TECHNICAL/FUNCTIONAL

COMPETENCY MAPPING

Sushmita Srivastava
Sushmita Srivastava

TWO MAIN TYPES OF

COMPETENCY MODELS
TECHNICAL/ FUNCTIONAL
COMPETENCIES/BEHAVIOURS REQUIRED FOR SUCCESS IN the
job

BEHAVIOURAL: COMPETENCIES/BEHAVIOURS
REQUIRED FOR SUCCESS IN GROUPS

Sushmita Srivastava

Outline
a) An introduction to functional competency modeling &
mapping ?
b) Evolving a Framework.
b) Elements of functional competency
c) Assessing functional knowledge & functional
orientation
d) Developing proficiency scales
d) Steps in functional competency modeling & mapping
e) Best Practices & key learning in implementing the
process.
Sushmita Srivastava

Why do we need to do it ?
Primarily for People Development
CAPACITY BUILDING
TECHNOLOGICAL LEADERSHIP

Sushmita Srivastava

A Typical Competency Framework structure

Competency Clusters

CC2

CCI

C1

C2

C3

Behavioral
indicator
related groups
Sushmita Srivastava

etc

etc etc

CC3

etc etc etc

Closely related competencies

(without levels- frameworks
covering a limited range of roles or
with levels- framework covering a
number of diverse roles)

Typical Content Of A Competency Framework

Competency Cluster
Working with people
Competencies with levels
Managing relationships
Level 1 : Builds relationships internally
Level 2 : Builds relationships externally
Level 3 : Maintains external networks
Teamworking
Level 1 : Is a team member
Level 2 : Supports team members
Level 3 : Provides direction for the team
Influencing
Level 1 : Project a positive image

Level 2 : Influences the thinking of others

Level 3 : Changes the opinions of others

Sushmita Srivastava

Behavioral Indicators
(for Managing Relationships)
Level 1:

Level 2 :

Level 3 :

Builds relationships
internally

Builds relationships
externally

Maintains external
networks

Adapts personal style to

develop relationships with
colleagues.

Takes account of the

impact of own role on
the needs of external
contacts.

Takes account of
different cultural styles
and values when
dealing with external
organizations.

Adapts form and

presentation of information
to meet needs of the
audience.
Identifies and maintains
regular contact with
individuals who depend on
or who influence own work.

Sushmita Srivastava

Maintains regular twoway communication with

external contacts.
Identifies and nurtures
external contacts who
can contribute to the
business.

Actively manages
external contacts as a
business network.
Identifies and makes
use of events for
developing external
network.

The Level of data-gathering required when

describing behavioral indicators

Specific
J
O
B
R
O
L
E

Specific

APPLICATION
General

Eg. recruitment for all team leaders

Gather data :
Specific to the application
Within the identified jobs/roles
From the relevant business unit (s)

Eg. recruitment for all jobs

Gather data :
Generic Specific to the application
Across all jobs/roles
Across the whole organization

Sushmita Srivastava

Eg. all applications, for all team leaders

Gather data :
Relevant to all applications
Within the identified jobs/roles
From the relevant business unit (s).
Eg. Application, for all jobs
Gather data :
Relevant to all applications
Across all jobs/roles
Across the whole organization

Example of sampling methodology for

data-gathering in a large organisation
Marketing

Senior managers
Middle managers
Junior managers
Team leaders
Administrative
staff
Operational staff

Sushmita Srivastava

Sales

Prodn.

Distr.

Packaging

Personnel

Finance

Functional Competency - knowledge

The knowledge or understanding possessed
by an individual in the context of the job.
Knowledge of What & How of the job.

Sushmita Srivastava

Functional Competency - knowledge

Unable to apply
knowledge on
routine

Sushmita Srivastava

Has basic knowledge &

understanding but unable
to apply it to perform
routine tasks

Functional Competency - knowledge

Able to apply
knowledge on
routine

Sushmita Srivastava

Is able to apply
knowledge &
understanding on simple
repetitive / routine tasks.
Is able to identify basic
issues under guidance of
a superior.

Functional Competency - knowledge

Applies
knowledge to
Analyze
situation in own
area.
Supervision
required for
related areas

Sushmita Srivastava

Is able to apply knowledge

of work-process,
equipment & techniques to
analyze simple cause and
effect relationship in own
area of work. With
support is able to go
beyond the immediate
and correlate to other
related areas.

Functional Competency - knowledge

Analyses
situation in own
and related area
in applies
knowledge
under guidance

Sushmita Srivastava

Is able to apply knowledge of

work-processes, equipment
and techniques to analyze
and correlated data from
multiple sources in own
area. With guidance, is
able to apply knowledge to
analyze problems that are
not routine or are in related
areas.

