to manage the requirements of the corporate training and competency system.

28. Competency System Evaluation Results & Recommendations R8 – Standardize communication processes/ methods. R9 – Standardize document and record management methods; centralize training information and records. R10 - Establish a performance metrics program that can evaluate the progress and achievement of strategic training goals/objectives and the effectiveness of training/ learning activities .

29. QUESTIONS ?