2426016 - LMS - Working with Competencies in LMS Standalone Applications Knowledge Support and Tips

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2426016 - LMS - Working with Competencies in LMS Standalone Applications Knowledge Support and Tips


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1. Managing Competencies in a Standalone SuccessFactors Learning Instance

2. Competency Management Model

2.1. Competency Management Model Overview

3. Rating Scales

3.1. Creating a Rating Scale

4. Competencies

4.1. Rating Scales and Rating Criteria

4.2. Creating a Competency

5. Competency Profiles

5.1. Creating a Competency Profile

5.2. Hierarchical Structure of Competency Profiles




1. Managing Competencies in a Standalone SuccessFactors Learning Instance

The SuccessFactors Learning system is highly configurable. On this Knowledge Base Article, we will describe how to manage competencies in a standalone SuccessFactors Learning instance, and includes pertinent information on the Competency Management Model, rating scales, competencies, and competency profiles.

Administrator Role and Workflows
This training assumes that your SuccessFactors Learning administrator role is associated with all available workflows in the system. If your role does not include certain workflows, those tabs and pages will be grayed out and/or inaccessible.

Required Fields
Your system administrator configured specific fields throughout the system as required based on your organization’s business rules and processes. These required fields are indicated with a red asterisk (*). You must input data in these fields before you are allowed to progress.



2. Competency Management Model

On this section we will view a general understanding of the Competency Management Model.

2.1. Competency Management Model Overview

The Competency Management Model in SuccessFactors Learning allows an organization to track the levels at which a task or job are performed.

In addition, this model captures the proficiency level that an individual has achieved or must obtain to adequately perform a task or job.

The Competency Management Model outlines the basic workflows surrounding the grouping, assignment, and assessment of competencies for users.


Terms and Definitions

Lists the terms and definitions associated with the Competency Management Model.

Term                           Definition

Assessment              A level applied to a user by a rater or recorded automatically upon completion of an item.

Auto Assessment       Assessment is recorded automatically for the competencies when the learning event is recorded for the associated item.

Competency             A measurable capability that is required or recommended for effective performance; acquired through training or experience.

Competency Profile    A group of competencies; makes it easy to manage assignment and review of competencies to groups of users.

Gap                       A numerical difference between the required rating and the assessment rating.

Required Rating        A level necessary to be considered adequately competent.

Rating Criteria          Defines the meaning of rating scale labels per competency that uses that scale.

Rating Scale            Entity that defines the levels of proficiency for competencies.
                            Rating scales may be used by multiple competencies.

Implementing the Competency Management Model

The following steps should be followed to successfully implement the Competency Management Model:

1. Identify competencies and competency profiles.

2. Create rating scales.

3. Create competencies and assign rating scales.

4. Create competency profiles and assign to users.

5. Record assessment ratings.



3. Rating Scales

Any organization implementing a Competency Management Model uses rating scales to allow users and admins to assess competency ratings.
These rating scales must be created in SuccessFactors Learning before they can be referenced in the competency building process. Rating scales contain numeric levels that always start at ‘1.’

Rating Criteria
Rating scales are reusable and can be referenced by any number of competencies. A rating label such as ‘Exceeds Expectations’ has a different meaning for each competency that uses the scale.

To resolve this issue, admins create rating criteria to describe each rating label for every competency that uses the rating scale.


3.1. Creating a Rating Scale

On the bellow steps you will be able to create a new rating scale.

1. Navigate to References > System Admin > Rating Scales.


2. Click Add New.

3. Enter a rating scale ID.


4. Enter a description for the rating scale.

5. Enter a maximum rating (numeric value).

6. Enter a rating label for each rating level.

7. Click Apply.


8. Enter the number of reporting groups to include in the rating scale.

9. Enter a rating group label for each reporting group range.


10. Click Apply.

11. Click Add.

12. Close the add new rating scale window.





4. Competencies

A competency is an aspect of job knowledge and proficiency as defined by an organization and represents a skill, knowledge, attitude, or ability that is required of a user as it relates to his/her job or area of responsibility.
It may represent a specific goal and desired outcome of training.

Characteristics of Competencies
A competency can be categorized and identified by type (two required methods for qualifying competencies). The source of the competency can be used to identify the origin (i.e., SkillSoft or HR).
Competencies can also be aligned with subject areas.

Note: SuccessFactors HCM integrated customers will not manually add competencies to SuccessFactors Learning; a connector will be used to automatically add competencies.  See KBA 2425309 - LMS - Working with Competencies in SuccessFactors HCM Knowledge Support and Tips


4.1. Rating Scales and Rating Criteria

A competency must have one rating scale applied, which defines the levels of proficiency that can be assessed for a user. Because the rating scale is reusable and rather general in some cases, rating criteria are used to define each rating label for a given competency.



4.2. Creating a Competency

On the bellow steps you will be able to create (add) a competency and modify the rating criteria.

Warning: SuccessFactors HCM integrated customers should not add competencies directly into SuccessFactors Learning.
Customers using an integrated system will be adding competencies within SuccessFactors HCM (using a process described in other courses), and then the competencies 
will be brought into SuccessFactors Learning via a connector.
See KBA 2425309 - LMS - Working with Competencies in SuccessFactors HCM Knowledge Support and Tips

Add a Competency

1. Navigate to Performance > Competencies.

2. Click Add New and enter a competency ID and a description for the competency.

3. Select a competency category, a competency type, a rating scale, a competency source, and a domain.

4. Click Add.

Edit the Rating Criteria

1. Select the Rating Criteria tab.

2. Edit the text in any of the criteria fields listed on the Rating Criteria tab.

3. Click Apply Changes.




5. Competency Profiles

A competency profile is a grouping of one or more competencies. Competencies can belong to multiple competency profiles. A competency profile is assigned to a user, and the completion status (complete or incomplete) is calculated based on the assessed rating of the associated competencies and their required ratings within the profile.
More than one profile may be assigned to a user at a time. A competency can have different required ratings for each profile to which it belongs. Any modification to a competency profile (adding or removing a competency) has an immediate impact on all users with that profile assignment



A competency profile displays in the user record with one of two statuses:

+ Complete: All competencies in the profile have gaps of zero or positive numbers.

+ Incomplete: One or more competencies has a gap with a negative number


5.1. Creating a Competency Profile

On the bellow steps you will be able to create a competency profile and add competencies to your new competency profile.

Add a Competency Profile

1. Navigate to Performance > Competency Profiles.


2. Click Add New and enter a competency profile ID and title.

3. Select a domain and enter a competency profile description.


4. Click Add.


Add Competencies to the Competency Profile.

1. Select the Competencies tab.


2. Click the add one or more from list link.

3. Search for competencies

4. Check the Add checkbox next to each competency you are adding to the competency profile and click the Add button.


5. Select the desired required rating for each competency in the competency profile and click Apply Changes.




5.2. Hierarchical Structure of Competency Profiles

The competency profile may contain one or more competency profiles within it.
When the main competency profile is assigned to a user, all competencies in the main competency profile and any sub-competency profiles are added to the user record’s Competency tab.
In order for a competency profile to be designated Complete, the user must attain a mastery of all competencies contained within the competency profile, including the competencies from the sub-competency profile.








  • SAP SuccessFactors Learning Management System (LMS)


  • Competency in LMS Standalone Applications
  • Competencies in LMS Standalone Applications
  • LMS Standalone Competencies
  • LMS Standalone Competency
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