How to Set Up Competency Framework in BrioHR Performance Cycle

Introduction

Competencies are the combination of skills, knowledge, abilities, and behaviors that enable employees to perform their roles effectively.

They define what individuals need to know, do, and demonstrate to succeed in their specific roles and contribute to the organization’s success.

Key Components of Competencies

1. Knowledge: What a person understands (e.g., HR policies, accounting principles).

2. Skills: The practical abilities demonstrated in daily work (e.g., communication, problem-solving).

3. Abilities: The capacity to apply knowledge and skills in various situations (e.g., decision-making under pressure).

4. Behaviors: The observable actions or attitudes that reflect job performance (e.g., teamwork, integrity).

Three Types of Competencies in BrioHR

Within the BrioHR Performance Module, there are three types of competencies you can enable based on your organization’s needs:

1. Core Competencies - Applicable to all employees company-wide.

2. Department Competencies - Specific to particular departments (e.g, Human Resources)

3. Job Title Competencies - Tailored to individual roles or job titles (e.g., Head of HR)

Step-by-Step Guide: Setting Up the Competency Framework in Performance Cycle (No Active Cycle)

This section explains how to configure the competency framework when no performance cycle is currently active.

Step 1 - Log In to BrioHR Account

Step 2 - Access the Performance Module and Competency Setting

1. Navigate to HR Lounge > Employee Performance.

2. In the Performance Dashboard, click Cycle Overview.

3. Look for Setup Competency Framework > click Competency Settings.

You are now on the Manage Competencies page.

Step 3 - Competencies Configurations

1. Set Weightage Percentage:

The performance appraisal consists of two main components: Competencies and Objectives, which together make up the total score of 100%. You will then need to determine the percentage ration assigned to each component.

Click the pencil icon to edit the weightage that determines how much competencies contribute to the overall
The remaining percentage will apply to the employee's Objectives Ratings.

Example:

100% Total Performance Score = 30% Competencies Weightage + 70% Objectives Weightage

2. Set Competency Levels (Optional):

At least one competency level must be created.
Competency levels allow you to customize competencies by employee grade or level.
Levels can be assigned in Employee Settings or on the Employee Appraisal page.

CAUTION:

The Competency Level here is not the same as the appraisal rating level.

Step 4 - Setting Up Core Competencies

Core Competencies apply to all employees in the company. If no department of job title competencies are set, the default core competencies weightage will be 100%.

How to Add Core Competencies

1. Click the plus (+) icon to add a new core competency.

2. Fill in the details in the pop-up window:

Competency Name: e.g., Leadership
Description (Optional).
Category Name: e.g., Core Values.
Weightage: e.g, 100 (to divide equally among competencies)
Skills by Levels: Define the description for each level.

Example:
- Level 1: Creates collaboration and partnership to ensure teamwork.
- Level 2: Plans work effectively, delegates responsibility, and reviews performance.
- Level 3: Drives organizational success through leadership and experience.

3. Click Save to confirm.

The system will automatically distribute weightage percentages across all active competencies.

Step 5 - Setting Up Department Competencies

Department competencies are the skills, knowledge, and behaviours required for all employees within a specific department, regardless of their individual job titles.

These competencies reflect the shared capabilities that all individuals in the department need to perform effectively.

How to Add Department Competencies

1. Toggle ON to enable department competencies.

2. Select a department from the dropdown menu (e.g., Human Resources)

3. Click the plus (+) icon to add a new competency.

4. Fill in the details:

Competency Name: e.g., Employee Relations Management
Description (Optional)
Category Name: e.g., Relations Management
Weightage: e.g., 100
Skills by Levels: Define the level-based skills.

Example:
- Level 1: Demonstrates confidentiality and professionalism.
- Level 2: Handles routine employee relations issues with minimal supervision.
- Level 3: Advises management on complex employee relations matters.

6. Click Save to complete.

NOTES:

If no Department Competencies are added, the system assumes Core Competencies = 100% weightage for that department.
The same logic applies to Job Title Competencies if none are defined.

Step 6 - Setting Up Job Titles Competencies

Job Title Competencies are specific to an individual roles and describe the unique technical skills and behaviours required for job success.

How to Add Job Title Competencies

1. Toggle ON to enable job title competencies.

2. Choose a Job Title from the dropdown (e.g, Talent Acquisition Executive)

3. Click the plus (+) icon to add a new competency.

4. Fill in the details:

Competency Name: e.g., Talent Sourcing and Recruitment Strategy.
Description (Optional)
Category Name: e.g., Recruitment Strategy
Weightage: e.g., 100
Skills by Levels: Define the skills for each level.

6. Click Save to apply your settings.

Best Practices

Review competency descriptions regularly to ensure they reflect current job requirements.
Avoid duplicating competencies across different categories (Core, Department, Job Title).

Frequently Asked Questions (FAQs)

1. What is the difference between core, department, and job title competencies?
Core competencies apply to all employees, department competencies to specific departments, and job title competencies to individual roles.

2. Can I change competency weightage after launching a cycle?
Yes. Weightage can be modified when a cycle is actively running.

3. Is setting multiple competency levels mandatory?
No. Only one level is required, but additional levels allow for more detailed skill mapping.

4. What happens if I don’t create department or job title competencies?
BrioHR will default to using core competencies with 100% weightage.

5. Does the competency level affect appraisal ratings?
No. Competency levels define employee's expected skills, not appraisal ratings.

Need Assistance?

If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.