Competency Mapping - IT Team

Section 1: Project summary

i. Objective of the project:

The main objective of the project is to learn to implement Competency Mapping for various roles of Learning and
development department in the Organization. Also, understand the process to develop BARS for various roles and use it
for multiple purposes such as Recruitment and Selection, Promotion, Succession Planning, Performance Management
System etc. in the Organization

ii. Scope of the project:

This project assignment for Competency Mapping includes identifying the competencies of three
Positions of Learning & Development department:
 Sr. Co-Ordinator - IT
 Asst. Manager - IT

The project has been written basing the needs of my organization, Hapag-Lloyd Global Services Pvt Ltd, which is a
shipping liner company.

iii. Brief summary of findings of each section of the project

 Job Description: Job descriptions of a Sr. Co-Ordinator, Asst. Manager IT team who will be responsible for
driving the team.

 Job Element Analysis (JEA): focuses on functional competencies demanded for the role, knowledge and skills a
person should have to effectively perform each element of the job seamlessly.

 Behavioral-Anchored Rating Scale (BARS): core competencies identified essential for Sr. Coordinator and Asst
Manager- IT.

Asst. Manager - IT
Section 2: Job Description

Designation Assistant Manager - IT

Job Grade: 5C
Process Information Technology (IT)
Desired Age Group 24- 28 Yrs
Educational  Graduate in BSC IT / Graduate with a diploma in IT
Qualification  CCNA/MSCE certification is preferred.
Gender: - Male/Female
Desired experience:
- 3- 5 Years
Reporting to: - Director- Business Administration
Location: - Chennai & Mumbai
Job Description Key Expectation
 Escalation/Coordination with the IBM helpdesk (ITSD) and/or ITOM in Hamburg,
to ensure 24x7 uninterrupted functioning of all the IT systems including all the
software & related IT hardware*.
 Assisting ITSD for the platform version rollout for the location & escalating
problems if any during this transition.
 Weekly data backup & recovery of mission critical data from backup systems if loss
is sustained.
 Activation & Deactivation of clients depending on the requirement, post approval,
thereby controlling the cost incurred for maintenance & support by IBM.
 Maintenance/Monitoring/Assistance for Payroll/Kpower servers and related issues.
 Handling any kind of IT related emergencies e.g. Outage/Breakdown, outside official
working hours.
 Act as backup for the other GSC location in absence of the local ITC., and provide
remote support.
 Maintain latest information in the form of word documents, regarding the current
setups/procedures that could be used in case of emergencies.
 User Related:
 Password unlocking & resetting for Windows/FIS/SAP/HIP.
 Resolving day to day technical problems in software, hardware* & networking.
 Creation / Providing access to team drives on approval.
 Creation of Group Mailboxes & Public Distribution lists as requested &
approved.
 Providing internet access to respective users on approval.
 Providing access to different screens for FIS2.
 Renewal of corrupted user profiles.
 Installation/Relocation of IT Hardware*/Phones on approval.
 Installation of non-standard (out of HL list) softwares e.g. Visio, M&K recorder
etc.
 Issuing Laptops/hard drives on approval.
 Educating the users on the use of specific hardware/software/technology.
 Nokia configuration & password reset.
 Any other issues that may arise.
 Asset Management:
 Reconciliation of assets with the records available with the ITSD.
 Physical verification of IT assets on a monthly basis & maintenance as needed.
 Cross check assets against the FA register with local finance.
 Storage of spare/unused IT hardware.
  Ensure to keep enough spare IT Hardware such as keyboards, mouse,
toners/cartridges to replace the faulty/exhausted equipment.
 Monitor the assets against their usage & escalate if the assets are short (based on
the monthly report), so that the same could be procured in advance.
 Monitoring & maintenance of the LAN, including server room & its access
control.
 Vendor management:
 Getting quotes from different vendors for IT procurement & passing on to
procurement staff for evaluation/negotiation/approval.
 Negotiating with vendor for best price.
 Placement of order with the vendor after necessary approval from the
procurement department.
 Processing/Checking bills for payment to various vendors.
 Coordinating with the service providers for UPS & PRI line as needed.
 Ensuring appropriate AMC for all the assets* in the location.
 Reporting:
 Maintain & circulate monthly report of the IT assets in the location (Physical
verification on a monthly basis) to the respective Manager/Director.
 Maintaining records of IT assets issued & returned by staff (Asset movement
cycle).
 Maintain & circulate IT outage records to the respective Manager/Director, after
coordination on the records with the ITC of the other location.
 Maintain same reporting standards between both the locations.
 Maintain records of the Active & Inactive assets, along with the usage of the
same in the day & night shift respectively, to ensure enough assets are available
on floor.

*(Desktops, Laptops, Servers, Routers, All LAN accessories, Printers, Scanners,

Faxes, Projectors, Photo Copier, IP Phones, UPS/Batteries, PA System, Security
Cameras, External Hard Drives, Broadband Data cards).

Desired Profile Additional Skills Sets / Abilities Desired

 Actively looking for ways to assist users on all IT related issues.
 Writing computer programs for various purposes
 Inspecting and evaluating the quality of products (all IT assets)
Education/Experience:
 
 Knowledge & Experience in handling all kinds of IT equipment’s / Hardware /
Software.
 Familiar with LAN/WAN functioning (servers/routers/switches).
 Good English communication skills (oral as well as written)
Working
Conditions
 Normal working hours on most days.
 May need to travel locally/ out station based on business requirement.
 May be required to extend working hours or during weekends in exceptional
situations/ migrations.
 Should remain accessible for any emergencies.
 Should remain flexible for working in shifts as we are a 24 X 7 set-up.

