U.S. Department of Education

Generic Computer Competencies
and
Job-Function Computer Competencies

Computer Competencies Initiative
U.S. Department of Education Strategic Plan: 1998 - 2002

Objective 4.5: The Department's employees are highly skilled and high performing.

Performance Indicator
By 2000, 75% of employees will demonstrate the basic computer competencies identified in the Department's computer competency standards.

Training and Development Center
The Learning Network Team

Generic Computer Competencies 1 - 7
1. Working Knowledge of the Hardware Environment
Employees have the knowledge and skills necessary to efficiently control and adjust the hardware that is critical to working at the computer and to do so without undue physical or mental stress.
I have fully achieved this competency if

a. I can start and shut down the computer successfully.
b. I can confidently point, click, and double-click the mouse on appropriate screen objects.
c. I can control the size and shape of a window.
d. I can switch between two or more windows.
e. I understand the term "drag the mouse" and can perform the operation appropriately.
f. I can use Alt and Ctrl key combinations, when software makes them available, to avoid using the mouse for certain operations.
g. I can adjust the height, brightness, and contrast of my monitor to prevent muscle tension and eye strain.
h. I understand the guidelines for positioning and operating the keyboard so as to avoid hand and arm strain or Repetitive Strain Injury (RSI).
i. I can activate the printer, add paper, and correct a paper jam.
j. I can switch between alternative printers and can determine the status of a pending print job.

2. Working Knowledge of Data Entry and Formatting
Employees have the knowledge and skills necessary to transfer paper-based data into software-managed documents with accuracy and with proper regard for organization and formatting.
I have fully achieved this competency if

a. I can accurately type data using the computer keyboard.
b. I can apply the techniques of word wrapping and tabbing to facilitate data editing and formatting.
c. I can use computer tools to verify spelling and grammar.
d. I can emphasize text in various ways such as by changing font, border, and background characteristics.
e. I can set margins and change paper size and orientation to control how much text fits on a printed page.
f. I can delete text from a document.
g. I can reposition text within a document without retyping.

3. Working Knowledge of the Software Environment
Employees have the knowledge and skills necessary for selecting an appropriate application software package for their application needs and for modeling data in accord with the requirements of that software.
I have fully achieved this competency if

a. I understand the purpose of each software package available to me.
b. I can activate or start and correctly shut down software programs.
c. I can shut down a "frozen" or stalled software program.
d. I can create a table in at least one software package.
e. I can create a list in at least one software package.
f. I can force text to start on a new page and keep related text together on the same page.
g. I can add, subtract, multiply, and divide numbers using at least one software package.
h. I can use the computer to sum or average a column of numbers in at least one software package.

4. Working Knowledge of the Filing System
Employees have the knowledge and skills necessary to store and retrieve document files using the disk and file management capabilities of their computer's operating system.
I have fully achieved this competency if

a. I can successfully save a document to a file by giving the document a name and a drive and folder location.
b. I can find a file that I have lost track of or misplaced.
c. I understand the concept of a file folder and can successfully create one.
d. I can copy or move a document file from a folder on one disk to a folder on another, and likewise copy and move file folders.
e. I can delete document files or folders from a disk.
f. I can list the file contents of a folder by name, creation date, or file type.
g. I understand the concept of file type or extension and can distinguish files created by different software packages I use.

5. Working Knowledge of Information Production
Employees have the knowledge and skills necessary for analyzing, extracting, and outputting information that is derived in whole or in part from data in their documents.
I have fully achieved this competency if

a. I can use the search or find capability of at least one software package to locate specific data in a document.
b. I can sort a list of data in at least one software package.
c. I can print a full document in every software package I use.
d. I can print selected data from a document, without retyping, in at least one software package.
e. I can generate an outline summary, table of contents, or topic list in at least one software package.
f. I can page number a document and can determine how many pages a document will print.
g. I can locate a specific document within a collection using a keyword search.

6. Working Knowledge of Transferring Data and Information
Employees have the knowledge and skills necessary for transferring data from one document format to another and from themselves to other employees in such as way that they safeguard the Department's investment in that data.
I have fully achieved this competency if

a. I can use copy and paste techniques to move data from one document into another.
b. I can download and save into a file on my computer a document or graphic I have located on the Internet.
c. I understand the difference between text files, HTML files, and PDF files and can read them using the appropriate software programs.
d. I can save, copy, or move files to a shared network drive and folder.
e. I can send an e-mail message to anyone whose e-mail address I know.
f. I can maintain a list of individual or group addresses for my e-mail contacts.
g. I can read e-mail messages sent to me and forward, file or dispose of them.
h. I can send or receive an e-mail message containing one or more attachments. When receiving an attachment, I can save or activate the attachment.
i. I know what JPG, GIF, and TIF files are and can incorporate one or more of them into a document.
j. I understand that different software applications (and versions of the same software application) may use different file formats and I can convert files between these formats.

