First aid certificates, licence checks and training tickets all run out, and it usually comes to light when someone needs one. Put every renewal date on the matrix and it turns orange well before the date and red once it has passed, so the gap is closed before anyone is working without cover.
Part of the alphaZ ER series of Excel registers, built for records that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format, with a Google Sheets version included, and all text in Calibri font for improved readability.
The register is set up with:
- Renewal date formatting that turns dates orange ahead of expiry and red once passed, switched on column by column
- A days ahead setting on the Instructions sheet to decide how early the warning shows
- Current and target competency ratings with any shortfall shown in red
- A radar chart showing one person's competence against target, and filters on the staff sheet
alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns,
developed over 25 years through practical use in the real world.
Further guidance on competence, training and awareness:
To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This register is also included in every alphaZ toolkit covering ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO 22301, ISO 37001 or ISO 42001, including the integrated toolkits, and in the BS EN 1090 Toolkit and the Drivers Toolkit, so the toolkit route gives you this file plus everything else you need in one download.
If you'd like a hand keeping the matrix current as people join and leave, planning the training it shows is needed, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Staff Training and Competency Matrix Template
A training and competency matrix template in Microsoft Excel for recording the qualifications, licences and training held by each person, with renewal dates that flag themselves as they come up, and a rating of current and target competence for the activities that matter in your business. A Google Sheets version is included.
Clause 7.2 of ISO 9001, ISO 14001, ISO 45001, ISO 27001 and the other ISO management system standards asks you to decide what competence is needed, make sure people have it through education, training or experience, act where they do not and check that the action worked, keeping evidence of competence. The matrix is that evidence in one view, and it is one of the records looked at during ISO certification audits when competence is being checked.
What's Included in this Training and Competency Matrix
The workbook is laid out as separate sheets, each doing one part of the job:
- Staff Checks Competency - one row per person with their position, then columns for the annual review, first aid, qualifications, driving licence details and checks, and other licences, each with a details or date column. Further along the row, a general competence rating can be entered against topics such as ISO awareness, company policies and customer complaints. Every heading can be changed to the training and competencies that apply to your activities.
- Competency Rating - the current and target level of competence for each person against the activities you list, rated on a simple numeric scale. Where current is below target the figure turns red, so training needs stand out.
- Radar Chart - select a person's ID to see their current and target competence drawn as a radar chart, a quick visual of where the gaps are.
- Instructions - how the matrix works, today's date for the formatting, and the days ahead setting.
Renewal Dates That Flag Themselves
Date formatting is switched on for a column by typing expiry in the grey cell above it. Those dates turn orange as the renewal date approaches and red once it has passed, and how many days ahead the orange warning appears is set once on the Instructions sheet. Columns that hold dates which never expire, such as the date a course was completed, simply leave the expiry marker off, so they are not flagged as overdue.
An R entered in the qualifications and licences section marks something as required but not yet held, and it shows red so the gap is visible. Between the two, the matrix shows at a glance who is due a renewal and what is missing.
Who Needs a Training Matrix?
Any organisation implementing or maintaining an ISO management system, and any business where people need tickets, licences or certificates to do their job - drivers, first aiders, plant operators, installers and the like. It is just as useful without certification in view, because customers, principal contractors and insurers regularly ask for evidence that people are trained and in date.
Pairs with the Training Record and Annual Review
The matrix gives the overview across the workforce. The detail for each person can be kept on the F-Q5 Staff Training Record, and the yearly check that details, training and qualifications are current on the F-Q6 Staff Annual Review. If you would rather record competence by role, the F-IMS31 Competency Register is an alternative layout for the same job.
We can help you set this up
A day of remote support can be spent setting up this register with your own information, alongside any other documents your management system needs. Tell us what you need and we will plan the day around it.
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