Table of Content

1. General
2. Roles
3. Training Matrix
4. Reporting

General

The idea behind the training matrix is that an employee has certain knowledge/competences he needs to acquire to perform his tasks. For some of these competences it can also be necessary that after a predefined period the employee needs to be retrained.

An employee can have one or more roles as part of, or on top of their function. This role requires the employee to have certain competences. To attain a competence, the employee needs to follow a particular training and/or succeed on a test. 

The training matrix is a matrix with the employees on one side and the mandatory trainings on the other. At the intersection of an employee and a training the current status is shown. This allows you to follow-up on who is or isn't up to date.

A training is used to ensure or verify an employee has certain skills, knowledge or attitudes. A training can be used to teach an employee and/or to test these attitude, skills or knowledge. 

A competence is an aggregate of knowledge, skills and attitudes an employee needs to have to do a specific part of their job. 

A role is a set of competences that are needed for an employee to fulfil a certain role within the organisation.

Roles

Roles are used to group certain competences. Deciding which competence to assign to each role can require some forethought and planning. Not every employee needs the same competences, even though they might have the same functions. Similarly, employees across different roles might require similar competences. 

Permission to create roles is limited to training coordinators assigned to specific organizational units and managers of organizational units. Administrators with the necessary right can create roles via the admin panel. See also this article.

 

Creating a new role as training coordinator or manager

In order to create a new role, start by going to the Competence management tab in the left bar, and clicking on the tab "Roles." There you can click on the button labeled "Add new role." This will bring you a new screen with these elements:

• Name where you can enter the name of the role.
• Organizational Unit where you can select the organizational units the role belongs to. A training coordinator can only select organizational units they have been assigned to as coordinator. A manager can only select organizational units they or their employees are a part of. 
  The organizational unit you select here will determine to whom you can assign this role. You will only be able to assign this role to employees that belong to this organizational unit or to its sub-departments. So if you want the role to be available for all employees then you will need to choose the organizational unit of the highest level.

Adding/deleting competences

To add new competences you can select them from the drop down menu below the list of competences. Click "add" to assign the competence to the role.

If you want to remove a competence you can follow these steps:

• Select the competence(s) you wish to remove
• A button will appear saying "Delete competence(s)."
• After clicking this button the selected competences will be removed from the role

Adding employees

Adding an employee to a role can be done by following these steps:

• Go to the tab "Persons."
• Enter the employees you want to add in the field "Add persons to role."
• Click "Add."

Removing an employee

Removing an employee from a role follows a similar process:

• Go to the tab "Persons."
• Use the checkbox to select the employees that need to be removed.
• A button will appear saying "Delete person(s). Click it to remove the employee from the role.

An employee might already have a training planned for one of the competences in the role. When that happens a message will appear when trying to remove the employee from a role giving you the choice to cancel or keep the training sessions. When choosing to cancel, the status of the training session will be set to "Cancelled."

Editing a role

Click on the tab roles. Search for a role and click on edit. To manage the competence or persons of a role, you can follow the steps mentioned above in this article.

 

Training Matrix

The Overview screen can be used to manage and follow up on the various elements in the training matrix. It gives a summary per status of all competences where an action is required. The pie chart at the top gives the percentage of all acquired competences relative to the total number of competences. If there are employees that haven't been assigned a role yet an alert message will be shown.

If you click on the number in the overview you will see who has that status for that specific competence.

The Search tab allows you to look up competences an employee was assigned. In this tab you can also access the history of competences by clicking on the graph icon after searching for a competence.

The Roles tab is where you can manage and create roles. Assigning these roles to employees can be done in the tab Employees.

Statuses

For each competence an employee can have a certain status. This status is used to show when certain actions are needed for the employee to acquire the competence. 

The status Training Needed is used to indicate an employee hasn't acquired a specific competence or needs to renew it. This status is displayed when an employee is new to the role, when a competence needs renewal, or when a training took place but the measurement wasn't successful. 

When a training is planned for the employee, the status will change to Training Planned. Who can plan a training depends on how the training sessions are managed. This could be centralized or decentralized. For centralized trainings the administrator first creates training sessions where employees or their managers can sign up for a specific session through the training catalogue. With decentralized trainings employees can't sign up themselves and no sessions need to be created in advance. The manager plans and follows up on the training and a training session will be created automatically.

When the training is completed the presence of the employee needs to be registered. This can be done by following these steps:

• Select one or more employees you wish to register.
• A button saying "Register presence" will appear.
• You can also choose a reason for why the training was followed late, if applicable.
• Finally, click "Register" to complete the process.

Registering a training after the competence's deadline has expired is still possible. Simply follow the steps described above and select a reason for why the training didn't happen on time.

Some competences require an additional assessment to verify if the employee genuinely acquired the competence. After the presence of the employee is registered, the status will change to "Assessment required."

Assessing the employee(s) can be done by taking these steps:

• Select the employee(s) you want to assess.
• Click the button that appears saying "Give assessment."
• Fill in the date, evaluator and all other required fields.
• Click "save" to finalize the assessment.

The status will change to "Competence acquired."

In steps other than "Competence acquired" a deadline might be shown. This deadline takes into account how much time an employee has to follow the required training as well as the period of time is allowed for the assessment. This can make it appear as if the competence is valid for a shorter period than it actually is. The expiration date will also be shown.

More information about how the deadline is determined, can be found here.

 

Actions to perform

When you click on the number in the overview or when you use the search functionality, you will receive different options when you select one or more employees. Which actions you can take, depend on the status.

• Plan training
  • If it is a catalogue training, you can drag the employee to a session. If there are no sessions defined on the training, then it is not possible to plan the training. Then first sessions need to be created on the training by the administrator.
  • If it is not a catalogue training, you can fill in when the training will take place and who the trainer will be.
• Plan and register
  • If the training has already taken place, you fill in the details here.
• Give assessment
  • If following the training isn't sufficient but an assessment is needed, than you can give an assessment by clicking on the Give assessment button. Depending on the settings on the competence, you'will need to give a score or only indicate if the employee has acquired the competence.
• Retraining 
  • If the competence is alreaydy acquired, but there needs to be a retraining for this specific (group of) persons. Click on Retraining. The competence will get the status "Training needed"
• Renew
  • If you want to renew competences with an expiration date without employees following the training again. Click on Renew. By default, the user is filled in as Evaluator, but this can be changed.
    Fill in the assessment date. This date will be used to calculate the next expiration date. E.g. if the competence is valid for a year, the new expiration date will be the assessment date + 1 year.
    Only competences with an assessment date can be renewed.

Reporting

At the top-right of the overview page is a link to download a report. The Excel file that is generated has several sheets of information.

The first sheet, training matrix, gives an overview for each employee and the status of each competence.

The following sheet, detail percompetence, you'll find a detailed overview for each employee, the competences associated with them, and information on the relevant trainings.

The sheet Employee - Role shows which roles are assigned to each employee.

Next, you'll find the sheet Role - Competence which lists the competences that make up the different roles.

Finally, the sheet Root Causes gives an overview for each employee of the reasons why a training or assessment was registered late.