Forum Discussion
Is there a way to create role-specific competency frameworks in Microsoft 365?
We already have a lot of employee information in Entra ID, like job title, department, manager, location, and other user attributes. What I’m trying to figure out is whether we can use those attributes to automatically assign different competency frameworks to different groups of employees.
For example, engineers would have one set of competencies, sales another, and managers would have additional leadership competencies. Ideally this would update automatically when someone changes role or department in Entra rather than HR maintaining everything manually.
Has anyone built something like this with Entra + SharePoint/Power Automate, or is there a better way to manage competency frameworks while still keeping Microsoft 365 as the source of employee data?
2 Replies
Yes, Entra + SharePoint + Power Automate can handle this. Entra supplies the employee attributes, while SharePoint holds the competency frameworks and assignment rules. The mapping between them is something you build; Entra does not provide a competency-framework engine itself.
A practical setup would be:
- Store frameworks and rules in SharePoint Lists. Keep competencies, framework versions and assignment rules separately. For example: Engineering department → engineering framework; Sales department → sales framework; manager flag → additional leadership framework.
- Give managers an explicit attribute or mapping. The manager field identifies someone’s manager; it does not indicate that the employee manages others. Use a maintained manager flag or determine this from reporting relationships.
- Run a scheduled Power Automate flow. Read the relevant Entra attributes using the Office 365 Users connector where supported, or Microsoft Graph for broader coverage. A scheduled comparison is a straightforward starting point; do not assume every profile change has a ready-made flow trigger.
- Apply all matching frameworks. Store assignments against the employee’s Entra object ID rather than their display name. Add missing assignments and end-date assignments that no longer apply, while keeping previous assessments and framework versions.
Entra dynamic groups can simplify department-based targeting if you already use them, but they require appropriate Entra licensing and membership changes are not immediate. They also do not replace the competency records or assessment workflow.
For a lightweight competency matrix, Lists and Power Automate are a reasonable fit. If you need proficiency scoring, evidence, approval cycles and detailed assessment history, consider Power Apps with Dataverse or a dedicated skills platform connected to Entra. Check connector and platform licensing before choosing that route.
Keep individual assessments in a properly restricted location. Filtering a SharePoint view to “my records” does not prevent users from accessing other records they have permission to read.
Yes, you can build role‑specific competency frameworks in Microsoft 365 by leveraging Entra ID attributes (job title, department, manager, etc.) as dynamic triggers for automation. You may considering to combine Entra ID dynamic groups with SharePoint lists and Power Automate flows, so that competency frameworks are automatically assigned and updated when employee attributes change.