Section 3: Job Element Analysis

Job Element Analysis (JEA) and Identification of Competencies – Asst Manager - IT

Job Element Threshold Differentiating

K: In-depth knowledge in various IT
K: Knowledge in various IT equipment’s and choosing the
equipment’s /Hardware/Software appropriate based on the business
S: Analytical sj=kills needs (installing the non-standard
Systems Admin ?
software which are out of HL List)
IT Hardware and Software
S:Proven hands on experience
Ability in handling IT handling IT equipment’s
equipment’s /Hardware/Software /Hardware/Software
S- Advanced trouble shooting
K: Knowledge of all software / K: In depth knowledge in statistical
hardware in maintaining the IT tool for IT assets management and
assets, LAN and Server room and other IT related functions
Asset Management keeping it functional S: Ability in maintaining the IT
S: Analytical assets proactively and keeping the
Organizing equipment / spares available with the help of
asset management tools
K: Knowledge in procurement of IT
K: In-depth knowledge in procuring
assets, other IT related products and
the IT assets and evaluating the
Vendor Management keeping appropriate AMC for all
product (including AMC)
assets
S: Intensive negotiation skills
S:Good negotiation skills

S: Ab ility to educate and

S: Motivation and articulation skills
Employee Engagement encourage team members and
for keeping the team intact
keeping them participative

Communication Skills
S: Should have excellent written and
Add this to Employee engagement S: Should have good written and
oral communication skills and
and vendor management because u oral communication skills
should be able to articulate well.
need these communications skills
there

Please choose 5-6 competencies from quan com

Competency map has knowledge skill and trait.

Needs to be reworked completely

Section: 4: - BARS:

Level Level-
Competency Level-3(Advanced) Level-4(Expert)
-1(Beginner) 2(Learner)

Listens carefully to the

Listens attentively to speaker and absorbs the
Does not Listen
anyone who is content and provide
Deprived Listene attentively when
Listening Skills speaking and flaws if any only after
r others are
comprehends the speaker completed
speaking
message. delivering the message.

Listens and invites new

ideas from the team
Accepts new Ideas
members and
Not open to new Partially open to and tries to explore
Openness to Ideas encourage them
ideas new ideas through introduction
through regular
that in the team
motivation and
supervision

Responds late Acts promptly to Implement mitigation

Promptness in
Does not respond with minimal address the crisis and contingence plans
responding in the crisis
solution and with solutions when the crisis arises

Have good knowledge

Have good about his role as well
Have minimal
knowledge about his as team members and
Not clear about knowledge about
Create team process role as well as team be a mentor and guide
his role and his role in the
and role clarity members role and the team to work
process team and follow
works towards the toward the bringing the
existing process
betterment of the new and better process
existing process to practice

Convince others Generate support Uses influencing skills

Will not when the issues amongst the to gain support for
Influencing
convince others are of minimal members to close closing the
importance issue controversial issues
 Have good technical Have expert knowledge
Have Minimal Have adequate knowledge and and try to implement
Technical Expertise Technical Technical educate the team new things and guides
Knowledge Knowledge members for the team for betterment
betterment of the existing process

Senior Coordinator - IT

Section 2: Job Description

Job Element Threshold Differentiating

K: In-depth knowledge in various IT

K: Knowledge in various IT
equipment/ Hardware/Software
IT Hardware and Software equipment’s /Hardware/Software
S: Ability in handling IT
equipment’s /Hardware/Software

K: In depth knowledge in
maintaining the IT assets, LAN and
Server room and keeping it
K: Knowledge in maintaining the IT functional and Reconciliation of
assets, LAN and Server room and assets with the records available
Asset Management with the ITSD.
keeping it functional

S: Ability in maintaining the fully

functionable IT assets at any given
time. Good tracking skills.
K: Coordinating with the service
S: Interpersonal and communication
providers for UPS & PRI line as
Vendor Management needed. skills and should have an ability to
build rapport.

K: In-depth knowledge in report

generating methods.
K: Should have knowledge in
S: Should have good creative and
Reporting reporting and maintain the records
presentation skills and be able to
S: Good Excel Skills
present the data with charts and
graphs

K In-depth knowledge in product

auditing.
K: Should have knowledge in
S: Should have good creative and
Auditing auditing the IT assets
presentation skills and be able to
S: Good excel skills
present the audit finding data with
charts and graphs
 S: Should have good communication
S: Should be able communicate
Communication Skills skills and able communicate
effectively both oral and written
seamlessly

Section: 4: - BARS:

Level -1 Level-2
Competency Level-3 (Advanced) Level-4 (Expert)
(Beginner) (Learner)

Will have
Handles a wide Capable of doing the
Only does his minimal adaptive
variety of tasks multitasking
Adaptability task and lacks
simultaneously effortlessly
patience

Shows medium Have high energy

Sees multi-tasking as
energy and works level though
Energy Level Low energy level the forte and always
on the regular assigned with
look for opportunity
task multiple task

Sets goals and achieves

Will not set
Set goals and Sets goals and when though there are
goals, just works
Perseverance achieves few on achieves when there obstacles and willing to
with the assigned
time are no obstacles go extra mile every
task
time

At time work for

Able to balance
a team but Always sees task as a
Works for between individual
Co-operation individual task commitment to others
Individual task and organization
remains his and organization
priority (goals)
priority