Competency Management System (CMS) FAQs: Everything You Need to Know
The advantages of using a digital competency management system to drive performance and build an engaged, resilient workforce that is fit for the future has been covered extensively in articles and videos that you can find in our CMS hub.
In this blog, we answer the most frequently asked questions about CMS, covering how to get started, implementation timelines, and the benefits you can expect.
Which competency standards do I need?
The competency standards you need depend on your objectives, vessel and fleet type. Industry-recognised frameworks provide a pre-defined structure to work to.
With the OTG CMS, you have three options:
- Use an ‘off the shelf’ standard (e.g., e-BCAV, e-ICMG.)
- Custom build your own standard
- Modify an existing standard to meet your needs (e.g., SIGTTO, ICMG, etc.)
For example, if motivated to be considered one of the best and demonstrate that you’re a top-tier operator by charterers or for TMSA requirements, you may choose to work with an industry-standard competency such as SIGTTO for LNG vessels.
Tip: Starting with an existing framework allows you to roll out your CMS quickly and makes the implementation process simpler and less overwhelming.
What are the technical steps to setting up a CMS in OLP?
Once you have decided on your goals and selected the standards you will work to, there are three steps to setting up your CMS
- Identify the ranks and vessels required to be assessed on competencies
- Select which ranks will act as assessors and the ranks they will be responsible for assessing.
- Establish a promotion ladder – this lays out which competencies need to be evidenced to signal that an individual is ready to be considered for promotion.
With those steps in place, the technical setup can be completed. To ensure a smooth rollout, we recommend:
- Establishing a clear communication plan – Explain the purpose, expected outcomes, and timeline to all stakeholders to ensure everyone knows why you are investing in CMS. This communication does not end at rollout – it should continue to include the sharing of results at each phase.
- Training & familiarisation – Provide a dedicated demo environment for assessors and crew before the live rollout.
- Securing Leadership buy-in – equip senior officers with training on conducting assessments, such as our STCW Assessor Training Course help them to understand the importance of the CMS to the company.
How long does it take to set up a CMS?
There is no one-size-fits-all answer, as it depends on variables like fleet size, rank structure, and operational priorities. However, you could expect to set up a CMS in as little as three months – from selecting the standards to having your crew enrolled and assessed and being able to report on competency levels.
It’s worth considering that you’ll likely tie your competence assessments in with your appraisal cycle. So, you will establish your baseline in the first year, and it will take a couple of cycles to assess the impacts.
Once you’ve established your CMS, it will move forward faster. New joiners will be automatically enrolled in your programme, and the assessors will already be familiar with the processes.
If you are already using appraisals and onboard mentoring is well established, then implementation will likely be a lot faster.
When will I see improvements after setting up a CMS?
Again, all businesses are different, and your rollout will be unique. However, the benefits will become clear over three phases:
Short-term (0-6 months*) – You’ll have increased visibility of competency gaps, and be able to optimise training to close those gaps and reduce risk.
Mid-term (6-12 months) – Gaps will close, skills and knowledge retention will improve, enabling better workforce planning. You will see in-rank and vessel performance improve.
Long-term (12+ months) – Higher operational efficiency, reduced crewing and training costs, and a demonstrable link between competency and business performance. You’ll have a structured promotion plan and a long-term view of who is ready to step up into new roles. You’ll also be able to identify good training ships and the leaders who build stronger teams.
Remember that a CMS is not a set-and-forget solution. Ongoing monitoring is key to seeing these returns and sustained improvements.
How do I convince my stakeholders to invest in a CMS?
A Competency Management System delivers measurable benefits – minimising compliance risks and penalties and reducing crewing costs.
Our analysis shows that customers using the OTG CMS perform better in port state control (PSC) inspections. They have 52% fewer deficiencies per inspection and four times fewer detentions compared to industry averages.
Use of a CMS can also reduce crewing costs by improving retention and by helping to attract top candidates. Companies investing in a CMS are investing in the careers of their people, and that is recognised by seafarers – in a competitive market for talented crew, that is a valuable differentiator.
China LNG Shipping International Co. Ltd. (CLSICO) is committed to investing in its people, and it sees this pay dividends in terms of improved retention and reduced crewing costs.
“The company is expanding, and we’re recruiting through word of mouth; our reputation for investing in our people is bringing seafarers in; we rarely need to advertise.”
John Wood, Assistant General Manager and Head of Manning & Marine, CLSICO
How Are Behavioural Competencies Assessed?
Many people assume that assessing soft skills is different from evaluating technical competencies. However, with the right framework, both can be measured in a similar way.
In fact, it is possible and advisable to assess behavioural competence alongside technical competence.
For example, when assessing someone’s ability to create a passage plan, you can evaluate:
The Technical competency – Can they create an accurate passage plan? Are they aware of, and do they follow, company procedures?
The Behavioural competency – Can they effectively communicate their plan? Can they accept feedback and adjust accordingly?
A well-structured CMS is fit to assess both technical and behavioural competencies side-by-side in a single system that helps develop a range of skills and behaviours.
What is key to a successful CMS implementation?
Start small, scale up when ready – Begin with a limited number of ranks and expand gradually.
Engage leadership early and bring them along on the journey – Senior officers set the tone; their buy-in ensures system adoption.
Communicate, Communicate, communicate – Regular updates before, during, and after implementation help onboard teams understand the value of CMS. If leadership are sending this message, and they believe in it, then you’re set up for success.
Want more detail? Check out our guide to implementing a CMS for more information.
Have More Questions? We’re Here to Help!
If you have specific questions about Competency Management Systems, our experts are happy to assist.
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