# Presentation: 702119

## NASA Competency Management System Update Initiative:Supervisor’s Action

**Laura Cochran**
**Office of Human Capital Management**
**(301) 286-5757**

**October 2006**

**NASA Competency Management System ****Update Initiative:****Supervisor’s Action**

**Background**
**What CMS is Used For and Not Used For**
**Actions for Supervisors – October 31**
**Platform/Browser Information and URL  **_**[https://cmstool.nasa.gov/](https://cmstool.nasa.gov/)**_
**Steps to Complete Supervisor Action with Screen Shots **
**Additional Resources**

**Briefing Topics**

## 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.

## 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**

## 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**

## 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 employee’s 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.

## Platform/Browser Information and URL

_**[https://cmstool.nasa.gov/](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**

## Logging In

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

## 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 employee’s proficiency that has a self-rating of 3 or 4
- Validate each employee’s proficiency that has a non-rating of 0  (if the employee has not rated themselves)
- Review, discuss and document discrepancies/opportunities

## Steps for Supervisor Action: Validating an Employee’s Proficiency

## Changing Role to Manager’s 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”**

## Accessing Employee Competency Portfolios

**To access employee portfolios for validation, select “Employees” tab**

## Selecting The Organization

**Select organization from drop down list and click “Change List”**

## Selecting an Employee

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

## 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.

## Review Tier Levels and Validate Proficiency 3 or 4

**Review Tier Levels and Validate Proficiency 3 or 4**

**If you agree with the employee’s self-assessment, type number for validation under “New Validation” and click “Validate”**

## The Result of Validating

**“****Rinse and repeat”, as needed**

## If Supervisor Does Not Agree With Employee Self-Rating

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

## Reviewing Competency Evidences

**Review listed evidence and click on “Perform New Validation” to update**

## Review New Validation Instructions

**Information on Current Tier Level**

## Information on All Tiers

**Tier 1 : Basic knowledge****An individual has a basic knowledge of the subject matter and shows an awareness of how this competency relates to their job.**** **
**Tier 2 : Working knowledge****An individual has a working knowledge of the subject matter such that they are able to effectively apply that in their job.**** **
**Tier 3 : Proficient****Through 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 expert****Through 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. **** **

## 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**

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

**Click on “Submit Validation” level to record new validation and comments**

## What To Do If Supervisor and Employee Still Don’t 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.

## Additional Resources

## Quick Guides - https://cmstool.nasa.gov/qguides.htm

## Points of Contact for Help

- Additional support is available to you...
- OHCM Workforce Hotline:	  		      301-286-7918
- OHCM Workforce Listserv:	  _[workforce@listserv.gsfc.nasa.gov](mailto:workforce@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
- Performance Management:
-   Performance & Work-Life Dynamics Office	       301-286-9218