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Icologiq Knowledge · Process
Competence Management
Managing activity-specific competence requirements, assessments and evidence so Quality and QHSE teams can demonstrate who is competent for critical work.
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 is the structured way an organization defines competence requirements for critical activities, assesses whether people can meet those requirements and maintains reliable evidence. Depending on the activity and applicable standard, it also connects documented qualifications, practical assessments and authorization decisions. It is not simply a course catalogue or a record of training attendance.
Why it matters
Quality-critical work depends on people having demonstrable competence for the actual activity, not simply a role title or evidence of course attendance. During audits or investigations, organizations may need to show which requirements applied, what competence was demonstrated and whether the person held the necessary authorization at the time of the work.
Identify the knowledge, skills, experience and qualification criteria relevant to each quality-critical activity.
Define required competence
1
Connect certificates, procedure acknowledgements, assessments, supervised practice and experience with the particular person and task.
Collect relevant evidence
2
Where needed, use practical observation, evaluation or another suitable assessment to show that the person can perform the activity correctly.
Assess actual capability
3
Keep enough context to understand applicable requirements, evidence and any necessary authorization when work was performed.
Retain historical traceability
5
Review competence when procedures, equipment, risks or responsibilities change and when findings show reassessment is needed.
Reassess after relevant changes
6
Process explained
From competence requirements to defensible evidence
Effective competence management starts with the activities people perform and the risks associated with those activities. It links requirements, evidence of ability, qualification and, where needed, task-specific authorization rather than treating all training as proof of competence.
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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