Functional Competency - knowledge

Has in-depth
knowledge in
own and
related areas
independently
analyses
complex issues

Sushmita Srivastava

Has in-depth knowledge of work

processes and their inter-linkages
with other processes, equipment,
tools and techniques in his work
area and related areas. Is able to
apply such knowledge to
independently and analyze and
correlate complex issues related
to different areas that impact
own network.

Functional Competency Orientation

The attitude displayed towards learning new
things in functional areas. Curiosity shown
in trying out new things; having a Flair for
technical / functional matters. Attempting
to understand the why in order to improve
the current situation.
Sushmita Srivastava

Functional Competency - Orientation

Not keen to add
functional
knowledge

Sushmita Srivastava

Does not show keenness to

add functional knowledge
through observation,
questioning etc.

Functional Competency - Orientation

Picks-up the
basic functional
aspects in own
area

Sushmita Srivastava

Is curious to know about

work processes etc and their
flows in his work area.
Tries to keep self updated in
his area. .

Functional Competency - Orientation

Gets involved
and applies
improvement
activities in own
area.

Sushmita Srivastava

Takes initiative and gets

involved in problem solving
/ improvement activities in
related area. Attempts to
understands the rationale
and principle behind the
operations.

Functional Competency - Orientation

Learns things
outside own
field, challenges
existing practices
for
improvements

Sushmita Srivastava

Is curious to discover new

things, explores beyond own
field, challenges existing
practices and attempts to
improve his/her
understanding on the
principles and assumptions
behind operational
frameworks.

Functional Competency - Orientation

Acquires and
applies new
knowledge in
own and
related areas

Sushmita Srivastava

Acquires new knowledge in his

own and related areas and does
simple new things. Seeks out
experts to advance personal
knowledge. Identifies patterns in
operational data and correlated
with concepts and frameworks
and analyses the problems using
such correlations.

CLASSIFICATION OF PEOPLE
PROCESSES INTO 3 TYPES
PREDICTING SUCCESS
REWARDING SUCCESS
DEVELOPING SUCCESS

Sushmita Srivastava

CLASSIFICATION OF PEOPLE
PROCESSES INTO 3 TYPES
PREDICTING SUCCESS :
SELECTION,PROGRESSION & SUCCESSION PLANNING.

REWARDING SUCCESS :
COMPENSATION, BONUS & REWARDS

DEVELOPING SUCCESS:
TRAINING & DEVELOPMENT
Sushmita Srivastava

WHAT ARE COMPETENCIES

AN OPERATIONAL DEFINITION
IT IS FINDING OUT A BASIS FOR CREATING
A UNIFORM,SPECIFIC & OBJECTIVE
MEASURE
FOR
PREDICTING
REWARDING &
DEVELOPING
SUCCESS
Sushmita Srivastava

FUNCTIONAL CLUSTERS
FUNCTIONS

OPERATIONS
MAINTAINENCE
MARKETING & SALES
MINING OPERATIONS
TECHNICAL SERVICES

Sushmita Srivastava

FUNCTIONAL CLUSTERS
CLUSTERS

OPERATIONS --- HOT ROLLING

--- COLD ROLLING
----IRON MAKING
----- STEEL MAKING
MAINTAINENCE ---ELECTRICAL
---- MECHANICAL
----- REFRACTORIES
Sushmita Srivastava

FUNCTIONAL CLUSTERS &

JOBS

JOBS IN THE CLUSTERS

STEEL MAKING

----- PRIMARY
----- SECONDARY
---- CONTINUOUS
CASTING
COKE OPERATIONS ---- STAMP CHARGING
TOP CHARGING
Sushmita Srivastava

FUNCTIONAL JOBS &

SKILLS
JOBS & SKILLS
HOT ROLLING --- STEEL GRADES
--- SURFACE CLEANING

Sushmita Srivastava

Functional Skill Inventory

Job Code

Job Description Pos. Code Position Description

Sushmita Srivastava

Department

Development Process : Best practices

Findings from :
HLL
GE
TATA MOTORS
Managers are assessed against positions requirements on three counts :
1. Performance in terms of delivery of targets
2. Assessment on professional skills, based on the function in which you work
( HR/ Technical/ Commercial/ Sales/ Marketing etc)
3. Assessment on competencies. These companies have their own set of
managerial generic competencies which all managers are supposed to have in
good measure
Assessment results lead to certain development decisions like rotation,
succession, individual development plan, rewards etc.
Sushmita Srivastava