7. Working Knowledge of Legal and Ethical Issues
Employees have the knowledge and skills necessary to courteously and efficiently serve the information needs of stakeholders and other employees and uphold the legal rights of information providers and software vendors.
I have fully achieved this competency if

a. I understand the importance of ensuring the accuracy of the data I enter into the computer and I know how to apply various means of validating the data.
b. I use recommended guidelines for assigning, updating, and protecting my system passwords.
c. I understand which data I use is classified or sensitive and store that data only in secure locations.
d. I can backup all critical data in my control.
e. I understand the importance of virus protection and know how to protect my computer and files from viruses.
f. I understand the legal implications of copying software in violation of licensing agreements.
g. I can respond to information requests from customers with the assurance that the information I provide is accurate and up-to-date.

Job Function Computer Competencies (8 - 18)
8. Written Communications
· As an employee with responsibilities for producing Written Communications, I am able to set up and format documents using the Department's standard word processor (Word) in a style that accords with the presentation standards of my office.

a. I can select and use a document template to format a letter, fax, or memo.
b. I can apply paragraph formatting properties, such as text alignment, indentation, and line spacing, to sections of letters, faxes, and memos.
c. I can apply paragraph formatting styles to documents to consistently format letter and memo documents to prevailing presentation standards.
d. I can modify built-in styles or create new styles to use in formatting distinctive documents.
e. I can use the envelope tool to address and print an envelope to a letter's recipient.

· If my responsibilities in this area extend to targeting multiple recipients for a communication, I am able to carry out mail merge operations using the Department's standard word processor (Word).

f. I can use a word processor's mail merge feature to generate form letters.
g. I can utilize a list developed in a word processor or in a database file as the data source for a mail merge operation.

9. Reporting
· As an employee with responsibilities for Reporting, I am able to create reports in the Department's standard word processor (Word) that clearly reveal the organization of the document.

a. I can use the outlining tool of a word processor to lay out the structure of a report.
b. I can organize the content of a report into logical sections marked by headings selected from a list of formatting styles available in a word processor.
c. I can mark items in a word processed report for inclusion in a table of contents and generate the table of contents.
d. I can create and modify headers and footers in a word processed document.
e. I can paginate a report.

· If my responsibilities in this area extend to producing reports that include both text and charts, I am able to integrate the text and charts into a single electronic document.

f. I can embed a chart developed in a spreadsheet program into a word processed report using copy and paste techniques.
g. I can link a chart into a report so that the chart updates automatically if the underlying data changes.
h. I can manipulate an embedded or linked chart by repositioning, resizing, and wrapping text around it.

· If my responsibilities in this area extend to producing documents for professional publication, I am able to use appropriate formatting features of a word processor or desktop publishing system.

i. I can add and edit footnotes and/or endnotes to documents using a word processor.
j. I can subdivide a long document into various sections and, within each, control the margins, pagination, headers/footers, and page orientation.
k. I can format all or part of the text of a publication into various column arrangements.
l. I can create text boxes suitable for placing text which lies outside the body of the document (for example callouts, margin headings, pull quotes, and so on).
m. I can apply graphic and border lines to mark and separate logical sections of the text (for example headers from text, columns from each other, text box boundaries, and so on).

· If my responsibilities in this area extend to reporting from a database, I am able to use the report writer of the database management system to create formatted reports.

n. I can select and properly arrange and align fields that the report will include.
o. I can set up levels of organization in the report to list records within one or more categories.
p. I can assign titles, page and section headers, and page and section footers to the report.

10. Information Collection and Organization
· As an employee with responsibilities for Information Collection and Organization, I am able to assemble, organize, and input baseline data appropriately for computer storage and retrieval.

a. I can consolidate data from paper-based forms and reports into lists, using Department standard software that supports list creation (Word, Excel, Access).
b. I can organize text data into a numbered or bulleted outline format using Department standard application software that supports outlining (Word, PowerPoint).
c. I can read information received via e-mail attachments (for example, Excel or Word documents) and save the information into files that can be edited using appropriate software.
d. I can convert stored information into different document formats (for example; WordPerfect into Word, Lotus 1-2-3 into Excel, dBASE into Access) as preferred by customers.

· If my responsibilities in this area include collecting information from the Internet, I am able to access documents and files made available in special formats.

e. I can download from the Internet relevant information in a number of different formats (HTML, PDF, JPG, and GIF) and store it locally on my computer.
f. I can read and print PDF documents downloaded from the Internet (Acrobat).
g. I can download zipped files from the Internet and unzip them using an appropriate utility (PKZip, WinZip).

