Competency Tool (For Managers)

The Competency Tool allows you to quickly onboard, train and ensure ongoing competencies for your team. The tool is available to PRO and PRO+HBO members. With the Competency Tool, you can:

• Create role-based competency assessments and training modules for your team
• Leverage WoundReference expert-developed content
• Edit pre-built competency templates or build your own
• Create and assign tasks for:
  • Independent reading/learning: assign reading/watching materials (from your organization or from WoundReference) 
  • Practice: assign activities for guided or independent practice
  • Evaluation: create lists of activities/skills to be evaluated and approved by a supervisor/proctor
• Assign competency lists to workforce members
• Develop your team and provide continuing education
• Manage competency lists and track progress using the Competency Tool Manager Dashboard

To get started, follow the steps below. You can also use a checklist for on-demand training on how to use the Competency Tool (login your WoundReference account. In the top menu > Tools > Competency Tool > For Managers > click on 'See pre-built competencies' > click on the drop down menu 'Select pre-built competencies')

Set up your account

Define who within your WoundReference account can create and assign a competency list (i.e., who is a 'Manager'). See article 'Create and Manage Account Users'

1. On the top menu bar, select 'Settings', then 'Users'
2. For each user, click on the 'pencil' icon to edit the user

3. Under 'Admin Only', select role. Both Managers and Users can create and assign competency lists. Only Managers can make a competency list public to other WoundReference members.

4. Save changes

Set up competencies

To set up a practice competency list using a pre-built template: 

1. Go to Tools> Competencies > For Managers
2. Check the box 'See pre-built competencies'
3. Click on the drop down menu and select desired competency template (e.g. to see how to set up your own competency list, select the 'Competency Tool Training' template)
4. A copy of the competency template is created for you, so that you can edit and personalize the template

Edit and personalize your competency list

1. Go to the 'General' tab
2. 'Competency name': Rename the list as desired
3. 'Notes': add instructions for assignees to complete the competency
4. 'Days until Competency Due Date': select number of days during which the list needs to be completed. Timer starts once list is assigned
5. 'Public': check this box if you'd like to share your list with WoundReference members. By default, only members of your organization can see the lists you publish
6. Click on 'Update'
7. Find your Competency list again in the dropdown menu to continue editing

To order rows:

1. Click on 'Edit'
2. In the 'Sort' field, add the number that corresponds to the desired position
3. Save

To add an assignment for independent reading/learning:

1. To assign WoundReference topics: click the dropdown menu on top of the competency list, search desired keyword (e.g. "venous"). Select topic. The new topic appears at the bottom of the competency list
2. Reorder the row as needed

To add an assignment (activity) for practice or evaluation:

1. Click on '+Activity' or 'Add', enter description of your activity
2. If desired, add a related question for the assignee to answer
3. Add a facilitator/proctor
4. Save

To add a section divider between rows:

1. Click on '+Activity' or 'Add'
2. In the Activity description, enter the title of the section, for instance "Day 1"
3. Leave Question fields blank.
4. In the Facilitator field, add an underscore "_"
5. Save

Add an assignment (activity) for independent reading/learning (your own material):

1. To create an assignment using your own material:

• Add a new row by clicking the button '+Activity'. Enter a description/title of the material or website, add hyperlink and link to your material/website. To add a link, highlight the text (or double click), then click on the first icon (🔗). Add URL and click on 'insert link'
• To add link to a resource saved in a digital drive (e.g., Google Drive, Dropbox), first have your material uploaded into the digital drive. Obtain a link (URL) to the material. To add a link, highlight the text (or double click), then click on the first icon (🔗). Add URL and click on 'insert link'

To set up a competency list from scratch:

1. Click on the gray button '+Add New' next to the dropdown list
2. Add activities (+Activity) or WoundReference topics (dropdown 'Add topic') as desired

Assign a competency list 

1. Go to the 'Assignees' tab
2. Click on 'Assign user' and select assignee
3. An email is sent to the assignee, with a link to the competency list to be completed
4. Assignees can access their assigned lists at any time by logging into WoundReference and from the top menu, clicking on 'Tools'> 'Competencies' > 'For assignees'