Use of Assessments results

Personal Development Plan : As part of PDP, skill gaps are identified, for which
individual development action plans are made and reviewed along with targets.
Here it is ensured that the development plan should not have more than 2 skill.
Recruitment : It also ties up with Recruitment, companies have started moving to
Competency based recruitment.
Career Planning : It ties up with Career Planning, as Potential candidates are
identified more on the basis of potential assessment done through competency
profiling.
Training : It ties up with Training as the training needs are identified through
annually assessment of competency gaps, which is fed into training for customising
Training and Development efforts.
To reward : based on delivery of target & sustained delivery over a period of time

Sushmita Srivastava

Individual Development Plan through profile

match up
Position
Requirements

Profile Match up
Requirement Vs Qualification

Sushmita Srivastava

Person (Holder)
Qualification

Individual
Development
Plan

Functional knowledge & skill mapping process

Workshop Steps : Organise a

workshop by inviting functional experts

Workshop
Preparation

Finalisation of
broad functional
clusters
Step 4: Ascertaining proficiency level
required for the job on a 5 point scale
Listing of all
positions in each
function clusters
Preparation of
cluster wise
knowledge & skill
directory

Step 3: Identification of functional

knowledge and skill required for
performing the job
Step 2: Job Description is to be
prepared for each unique job
Step 1: Grouping similar
positions to form unique jobs

Sushmita Srivastava

Validation &
Approval

Validation of job
requirements (functional
knowledge & skill) by
Senior Management

Functional cluster mapping exercise

(Pilot project at F&A)

List of Officers from F&A functional cluster across the departments was
generated from database
Old work on Functional Knowledge & Skill checklist was collected for
reference
A workshop was organised by inviting functional experts from F&A

Sushmita Srivastava

Step 1 : Grouping similar positions to form

unique jobs
JOB
NAME
Head F&A
Mr. Rajan Baboo
Head F&A
Mr. Rakesh Chandra
Head F&A
Mr. J. S. Shastry
Head F&A
Mr. Sanjiv Verma
AUDIT
Ms. Ankita Verma
AUDIT
Mr. S. N. Jha
Capital accounting
Mr. A K Mundhra
Capital accounting
Mr. Manish Kumar Agarwal
Cash and Bank operation Mr. Manoj Kumar Gupta
Cash and Bank operation Mr. H D Tailor
Costing
Mr. Rajeev Kumar Choudhary
Costing
Ms. Priya Anand
Financial Analyst or MIS / Mr.
D SRajesh
S (FA &Daga
FC)
Financial Analyst or MIS / Mr.
D SRajendra
S (FA & Pathak
FC)
EXEC
Mr. Sanjay Gattani
EXEC
Mr. Sanjay Khattry
Financial accounts
Mr. Satish Kumar Agarwal
Financial accounts
Mr. Umanath Mishra

Sushmita Srivastava

LVL
IL3
IL3
IL3
IL3
IL5
IL5
IL5
IL5
IL4
IL5
IL5
IL5
IL4
IL4
IL4
IL4
IL5
IL4

DESGN
DEPT
Head (A/C - WB)
Finance & Accounts
Financial Controller
Finance & Accounts Finance, Bearings Division
Financial Controller
Finance & Accounts Finance, Growth Shop
Financial Controller
Finance & Accounts Wire Division
Manager (Finance & CommercialCorporate
Audit) - CRC
Audit(West)
Manager Finance & Commercial Corporate
Audit
Audit
Manager Accounts
Finance & Accounts Purchase & Capital
Manager Accounts
Finance & Accounts Purchase & Capital
Unit Leader - Cash
Finance & Accounts Payroll & Cash
Manager Cash
Finance & Accounts Wire Division
Manager - Accounts
Finance & Accounts Cost & Finance
Manager Cost Borivli
Finance & Accounts Wire Division
Financial Controller Rings & Agrico
Finance & Accounts Finance, Rings & Agrico
Financial Controller Secondary Products
Finance & Accounts Finance, Secondary Products
Manager Cost & Finance
Finance & Accounts Cost & Finance
Manager Corporate
H. O. Mumbai
Manager Cost & Finance
Finance & Accounts Cost & Finance
Head Accounts Tubes
Finance & Accounts Finance, Tubes Division

Outcome of Step 1 : List of Jobs in F&A

Jobs at IL5 level

Sushmita Srivastava

Sl. No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Job
Cash and Bank operation
Payroll
Purchase Accounting
Capital accounting
Costing
Financial accounts
Sales Accounting
Mktg Finance
Direct Taxation
Indirect taxation
Administration & Systems
MIS / D S S (FA & FC)
Capital Planning & Budgeting
Treasury & Finance function
Strategic Finance

Step 2 : Job Description

JOB - Capital accounts (IL 5) :
Maintenance of Fixed Asset Inventory
Consolidation of Fixed Asset schedule for Steel division
Tracking & Monitoring capital expenditure on a monthly basis
Accounting reviews
Compilation of Schedule VI information
Variation analysis
JOB - Capital accounts (IL 4) :
Maintenance of Fixed Asset Inventory
Consolidation of Fixed Asset schedule for entire company
Tracking & Monitoring capital expenditure on a monthly basis
Accounting reviews
Compilation of Schedule VI information for entire company
Variation analysis
Support to capital planning & budgeting process of other dept.
Outside interaction facilitating process of other dept.