· If my responsibilities in this area extend to designing computerized databases, I am able to build and utilize tools for systematically organizing data and retrieving information (Access).

h. I can set up the tables and define the fields a database requires to properly handle the information load of an application.
i. I can relate tables to one another to permit multi-table queries and reports.
j. I can create data entry forms.
k. I can apply data validation rules to data entry operations by specifying field and lookup properties.
l. I can design queries by specifying appropriate input tables, selecting fields, and establishing search criteria.

11. Disseminating Information
· As an employee with responsibilities for Disseminating Information, I am able to conceptually package such information in a format appropriate for my audience.

a. I understand the advantages and limitations of print media versus electronic media for packaging and delivering information.
b. I understand the possibilities of the Internet for disseminating information.
c. I can conceptually package information in text formats, such as outlines, lists, tables, and so on, as appropriate to the character of the information and the preferences of the intended audience.
d. I can conceptually package information in graphic formats, such as bar charts, pie charts, flow charts, and so on, as appropriate to the character of the information and the preferences of the intended audience.

· If my responsibilities in this area extend to producing fact sheets, brochures, newsletters, or other print materials, I am able to use desktop publishing features of the Department standard word processor (Word) and/or a dedicated desktop publishing system.

e. I can organize a page into a multi-column layout and place text selectively within a particular column.
f. I can create headings which span two or more columns.
g. I can create text boxes to incorporate supplementary information and notes into a document.
h. I can use the drawing tools of the software to create graphic lines and simple geometric images.
i. I can insert graphic elements (for example clipart images, photographs, symbols) in a document.
j. I can resize and reposition graphics, text boxes, and drawn images and have text wrap around these items.

· If my responsibilities in this area extend to creating or maintaining Web pages, I can create and edit HTML files using the Department's word processor (Word) or a dedicated HTML editor.

k. I understand the special requirements of a Web page versus a printed page in formatting text and graphics.
l. I understand the strengths and limitations of different browsers and can design Web pages appropriately.
m. I can establish hyperlinks to other Web pages.
n. I can incorporate multimedia objects onto a Web page.

12. Research
· As an employee with responsibilities for conducting Research, I am able to use the computer to locate, organize, and present research data.

a. If research data is stored in a specialized database (Westlaw, Lexis/Nexis, ERIC, etc.), I am able to use the search capabilities of that database to locate and extract information.
b. If the research data is stored in a special document collection (legislation, regulations, etc.), I am able to use the search capabilities of the software storing the collection (Word, Notes, etc.) to locate and extract specific information.
c. I can assemble research data accumulated from multiple sources into a document format which will aid analysis and reporting of the data (for example, a database, a spreadsheet, a text table).
d. I can transfer tabular data stored in one table format to an equivalent table format in another software package (Word to/from Excel, Access to/from Excel, Access to Word).

· If my responsibilities in this area extend to conducting research using the Internet, I am able to use Internet utilities to assist in the research.

e. I can specify an Internet or Intranet site location (URL) and jump to that location using the Department standard Internet browser (Internet Explorer).
f. I can conduct a topic search of the Internet using one or more search engines (AltaVista, Lycos, Yahoo, etc.).
g. I can locate and download , store, and print document files found on the Internet in at both WWW and FTP sites, whether the files are available as text, HTML, or Word files.

· If my responsibilities in this area extend to searching relational databases, I am able to use the query capabilities of the database management system to locate information.

h. I can selectively retrieve different categories of information from a database by specifying one or more fields to view.
i. I can selectively retrieve records from a database by specifying one or more search criteria.
j. I can retrieve information from two or more related tables in the database.

13. Sorting and Analyzing Data
· As an employee with responsibilities for Sorting and Analyzing Data, I am able to categorize and rearrange data in lists or multicolumn tables and apply appropriate analytical techniques.

a. I can take data arranged in a list or table (Word, Excel, or Access) and sort the list or table in ascending or descending order according to the values of one or more columns.
b. I can summarize tabular data by applying summing and averaging functions available in the software package storing the data (Word, Excel, or Access).
c. I can aggregate and summarize data in lists and tables (group/totals report in Access or subtotaling or pivot table procedures in Excel).

· If my responsibilities in this area extend to producing charts from data, I am able to use a charting software package.

d. I can create a chart from data available in a spreadsheet or database (Microsoft Graph via Excel or Access).
e. I can edit a chart to add or modify the chart type, title, axis titles, legend, and data points.

· If my responsibilities in this area extend to conducting statistical analysis of data, I am able to use appropriate tools to generate reliable results (Excel, SAS or SPSS).

f. I can apply descriptive statistical procedures which summarize numerical data (for example calculation of means, medians, sums, and counts).
g. I can apply statistical procedures to carry out a frequency analysis on a set of data (for example using pivot tables or cross-tabulations).
h. I can apply statistical procedures which calculate rank orders and percentiles.
i. I can assess the validity of a hypothesis (for example by determining correlations, chi square analysis, t-tests, or analysis of variance).