The figure below shows the competency list, from an Assignee's perspective: 

Track progress of your assignees

1. In the dropdown, select competency list you assigned. Go to the 'Assignees' tab
2. Use the Manager Dashboard for a bird's eye view of assignees and their progress

3. For a detailed view of each user's progress, in the 'Status' column, click on the link 'In Progress'

4. If you need to change the due date, for each assignee click on 'Edit' and update the date. Save.

Approve competencies 

1. Only the person who assigns a competency list can approve the activities in that list
2. Once the assignee completes the list, the person who assigned the list receives a notification by email. Click on the link to approve the activities, OR
3. Go to the 'Assignees' tab
4. For each assignee, in the 'Status' column, click on 'Completed' to see the assigned list. Approve the activities

Provide comments/feedback to assignee

1. Users with a WoundReference role 'Manager' can provide comments that are specific to each assignment, anytime after the competency has been assigned
2. Go to 'Tools' > 'Competencies' > 'For Managers' > assigned competency list > 'Assignees' tab
3. Find the assignee, and click on the assignee's status (e.g., 'In progress', 'Completed', 'Approved')
4. Find the assignment for which you would like to provide a comment. Click on the blue pencil to edit. Type comments in the lower text field. Save. The Assignee will be able to see your comments, but will not be able to edit them.

Troubleshooting

How do I delete a competency list? 

Competencies cannot be deleted, but they can be deactivated. To deactivate a competency: 

1. From the dropdown 'Select my competency', choose the list to be deleted
2. Click on the General tab
3. Uncheck the 'Active' box on the right side of the screen
4. Click on 'Update'

Deactivated competencies are no longer visible in the Competency dropdown list.

To view a deactivated competency:

1. Click on the 'Inactives' checkbox near the 'Pre-built competencies' check box
2. Click on the Competency dropdown list and select your inactive competency
3. If desired, you can activate it again by going to the 'General' tab and clicking the 'Active' checkbox.

What if I want to modify a competency list after I assigned it to an assignee? 

Assignments/rows of a competency list that has been assigned to a user cannot be deleted but they can be edited and re-ordered. New assignments cannot be added, however there are a few workarounds (see below).

• I'd like to delete an assignment: Once a list has been assigned, assignments cannot be deleted. A workaround would be to update the assignment. That is:
  • Go to Competencies > For Managers > in the dropdown, select the Competency List that contains the assignment you'd like to change
  • Find the assignment, click on 'Edit'
  • You can either delete the entire assignment and replace it with 'No longer needed' or edit the assignment as you see fit. Save
  • The previously assigned competency list will be updated accordingly, in real time 
• I'd like to edit an assignment: 
  • Find the assignment, click on 'Edit'
  • Edit the assignment as you see fit. Save
  • The previously assigned competency list will be updated accordingly, in real time 
• I'd like to change the order of the assignments:
  • Find the assignment, click on 'Edit'
  • In the 'Sort' column, type the number of the row to which you'd like to move the assignment (e.g. if you'd like the assignment to be listed as 3rd in the list, you'd type '3'). Save
  • The previously assigned competency list will be updated accordingly, in real time 
• I'd like to add a new assignment: Once a list has been assigned, new assignments/rows cannot be added. A workaround would be to edit one of the existing assignments and add new tasks. Alternatively, you can create a new competency list with new assignments and assign to the user as a 'Supplementary competency list': 
  • To edit one of the existing assignments and add new tasks: 
    • Find the assignment, click on 'Edit'
    • In the 'Activity' column, add the new tasks under the existing tasks (see picture below). Save. 
    • The previously assigned competency list will be updated accordingly, in real time 
    • If you assign the same Competency List to another user, edits will appear to this new assignee as well.
  • If you'd like to assign new assignments/activities to a specific user but do not want to modify your original master Competency List, we suggest assigning a 'Supplementary competency list' to this specific user:
    • Create a new Competency List from scratch specific for this user. 
    • Add assignments/activities and topics as needed.
    • Assign the 'Supplementary competency list' to the specific user
    • The assignee will be able to access both lists (the first original/master Competency List, and the 'Supplementary competency list' in the Competency > For Assignees section. 

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