Sushmita Srivastava

Step 3 : Functional Knowledge and Skills for a Job

Srl Job - Knowledge & Skill checklist
4 Capital accounting
Company Law
Excise
Customs
Sales Tax
Service Tax
Indian GaaP
MS Office
K of delegation of power
Foreign Exchange dealings
Forex Laws
Corporate Tax
ERP
Knowledge of Mfg Process
Capital Scheme Evaluation
Sushmita Srivastava

PROFICIENCY LEVEL
Leading
Edge

Fully
Working
Basic
Not
Operational Knowledge Knowledge available

X
X
X
X
X
X
X
X
X
X
X
X
X
X

Proficiency Scale
Proficiency Scale**

Inadequate

Basic Knowledge

Working Knowledge

Fully Operational

Leading Edge

Proficiency scale finally

use by us is given below

** HLL follows the above proficiency scale for functional competence assessment
Sushmita Srivastava

Step 4 : Proficiency level required for the job

Srl Job - Knowledge & Skill checklist
4 Capital accounting
Company Law
Excise
Customs
Sales Tax
Service Tax
Indian GaaP
MS Office
K of delegation of power
Foreign Exchange dealings
Forex Laws
Corporate Tax
ERP
Knowledge of Mfg Process
Capital Scheme Evaluation
Sushmita Srivastava

PROFICIENCY LEVEL
Leading
Edge

Fully
Working
Basic
Not
Operational Knowledge Knowledge available

X
X
X
X
X
X
X
X
X
X
X
X
X
X

Statutes
Banking Laws
Forex Laws
Company Law
SEBI Laws
Exc ise
Customs
Sales T ax
Corporate Tax
Personal Inc ome T ax
Servic e Tax
Labour laws

Ac c ounting Standards
Indian GaaP
Foreign GaaP

Sushmita Srivastava
4
2

2
2

2
2
2

3
3
3

2
3

4
3
3
3
2
2

3
2

3
4
4
2

4
3
2
2
2
3
2
2

3
3
3
3
2
3

4
2
3

2
2

4
4
4

2
2

4
2
4
2
2
2
2

2
2
2
2
2
2

2
2

2
2

4
4
3
3

M e rg e r & a c c q u is it io n

T re a s u ry & f in a n c e f u n c t io n

C a p it a l P la n n in g & Bu d g e t in g

S t ra t e g ic F in a n c e

M IS / D S S ( F A & F C )

A d m in is t ra t io n & S y s t e m s

In d ire c t t a xa t io n

D ire c t T axa t io n

M kt g F in a n c e

S a le s A c c o u n t in g

F in a n c ia l a c c o u n t s

C o s t in g

C a p it a l a c c o u n t in g

P u rc h a s e A c c o u n t in g

P a y ro ll

C a s h a n d Ba n k o p e ra t io n

Matrix approach for step 3 & 4

2
2
4
3
2
2
2
3

2
2

ENGINEERING & PROJECTS

Sushmita Srivastava

Proficiency Level
Job Code

Job
Engg. &
Projects.
Comnmercia
l

Skill

1
Project Planning
Project mgmt
modules
Cost benefit
analysis
Import duty
calculations
Construction safety

P_E&P_1

IL3

IT Skills
Inspection
Budget control
Material mgmt
Commercial
contracting
Proj mgmt tools
MS Porject
Critical Chain
concept
SAP PS System

Sushmita Srivastava
Status & Acts

IL4
2

IL5
2

FUNCTIONAL COMPETENCY MAPPING OF

TRAINING PROFESSIONAL

Best Practices in management development

Learning Events Scheduling
Learning Products & Services
Specialty in Branch of managements
Training methodology/ Technologies
Working with specialists & External
consultants

Sushmita Srivastava

FUNCTIONAL COMPETENCY
MAPPING OF TRAINING
PROFESSIONAL
Leader
Leader
Leader
Learner
Learner
Proficient
Sushmita Srivastava

Individual assessment process for function

knowledge & skills

Against the requirements (knowledge & skills) of the position, immediate

superior will appraise the incumbent on a 5 point scale on annual basis

- HLL practice
Mid year if an officer acquires any competence on completion of a project,
may add the competence to his qualification profile. Which again will be
appraised by the superior on 5 point scale

- TCS practice

Sushmita Srivastava

THANK YOU
sushmita@tatasteel.com

Sushmita Srivastava