On this page6 sections
What is a competency framework?
A competency framework sets out the competencies a role needs, what each level looks like and how the organisation decides someone has reached it. It is the rulebook behind a skills or competency matrix.
A good framework is specific enough for two assessors to reach the same decision. Vague qualities such as good communication need behaviours that someone can observe.
What each column is for
The template uses one row for each competency. Keep the wording short enough to read on a phone at the place of work.
- Competency: the name people use for it on the job
- Description: what it covers, in a sentence
- Level definitions: what each level looks like for this competency
- Behaviours or indicators: what an assessor would see or hear
- Roles it applies to
- Assessment method: observation, questions, a work sample or a case review
- Evidence needed: what is kept as proof of the decision
- Review date: when the competency itself should be looked at again
Writing level definitions and behaviours
Describe what the person does at each level rather than what they are like. Supervised might mean completes the task with a colleague checking each step; competent might mean completes it alone to the standard.
Use the same levels across the framework where you can, so a manager reading two competencies doesn't have to learn two scales.
Choosing assessment methods and evidence
Match the method to the risk. A competency where a mistake could hurt someone needs observed practice and a named assessor; a lower-risk one may only need a conversation and a record.
Decide in advance what evidence is kept. A signed observation, a reviewed work sample or a completed checklist lets someone else understand the decision later.
Keeping the framework current
Review the framework when a role, a process or a regulation changes, and at least once a year. Give it one owner, even if many managers use it.
Keep old versions. If a decision is questioned, you need the standard that applied when the person was assessed.
From a framework to signed-off records
A framework says what good looks like. The record of who was assessed, by whom, on what evidence and when to reassess is a separate job.
On Professional and Enterprise, SkillProof keeps competence standards, assessment evidence, authorised decisions and reassessment dates together, and its Skills matrix shows signed-off levels and cover by site. It doesn't define your framework or decide who is competent.
Questions this guide answers
What should a competency framework include?
Each competency's name and description, what each level looks like, the behaviours an assessor would see, the roles it applies to, how it is assessed, the evidence kept and a review date.
Is a competency framework the same as a skills matrix?
No. The framework defines the competencies and levels. The skills or competency matrix records the level each person has reached against them.
Can I use this template for free?
Yes. Download the Excel workbook or the CSV, edit it for your organisation and replace the fictional examples. No sign-up required.