Icologiq Knowledge · Process
Competence Management
The structured management of required skills, qualifications, training and evidence to ensure people are competent to perform assigned roles and activities.
Also known as:
competency management, competence and training management
At a glance
Type
Process
Topic
Competence
Applies to
Cross-industry
Current version
Status
Last reviewed
September 14, 2026
Definition
Competence management defines what people need to know or be able to do for a role, compares those requirements with actual qualifications or training, and maintains evidence of completed development or familiarization activities. It is broader than simply recording course attendance.
Why it matters
Competence management matters because controlled processes depend on people having the right knowledge, skills and authorization for their responsibilities. When procedures, roles or requirements change, organizations may also need evidence that affected people have been trained or otherwise qualified.
Identify the knowledge, skills, experience or authorization needed for roles and critical activities.
Define competence requirements
1
Compare role requirements with the person's demonstrated capability, qualifications and experience to identify meaningful gaps.
Assess current competence
2
Choose suitable learning, coaching, supervised practice or other development actions based on the gap and task risk.
Plan development or training
3
Retain Training Records or other evidence showing what was completed, when, by whom and against which requirement or content version.
Complete and record activities
4
Use observation, assessment, performance or other evidence where course completion alone does not demonstrate capability.
Evaluate practical competence
5
Review competence when roles, procedures, equipment or requirements change and when incidents or audits indicate a capability gap.
Maintain and reassess
6
Process explained
Managing competence as an ongoing process
Competence Management connects role requirements with training, experience, assessment and evidence. The goal is not simply to record completed courses, but to show that people performing quality-, safety- or compliance-critical work have the knowledge and capability expected for their responsibilities.
A controlled document describing the approved steps, responsibilities and requirements for performing a recurring activity consistently.
Standard Operating Procedure
Document type
· Document Control
The process of ensuring that approved documents are current, traceable, accessible to the right people and protected against uncontrolled change or use.
Document Control
Process
· Document Control
Documented evidence that required training or competence activity was assigned, completed and, where relevant, assessed for a specific person.
Training Record
Record
· Competence
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