14. Monitoring Activities and Tracking Events
· As an employee with responsibilities for Monitoring Activities and Tracking Events, I am able to perform basic scheduling tasks using the computer.

a. I can use the Department standard scheduling package (Outlook) to create and then edit a record of an appointment or task.
b. I can print a calendar in daily, weekly, and monthly views.
c. I can schedule a meeting for multiple attendees using the Department's scheduling software.
d. I can filter a schedule to display appointments or tasks occurring at designated times or during designated intervals.
e. I can create a categorized list of activities or events.

· If my responsibilities in this area extend to managing projects consisting of a set of interrelated tasks, I am able to perform basic project management activities using the computer.

f. I can set up a project consisting of a set of interrelated tasks each specified by duration, effort, and dependencies using the Department's standard project management software (Microsoft Project).
g. I can view and print a project as a Gantt chart, PERT chart, or calendar.
h. I can filter a project to display tasks occurring at designated times or during designated intervals.

15. Oral Presentations and/or Training Materials
· As an employee with responsibilities for developing Oral Presentations and/or Training Materials, I am able to create appropriate materials using tools available in the Department's standard presentation software package (PowerPoint).

a. I can create a set of slides with titles from a topic outline and reorder or delete them as necessary.
b. I can select a slide layout appropriate to the slide's content and specify text objects, such as bulleted lists, charts, tables, or spreadsheets, fitting the layout.
c. I can insert, reposition, and resize a text box and change the font properties of the text in the box.
d. I can insert illustrations and clip art onto a slide and then reposition and resize the graphic boxes.
e. I can align text and graphic objects on the slide.
f. I can modify the master slide to format headers and footers for all slides in the collection.

· If my responsibilities in this area extend to presenting electronic slide shows, I am able to run a packaged presentation using the Department's standard presentation software package (PowerPoint).

g. I can create speaker notes for individual slides in the presentation.
h. I can print handouts for the presentation from the slide collection.
i. I can create special transition effects when a slide opens or closes.
j. I can move sequentially forward or backward through the slide collection.

16. Budgeting
· As an employee with responsibilities for Budgeting, I am able to construct an application in which source data for budget line items can be collected, organized, and tallied.

a. I can set up a budget history in which expenditures are categorized and organized under appropriate line items using a Department standard software package that supports mathematical operations (Excel, Access).
b. I can construct and apply mathematical formulas that can sum and average budget data using spreadsheet formulas (Excel) or database calculated fields (Access).

· If my responsibilities in this area extend to projecting budget data, I am able to utilize forecasting capabilities of software.

c. As necessary, I can selectively import database data into a spreadsheet for analysis (Microsoft query from within Excel to retrieve Access data).
d. I can analyze budget data by categories by constructing pivot tables (Excel or Access).
e. I can determine budget trends and forecast budget expenditures by conducting a trend analysis using spreadsheet software (Excel).

17. Troubleshooting Computer Problems
· As an employee with responsibilities for Troubleshooting Computer Problems, I am able to assist staff with the commonest types of problems they encounter in using computers.

a. I can recommend software procedures to use in accomplishing a business task.
b. I can set up data and information processing models for handling common types of application needs.
c. I can convert data between applications without the need to rekey.
d. I can organize disk space for efficient use.
e. I can customize the user interface of a software package, including displaying and hiding menus and toolbars, adding or removing buttons from toolbars, and changing user preferences and options.

· If my responsibilities in this area extend to standardizing the computer work environment for my workgroup, I am able to develop document templates and customized procedures in appropriate software packages.

f. As appropriate, I can develop document templates and styles for word processed documents (Word).
g. As appropriate, I can record macros to create customized procedures or simplify complex procedures (Word, Excel).
h. I can make macros available to users by attaching them to toolbar buttons.
i. As appropriate, I can create data entry forms to organize data input operations (Access, Excel, Word).

18. Collaborative Work Using the Computer
· As an employee who does Collaborative Work Using the Computer with others in the preparation of work products, I am able to utilize network tools and software features that allow for file sharing and joint editing of documents.

a. I can access and store a document or file on a shared network drive.
b. I can edit a shared document using redlining and strikethrough and can review, accept, or reject edits from others (track changes feature in Word).
c. As necessary, I can set up an Excel workbook or an Access database so that it can be shared or simultaneously used by others.

· If my responsibilities in this area extend to contributing to document management for my workgroup, I am able to use appropriate document management software (Exchange, Notes).

d. I can add my documents to the document database.
e. I can locate and retrieve individual documents from within the document database.
f. I can reassemble documents in the document database.